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Smart Office Terms

Last Updated December 2024

CHECK RESTRICTIONS ON USE: In some countries there are restrictions on the use of the Services. It is your responsibility to ensure that you are legally allowed to use the Software and Services where you are located.

ARBITRATION CLAUSE AND CLASS ACTION WAIVER: If you live in the United States of America a binding arbitration clause and class action waiver affects your rights to resolve a dispute with us.

Please read this contract carefully. Your use and access to the website, products and services and software (collectively “the SERVICES” or “SOFTWARE”) are provided by Smart Office Solutions, Inc. (The Company) and its affiliates is conditioned upon your compliance with and acceptance of these terms which including your agreement to arbitrate claims under this agreement.

By utilizing the SERVICES you agree to be bound by these terms of service and all exhibits, order records and incorporated policies (“The AGREEMENT” or “TOS”).

Company will provide the Services, and you may access and use the Services, in accordance with this Agreement. Company may provide any of the Services hereunder through any of its Affiliates. If you order Services through an on-line registration page or an order form (each an “Order “), the Order may contain additional terms and conditions and information regarding the Services you are ordering. Unless otherwise expressly set forth in any such additional terms and conditions applicable to the specific Service which you choose to use, those additional terms are hereby incorporated into this Agreement in relation to your use of that Service.

System Requirements. Use of the Services requires one or more compatible devices, Internet access (fees may apply), and certain software (fees may apply), and may require obtaining updates or upgrades from time to time. Because use of the Services involves hardware, software, and Internet access, your ability to access and use the Services may be affected by the performance of these factors. For some features, High speed Internet access is recommended. You acknowledge and agree that such system requirements, which may be changed from time to time, are Your responsibility.

1. DEFINITIONS

The following definitions will apply in this Agreement, and any reference to the singular includes a reference to the plural and vice versa. Service specific definitions are found in the Services Description located on each Service website: Smart Office Solutions: www.smartofficesolutions.com

  1. “Affiliate” means, with respect to a Party, any entity that directly or indirectly controls, is controlled by or is under common control with that Party.
  2. “Initial Subscription Term” means the initial subscription term for a Service as specified in an Order.
  3. “Service Effective Date” means the date an Initial Subscription Term begins as specified in an Order.
  4. “Renewal Term” means the renewal subscription term for a Service commencing after the Initial Subscription Term or another Renewal Term as specified in an Order.
  5. “End User” means any user who accesses the Services.
  6. “Administrator” means the individual who manages account(s) on behalf of any End User.

2. SERVICES

Company will provide the Services as described on the Order, and standard updates to the Services that are made generally available by Company during the term. Company may, in its sole discretion, discontinue the Services or modify the features of the Services from time to time without prior notice.

  1. COMMUNICATIONS SERVICES: The Services may include domestic and international audio, web and video conferencing services, live chat, voicemail, audio, web and video recording, virtual phone, calling and SMS plans, voice broadcasting services and other voice and messaging services. In addition, the Company offers assorted features and applications as part of its Services. Company reserves the right, in its sole and absolute discretion and with or without notice to you, to change, limit, withdraw, modify, or end the Services, including without limitation any content, functionality, features, or services offered in connection with the Services or how you connect and interact with the Services.
  2. REGISTRATION: You may be required to complete Company registration. As part of the registration process for these Services, you agree to: (i) provide certain information about You as prompted to do so by the Services; and (ii) enter, update, and maintain this information as required to keep it accurate, current, and complete. The information requested on original signup shall be referred to as registration data (“Registration Data”). If Company discovers that any of Your Registration Data is inaccurate, not current, or incomplete, Company may terminate Your right to access and use the Services immediately upon notice to You. Company reserves the right to refuse the Service to any user for any reason, and Company need not provide a reason for its rejection. you must be 18 years of age or older to register for the Service. By registering for this Service, you represent to Company that You are 18 years of age or older. Upon your acceptance of these Terms and completion of the registration process, you will have opened an account with Company and will become a subscriber to the Company Service.
  3. TECHNICAL IMPROVEMENT: From time to time, Company may need to perform maintenance on or upgrade the Software, Products or Company Websites or the underlying infrastructure that enables you to use the Software, Products or Company Websites. This may require Company to temporarily suspend or limit your use of some or all of the Software, Products or Company Websites until such time as this maintenance and/or upgrade can be completed. To the extent possible and unless an intervention is urgently required, Company will publish the time and date of such suspension or limitation on the Company Website in advance. You will not be entitled to claim damages for such suspension or limitation of the use of any Software, Product or Company Website.
  4. SMS OPT-IN: You agree that, if you have provided a phone number and opted in to receive messages, from time to time Company may send SMS messages to the number provided. Standard message and data rates may apply. SMS opt-in will not be shared with any third parties. Reply STOP to unsubscribe. Reply HELP for help and customer care details.
  5. NO ACCESS TO EMERGENCY SERVICE: Neither the Products nor the Software are intended to support or carry emergency calls to any type of hospitals, law enforcement agencies, medical care unit or any other kind of services that connect a user to emergency services personnel or public safety answering points (“Emergency Services”). There are important differences between traditional telephone services and the Products. You acknowledge and agree that: (i) Company is not required to offer access to Emergency Services under any applicable local and/or national rules, regulations or law; (ii) it is your responsibility to purchase, separately from the Products, traditional wireless (mobile) or fixed line telephone services that offer access to Emergency Services, and (iii) the Software and the Products are not a replacement for your primary telephone service.
  6. INFORMATION WE COLLECT AND DATA SECURITY: The Company collects information on visitors to our website. This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed. To obtain a conferencing account, you may be required to provide additional registration information which includes an email address and a password. This information will enable you to log in and manage your call experience along with creating and storing recordings of your conferences.
    1. Once you have a registered account, you may choose to purchase additional services. Purchasing services requires us to collect and process payment information from you, including credit card number and billing information using third party PCI-compliant service providers.
    2. Personal Information Company may collect Personal Information about you when you sign in to a Smart Office Solutions app or website using a Facebook, Google or Apple account
    3. Company may also collect Personal Information that you submit to us voluntarily when you correspond with us or interact with the Services. We may combine your Personal Information with information we receive offline, such as when you interact with our customer service group, or that we obtain through third-party sources including our community forum.
  7. DATA RETENTION: Company keeps your account information, which could include your name, email address and password, for as long as your account is in existence because we need it to operate your account. In some cases, when you give us information for a feature of the Services, we delete the data after it is no longer needed for the feature. For instance, when you provide a contact list for inviting others to use the Services, we delete the list after it is used.
  8. INFORMATION SECURITY: Company uses a combination of technical, administrative, and physical controls to maintain the security of your data. This includes using Transport Layer Security (“TLS”) to encrypt all of our Services. No method of transmitting or storing data is completely secure, however. If you have a security-related concern, please contact Customer Support.
  9. DATA REQUEST: To make a request for information we hold about you, how to request access, correct, amend or delete your Personal Data, contact: support@smartofficesolutions.com Please include “My Personal Data” in the subject line. Be sure to state the reason for the request, (i.e., amend my data, port my data or purge my data), along with your name, dial-in number and access code to properly identify your account. The email must come from the registered email address on file for the account.
  10. FEEDBACK: Company may ask users to provide certain information in exchange for the use of the Services and users may provide unsolicited feedback to us (collectively, “Feedback”). You agree You will not: (i) submit any Feedback not based on direct experience with the Services; (ii) attempt to manipulate the Feedback by posting Feedback more than once with respect to a particular experience or set of related experiences (except if Company requests such information in more than one category); or (iii) post Feedback from an account other than the account Company assigned to You.

3. USE OF SERVICES AND YOUR RESPONSIBILITIES

You may only use the Services pursuant to the terms of this Agreement. You are solely responsible for Your and Your End Users’ use of the Services and shall abide by, and ensure compliance with, all Laws in connection with Your and each End User’s use of the Services, including but not limited to Laws related to recording, intellectual property, privacy and export control. Use of the Services is void where prohibited.

