Terms and Conditions

Last Updated: October 5, 2025

Introduction

Welcome to Ottomations.xyz (“Ottomations”, “we”, “us”, or “our”). These Terms and Conditions (“Terms”) govern your access to and use of our services and software platform. By accessing or using our website or services, you agree to be bound by these Terms. If you do not agree with any part of these Terms, you must not use our services.

Services Covered: Ottomations provides a suite of automation and customer relationship management services – including (but not limited to) AI receptionist/chatbot services, workflow and automation setup, CRM management tools, and related Software-as-a-Service (“SaaS”) products. All such offerings are referred to collectively in these Terms as the “Service” or “Services.” We offer these Services on a subscription basis (with recurring fees) and may charge one-time startup or onboarding fees for initial setup.

Age and Capacity: You must be at least 18 years old and capable of entering into a binding contract to use our Service. If you are using the Service on behalf of an organization, you are agreeing to these Terms for that organization and promising that you have the authority to bind that organization to these Terms.

Accounts and Access

In order to use our Services, you will need an account. Ottomations will create your account for you (for example, by setting up a sub-account on our platform or on our partner platform on your behalf). Once your account is set up, it is your responsibility to:

Keep Your Credentials Secure: You will receive login credentials (such as username and temporary password) to access the Service. You must change any temporary password upon first login and keep your account credentials confidential. You are responsible for all activity that occurs under your account. Do not share your login information with unauthorized persons.

Account Use: Ensure that all information you provide to us for account setup is accurate and up-to-date. If you become aware of any unauthorized use of your account or breach of security, you must notify us immediately.

Client Responsibility (Third-Party Login): If your Ottomations account is integrated with third-party platforms (for example, if we set up a CRM account through GoHighLevel or another service), you are responsible for managing those logins after setup. This means after we hand off credentials to you, maintaining access (including updating passwords, securing access tokens, etc.) is up to you. We are not liable for any issues arising from your failure to secure your login information.

We reserve the right to suspend or terminate your account if we suspect any unauthorized use or violation of these Terms. (See Termination section below for more details.)

Fees and Payment Terms

By subscribing to our Service, you agree to pay the applicable fees as described at the time of signup or in your service agreement/invoice. Our fees typically include a one-time setup charge and recurring subscription fees. Key payment terms are as follows:

Subscription Fees: Our Services are provided on a subscription basis (e.g. monthly or annual plans, as agreed). Subscription fees are billed in advance of each billing cycle. For example, if you are on a monthly plan, you will be charged at the start of each month for that month’s service.

Startup/Onboarding Fees: We may charge a one-time startup or onboarding fee to cover initial setup and customization of the Service for you. This fee (if applicable) will be disclosed before you subscribe and is typically charged at the beginning of the service or added to your first invoice.

Auto-Renewal: Subscriptions will automatically renew at the end of each billing period unless you cancel in accordance with the cancellation procedure (see Cancellation and Refunds below). By providing a payment method, you authorize Ottomations to charge the subscription fee to your payment method at each renewal.

Payment Methods: Payment is accepted via the methods we make available (e.g. credit card, ACH, or other online payment processors). You must provide current, valid payment information and promptly update any changes (e.g. new card expiration date). If your payment fails or cannot be processed, we will notify you and you are required to provide an alternative valid payment promptly.

Late Payments: If your account is past due (payment not received by the due date), we reserve the right to suspend or limit your Service until payment is made. Late Fee: Any invoice or payment that is more than 30 days overdue may incur a late fee of 10% of the outstanding amount per month (or the maximum rate permitted by law, if lower), starting from the date the payment became overdue. You agree to pay all such late fees as applicable. Additionally, you will be responsible for any reasonable costs of collection we incur in obtaining payment, including attorneys’ fees if it reaches that stage.

Taxes: Our fees do not include any taxes (such as sales, use, VAT, or other similar taxes). You are responsible for any taxes or duties assessed on your purchase or use of the Service, except for taxes on our income. If we are required to collect taxes from you, we will add those to the charges.

Cancellation, Termination & Refunds

We want you to be satisfied with our Service. However, if you need to cancel or if we need to terminate the relationship, the following terms apply:

14-Day Money-Back Guarantee (Refund Policy): We offer a 14-day money-back guarantee for new subscribers. If you are a first-time client and are not satisfied with the Service for any reason, you may cancel within 14 calendar days of your initial purchase (the date you first subscribe or pay any setup fee) and request a full refund. This refund covers the subscription fee and any startup/onboarding fee you paid. To initiate a refund under this guarantee, you must contact us within the 14-day window (by emailing [email protected] or calling +1 (608) 957-1362) and state that you wish to cancel and request a refund. Once we receive your request and verify that it’s within the allowed period, we will process your refund. Refunds are usually issued to the original payment method within 5–10 business days.

Please note: The 14-day money-back guarantee applies only to your first subscription term with Ottomations. If you resubscribe or purchase additional services later, those subsequent purchases may not be eligible for the money-back guarantee. Also, the guarantee does not apply if we terminate your account for a violation of these Terms within that period (in such cases, refunds will be at our discretion).

Cancellation by You (Subscription Cancellation): After the 14-day money-back period, you may still cancel your subscription at any time by contacting us or using any provided account management portal. If you cancel, your subscription will remain active until the end of the current paid billing period, and you will not be charged for the next period. For example, if you cancel in the middle of a month for a monthly plan, you will retain access until the end of that month and your subscription will not renew for the next month. No pro-rated refunds are provided for the unused portion of the billing period after the first 14 days have passed. To avoid being charged for the next renewal, make sure you cancel before your next billing date.

Termination by Us: We reserve the right to suspend or terminate your access to the Service at any time with notice to you if: (a) you breach any of these Terms or violate our Acceptable Use Policy (see User Conduct section); (b) your payment is overdue by more than a reasonable period or you fail to pay required fees (after appropriate notices); or (c) we, in our sole discretion, determine that it is no longer commercially feasible or legally permissible to continue providing the Service to you. In most cases, we will provide you with notice of the issue and an opportunity to cure the breach (e.g. pay the overdue amount or stop the violating behavior) before termination. However, if the breach is severe, ongoing, or threatens the security/operation of our services or other users, we may suspend or terminate your account immediately without prior notice.

Effect of Termination/Cancellation: Upon termination or expiration of your subscription for any reason, your access to the Service will be disabled. You will no longer have access to your account (including any data or content stored in the Service). We strongly recommend that prior to cancellation or termination, you export or secure any data you need from the platform. We may delete your data from our systems any time after 30 days following termination (and we are not obligated to keep it beyond that, unless required by law). Any fees owed to us as of termination remain due and payable. If your account was terminated by us due to your breach of these Terms, you will not be entitled to any refunds for any fees you have paid.

Surviving Provisions: Any terms of these Terms which by their nature should survive termination (such as provisions on intellectual property ownership, indemnities, disclaimer of warranties, limitation of liability, dispute resolution, and governing law) will remain in effect even after your access to the Service is terminated.

Service Availability and Support

We strive to provide a reliable Service and guarantee high uptime for our platform. Our goal is to keep the Service running smoothly without interruption. However, please understand that occasionally there may be downtime or technical issues (for example, for maintenance or due to unforeseen technical problems).

Uptime Commitment: We aim for 99% (or higher) uptime for our Service. While we cannot guarantee absolute continuous operation, we will make commercially reasonable efforts to minimize downtime. In the event of scheduled maintenance, we will try to perform it during off-peak hours and/or provide advance notice to you when possible. If the Service experiences significant unexpected downtime, we will work diligently to restore it as soon as possible. (Please note that your sole remedy for extended downtime may be a service credit or extension of your subscription, at our discretion; see Disclaimers and Liability Limitations sections for more information on limits of our responsibility.)

Support: We are committed to helping you get the most out of our Service. Customer support is available via email and phone. You can reach our support team by emailing [email protected] or calling +1 (608) 957-1362. We generally provide support during our regular business hours (Central Time, U.S.), and we strive to respond to all inquiries as promptly as possible (usually within 1 business day). Support may include help with using the platform, troubleshooting issues, and answering questions about features. We do not guarantee any specific response time, but we will make a good-faith effort to assist you in a timely manner.

