Terms of Service
The agreement between you and SpeakHalo governing access to and use of our AI voice agent platform. Written to be clear and straightforward so you know exactly what to expect.
About these Terms
These Terms of Service ("Terms") govern your access to and use of the SpeakHalo platform and all related services operated by SpeakHalo ("we," "us," or "our"). By creating an account or using our services you agree to be bound by these Terms. If you are using SpeakHalo on behalf of an organization you represent that you have authority to bind that organization.
Acceptance of Terms
By creating an account, accessing the SpeakHalo platform, or using any of our services, you confirm that:
You are at least 18 years of age.
You have legal authority to enter into these Terms on behalf of yourself or your business.
You will comply with all applicable local, state, national, and international laws and regulations.
You have read and understood our Privacy Policy, which is incorporated into these Terms by reference.
If you do not agree to these Terms you must not create an account or use our services.
Description of Service
SpeakHalo is an AI-powered voice call management platform designed for home service businesses. The platform provides:
AI Voice Agent
Automated phone answering powered by OpenAI Realtime API with 8 voice options, real-time booking, and deep industry expertise for home services.
Smart Scheduling
AI-assisted appointment booking with Google Calendar synchronization, real-time availability checking, and automated 24-hour and 2-hour reminders.
Multi-Channel Messaging
WhatsApp and SMS messaging with AI-powered automated responses, voice note transcription, and a unified inbox.
Customer Management
Built-in CRM with caller recognition, customer profiles, lead scoring, service history, and full interaction history across all channels.
AI Photo Estimates
Customers send photos via WhatsApp and receive instant AI-generated preliminary estimates powered by OpenAI GPT-4o Vision.
Knowledge Base
Customizable business knowledge base that informs your AI agent about your services, pricing, procedures, and FAQs.
Analytics & Reporting
Usage dashboards with real-time call volume, response time, and consumption tracking. Automatic alerts at 50%, 80%, and 100% of monthly limits.
Team Management
Multi-user access with role-based permissions -Owner, Admin, Manager, and Member -for collaborative account management.
Available features depend on your subscription plan. We may add, modify, or discontinue features with reasonable notice.
Account Registration & Security
Registration
To use SpeakHalo you must create an account by providing your full name, email address, business name, industry type, country, and a password. You must verify your phone number via SMS one-time passcode (OTP) before registration is complete. You must provide accurate and complete information. Each email address and phone number may only be associated with one account.
Account Security
Your password must be at least 8 characters and contain at least one uppercase letter, one lowercase letter, one number, and one special character. We strongly recommend enabling two-factor authentication (TOTP-based) for additional security. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us immediately at support@speakhalo.com if you suspect unauthorized access.
Account Lockout
Accounts are temporarily locked for 15 minutes after 5 consecutive failed login attempts. Separate lockout rules apply to two-factor authentication attempts. Rate limiting is applied to login, registration, and password reset endpoints.
Email Verification
You must verify your email address to access all platform features. Verification tokens expire after 24 hours. You may request a new verification email at any time.
Billing, Payments & Subscriptions
Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns. When you purchase a subscription, your payment is processed by Paddle (Paddle.com Market Limited for non-US buyers, Paddle.com Inc for US buyers), and you will receive a receipt from Paddle. By purchasing a subscription you also agree to Paddle's Checkout Buyer Terms and Privacy Policy. Paddle handles all payment processing, disputes, chargebacks, and VAT/sales tax compliance on our behalf.
Subscription Plans
SpeakHalo is offered on a free-tier and monthly subscription basis. Four plans are available:
Full CRM, smart scheduling, and analytics. No AI voice agent, SMS, WhatsApp, or dedicated phone number. No credit card required.
Includes a defined monthly allowance of AI voice minutes, SMS messages, WhatsApp messages, and AI photo estimates. Hard limits are enforced - service pauses at your monthly limit and you are never billed for overages. Includes 1 dedicated phone number.
Higher included allowances with overage billing available beyond included limits. Overage rates apply per additional unit consumed. Includes 1 dedicated phone number.
