Terms of Service

These Terms of Service (“Terms”) constitute a legally binding contract between you (“User,” “Client,” or “Subscriber”) and Aromatic Intelligence Pvt Ltd (“Aromatic Intelligence,” “we,” “us,” or “our”), a private limited company incorporated and operating under the laws of India with registered operations in Bengaluru, Karnataka.

By creating an account, accessing our dashboard console, provisioning carrier numbers, or connecting WhatsApp Business channels, you represent that you have read, understood, and agreed to be bound by these Terms, our Privacy Policy, and our Data Processing Agreement (DPA). These Terms are governed by the Information Technology Act, 2000, the Indian Contract Act, 1872, and the Digital Personal Data Protection Act, 2023.

To register for and use our platform, you must be at least 18 years of age and legally competent to enter into binding agreements under the Indian Contract Act, 1872. You agree to provide true, accurate, and current business details during account registration.

You are solely responsible for maintaining the confidentiality of your workspace credentials and API tokens. All actions performed under your account shall be attributed to you, and Aromatic Intelligence disclaims any liability for losses arising from unauthorized access due to compromised credentials.

Aromatic Intelligence provides a cloud-based conversational Voice AI solution engineered specifically for clinics, healthcare practices, and enterprises. Our platform offerings include:

• Low-Latency Inbound Answering: Automated voice answering with sub-900ms direct voice turn-taking, real-time speech recognition, and human-like natural interruption handling.
• Ground-Truth Knowledge Base (Vector RAG): Indexing uploaded PDFs, schedules, treatment protocols, and FAQs to anchor AI answers directly to verified clinic documents.
• Guided Intake & Calendar Booking: Structured conversational flows collecting patient/caller name, phone, triage complaints, and preferred slots with real-time calendar synchronization.
• Coexistence for WhatsApp Business: Dispatching summaries and booking confirmations via WhatsApp Business Cloud APIs without interfering with existing front-desk staff smartphones.
• Telephony & Virtual Lines: Provisioning inbound virtual DID numbers or enabling call forwarding from existing carrier lines.

You agree to use the Services strictly in accordance with applicable laws and this Acceptable Use Policy. You agree NOT to:

• Use the platform for unsolicited bulk telemarketing, robocalling, or spam calls in violation of the TRAI Telecom Commercial Communications Customer Preference Regulations, 2018 (TCCCPR 2018) or the National Do Not Call (NDNC / DND) Registry.
• Generate deepfakes, clone voices without explicit written legal authorization, or engage in voice phishing or fraudulent impersonation.
• Transmit defamatory, obscene, harassing, or legally prohibited content through synthetic voice synthesis.
• Attempt to reverse-engineer, decompile, or extract the underlying model weights or proprietary orchestration logic of our platform.

Pre-Paid Credit Architecture: Voice telephony minutes and LLM tokens are consumed from pre-paid monthly plan allowances or top-up credit bundles. Telephony duration is calculated in 60-second increments.

30-Day Validity & Expiration: All credits and minutes purchased under monthly plans are valid strictly for thirty (30) calendar days from the transaction timestamp. Unused minutes or credits do not carry over to subsequent billing cycles and expire automatically.

Payment Processing & Autopay: Payments are processed securely via our RBI-authorized PCI-DSS Level 1 payment gateway in Indian Rupees (INR) or supported currencies. For recurring subscriptions, you authorize our payment gateway to execute tokenized e-mandate charges at each renewal. Cancellations must be submitted at least 24 hours prior to renewal via the billing dashboard.

No Refunds: As detailed in our Refund Policy, consumed usage, setup fees, and expired credit balances are non-refundable.

Telephony lines, virtual phone numbers, and SIP trunking are facilitated through licensed telecommunications partners. All subscriber Know Your Customer (KYC) documentation required under Department of Telecommunications (DoT) licensing mandates must be submitted accurately.

You assume full legal responsibility for all inbound traffic and call forwarding configured on your numbers. Aromatic Intelligence reserves the right to immediately suspend any phone number exhibiting abusive, fraudulent, or unlawful traffic patterns.

Our Platform IP: The Aromatic Intelligence website, dashboard, sub-900ms audio orchestration algorithms, custom voices, logos, and software architecture remain the exclusive intellectual property of Aromatic Intelligence Pvt Ltd.

Customer Content: You retain ownership of all proprietary knowledge base documents, clinic guidelines, and trademarks uploaded to the platform. You grant us a non-exclusive, worldwide, royalty-free license to process this content strictly for the purpose of operating the voice AI agent on your behalf.

Personal data collected during voice interactions is handled in accordance with the Digital Personal Data Protection Act, 2023 and our Data Processing Agreement (DPA):

• You (the Subscriber) act as the Data Fiduciary determining the purpose and scope of patient/customer call answering.
• Aromatic Intelligence acts as the Data Processor executing voice synthesis, speech transcription, vector retrieval, and appointment locking solely on your documented instructions.
• You warrant that you have obtained valid consent or established lawful grounds under the DPDP Act 2023 for recording calls and gathering caller identifiers.

You agree to indemnify, defend, and hold harmless Aromatic Intelligence Pvt Ltd, its directors, officers, employees, and affiliates from and against any third-party claims, liabilities, damages, losses, or expenses (including reasonable attorney fees) arising out of or related to:

• Your violation of these Terms or the Acceptable Use Policy.
• Your failure to scrub contact lists against TRAI National Do Not Call (NDNC / DND) registries or violations of telecom regulations.
• Claims asserting that your uploaded knowledge base content or custom prompts infringe third-party intellectual property or violate privacy rights under the DPDP Act 2023.
• Clinical misinterpretation or medical claims arising from your failure to supervise AI administrative outputs.

These Terms shall be governed by, interpreted, and construed in accordance with the substantive laws of India, without giving effect to conflict of law principles. Any dispute, claim, or controversy arising out of or relating to these Terms shall be subject to the exclusive jurisdiction of the competent courts situated in Bengaluru, Karnataka, India.

In accordance with Section 8(9) of the DPDP Act 2023 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, our designated Grievance Officer details are: