Terms of Service

Document version: 2026-10-07

These terms govern business use of OtisOS, software for HVAC company operations, field service, diagnostics, scheduling, records, and related integrations. By accepting these terms for a business, you represent that you are authorized to act for it. Questions may be sent to otisoshvac@outlook.com. Read the Privacy Policy for information about data handling.

Trial and paid service

Eligible new businesses may start a 14-day core-platform trial without a payment card or sales approval. The trial starts when the company workspace is created. Starting a trial does not authorize a recurring charge. A paid subscription requires a separate, explicit plan selection and billing authorization. The subscription confirmation shows the price, included seats, billing interval, and applicable additional charges before you agree.

Current public plans are shown in the pricing section. New self-service workspaces receive the $49.99/month Founding Beta base rate while founding slots remain, then the $69.99/month Beta base rate. Availability is checked when the workspace is created, and the assigned rate is shown before paid subscription authorization. Founding pricing remains subject to the published account-current terms. Existing negotiated, complimentary, and Founding Beta arrangements are not replaced by new public pricing. Additional seats are charged only under the applicable disclosed plan terms; adding users does not authorize an undisclosed rate.

Self-service signup and billing features are being introduced in stages. An action is available only when enabled in your account; these terms do not activate an unavailable feature. Existing account arrangements continue during that rollout.

Recurring billing, pause, and cancellation

New self-service paid subscriptions use Square recurring billing. Contractor payment processing through OSPay/Helcim is a separate service. Subscription charges recur according to the authorized plan until cancellation or an effective pause. A failed payment can restrict operational access. An OtisOS screen alone is not proof that the payment provider completed a payment or subscription change.

Authorized company owners and administrators can manage supported subscription actions from their account. Exact 30-, 60-, and 90-day pauses are currently disabled until safe provider support is available; selecting an unavailable pause does not change billing. If enabled later, pause options will disclose the effective date, planned resume date, effects on billing and add-ons, and access that remains. A pause is not effective until confirmed by the billing provider. An early reactivation is an explicit request to resume service under the displayed billing terms.

For self-service paid subscriptions, cancellation ordinarily stops renewal at the end of the current paid period. Review the exact provider-confirmed effective date before confirming. Until then, paid access remains subject to the existing paid-through date and account security requirements. A cancellation reason is optional. Canceling OtisOS does not cancel a contractor's Helcim merchant account.

Records and reactivation

Trial expiration, a service pause, or cancellation does not automatically delete company records. Read-only access permits authorized review and export of existing records and access to billing/recovery controls while new operational activity is restricted. Reactivation reuses the same company workspace, subject to current seat limits and confirmed billing authorization. Security, abuse, and legal restrictions may separately affect access. These terms do not promise indefinite retention; contact OtisOS about data access or deletion requests. No fixed deletion period is established by these terms.

Optional AI Receptionist

AI Receptionist is optional and is not automatically activated by a free trial. Where offered, the separately authorized $9.99 trial activation grants 140 minutes. Unused legitimately purchased minutes are not erased merely because the trial ends. The first normal paid subscription payment adds the included 140-minute allocation to a legitimate remaining balance, without crediting the same payment twice. The standard paid allowance is 140 minutes, with usage above the applicable balance priced at $0.08/minute under the disclosed usage terms.

A pause or cancellation can stop new AI service usage while preserving historical call records and legitimate minute balances. Review the account's disclosed service status and usage before enabling it. This document does not create an expiration date for purchased minutes or authorize charges without the required consent. The business is responsible for appropriate caller notices and permissions, including those required for recording or transcription. AI output may be incorrect and requires human review; the receptionist is not an emergency service.

Your responsibilities and acceptable use

Keep account credentials secure, use appropriate member roles, and notify OtisOS promptly of suspected unauthorized access. Provide accurate business information and maintain your own appropriate copies of important records. You remain responsible for business decisions, invoices, taxes, employment practices, licensing, safety, and required compliance records. Diagnostic suggestions and software records do not replace professional judgment, equipment instructions, or legal obligations.

Do not use OtisOS unlawfully, access another company's data, circumvent security, introduce malicious code, misrepresent payment authorization, or use telephony or messaging features without required consent. OtisOS may restrict or terminate access for abuse, security risks, or legal requirements. Data access requests remain subject to identity verification and applicable obligations.

Third parties, availability, and Beta software

Features may depend on Supabase, Square, Helcim, Telnyx, and other disclosed providers. Their own terms, availability, eligibility, fees, and processing decisions may apply. Card entry is handled by approved payment-provider components; do not submit full card numbers or CVV in notes, attachments, or support messages.

Features identified as Beta may change or contain errors. OtisOS does not promise uninterrupted availability or that every result will be error-free. To the extent permitted by applicable law, the service is provided as available, without a guarantee of a particular business outcome. Nothing here excludes rights or liability that cannot lawfully be excluded. No regulatory certification is represented by these terms.

Ownership, changes, and contact

Your business retains its rights in the records it provides. You authorize processing needed to operate the service and its integrations. OtisOS and its licensors retain rights in the software, branding, and documentation. These terms do not transfer ownership of either party's intellectual property.

Terms are versioned. New users accept the current published version, and prior acceptance history is preserved. Material changes will be communicated appropriately; a new version does not establish earlier consent or payment authorization. Contact otisoshvac@outlook.com for service or terms questions.