  1. Your Content: You agree that You are solely responsible for the content (“Content”) sent or transmitted by You or displayed or uploaded by You in using the Services and for compliance with all Laws pertaining to the Content, including, but not limited to, Laws requiring You to obtain the consent of a third party to use the Content and to provide appropriate notices of third party rights. You represent and warrant that You have the right to upload the Content to the SERVICES and that such use does not violate or infringe on any rights of any third party. Under no circumstances will Company be liable in any way for any (a) Content that is transmitted or viewed while using the Services, (b) errors or omissions in the Content, or (c) any loss or damage of any kind incurred as a result of the use of, access to, or denial of access to Content. Although Company is not responsible for any Content, Company may delete any Content, at any time without notice to You, if Company becomes aware that it violates any provision of this Agreement, or any law. You retain copyright and any other rights You already hold in Content which You submit, post or display on or through, the Services.
  2. Recordings: You are responsible for compliance will all recording laws. The host can choose to record meetings and Webinars and Podcasts. By using the Services, you are giving the Company consent to store recordings for any or all Services meetings or webinars that you join, if such recordings are stored in our systems. You will receive a notification (visual or otherwise) when recording is enabled. If you do not consent to being recorded, you can choose to leave the meeting or webinar
  3. Prohibited Use: You agree that You will not use, and will not permit any End User to use, the Services to: (i) modify, disassemble, decompile, prepare derivative works of, reverse engineer or otherwise attempt to gain access to the source code of the Services; (ii) knowingly or negligently use the Services in a way that abuses, interferes with, or disrupts Company’s networks, Your accounts, or the Services; (iii) engage in activity that is illegal, fraudulent, false, or misleading, (iv) transmit through the Services any material that may infringe the intellectual property or other rights of third parties; (v) build or benchmark a competitive product or service, or copy any features, functions or graphics of the Services; or (vi) use the Services to communicate any message or material that is harassing, libelous, threatening, obscene, indecent, would violate the intellectual property rights of any party or is otherwise unlawful, that would give rise to civil liability, or that constitutes or encourages conduct that could constitute a criminal offense, under any applicable law or regulation; (vii) upload or transmit any software, Content or code that does or is intended to harm, disable, destroy or adversely affect performance of the Services in any way or which does or is intended to harm or extract information or data from other hardware, software or networks of Company or other users of Services; (viii) engage in any activity or use the Services in any manner that could damage, disable, overburden, impair or otherwise interfere with or disrupt the Services, or any servers or networks connected to the Services or Company security systems. (ix) use the Services in violation of any TOS policy or in a manner that violates applicable law, including but not limited to anti-spam, export control, privacy, and anti-terrorism laws and regulations and laws requiring the consent of subjects of audio and video recordings, and You agree that You are solely responsible for compliance with all such laws and regulations. Your right to use the Services is personal to You. You agree not to resell the Services, or other materials or any information obtained by You from Company without the express written consent of Company.
  4. Limitations on Use: You may not reproduce, resell, or distribute the Services or any reports or data generated by the Services for any purpose unless You have been specifically permitted to do so under a separate agreement with Company. You may not offer or enable any third parties to use the Services purchased by You, display on any website or otherwise publish the Services or any Content obtained from a Service (other than Content created by You) or otherwise generate income from the Services or use the Services for the development, production or marketing of a service or product substantially similar to the Services.

4. RESPONSIBILITY FOR END USERS

You are responsible for the activities of all End Users who access or use the Services through your account and you agree to ensure that any such End User will comply with the terms of this Agreement and any TOS policies. Company assumes no responsibility or liability for violations. If You become aware of any violation of this Agreement in connection with use of the Services by any person, please contact Company at support@smartofficesolutions.com . Company may investigate any complaints and violations that come to its attention and may take any (or no) action that it believes is appropriate, including, but not limited to issuing warnings, removing the content or terminating accounts and/or User profiles. Under no circumstances will Smart Office Solutions, Inc. be liable in any way for any data or other content viewed while using the Services, including, but not limited to, any errors or omissions in any such data or content, or any loss or damage of any kind incurred as a result of the use of, access to, or denial of access to any data or content.