Highest included allowances with overage billing. Designed for high-volume businesses. Includes 1 dedicated phone number and priority support.
Current pricing is always displayed on our Pricing page. Prices are in USD and exclude applicable taxes. Paddle calculates and collects all applicable VAT and sales tax.
Billing Cycle & Auto-Renewal
Subscriptions are billed monthly. Your subscription automatically renews at the end of each billing period unless you cancel before the renewal date. You authorize Paddle to charge your payment method on a recurring basis. You will receive an email receipt from Paddle after each successful charge.
Telephony Charges
Voice calls incur per-minute telephony charges in addition to your subscription fee, billed based on actual call duration:
| Country | Rate per minute |
|---|---|
| United States & Canada | $0.0125 |
| United Kingdom | $0.019 |
| Australia & Ireland | $0.029 |
| Sri Lanka | $0.035 |
These rates are separate from your AI minutes allowance and are charged by Paddle on your monthly invoice.
Failed Payments
If a payment fails Paddle will retry the charge automatically according to their retry schedule. If payment cannot be collected after retry attempts your account may be suspended until payment is resolved. You will receive email notifications for failed payments. Contact Paddle's support or update your payment method via the Paddle customer portal to restore access.
Refund Policy
We offer a 30-day money-back guarantee on all subscription payments. If you are not satisfied with SpeakHalo for any reason, contact us at support@speakhalo.com within 30 days of your payment for a full refund, no questions asked. All refunds are processed by Paddle.
Refund processing times depend on Paddle and your payment provider, typically 5-10 business days. For full details, see our Refund Policy.
Price Changes
We will notify you at least 30 days in advance of any price changes by email. Continued use of the service after the new pricing takes effect constitutes acceptance of the updated pricing. You may cancel before the new price takes effect if you do not agree.
Cancellation by You
You may cancel your subscription at any time through the Paddle customer portal accessible from your billing settings, or by contacting us at support@speakhalo.com. Cancellation takes effect at the end of the current billing period. You retain access to the service until then. You can request a refund within 30 days of your most recent payment.
Free Trials
SpeakHalo may offer free trial periods via invitation. Trial invites are issued by our team and arrive via email with a one-time-use link. During the trial:
You receive access to all platform features for the duration specified in your trial invite.
No payment method is required during the trial period.
Usage limits during the trial are set by our team and visible in your dashboard.
We will send email notifications as your trial approaches expiration (7-day and 3-day warnings).
When the trial expires, your account enters read-only mode. You must subscribe to a paid plan to continue using the service.
Trial abuse -including creating multiple trial accounts to circumvent limits -is prohibited and may result in permanent account termination.
Usage Limits & Overage
Monthly Usage Limits
Your account includes monthly limits for four usage categories: AI voice minutes, WhatsApp messages, SMS messages, and image analyses. Usage resets at the start of each billing period. Your current usage is visible in real time in your account dashboard.
Hard Limits (Starter Plan)
Starter plan accounts have hard limits enforced. When you reach 100% of any usage category, that service pauses until your next billing cycle resets. You are never charged overage fees on the Starter plan. Upgrade to Professional or Business to enable overage access.
Overage Billing (Professional & Business Plans)
Professional and Business plan accounts may consume usage beyond their included allowances. Overage is billed at the per-unit rates shown on your plan and on the Pricing page, added to your monthly invoice via Paddle. Overage charges are displayed in your usage dashboard in real time.
Usage Notifications
We send automatic email notifications at 50%, 80%, and 100% of each usage category so you can monitor consumption and plan accordingly.
Phone Numbers & Team Members
All accounts include 1 dedicated phone number that supports voice, SMS, and WhatsApp. Phone numbers are provisioned per account; additional numbers are not available at this time. Team member limits vary by plan and are visible in your account settings.
AI Service Terms
AI-Powered Services
SpeakHalo uses OpenAI (Realtime API for voice conversations, GPT-4o Vision for image analysis) and Google Gemini (for text chat and messaging AI) to power its AI capabilities. These include answering phone calls, booking appointments, checking calendar availability, providing business information, recognizing returning callers, saving customer details, and transferring calls to humans when needed.
