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Terms of Service

Last updated: January 29, 2026

1. Service Description

CRM Phone ("Service", "we", "us") provides a HubSpot calling integration that enables click-to-dial functionality, automatic call logging, and AI-powered call transcription and summarization.

Our Service includes:

  • WebRTC-based calling directly from HubSpot CRM
  • Automatic call logging to HubSpot contact records
  • Unlimited calling to US and Canada on all plans
  • AI transcription and call summary features (Pro plan and higher)

By using CRM Phone, you agree to these Terms of Service.

2. Fair Use Policy

All CRM Phone plans include unlimited calling to the United States and Canada. This unlimited calling is subject to a fair use policy designed to ensure quality service for all customers and to prevent abuse.

Fair Use for Unlimited Calling

CRM Phone reserves the right, notwithstanding your subscription to an unlimited calling plan, to:

  • Impose limits on your usage of the Services
  • Charge applicable per-minute rates for excessive usage
  • Suspend or terminate all or part of the Services

if CRM Phone believes, in its sole reasonable discretion, that your usage is not consistent with normal, fair, and reasonable business use.

What's Included in Unlimited

  • Outbound calls to US and Canada landlines and mobile numbers
  • Inbound calls to your assigned phone number(s)

What Incurs Additional Charges

  • Calls to international destinations (outside US and Canada)
  • Calls to premium rate numbers or toll-free numbers
  • Additional phone numbers beyond your plan's included DID

We may update this Fair Use Policy from time to time and will provide notice to you at the email address on file. Such updates will become effective thirty (30) days after notice.

3. Plans and Billing

CRM Phone offers the following subscription plans:

  • Starter ($19/mo): Unlimited US/Canada calling, 1 phone number (DID), automatic call logging to HubSpot
  • Pro ($39/mo): Unlimited US/Canada calling, 1 phone number (DID), AI-powered call summaries, SMS messaging
  • Pro + Transcription ($49/mo): Everything in Pro, plus full AI call transcriptions stored in HubSpot

Volume discounts are available for orders of 10+ lines. Yearly billing with discounted rates requires a sales consultation.

Add-Ons

  • Additional phone numbers: $2/month each
  • International calling: Prepaid minute packs available in any amount. See info@crmphone.app for current international rates. We notify you when your balance is low.
  • SMS messaging: Included with Pro and Pro + Transcription plans for person-to-person business communications (not bulk marketing)

Enterprise and Reseller plans with custom pricing are available. Contact info@crmphone.app for details.

4. 14-Day Money-Back Guarantee

We offer a 14-day money-back guarantee on all plans (Starter, Pro, and Pro + Transcription):

  • Request a refund within 14 days of your initial purchase
  • Email support@crmphone.app with your refund request
  • Refunds are processed within 5-10 business days
  • Refund amounts are minus payment processing fees (approximately 2.9% + $0.30 per transaction). Example: A $39 refund = $39 - $1.43 (Stripe fee) = $37.57 refund.
  • Usage-based charges already incurred (international calls, AI processing) are non-refundable
  • Limit of one refund per customer, per household, or per business entity

Refund Abuse Policy

We track refund patterns across accounts, payment methods, email addresses, and business entities. Attempts to circumvent the one-refund limit by creating multiple accounts, using different payment methods, or other means will result in denial of refund requests and may result in account termination. We reserve the right to deny refunds to any individual or business that has previously received a refund from CRM Phone.

Monthly vs. Yearly Billing

For monthly plans: Cancel anytime. No refunds for partial months after the 14-day guarantee period.

For yearly plans: The 14-day money-back guarantee applies to your initial yearly purchase. After 14 days, yearly subscriptions are non-refundable. You may cancel at any time, and your service will continue until the end of your annual billing period. No prorated refunds are provided for yearly plans cancelled after the 14-day guarantee period.

Enterprise and Reseller plans may have different refund terms as negotiated in your service agreement.

5. Permissible Use Policy

One User Per Account

IMPORTANT: Each CRM Phone subscription is licensed for use by one individual user only. Account credentials (login, password, SIP credentials) may NOT be shared with, transferred to, or used by multiple people. If your organization requires multiple users, you must purchase a separate subscription for each user. Sharing account credentials or allowing multiple individuals to use a single subscription constitutes a material breach of these Terms and will result in immediate account termination without refund.

