Legal

Terms of service

Last updated October 31, 2026.

These terms are an agreement between your clinic ("you") and Juan Gomez, operating as Warmdesk, of London, Ontario, Canada ("we", "us"). They apply when you start a trial or subscribe. If you don't agree, don't use the service.

1. The service

Warmdesk is an AI front desk. It answers your clinic's phone calls and website chat, answers questions from the information you give us, books, moves or cancels appointments where it is connected to your calendar, takes callback requests, and emails you what happened. What it does today is listed on our home page, and what it does not do yet is listed there too.

2. What the AI is and isn't

• It is software. It can misunderstand a caller, get a detail wrong, or fail to complete a task. You agree to review the emails and bookings it produces and to follow up on callback requests.
• It does not give medical advice and is not an emergency service. It tells callers who describe an emergency to call 911.
• It tells every caller that it is an AI assistant and that the call may be recorded.
• We don't promise any number of bookings, calls answered or revenue.

3. Your responsibilities

• Give us accurate services, prices, hours and policies, and tell us when they change. The AI answers from what you give us.
• Follow the laws that apply to your clinic, including privacy, health information, consumer protection, call recording and telephone marketing laws, and get any consents your patients must give.
• Keep your account details and any links we send you private.
• Don't use the service for anything unlawful, to mislead callers, or to send messages people didn't ask for.

4. Health information

We do not sign HIPAA business associate agreements yet, and we have not completed reviews under HIPAA (US), PHIPA or PIPEDA (Canada). If your clinic needs a business associate agreement, or must keep patient information in Canada, don't use the service until we offer that. Our data page explains where information goes.

5. Trial, price and billing

The price is US$299 a month (CA$399 for clinics in Canada), including 300 minutes of calls. Extra minutes are US$0.40 (CA$0.55) each.

• Your first 2 weeks are free. If you cancel before the trial ends, you pay nothing.
• After the trial, the monthly price is billed in advance each month and extra minutes are billed after the month ends. Taxes such as HST are added where they apply.
• There is no setup fee and no contract. The price you start on stays the same for as long as you stay subscribed. If we change prices for new clinics, yours doesn't change.
• Paid months are not refunded, but you keep the service until the end of the month you paid for.
• If a payment fails and isn't fixed within 14 days of our email, we may pause the service. While it is paused, calls ring your phone instead.

6. Cancelling

Cancel any time by emailing hello@warmdesk.ai. Turn off call forwarding at your phone provider so calls ring your desk again. We may end the service with 30 days' notice, or right away if you break these terms in a serious way.

7. Your data

Information from your callers and chats belongs to you. We use it only to run the service for you, and we don't sell it or use it to train AI models. After you cancel, we delete your clinic's data within 30 days of your written request. Details are in our privacy policy.

8. Warranty and liability

• The service is provided "as is". To the extent the law allows, we make no other warranties, including that it will be uninterrupted or error free.
• To the extent the law allows, we are not liable for indirect or consequential losses, such as lost profits, lost bookings or lost data.
• To the extent the law allows, our total liability for any claim is limited to the fees you paid us in the 3 months before the claim.
• You are responsible for claims that arise from the information you give us or from your clinic's own legal obligations.

9. Changes to these terms

If we change these terms, we will email you at least 30 days before the change applies to you. If you keep using the service after that, the new terms apply.

10. Law

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there. The courts of Ontario decide any dispute.

Contact

Juan Gomez, Warmdesk, London, Ontario, Canada. hello@warmdesk.ai