5. CHARGES AND CANCELLATION

You agree that Company may charge to Your credit card or other payment mechanism selected by You and approved by Company (“Your Account”) all amounts due and owing for the Services, including taxes and service fees, set up fees, subscription fees, or any other fee or charge associated with Your Account. You agree that in the event Company is unable to collect the fees owed to Company for the Services through Your Account, Company may take any other steps it deems necessary to collect such fees from You and that You will be responsible for all costs and expenses incurred by Company in connection with such collection activity, including collection fees, court costs and attorneys’ fees. You further agree that Company may collect interest at the lesser of 1.5% per month or the highest amount permitted by law on any amounts not paid when due.

6. TERMINATION

Your Order Form may provide that a Renewal Term will begin automatically unless either party provides notice of termination at least sixty (60) days prior to the commencement of the next Renewal Term. If You fail to comply with any provision of this Agreement, Company may terminate this Agreement immediately and retain any fees previously paid by You. Sections 1 and 3 through 16, inclusive, shall survive any termination of this Agreement. Upon any termination of this Agreement, you must cease any further use of the Services.

7. PROPRIETARY RIGHTS

Company and/or its suppliers, as applicable, retain ownership of all proprietary rights in the Services and in all trade names, trademarks, service marks, logos, and domain names (“Company Marks”) associated or displayed with the Services. You may not frame or utilize framing techniques to enclose any Company Marks, or other proprietary information (including images, text, page layout, or form) of Company without express written consent. You may not use any meta tags or any other “hidden text” utilizing Company Marks without Company’s express written consent.

8. COPYRIGHT

You may not post, modify, distribute, or reproduce in any way copyrighted material, trademarks, rights of publicity or other proprietary rights without obtaining the prior written consent of the owner of such proprietary rights. Company may deny access to the Services to any User who is alleged to infringe another party’s copyright. Without limiting the foregoing, if You believe that Your copyright has been infringed, please notify Company at support@smartofficesolutions.com

9. NO WARRANTIES

YOU UNDERSTAND AND AGREE THAT THE SERVICES ARE PROVIDED “AS IS” AND SMART OFFICES SOLUTIONS, ITS AFFILIATES, SUPPLIERS AND RESELLERS EXPRESSLY DISCLAIM ALL WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT. SMART OFFICE SOLUTIONS, ITS AFFILIATES, SUPPLIERS AND RESELLERS MAKE NO WARRANTY OR REPRESENTATION REGARDING THE RESULTS THAT MAY BE OBTAINED FROM THE USE OF THE SERVICES, REGARDING THE ACCURACY OR RELIABILITY OF ANY INFORMATION OBTAINED THROUGH THE SERVICES OR THAT THE SERVICES WILL MEET ANY USER’S REQUIREMENTS, OR BE UNINTERRUPTED, TIMELY, SECURE OR ERROR FREE. USE OF THE SERVICES IS AT YOUR SOLE RISK. ANY MATERIAL AND/OR DATA DOWNLOADED OR OTHERWISE OBTAINED THROUGH THE USE OF THE SERVICES IS AT YOUR OWN DISCRETION AND RISK. YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOU RESULTING FROM THE USE OF THE SERVICES. THE ENTIRE RISK ARISING OUT OF USE OR PERFORMANCE OF THE SERVICES REMAINS WITH YOU. SMART OFFICE SOLUTIONS DOES NOT ASSUME ANY RESPONSIBILITY FOR RETENTION OF ANY USER INFORMATION OR COMMUNICATIONS BETWEEN USERS. SMART OFFICE SOLUTIONS CANNOT GUARANTEE AND DOES NOT PROMISE ANY SPECIFIC RESULTS FROM USE OF THE SERVICES. USE IS AT YOUR OWN RISK.

10. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL SMART OFFICE SOLUTIONS OR ITS AFFILIATES, SUPPLIERS OR RESELLERS BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, EXEMPLARY OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR ANY OTHER PECUNIARY LOSS OR DAMAGE) ARISING OUT OF THE USE OF OR INABILITY TO USE THE SERVICES OR THE PROVISION OF OR FAILURE TO PROVIDE TECHNICAL OR OTHER SUPPORT SERVICES, WHETHER ARISING IN TORT (INCLUDING NEGLIGENCE) CONTRACT OR ANY OTHER LEGAL THEORY, EVEN IF SMART OFFICE SOLUTIONS, ITS AFFILIATES, SUPPLIERS OR RESELLERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN ANY CASE, SMART OFFICE SOLUTIONS’, ITS AFFILIATES’, SUPPLIERS’ AND RESELLERS’ MAXIMUM CUMULATIVE LIABILITY AND YOUR EXCLUSIVE REMEDY FOR ANY CLAIMS ARISING OUT OF OR RELATED TO THIS AGREEMENT WILL BE LIMITED TO THE AMOUNT ACTUALLY PAID BY YOU FOR THE SERVICES (IF ANY) IN THE TWELVE (12) MONTHS PRECEDING THE EVENT OR CIRCUMSTANCES GIVING RISE TO SUCH CLAIMS. Because some states and jurisdictions do not allow the exclusion or limitation of liability, the above limitation may not apply to You.

11. INDEMNIFICATION

You agree to indemnify, defend and hold harmless Company, its affiliates, officers, directors, employees, consultants, agents, suppliers and Resellers from any and all third party claims, liability, damages and/or costs (including, but not limited to, attorneys’ fees) arising from Your use of the Services, Your violation of this Agreement or the infringement or violation by You or any other user of Your account, of any intellectual property or other right of any person or entity or applicable law.

12. AGREEMENT TO ARBITRATE: WAIVER OF CLASS ACTION

If you are located in the United States, You agree to resolve disputes only on an individual basis, through arbitration pursuant to the provisions of Exhibit A. The parties expressly waive any right to bring any action, lawsuit, or proceeding as a class or collective action, private attorney general action, or any other proceeding in which any party acts or proposes to act in a representative capacity.

13. PRIVACY AND OTHER POLICIES

Use of the Services is also subject to Company’s Privacy Statement, a link to which can be found by selecting “Privacy and Legal Policies” in the footer of Company website. The Privacy Statement, and all policies noticed at www.smartofficesolutions.com are incorporated into this Agreement by this reference. Furthermore, if Your Use of the Services requires Company to process any personally identifiable information (“PII” or “Personal Data”)

14. MISCELLANEOUS

Choice of Law and Forum. This Agreement shall be governed by and construed under the laws of the State of Florida, U.S.A., as applied to agreements entered into and to be performed in Florida by Florida residents. Except as provided in Exhibit A, the Parties consent to the exclusive jurisdiction and venue of the state courts located in and serving Seminole County, Florida.

15. WAIVER AND SEVERABILITY

Failure by either Party to exercise any of its rights under, or to enforce any provision of, this Agreement will not be deemed a waiver or forfeiture of such rights or ability to enforce such provision. If any provision of this Agreement is held by a court of competent jurisdiction to be illegal, invalid or unenforceable, that provision will be amended to achieve as nearly as possible the same economic effect of the original provision and the remainder of this Agreement will remain in full force and effect.