You and your authorized users shall NOT:

  • Share accounts: Share login credentials, SIP credentials, or account access with any other person. Each subscription is for one individual user only.
  • Circumvent security: Disable or bypass any technological features or security measures implemented in the Services
  • Violate laws: Use the Services in violation of any applicable laws, including laws requiring consent prior to recording or monitoring communications (TCPA, GDPR, state wiretapping laws)
  • Misuse the service: Use the Services for purposes other than making, receiving, recording, or transcribing calls in the normal course of business activity
  • Spam or harass: Engage in or facilitate unsolicited advertising, marketing, or communications in violation of any applicable laws, including unsolicited or unwanted phone calls, voicemails, or SMS messages
  • Commit fraud: Engage in fraudulent activity or use the Services to bypass phone identification systems (caller ID spoofing for deceptive purposes)
  • Automated calling: Perform automated communications leading to abusive practices, including robocalls, bulk call-in lines, auto-dialing, "predictive" dialing, or bulk messages
  • Call center operations: Use the Services for high-volume call center operations without a separate Enterprise or Reseller agreement
  • PBX/trunking: Trunk or forward phone numbers to another system capable of handling multiple simultaneous calls, or to a private branch exchange (PBX) or key system
  • Harassment: Stalk, harass, bully, or harm another individual through spamming, phishing, or other abusive practices
  • Malicious code: Use any type of virus, worm, trojan-horse, or any codes designed to damage or disrupt the Services
  • Unauthorized resale: Resell access to the Services without an authorized Reseller agreement. Contact info@crmphone.app for Reseller program details.
  • Abuse trials or refunds: Create multiple accounts to avoid payment, circumvent usage limits, or abuse the refund guarantee

Immediate Suspension

In the event of breach of this Permissible Use Policy—including but not limited to account sharing or multi-user access on a single subscription—CRM Phone may immediately suspend or terminate all or part of the Services and/or your Agreement without refund. We may also delete or block any data that violates applicable laws or this policy.

6. SMS Acceptable Use Policy

SMS messaging is included with Pro plans for legitimate business communications only. By using our SMS features, you agree to the following:

Prohibited SMS Activities

You shall NOT use CRM Phone SMS to:

  • Send spam: Unsolicited bulk messages, mass marketing campaigns, or messages to recipients who have not opted in
  • Conduct scams or fraud: Phishing, impersonation, deceptive schemes, fake promotions, or any fraudulent activity
  • Harass or threaten: Messages that are abusive, threatening, defamatory, or intended to intimidate
  • Send illegal content: Messages promoting illegal activities, controlled substances, adult content, gambling (where prohibited), or violence
  • Violate TCPA: Messages without proper consent as required by the Telephone Consumer Protection Act and state regulations
  • Spoof or deceive: Misrepresent your identity, business, or the origin of messages
  • Circumvent opt-outs: Continue messaging recipients who have requested to stop or unsubscribed
  • Abuse shared resources: Send volumes that negatively impact service quality for other customers

Your Responsibilities

  • Obtain and maintain proper consent before sending SMS messages
  • Honor all opt-out requests immediately
  • Comply with all applicable laws including TCPA, CTIA guidelines, and carrier policies
  • Use SMS only for person-to-person business communications (not A2P marketing campaigns)
  • Maintain records of consent for at least 4 years

SMS Enforcement

Violations will result in immediate suspension of SMS privileges and may result in account termination without refund. We cooperate with carriers and law enforcement to investigate SMS abuse. You are solely responsible for any fines, penalties, or legal actions resulting from your SMS usage.

7. Service Availability

Starter, Pro, and Pro + Transcription Plans

We strive for high availability but do not guarantee specific uptime percentages for standard subscription plans. Service may be interrupted for:

  • Scheduled maintenance: We will attempt to provide at least 24 hours advance notice via email for planned maintenance windows, typically scheduled during off-peak hours
  • Emergency maintenance: Critical security patches or urgent fixes may be deployed without advance notice
  • Third-party dependencies: Outages affecting our infrastructure providers (Google Cloud, VoIP carriers, HubSpot API) may impact service availability

No service credits are provided for downtime on Starter, Pro, or Pro + Transcription plans. Your sole remedy for service interruption is to cancel your subscription per Section 9.

Force Majeure

CRM Phone shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: natural disasters, acts of war or terrorism, government actions, pandemics, internet or telecommunications failures, power outages, or failures of third-party service providers.