AI responses are generated by artificial intelligence and may not always be accurate, complete, or appropriate. SpeakHalo does not guarantee the accuracy of AI-generated content including call transcripts, diagnostic assessments, appointment scheduling confirmations, or customer communications. You are responsible for reviewing AI actions and communications. AI photo analysis provides preliminary assessments only and does not replace professional in-person inspection.
AI Agent Configuration
You can customize your AI agent's name, voice, greeting style, industry specialization, and knowledge base. You are responsible for ensuring that any custom configuration, instructions, or knowledge base content you provide is accurate, lawful, and does not mislead your customers.
Call Recording & Consent
Calls handled by the AI agent are transcribed and summarized. Audio recordings are hosted by Twilio (our telephony provider) and referenced by identifier in your account. You are solely responsible for complying with all applicable call recording laws in your jurisdiction, including obtaining required consent from callers. Many jurisdictions require one-party or two-party consent. It is your responsibility to understand and comply with these requirements before deploying the AI agent.
Third-Party AI Providers
Your voice call data is processed by OpenAI via their Realtime API, and image analysis is processed by OpenAI via their Vision API. Text chat and messaging AI is processed by Google via the Gemini API. Neither OpenAI nor Google uses API data to train their models. Data processing by each provider is governed by their respective API data usage policies and terms of service.
Data Ownership & Your Content
You retain full ownership of all data you input into SpeakHalo, including customer records, business information, knowledge base content, and any data your customers provide during calls and messages.
AI-Generated Content
Call transcripts, summaries, action items, and photo estimates generated by the AI are created for your benefit and are treated as part of your account data. You may use this content for your business purposes.
License to Operate
By using SpeakHalo, you grant us a limited license to process, store, and transmit your content solely to provide and improve the service. This includes transmitting data to our third-party providers - OpenAI (voice AI and image analysis), Google Gemini (text chat AI), Twilio (telephony), SendGrid (email), Cloudflare (CDN and security), DigitalOcean (cloud hosting) - as necessary to operate the platform. We do not sell your data or use it to train third-party AI models.
Customer Consent
You represent that you have obtained all necessary consents from your customers before storing their personal information, recording calls, or processing their data through the platform. You are the data controller of your customer data; SpeakHalo acts as a data processor on your behalf.
Data Portability & Deletion
You may request an export of your data at any time by contacting us. Your data will be provided in a structured, machine-readable format. On account deletion, your data is permanently removed after a 30-day retention window. Details are in our Privacy Policy.
Acceptable Use
You agree not to use SpeakHalo for any of the following purposes:
Unlawful activity
Any purpose that violates applicable local, state, national, or international law or regulation.
Spam & fraud
Transmitting spam, phishing messages, fraudulent communications, or unsolicited bulk messages through any channel.
Harassment
Making harassing, threatening, abusive, or deceptive calls or messages through the platform.
Unauthorized access
Attempting to gain unauthorized access to our systems, other accounts, or any infrastructure connected to the service.
Service disruption
Interfering with, disrupting, or overloading the platform including circumventing rate limits.
Reverse engineering
Reverse engineering, decompiling, or attempting to derive the source code of any part of the service.
Unauthorized resale
Reselling, redistributing, or sublicensing access to SpeakHalo without our written authorization.
Malicious content
Uploading files containing malware, viruses, or malicious code. All uploads are validated against allowed file types and MIME signatures.
Violation of these policies may result in immediate suspension or termination of your account without refund.
Intellectual Property
The SpeakHalo platform -including its software, design, branding, AI systems, and all related documentation -is owned by SpeakHalo and protected by intellectual property laws. Your account grants you a limited, non-exclusive, non-transferable, revocable license to use the platform for legitimate business operations while your subscription remains active.
You may not copy, modify, distribute, sell, or create derivative works from any part of the platform. All rights not expressly granted are reserved.
"SpeakHalo" and our logo are trademarks of SpeakHalo. You may not use our trademarks without prior written consent, except as reasonably necessary to identify SpeakHalo as your service provider.
