Service Terms and Conditions
1. Acceptance of Terms
By engaging the services of Southern Voices (the “Company”), you (the “Client”) agree to be legally bound by the following Terms and Conditions. Use of our services is contingent upon acceptance of these terms; if you do not agree, you must cease use of our services immediately.
2. Services Provided
The Company provides professional telephone answering and message management solutions, including but not limited to:
- Answering inbound calls based on Client-approved scripts and protocols.
- Relaying messages via email, SMS, or other established communication channels.
- Managing appointment scheduling and providing basic information as directed.
- Call patching and forwarding to designated contact numbers.
- Granting access to and support for the Southern Voices Web Portal.
3. Client Responsibilities
To ensure high-quality service, the Client agrees to:
- Provide accurate, current information regarding contact details, scripts, and instructions.
- Promptly notify the Company of any changes to call-handling procedures or contact info.
- Assume full responsibility for the content of outgoing messages and actions taken based on received messages.
- Remit payment for all invoices in accordance with the agreed-upon schedule.
- Disclose any specific privacy requirements or sensitive information that necessitates specialized handling.
4. Company Responsibilities
The Company commits to the following:
- Delivering professional, courteous, and timely answering services.
- Exerting reasonable effort to ensure all messages are delivered accurately and promptly.
- Maintaining strict confidentiality of Client data, subject to legal obligations.
- Providing call activity records as requested, dictated by the Client’s service tier.
- Retaining call recordings for 30 days and message records for 90 days.
5. Payment and Billing
- Fees: Client agrees to the rates outlined in their selected service plan.
- Cycle: Invoices are issued on a 28-day billing cycle.
- Terms: Payment is due within 15 days of the invoice date.
- Late Fees: Overdue balances may incur a 5% late charge.
- Suspension: The Company reserves the right to suspend or terminate service due to non-payment.
6. Limitation of Liability
- The Company is not liable for indirect, incidental, consequential, or punitive damages.
- Total liability for direct damages is limited to the amount paid by the Client for services during the one month preceding the claim.
- The Company is not responsible for caller content, actions taken by callers/Clients, or technical failures outside of the Company’s direct control.
7. Confidentiality
The Company shall maintain the privacy of all Client information and will not disclose data to third parties without prior consent, unless required by law. All Company employees are bound by signed confidentiality agreements.
8. Termination of Service
- Standard: Either party may terminate this agreement with 30 days’ written notice.
- Immediate: The Company may terminate service instantly for breach of terms or non-payment.
- Finality: Upon termination, the Client remains responsible for all outstanding balances.
9. Modifications
The Company reserves the right to update these Terms and Conditions. Clients will be notified of material changes; continued use of services following such notice constitutes acceptance of the updated terms.
10. Governing Law
This agreement shall be governed by and construed in accordance with the laws of the State of North Carolina.
11. Entire Agreement
These terms represent the entire agreement between the Client and the Company, superseding all prior discussions or understandings.
Contact Information
For questions regarding these terms, please visit our [Contact Page].
Southern Voices Revised: February 24, 2025
SMS Terms of Service
Effective Date: March 17, 2023
By opting into SMS messaging from Southern Voices (“we,” “us,” “our”), you agree to the following:
- Service Description: By providing your mobile number, you consent to receive SMS text messages for appointment reminders, marketing updates, and two-way communication.
- Frequency: Message frequency varies based on your specific service protocol.
- Rates: Standard message and data rates may apply depending on your carrier.
- Privacy: Data handling is governed by our [Privacy Policy].
- Opt-Out: To stop receiving messages, reply STOP at any time. For assistance, reply HELP or visit our Contact Page.
- Liability: We are not responsible for delivery delays or failures caused by carrier issues or third-party providers.
Certification: By opting in, you confirm you are the authorized user of the provided number and are at least 18 years of age