Enterprise Plans

Enterprise SLA agreements with 99.9% uptime guarantees and service credits are available upon request. Contact info@crmphone.app for details.

8. Data and Privacy

Your privacy is important to us. By using CRM Phone, you acknowledge that:

  • Call metadata (duration, timestamps, phone numbers) is stored to provide the service
  • Call recordings are stored securely and subject to your service agreement
  • AI transcriptions are processed via Google Cloud Speech-to-Text
  • AI summaries are generated using Google Vertex AI
  • HubSpot OAuth tokens are encrypted and stored securely

See our Privacy Policy for complete details on data handling.

9. Termination

Cancellation by You

  • Cancel anytime from your Stripe billing portal or by contacting support
  • Access continues until the end of your current billing period
  • No refunds for partial months (except under the 14-day guarantee)
  • You remain responsible for any outstanding charges incurred before cancellation

Termination by Us

  • We may suspend or terminate accounts that violate these Terms
  • We will provide reasonable notice except in cases of severe abuse
  • Upon termination, your HubSpot OAuth connection will be revoked
  • Termination for abuse or Terms violation is immediate and without refund

Effect of Termination

  • Phone numbers: Your assigned phone number(s) will be released back to our inventory and cannot be guaranteed for recovery. If you wish to port your number to another carrier, you must initiate the port-out request before cancellation.
  • Call data: Call logs synced to HubSpot remain in your HubSpot account. Call recordings and transcriptions stored on our servers will be deleted within 30 days of termination.
  • Account credentials: SIP credentials and portal access will be deactivated immediately upon termination.
  • Outstanding balance: Any unpaid charges, including international calling usage, remain due and payable.

Termination for Abuse - No Reactivation

Accounts terminated for violation of these Terms, including but not limited to account sharing, fraud, spam, or abuse, are permanently banned. The individual and/or business entity may not create new accounts or reactivate service. Phone numbers associated with terminated accounts are not eligible for port-out. We reserve the right to refuse service to anyone previously terminated for abuse.

Surviving Provisions

The following sections survive termination of your account: Section 4 (Refunds - for outstanding obligations), Section 10 (Call Recording Consent), Section 13 (Indemnification), Section 14 (Limitation of Liability), Section 15 (Governing Law), and Section 16 (Dispute Resolution).

10. Call Recording Consent

You Are Responsible for Recording Consent

IMPORTANT: Many jurisdictions require all parties to consent before a call may be recorded. Some US states (including California, Florida, Illinois, and others) require "two-party consent" meaning ALL participants must agree to be recorded. Federal law and international regulations (including GDPR) may also apply. You are solely responsible for complying with all applicable laws regarding call recording and monitoring, including obtaining any required consent from call participants before recording.

CRM Phone provides call recording functionality but does NOT automatically obtain consent from call participants on your behalf. Before enabling call recording or AI transcription:

  • Consult with legal counsel about recording consent requirements in your jurisdiction
  • Implement appropriate verbal or automated consent disclosures at the start of calls
  • Document consent obtained and maintain records as required by law
  • Disable recording features for jurisdictions where consent cannot be obtained

CRM Phone disclaims all liability for your failure to obtain proper recording consent.

11. Emergency Services (911) Limitation

CRM Phone is NOT a Replacement for Traditional Phone Service

WARNING: CRM Phone is a VoIP-based service that may NOT support calls to emergency services (911/E911). Do not rely on CRM Phone for emergency calls. VoIP services may fail during power outages, internet disruptions, or network congestion. Always maintain access to a traditional phone line or mobile phone for emergency situations.

12. AI Features Disclaimer

AI transcription and call summary features are provided for convenience only.

  • No accuracy guarantee: AI transcriptions may contain errors, omissions, or misinterpretations
  • Not a substitute for notes: Do not rely solely on AI summaries for critical business decisions
  • Review recommended: Users should review transcriptions for accuracy before acting on them
  • Technical limitations: Audio quality, accents, background noise, and technical terms may affect accuracy

CRM Phone is not liable for decisions made based on inaccurate AI-generated content.