16. GENERAL PROVISIONS

This Agreement embodies the entire understanding and agreement between the Parties respecting the subject matter of this Agreement and supersedes any and all prior understandings and agreements between the Parties respecting such subject matter, except that if You or Your company have executed a separate written agreement or you have signed an order form referencing a separate agreement governing your use of the Services, then such agreement shall control to the extent that any provision of this Agreement conflicts with the terms of such agreement. Company may elect to change or supplement the terms of this Agreement from time to time at its sole discretion. Company will exercise commercially reasonable business efforts to provide notice to you of any material changes to this Agreement. Within ten (10) business days of posting changes to this Agreement (or ten (10) business days from the date of notice, if such is provided), they will be binding on you. If You do not agree with the changes, you should discontinue using the Services. If you continue using the Services after such ten-business-day period, you will be deemed to have accepted the changes to the terms of this Agreement. In order to participate in certain Services, you may be notified that You are required to download software and/or agree to additional terms and conditions. Unless expressly set forth in such additional terms and conditions, those additional terms are hereby incorporated into this Agreement. This Agreement has been prepared in the English Language and such version shall be controlling in all respects and any non-English version of this Agreement is solely for accommodation purposes.

EXHIBIT A

Binding Arbitration

This Exhibit A to the Agreement describes the further provisions which apply to the Binding Arbitration and Class Action Waiver.

  1. Disputes: A dispute is any controversy between You and COMPANY concerning the Services, any software related to the Services, the price of the Services, Your account, COMPANY’s advertising, marketing, or communications, Your purchase transaction or billing, or any term of this Agreement, under any legal theory including contract, warranty, tort, statute, or regulation, except disputes relating to the enforcement or validity of Your or COMPANY’s intellectual property rights. As part of the best efforts process to resolve disputes, and prior to initiating arbitration proceedings, each party agrees to provide notice of the dispute to the other party, including a description of the dispute, what efforts have been made to resolve it, and what the disputing party is requesting as resolution.
  2. Small Claims Court Available: You may initiate an action in your local Small Claims Court if You meets the court’s requirements. However, if such a claim is transferred, removed or appealed to a different court, COMPANY reserves the right to require arbitration.
  3. Arbitration Procedure: Disputes not resolved pursuant to Section A or B shall be resolved through arbitration. The American Arbitration Association (“AAA”) will conduct any arbitration under its Commercial Arbitration Rules. For more information, see www.adr.org. Arbitration hearings will take place in the federal judicial district of Your primary business location. A single arbitrator will be appointed. The arbitrator must: (a) follow all applicable substantive Law; (b) follow applicable statutes of limitations; (c) honor valid claims of privilege; (d) issue a written decision including the reasons for the award. The arbitrator may award damages, declaratory or injunctive relief, and costs (including reasonable attorneys’ fees). Any arbitration award may be enforced (such as through a judgment) in any court with jurisdiction. Under AAA Rules, the arbitrator rules on his or her own jurisdiction, including the arbitrability of any claim; however, a court has exclusive authority to enforce the prohibition on arbitration on a class-wide basis or in a representative capacity.
  4. Arbitration Fees: If You are unable to afford the arbitration costs, COMPANY will advance those costs to You, subject to the arbitrator’s determination if costs should be reimbursed to COMPANY if COMPANY prevails. For disputes involving more than $75,000, the AAA rules will govern payment of filing fees and the AAA’s and arbitrator’s fees and expenses.
  5. Conflict with AAA Rules: This Agreement governs if there is a conflict with the AAA’s Commercial Arbitration Rules.
  6. Requirement to File Within One Year: Notwithstanding any other statute of limitations, a claim or dispute under this Agreement must be filed in Small Claims Court or noticed for arbitration within one year of when it could first be filed, or such claim will be permanently barred.
  7. Severability: If the class action waiver is found to be illegal or unenforceable as to all or some parts of a dispute, then those parts will not be arbitrated but will be resolved in court, with the balance resolved through arbitration. If any provision of this Exhibit A is found to be illegal or unenforceable, then that provision will be severed; however, the remaining provisions shall still apply and shall be interpreted to as nearly as possible achieve the original intent of this Exhibit, inclusive of the severed provision.

Updates

Our TOS may change from time to time and all updates will be posted on this page.

If you feel that we are not abiding by these terms, you should contact us immediately via telephone at 800-891-8601 or via email.