Third-Party Services and Dependencies: Our Service is built on and integrates with certain third-party platforms and providers. For example, our automation and CRM services may run on a white-labeled third-party CRM system (such as GoHighLevel), and communication features (like sending SMS or making calls through an AI receptionist) may rely on third-party telecommunications services (e.g., Twilio or similar providers). While we manage and resell these services as part of our offering, we do not own or fully control those third-party services. Therefore:

We are not responsible for outages or disruptions caused by these external platforms or networks. (For instance, if the underlying CRM platform experiences an outage, or if the SMS gateway has downtime, those issues are outside of our direct control.) However, we will work with the third-party provider to resolve such issues as quickly as possible and keep you informed.

Your use of certain features of our Service is also subject to the terms and acceptable use policies of those third-party providers. For example, if you send text messages or make calls through the Service, you must comply with the messaging rules and anti-spam policies of the telecom provider (and with laws like the Telephone Consumer Protection Act). By using these features, you agree to abide by all applicable third-party terms. We can provide or direct you to those terms upon request.

No Emergency Services: Please note that our communication tools (e.g., AI receptionist phone integration) are not a substitute for traditional telephone services or 911. They are not intended to support emergency calls to any hospitals, law enforcement agencies, medical care units, or any other kind of emergency service.

User Conduct and Acceptable Use

We expect all users to use Ottomations’ Services responsibly and lawfully. You agree not to misuse our Service. In particular, you must NOT use the Service (or allow any third-party to use it) in any way that:

Violates Laws or Regulations: You may not use our Service for any illegal purpose or in violation of any local, state, national, or international laws. This includes (but is not limited to) laws regarding data privacy, spam, telecommunications, intellectual property, and export control. Prohibited activities include using the Service to send unsolicited bulk communications (“spam”), to engage in fraud, theft, or selling of illegal goods/services, or to stalk or harass individuals.

Infringes Rights of Others: Do not use the Service to infringe or violate the intellectual property rights or privacy/publicity rights of others. You must have the legal right to upload or use any data, content, or contact information you put into our system. For example, you must own or have permission to use any contact lists you upload and any content (text, images, etc.) you utilize in automated messages or on websites built with our Service. You must also obtain and maintain any legally-required consents from people you contact via our platform (such as opt-in consent for marketing emails or texts).

Disrupts or Damages Systems: You may not introduce malware, viruses, Trojan horses, or other harmful code into our Service, or use our Service to distribute malware. Additionally, you must not attempt to probe, scan, or test the vulnerability of our platform or any related system or network, or breach any security or authentication measures. Any attempt to reverse engineer, decompile, or otherwise attempt to derive the source code or underlying ideas or algorithms of our Service (except as permitted by law) is strictly prohibited.

Abuses the Service (Resource or Usage Abuse): You may not use the Service in a way that could harm, overburden, or impair our infrastructure or interfere with other users’ use. This includes excessive usage of automated processes outside of any usage limits in your plan, launching denial-of-service attacks, or using the Service for cryptomining or other unintended purposes. You also agree not to resell, rent, or lease the Service to third parties without our prior written authorization. (In other words, your subscription is for your or your organization’s use only. You cannot offer our Service as part of a service you provide to someone else, unless we specifically allow it in a separate reseller or partnership agreement.)

Displays or Transmits Prohibited Content: You must not use our Service to create, store, or distribute content that is unlawful, defamatory, libelous, threatening, harassing, abusive, obscene, pornographic, or otherwise objectionable. In particular, content that is hateful or discriminatory (e.g., racist, sexist, etc.), or that promotes violence or illegal activity, is forbidden on our platform. If your AI receptionist or other automated tools are configured to interact with end-users, you are responsible for ensuring the prompts and content you use do not result in inappropriate or illegal outputs.

Misuses AI-Generated Content: Our Service may allow or provide AI-generated content (for example, AI responses via a chatbot/receptionist, or AI-written copy for automation workflows). While we permit the use of AI-generated content as part of the Service, you are responsible for any content the AI produces under your direction. You should review AI-generated outputs before using them in a live setting (like publishing on your site or sending to your customers) to ensure they are accurate, appropriate, and compliant with these Terms and with the law. We do not guarantee that AI-generated content will be correct or suitable, and we are not liable for any issues (legal, ethical, or otherwise) arising from its use. If we provide default AI templates or suggestions, those are for guidance and you should customize and vet them as needed.

Consequences of Violations: If you violate this Acceptable Use section or any other provision of these Terms, we may take action including removing or disabling access to content, suspending your ability to use certain features, suspending or terminating your account, and/or notifying law enforcement (if the behavior is unlawful). Serious violations (such as engaging in illegal activity or actions that threaten our platform’s security) can result in immediate termination of your account without a refund. We reserve the right to investigate any suspected misuse of our Service and you agree to cooperate with us in such investigation if requested.

Intellectual Property Rights

All rights, title, and interest in and to the Service (including our website, software, platform, features, templates, workflows, designs, and all related intellectual property) are owned by Ottomations or our licensors. Using our Service does not transfer ownership of any intellectual property to you.

Our Intellectual Property: We retain all intellectual property rights in the software, code, trade secrets, algorithms, business processes, templates, automation workflows, and any custom scripts or materials that we provide or create as part of the Service. During your subscription, we grant you a limited, non-exclusive, non-transferable license to use our platform and these materials solely for your internal business use in accordance with these Terms. This license terminates upon the termination or cancellation of your Service. You may not copy, distribute, modify, or create derivative works from our intellectual property except as allowed by us in writing. In particular, if we develop or provide you with any custom automations, configurations, or templates, you may not take those and use them outside of our Service or after your subscription ends without our permission. (For example, you should not export a workflow we built and import it into another service or reuse our proprietary templates once you stop using Ottomations.) All Ottomations trademarks, logos, and service marks are our property, and you agree not to use them without our prior written consent.

Your Content and Data: You retain ownership of any data, content, or materials you input or upload into the Service (“Your Data”), such as your customer lists, communications content, logos, or other information you provide. We do not claim ownership of Your Data. However, by providing Your Data to our Service, you grant Ottomations a license to use, process, transmit, and display Your Data as necessary to provide the Service to you. For example, we may need to store your contact list to enable the CRM features, or process the text of messages you write to send them out. We will handle Your Data in accordance with our Privacy Policy (please refer to our Privacy Policy for details on how we collect and manage personal data). You are solely responsible for ensuring that Your Data (and our use of Your Data on your behalf) does not violate any laws or rights of others. After termination of the Service, we will delete or return Your Data in our systems as described in the Cancellation section above, except to the extent we are required or allowed to retain certain data by law or for legitimate business purposes.

Feedback: If you submit suggestions, ideas, or feedback to us about the Service (“Feedback”), you acknowledge that such Feedback is given voluntarily. We are free to use, disclose, reproduce, or otherwise exploit the Feedback as we see fit without any obligation or compensation to you. Any improvements or enhancements to the Service based on your Feedback are our sole property.

Disclaimers of Warranties

Ottomations provides the Service “as is” and “as available,” to the fullest extent permitted by law.** **While we’ve committed above to striving for high uptime and will do our best to ensure you have a great experience, we need to make clear the following disclaimers:

No General Warranty: We make no other warranties or guarantees, express or implied, about the Service. This includes no implied warranties of merchantability, fitness for a particular purpose, title, or non-infringement. We do not warrant that the Service will meet all of your requirements or expectations, that it will achieve any particular results (for example, we do not guarantee that using our automation tools will necessarily increase your sales or efficiency – though we certainly hope it does!), or that it will be uninterrupted, error-free, or completely secure.

SLA/Performance: Any uptime or performance guarantees (SLA) mentioned in these Terms or elsewhere are targets or goals we strive to meet. However, except as explicitly set forth in these Terms, we do not promise compensation or remedies for failing to meet any specific performance benchmark. Your use of the Service is at your own risk, and your sole remedy for dissatisfaction with the Service is to discontinue use or, if applicable, take advantage of our 14-day money-back guarantee for new users.

