Terms & Conditions

SMS Messaging Terms & Compliance

This messaging program sends appointment confirmation and reminder messages to customers who have booked an appointment through our website at nexaflowhq.com, or via our scheduling forms, and have explicitly opted in to receive SMS notifications.

Opt-in is collected via web forms with a dedicated checkbox for SMS consent. Messages include scheduling confirmations, appointment reminders, rescheduling updates, and customer support communications.

We comply with all applicable laws and regulations, including the Telephone Consumer Protection Act (TCPA) and CTIA guidelines, regarding the use of SMS communications. Our Privacy Policy is available at nexaflowhq.com/privacy-policy.

General Terms of Service

This website (the "Site") is owned and operated by NexaFlow Holdings LLC ("NexaFlow," "we," or "us"). By using the Site, you agree to be bound by these Terms of Service and to use the Site in accordance with these Terms, our Privacy Policy, and any additional terms and conditions that may apply to specific sections of the Site or to products and services available through the Site.

Accessing the Site, in any manner, whether automated or otherwise, constitutes use of the Site and your agreement to be bound by these Terms of Service.

We reserve the right to change these Terms of Service or impose new conditions on use of the Site from time to time. By continuing to use the Site after we post any such changes, you accept the Terms of Service as modified.

Intellectual Property Rights

This Site and all materials available on the Site are the property of NexaFlow Holdings LLC and/or our affiliates or licensors, and are protected by copyright, trademark, and other intellectual property laws. The Site is provided solely for your personal non-commercial use.

You may not use the Site or the materials available on the Site in a manner that constitutes an infringement of our rights or that has not been authorized by us. Unless explicitly authorized, you may not modify, copy, reproduce, republish, upload, post, transmit, translate, sell, create derivative works, exploit, or distribute in any manner any material from the Site. You may download and print one copy of individual pages for personal, non-commercial use, provided that you keep intact all copyright and proprietary notices.

By posting or submitting any material to us via the Site, internet groups, or other digital venues, you represent that you own the material or have obtained all necessary permissions. You grant us a royalty-free, perpetual, irrevocable, non-exclusive, worldwide license to use, modify, transmit, sell, exploit, create derivative works from, distribute, and publicly perform or display such material.

AI Agent & Service-Specific Terms

Our AI services operate on third-party infrastructure including but not limited to OpenAI, Anthropic, Twilio, and GoHighLevel. API spend incurred on your behalf is non-refundable, including in cases of early cancellation or termination of services.

AI systems, including voice agents and conversation bots, may produce inaccurate, incomplete, or unexpected outputs. NexaFlow does not guarantee the accuracy of AI-generated responses. Errors, omissions, or so-called "hallucinations" by the AI are not grounds for a refund or early termination of your service agreement.

Once you have approved the AI agent configuration and authorized it for live use, you accept responsibility for the consequences of its operation. NexaFlow is not liable for business decisions made based on AI-generated summaries, call transcripts, or booking confirmations.

Reasonable adjustments to your AI agent's prompts, knowledge base, and behavior are included as part of your service plan. Major scope changes, complete rebuilds, or additions of entirely new capabilities are billed separately and require a written agreement.

Our services are built on the GoHighLevel (GHL) platform. While we operate within GHL's ecosystem, we are an independent agency and are not affiliated with, endorsed by, or officially partnered with HighLevel Inc. Service delivery depends on GHL platform availability and terms, which are subject to change.

You retain ownership of your business data, contact records, and conversation history within your GHL sub-account. Upon termination of services and settlement of all outstanding fees, we will provide reasonable assistance in exporting your data. NexaFlow retains ownership of all custom code, templates, prompt engineering, workflow designs, and automation systems built on your behalf.

Inbound calls handled through NexaFlow's Voice AI system may be answered by an AI agent and may be recorded for quality and training purposes. Florida law requires all-party consent for recorded conversations. By engaging with NexaFlow's Voice AI system, callers consent to being answered by and interacting with an AI agent, and to the call being recorded. Clients are responsible for ensuring their own customers are aware of this disclosure through appropriate business communications.

Payment Terms & Cancellation

• 50% of the setup fee is due upfront before work begins
• 25% is due at prototype or build handoff
• 25% is due at launch, before the site or system goes live
• Monthly retainers are billed on the first of each month

All plans carry a 6-month minimum commitment. Month-to-month pricing is not available. Annual prepay receives a 10% discount on the monthly retainer.

After the minimum term, you may cancel by sending a written notice to [email protected] with the subject line: Cancellation Request — [Your Business Name]. The 30-day notice period begins on the date the written notice is sent to [email protected]. Services remain active and billable during the notice period. Your account will be taken offline within 5 business days after the notice period expires.

Setup fees are non-refundable once work has commenced. Monthly retainers already paid are non-refundable. API and third-party costs are non-refundable under all circumstances.

Voice AI minutes above your included plan limit are billed at $0.60 per minute. Overages are calculated monthly and billed on the following month's invoice.

Each plan includes a set number of Conversation AI messages per month (500 on the Complete AI Front Desk System, 250 on the AI Response System). One message equals one AI-generated response, regardless of channel — SMS, web chat, or social messaging. Usage above the included amount is billed at $0.05 per message, calculated monthly and billed on the following month's invoice.

Disclaimers

Throughout the Site, we may provide links and pointers to websites maintained by third parties. Our linking to such sites does not imply an endorsement or sponsorship of those sites or the information, products, or services offered through them.

The information, products, and services offered through the Site are provided "as is" and without warranties of any kind, either express or implied. To the fullest extent permissible under applicable law, NexaFlow disclaims all warranties, including implied warranties of merchantability and fitness for a particular purpose.

You agree to indemnify and hold harmless NexaFlow Holdings LLC, its affiliates, and their respective officers, directors, agents, and employees from any claims, causes of action, damages, liabilities, costs, and expenses arising from or related to your breach of any obligation, warranty, or representation under these Terms.

Registration & Accounts

To access certain features of our services, you may be required to register and create an account. You agree to provide accurate, current, and complete information during registration. You are responsible for maintaining the confidentiality of your login credentials and for all activities conducted under your account.

If you suspect unauthorized use of your account, notify us immediately at [email protected]. NexaFlow is not liable for any loss or damage arising from your failure to comply with these responsibilities.

Termination

NexaFlow reserves the right to terminate or suspend your access to our services, with notice where reasonably possible, if we determine that you have violated these Terms of Service or engaged in conduct that we deem inappropriate or unlawful. Upon termination, you must cease all use of the Site and any content obtained from it. Outstanding fees remain due and payable upon termination.

Governing Law

These Terms of Service shall be governed by and construed in accordance with the laws of the State of Florida. NexaFlow Holdings LLC is a Florida limited liability company headquartered in Tampa, Florida. Any dispute arising under these Terms shall be resolved exclusively through binding arbitration in Hillsborough County, Florida, unless otherwise agreed in writing by both parties.

Changes to These Terms

We may update these Terms of Service from time to time. The latest version will always be available on our website with the effective date noted at the top of this page. Continued use of our services after changes are posted constitutes your acceptance of the revised Terms.

Contact Us

For questions regarding these Terms of Service, contact us at:

By using our website and services, you consent to these Terms of Service.