Service Availability
We strive to maintain high availability. Our backend and frontend run on DigitalOcean infrastructure with managed PostgreSQL and Redis caching. Our website is protected by Cloudflare for CDN, DDoS protection, and DNS security. We monitor all critical services including database connectivity, cache availability, and external API integrations.
However, we do not guarantee uninterrupted or error-free operation. The service may be temporarily unavailable due to:
Scheduled maintenance (advance notice provided where possible).
Unscheduled maintenance necessary to address security vulnerabilities or critical issues.
Third-party outages including Twilio (telephony), OpenAI or Google (AI), DigitalOcean (hosting).
Force majeure events beyond our reasonable control.
Supported Countries
SpeakHalo currently supports phone number provisioning and voice services in the United States, Canada, United Kingdom, Australia, Ireland, and Sri Lanka. Service availability in additional countries may be added in the future.
Limitation of Liability
Disclaimer of Warranties
SpeakHalo is provided on an "as is" and "as available" basis. To the maximum extent permitted by applicable law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will meet your specific requirements, operate without interruption, or be free of errors.
Limitation of Damages
To the maximum extent permitted by law, SpeakHalo shall not be liable for any indirect, incidental, special, consequential, or punitive damages -including loss of profits, revenue, data, or business opportunities -arising from or related to your use of the service.
Liability Cap
Our total aggregate liability for any claim arising from or relating to these Terms or the service shall not exceed the total amount you paid to SpeakHalo in the twelve months immediately preceding the event giving rise to the claim.
Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability. In such jurisdictions our liability is limited to the greatest extent permitted by law.
Termination & Suspension
Cancellation by You
You may cancel your subscription at any time through the Paddle customer portal or by contacting us. Cancellation takes effect at the end of the current billing period. See Section 04 for full cancellation and refund terms.
Suspension by Us
We may temporarily suspend your account if you violate these Terms, engage in abusive behavior, or if suspension is necessary to protect platform security or other users. We will provide notice and reason for suspension where possible and where doing so would not compromise security.
Termination by Us
We may terminate your account for material or repeated violations of these Terms, extended non-payment, or if required by law. We will provide notice of termination unless immediate action is necessary to protect the service or comply with legal obligations.
After Termination
Upon termination your right to use the service ceases immediately. We retain your data for 30 days to allow you to request an export. After 30 days, your personal data is permanently deleted except where retention is required by law or for dispute resolution. Phone numbers associated with your account are released.
General Provisions
Changes to Terms
We reserve the right to modify these Terms at any time. We will notify you of material changes by updating the "Last updated" date, posting the revised Terms on this page, and sending a notification to the email on your account. Continued use after changes take effect constitutes acceptance. If you do not agree, you must stop using the service and cancel your subscription.
Governing Law
These Terms are governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka, without regard to conflict of law principles. Disputes that cannot be resolved through good-faith negotiation shall be submitted to the competent courts of Sri Lanka. Nothing in this section limits your statutory consumer rights in your country of residence.
Legal Entity
SpeakHalo is operated by Uditha Suranjith, trading as SpeakHalo, located at 2/3 Salamal Place, Srimal Uyana, Rathmalana, 10390, Western Province, Sri Lanka. SpeakHalo is a software-only platform — no human-driven services are provided. All payments are processed by Paddle.com (Paddle.com Market Limited for non-US transactions, Paddle.com Inc for US transactions) as Merchant of Record.
Severability
If any provision of these Terms is found to be unenforceable or invalid, it shall be limited or eliminated to the minimum extent necessary so that the remaining provisions remain in full force and effect.
Entire Agreement
These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and SpeakHalo regarding use of our services and supersede any prior agreements.
Assignment
You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations in connection with a merger, acquisition, sale of assets, or by operation of law.
Waiver
Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision. A waiver is effective only if made in writing.
Contact Us
If you have questions about these Terms, need clarification on any provision, or wish to report a violation, please contact us:
Support
support@speakhalo.comPostal address
2/3 Salamal Place, Srimal Uyana,
Rathmalana, 10390, Sri Lanka
We aim to respond to all enquiries within 30 days as required by applicable regulations.