13. Indemnification

You agree to indemnify, defend, and hold harmless CRM Phone, its parent company, subsidiaries, affiliates, officers, directors, employees, contractors, agents, and partners from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to:

  • Your use or misuse of the Services
  • Your violation of these Terms, including the Permissible Use Policy and SMS Acceptable Use Policy
  • Your violation of any applicable laws, including call recording consent laws, TCPA, GDPR, state wiretapping laws, or telecommunications regulations
  • Your violation of any third-party rights, including privacy rights
  • Any content you transmit through the Services, including calls, voicemails, and SMS messages
  • Any claims by third parties arising from calls, SMS messages, or other communications made or received through your account
  • SMS violations: Any fines, penalties, or damages imposed by carriers, the FCC, state attorneys general, or private litigants arising from your SMS usage, including but not limited to TCPA violations (which may result in statutory damages of $500-$1,500 per message)
  • Account sharing: Any losses, damages, or claims arising from unauthorized use of your account credentials by third parties with whom you shared access
  • Regulatory penalties: Any fines or penalties imposed by regulatory bodies (FCC, FTC, state agencies) resulting from your use of the Services

Defense and Cooperation

If CRM Phone receives notice of any claim subject to indemnification:

  • We will promptly notify you of the claim
  • You shall, at your expense, defend such claim using counsel reasonably acceptable to us
  • You shall not settle any claim without our prior written consent if the settlement would impose any obligation on us or admit any fault on our part
  • We may, at our option, participate in the defense at our own expense
  • You agree to cooperate fully with us in the defense of any claim, including providing documents, information, and access to personnel as reasonably requested

This indemnification obligation shall survive termination of your account and these Terms.

14. Limitation of Liability

Disclaimer of Warranties

CRM PHONE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

Exclusion of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CRM PHONE, ITS PARENT COMPANY, SUBSIDIARIES, AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AGENTS, OR PARTNERS BE LIABLE FOR ANY:

  • Indirect, incidental, special, punitive, exemplary, or consequential damages
  • Lost profits, revenue, data, goodwill, or business opportunities
  • Cost of procurement of substitute services
  • Business interruption or loss of use

EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE).

Specific Exclusions

Without limiting the foregoing, we are NOT liable for:

  • Missed calls, dropped calls, or call quality issues
  • Failed or inaccurate call recordings or transcriptions
  • Data loss or synchronization failures with HubSpot
  • Downtime, service interruptions, or maintenance windows
  • Inability to reach emergency services (911/E911)
  • Your failure to obtain proper call recording consent
  • SMS delivery failures, carrier blocks, or message filtering
  • Unauthorized access resulting from your sharing of account credentials
  • Failures of third-party services (HubSpot, Google Cloud, VoIP carriers, Stripe)
  • Actions taken based on AI-generated transcriptions or summaries
  • Regulatory fines or penalties resulting from your use of the Services

Maximum Liability Cap

OUR TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES, WHETHER IN CONTRACT, TORT, OR OTHERWISE, SHALL NOT EXCEED THE TOTAL FEES YOU ACTUALLY PAID TO CRM PHONE IN THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. This limitation is a fundamental element of the basis of the bargain between you and CRM Phone, and the Services would not be provided without such limitations.

Jurisdictional Limitations

Some jurisdictions do not allow the exclusion of certain warranties or the limitation or exclusion of liability for incidental or consequential damages. Accordingly, some of the above limitations may not apply to you. In such jurisdictions, our liability is limited to the greatest extent permitted by law.

The limitations of liability in this section shall survive termination of your account and these Terms.

15. Governing Law

These Terms of Service and any disputes arising out of or related to these Terms or the Services shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law principles.

16. Dispute Resolution

Any dispute, controversy, or claim arising out of or relating to these Terms or the Services shall be resolved as follows:

  • Informal Resolution: Before initiating any formal dispute resolution, you agree to contact us at support@crmphone.app to attempt to resolve the dispute informally for at least 30 days.
  • Binding Arbitration: If informal resolution fails, disputes shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration shall take place in Florida.
  • Class Action Waiver: You agree to resolve disputes with us on an individual basis only, and you waive the right to participate in class actions, class arbitrations, or representative actions.
  • Small Claims Exception: Either party may bring individual claims in small claims court if the claims qualify.

17. Changes to Terms

We may update these Terms of Service from time to time:

  • Material changes will be communicated via email with 30 days notice
  • Minor changes may be posted on this page without direct notice
  • Continued use after changes constitutes acceptance of new terms
  • If you disagree with changes, you may cancel your subscription

18. Contact

Questions about these Terms? Contact us: