Terms of Service

1. Eligibility

You must be at least 18 years of age to use Calenxa. By using the service, you represent that you are 18 or older and have the legal capacity to enter into a binding agreement. Calenxa is intended for use by businesses, professionals, and solopreneurs. Use of the service for personal non-commercial purposes is permitted but the service is optimised for professional use.

2. Description of service

Calenxa is a SaaS booking platform that provides:

• Booking pages for scheduling appointments with clients
• Availability management and calendar synchronisation tools
• Embeddable booking widgets for third-party websites
• Automated email confirmations and reminders
• An AI-powered telephone receptionist that answers calls and books appointments on your behalf (Pro plan)
• Client management and leads tracking
• Analytics and reporting (Pro plan)

We reserve the right to modify, suspend, or discontinue any feature of the service at any time with reasonable notice.

3. Account registration

• You must provide accurate, complete, and current information when creating your account
• You are responsible for maintaining the confidentiality of your account credentials
• You are responsible for all activity that occurs under your account
• You must notify us immediately at support@calenxa.com if you suspect unauthorised access to your account
• One person or business entity may not maintain more than one free account

4. Free plan

The Calenxa free plan is available at no cost and includes:

• 1 booking page
• Unlimited event types
• Unlimited bookings
• Embeddable booking widget
• Email confirmations and reminders
• Custom branding
• Cancel links and QR code sharing

The free plan has no time limit. We reserve the right to modify free plan features with 30 days written notice.

5. Pro plan and billing

Subscription fee

The Pro plan is billed at CAD/USD $229 per calendar month. Your subscription begins on the date of your first payment and renews automatically each month until cancelled. All payments are processed securely by Stripe.

Usage charges

The Pro plan includes usage-based charges for the AI receptionist feature at $0.29 per minute for each call handled by the AI. Usage charges are calculated at the end of each billing month and charged to your payment method on file. There is no minimum usage — charges only apply when the AI receptionist handles a call. You can monitor your usage in real time from your dashboard.

Billing and payment

• All fees are charged in advance for the subscription component
• Usage charges are billed in arrears at the end of each month
• You authorise Calenxa to charge your payment method on file for all subscription and usage fees
• If a payment fails, we will retry your payment method and notify you by email. Continued failure may result in suspension of your Pro features
• All fees are exclusive of applicable taxes. You are responsible for any taxes applicable in your jurisdiction

Price changes

We will provide at least 30 days written notice before increasing subscription fees. Notice will be sent to the email address associated with your account. If you do not agree to a price increase, you may cancel before the new price takes effect.

6. Refund policy

We offer a full refund of your Pro subscription fee within 14 days of your first payment, no questions asked. To request a refund, contact us at support@calenxa.com within 14 days of your initial Pro payment.

AI calling usage charges are non-refundable. These charges represent costs passed directly to our telephony providers and cannot be reversed once incurred.

After the 14-day period, subscription fees are non-refundable. If you cancel mid-cycle, your Pro features remain active until the end of your current billing period. No partial refunds are provided for unused days.

7. Cancellation

You may cancel your Pro subscription at any time from your dashboard under Settings with no cancellation fees.

After cancellation your account reverts to the free plan. All your booking data, client records, and settings are preserved on the free plan. Only Pro features are disabled.

8. AI receptionist

How it works

The AI receptionist is powered by ElevenLabs Conversational AI and Twilio telephony. When activated, Calenxa provisions a dedicated phone number for your account. When your clients call that number and you are unavailable, the AI conducts a natural conversation, collects booking information, and schedules the appointment in your calendar.

Your obligations

By activating the AI receptionist, you agree to:

• Inform your callers that they may be speaking with an AI and that the conversation may be recorded and transcribed, as required by Canadian privacy law
• Ensure your use of the AI receptionist complies with all applicable laws in your jurisdiction and in the jurisdictions of your callers, including call recording consent laws
• Not use the AI receptionist to collect sensitive personal information including health data, financial information, or government identification numbers
• Take responsibility for the accuracy of appointments booked by the AI on your behalf
• Review call transcripts and follow up with callers where the AI was unable to complete a booking

Phone number

The Calenxa phone number provisioned to your account is licensed to you for use during your Pro subscription. The number is not owned by you and cannot be transferred or ported to another provider. The number is immediately released when your Pro subscription ends for any reason.