Third-Party Services & Content: We disclaim any responsibility for services, information, or products provided by third parties that are incorporated into or linked with our Service. For example, we are not liable for any errors caused by third-party integrations (like failures in telecommunication networks, browser incompatibilities, or issues originating in the underlying CRM platform). Any third-party content or links are provided for convenience, and we do not endorse or assume any responsibility for third-party websites or services.

Data Integrity: While we endeavor to keep data secure and backed up, we do not warrant that Your Data will never be lost or corrupted. You are encouraged to maintain your own backup copies of important data. We will not be responsible for any data loss or corruption outside of our reasonable control.

No Other Promises: Except for the explicit promises we make in these Terms (such as the 14-day refund guarantee for new subscribers), all other commitments or guarantees are expressly disclaimed. For example, we are not providing professional advice (legal, financial, etc.) via the Service, and you shouldn’t rely on any information on our platform as such advice.

Some jurisdictions do not allow the disclaimer of certain warranties, so some of the above may not apply to you. In such jurisdictions, our warranties are limited to the extent permitted by law.

Limitation of Liability

To the maximum extent permitted by law, in no event will Ottomations (or our owners, officers, employees, affiliates, agents, or suppliers) be liable for:

Indirect or Consequential Damages: We will not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or relating to your use of (or inability to use) the Service. This includes, for example, damages for lost profits or revenues, lost business opportunities, loss of data, business interruption, or any other intangible losses, even if we have been advised of the possibility of such damages.

Maximum Liability Amount: Our total aggregate liability to you for all claims arising out of or related to these Terms or the use of the Service will not exceed the total amount that you have paid to us for the Service in the 12 months immediately preceding the event giving rise to the liability**. (For a new customer within the first year, the liability cap would be no more than the total fees you paid to date.) If you have paid nothing (for example, during a free trial, if offered), our liability for any claim will be zero. This limitation applies regardless of the theory of liability (contract, tort, strict liability, or otherwise).

Scope: The limitations above apply to all causes of action or claims in the aggregate, including, without limitation, breach of contract, breach of warranty, negligence, strict liability, misrepresentation, or other torts. You acknowledge that these limitations of liability are a fundamental part of the agreement between us and that we would not be able to provide the Service without such limitations.

Some jurisdictions do not allow certain liability limitations. If you are in such a jurisdiction, some of the above limitations may not apply to you to the extent disallowed by law. However, in all cases, Ottomations’ liability is limited to the greatest extent permitted by applicable law.

Dispute Resolution (Arbitration)

We hope to resolve any issues or disputes amicably through our support channels, but if a legal dispute arises, the following provisions will apply:

Arbitration Agreement: You and Ottomations agree that any dispute, claim, or controversy arising out of or relating to these Terms or the use of the Service shall be settled by binding arbitration on an individual basis. This means you are waiving the right to a trial in court (before a judge or jury) and the right to participate in a class action or similar proceeding.

The arbitration will be administered by a neutral arbitration organization, such as the American Arbitration Association (AAA), under its Commercial Arbitration Rules (or a similar set of rules if AAA is unavailable). The arbitration may be conducted in person in the State of Wisconsin, USA, or by video/teleconference, or a combination, depending on the parties’ agreement and the arbitrator’s decision.

Individual Basis Only: The arbitration will be conducted only on an individual basis and not as a class, collective, or representative action. The arbitrator shall not consolidate or join the claims of other individuals or parties who may be similarly situated without the express consent of all parties.

Arbitrator Authority: The arbitrator will have the authority to award the same damages and relief that a court could (subject to the limitations and exclusions set forth in these Terms). The arbitrator shall issue a written decision explaining the essential findings and conclusions on which any award is based. The arbitrator’s award will be binding and may be entered as a judgment in any court of competent jurisdiction.

Exceptions: Notwithstanding the above, either party retains the right to seek relief in small claims courtfor disputes or claims within the scope of that court’s jurisdiction. Additionally, either party may seek injunctive or equitable relief in a court of law for matters relating to intellectual property rights, unauthorized access to or misuse of the Service, or enforcement of the arbitration agreement (for example, to compel arbitration or enforce an arbitration award).

Fees: Each party will generally bear its own attorneys’ fees and costs in arbitration. The payment of the arbitrator’s fees and any administrative arbitration fees will be governed by the arbitration organization’s rules (and, if applicable, limited by any fee schedules or caps in those rules for consumer disputes). We will abide by any requirement under applicable law or the arbitration rules to pay or split certain fees if required to make arbitration accessible and not cost-prohibitive.

Opt-out: If you are a new user, you may opt out of this arbitration agreement by notifying us in writing within 30 days of first accepting these Terms. To opt out, you must send an email to our support ([email protected]) clearly stating that you wish to opt out of the arbitration agreement. If you do so, neither you nor Ottomations can require the other to participate in an arbitration proceeding. (Opting out of arbitration has no effect on the rest of these Terms, such as the governing law or venue provisions below.) If you have been using the Service prior to the introduction of this arbitration clause and do not agree to it, you must cease using the Service. Continued use of the Service after this arbitration clause takes effect constitutes agreement to this clause.

Governing Law and Jurisdiction

These Terms and any dispute arising out of or related to them or the Service will be governed by the laws of the State of Wisconsin, U.S.A., without regard to its conflict of law principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply to these Terms.

Jurisdiction and Venue: Subject to the arbitration agreement above, if any matter arises that for some reason is not subject to arbitration (or if a court of competent jurisdiction rules that the arbitration clause is unenforceable in a given case), then you agree that any legal action or proceeding shall be brought exclusively in the state or federal courts located in the State of Wisconsin. You consent to the personal jurisdiction of such courts and waive any objection that such venue is inconvenient or improper. (If you opted out of the arbitration clause, or it is found unenforceable, this jurisdiction clause governs.)

Changes to These Terms

We may update or modify these Terms from time to time. If we make material changes, we will provide you with notice, such as by sending an email to the address associated with your account or by posting a prominent notice on our website. It is your responsibility to review the Terms periodically. Updated Terms will be indicated by an updated “Last Updated” date at the top. Your continued use of the Service after a Terms update becomes effective constitutes your acceptance of the revised Terms. If you do not agree to a change in the Terms, you must stop using the Service and, if applicable, cancel your subscription.

Miscellaneous

Entire Agreement: These Terms (along with any Order Forms, subscription plan details, or additional policies like our Privacy Policy, which are incorporated by reference) constitute the entire agreementbetween you and Ottomations regarding the Service. They supersede all prior or contemporaneous understandings or agreements, whether written or oral, regarding the Service.

Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or of any other provision. A waiver is only effective if in writing and signed by an authorized representative of Ottomations.

Severability: If any provision of these Terms is held to be invalid or unenforceable by a court or arbitrator of competent jurisdiction, that provision will be enforced to the maximum extent permissible and the remaining provisions of these Terms will remain in full force and effect.

Assignment: You may not assign or transfer these Terms (or any of your rights or obligations hereunder) without our prior written consent. We may assign these Terms or delegate our obligations to an affiliate or in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets. These Terms will bind and inure to the benefit of the parties, their successors, and permitted assigns.

Relationship of Parties: You and Ottomations are independent contractors. These Terms do not create any partnership, joint venture, employment, or agency relationship between us. Neither party has authority to bind the other or act on the other’s behalf.

Force Majeure: Ottomations will not be liable for any failure or delay in performance of its obligations (including downtime or service outages) if such failure or delay is due to causes beyond its reasonable control, such as acts of God, natural disasters, war, terrorism, civil disturbances, government actions, power or internet outages, or failures of third-party services.

Headings: The section headings in these Terms are for convenience of reading only and have no legal effect.

Contact Us

If you have any questions about these Terms, or need to contact us for any reason, please reach out to us:

Ottomations.xyz – Terms & Support Contact
Email: [email protected]
Phone: +1 (608) 957-1362

Mailing Address: (If you prefer to contact us by mail, please use the email or phone above for our current mailing address.)

By using or subscribing to Ottomations’ Service, you acknowledge that you have read, understood, and agree to these Terms and Conditions.