AI limitations

The AI receptionist is designed for appointment booking only. It is not suitable for handling medical, legal, financial, or emergency enquiries. You acknowledge that AI systems may make errors and agree that Calenxa is not liable for any losses arising from incorrect bookings, missed calls, or AI errors.

9. Acceptable use

You agree not to use Calenxa to:

• Violate any applicable law or regulation
• Send unsolicited commercial messages (spam) to your clients
• Impersonate any person or entity
• Collect personal information without the consent of the individuals concerned
• Use the AI receptionist to deceive callers into believing they are speaking with a human when they are not
• Reverse engineer, decompile, or attempt to extract source code from the platform
• Use the platform in a way that disrupts, degrades, or impairs service for other users
• Attempt to gain unauthorised access to any part of the platform or its infrastructure
• Resell or sublicense access to the platform without written permission

10. Intellectual property

Calenxa and all associated software, design, content, trademarks, and technology are the intellectual property of Calenxa, operated by Robinjit Singh. All rights are reserved.

You retain full ownership of all data you upload to the platform including your booking page content, client records, and business information. By using the platform, you grant Calenxa a limited licence to process your data solely for the purpose of providing the service.

You may not copy, reproduce, distribute, or create derivative works based on any part of the Calenxa platform without prior written permission.

11. Data and privacy

Your use of Calenxa is subject to our Privacy Policy, which is incorporated into these Terms by reference. Please read our Privacy Policy carefully to understand how we collect, use, and protect your personal information and that of your clients.

12. Service availability

We make reasonable efforts to ensure Calenxa is available and operational. However, we do not guarantee uninterrupted or error-free service. Scheduled maintenance, technical issues, or circumstances beyond our control may result in temporary unavailability.

In the event of extended downtime (exceeding 24 consecutive hours) caused by factors within our control, we will provide a prorated service credit for the affected period upon request.

13. Disclaimer of warranties

The Calenxa platform is provided on an 'as is' and 'as available' basis without warranties of any kind, express or implied. To the maximum extent permitted by applicable law, we disclaim all warranties including merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the platform will meet your specific requirements, that AI receptionist responses will be accurate or appropriate, or that the service will be free from errors or security vulnerabilities.

14. Limitation of liability

To the maximum extent permitted by British Columbia and Canadian law, Calenxa's total liability to you for any claim arising from your use of the service shall not exceed the total fees you paid to Calenxa in the 12 months preceding the event giving rise to the claim.

Calenxa shall not be liable for any indirect, incidental, special, or consequential damages including loss of revenue, loss of data, loss of business, or loss of profits, even if we have been advised of the possibility of such damages.

Nothing in these terms limits our liability for fraud, gross negligence, or any liability that cannot be limited under applicable law.

15. Indemnification

You agree to indemnify, defend, and hold harmless Calenxa and Robinjit Singh from any claims, damages, losses, costs, and expenses (including reasonable legal fees) arising from:

• Your use of the platform in violation of these terms
• Your use of the AI receptionist in violation of applicable call recording or privacy laws in your jurisdiction
• Your clients' data that you upload or process through the platform
• Any third-party claims arising from your booking page or AI receptionist operations

16. Termination by Calenxa

We reserve the right to suspend or terminate your account immediately and without notice if you:

• Violate any provision of these terms
• Use the platform for any illegal purpose
• Fail to pay fees when due
• Engage in conduct that harms other users or the platform

On termination for cause, no refund will be provided. On termination by us without cause, we will provide a prorated refund for the unused portion of your current subscription period.

17. Governing law

These Terms of Service are governed by and construed in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any disputes arising from these terms or your use of the service shall first be subject to good faith negotiation. If not resolved within 30 days, disputes shall be submitted to the courts of competent jurisdiction in British Columbia, Canada. You consent to the exclusive jurisdiction of British Columbia courts for such disputes.

18. Changes to these terms

We may update these Terms of Service from time to time. When we make material changes, we will notify you by email at least 30 days before the changes take effect. Notice will be sent to the email address associated with your account.

Your continued use of Calenxa after the effective date of updated terms constitutes your acceptance of the changes. If you do not agree to the updated terms, you must cancel your account before the effective date.

19. Entire agreement

These Terms of Service, together with our Privacy Policy, constitute the entire agreement between you and Calenxa regarding your use of the service and supersede all prior agreements, representations, and understandings.

If any provision of these terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

20. Contact

For legal notices, please include 'Legal Notice' in the subject line.