Terms of Service
Effective Date: October 10, 2026
1. Acceptance of Terms and Authority
These Terms of Service (the “Terms”) form a binding agreement between RingFuze Technologies LLC, doing business as Calladhere (“RingFuze,” “Calladhere,” “we,” “us,” or “our”), and the organization that registers for, orders, or uses the Calladhere service (“Customer” or “you”). The Terms govern access to and use of our web application at app.calladhere.com, our website at calladhere.com, the Calladhere Chrome extension, our application programming interface (“API”) and MCP server, and related support.
Calladhere is a business-to-business service built for U.S. Medicare and ACA insurance agencies, their partners, and resellers. It is not offered to consumers. By clicking to accept these Terms, creating an organization account, signing an Order, or using the Service, you agree to these Terms on behalf of Customer.
If you accept these Terms on behalf of an agency or other legal entity, you represent that you have the authority to bind that entity, and “Customer” refers to that entity. If you do not have that authority, or if you do not agree to these Terms, do not use the Service. Individual Users who are invited by a Customer use the Service under that Customer’s account and must follow these Terms and our Acceptable Use Policy.
2. Definitions
“Service” means the Calladhere platform and related offerings that we make available, including call recording ingestion and storage, transcription, AI-assisted compliance auditing, QA review, corrective actions, agent performance tools, forms and e-signatures, reporting, the API and MCP server, the Chrome extension, documentation, and support, as updated from time to time.
“Customer Data” means all data and content submitted to the Service by or on behalf of Customer or its Users, including call recordings, transcripts, customer and policy records about insured individuals, agent and user information, documents, forms, and the audit results, scores, and other outputs generated from that data for Customer.
“Users” means the individuals Customer authorizes to access the Service under its account, such as agency administrators, managers, QA reviewers, and agents, including employees and contractors of Customer.
“Order” means any ordering document, online sign-up flow, in-app plan or storage selection, wallet top-up, or written agreement through which Customer purchases or subscribes to the Service, including any custom pricing agreement signed by both parties.
“BAA” means a Business Associate Agreement between Customer and RingFuze, and “DPA” means our Data Processing Addendum.
“Documentation” means our then-current user guides, help content, API references, and the policies linked from these Terms.
3. Accounts and Users
Account registration. To use the Service, Customer must create an organization account and provide accurate, current, and complete information, including the organization’s line of business (for example, Medicare or ACA). Customer must keep this information up to date.
User access. Customer controls who may access its account and what each User may do. The Service provides role-based access (for example, administrator, manager, QA reviewer, and agent) and configurable permission presets. Customer is responsible for assigning appropriate roles, removing access promptly when a User leaves or no longer needs it, and limiting access to Customer Data to Users with a legitimate business need.
Credentials. Each User must have unique login credentials. Customer and its Users must keep passwords, API keys, and other credentials confidential and must not share them. Multi-factor authentication is available, and we strongly recommend that Customer require it for all Users. Customer must notify us promptly at security@calladhere.com if it suspects unauthorized access to its account.
Responsibility for Users. Customer is responsible for all activity that occurs under its account and for its Users’ compliance with these Terms. Any act or omission by a User is treated as an act or omission of Customer.
Eligibility. Users must be at least 18 years old and acting on behalf of a business. The Service is not directed to children.
4. Customer Data, HIPAA, and Data Processing
Ownership. As between the parties, Customer owns all right, title, and interest in Customer Data. We do not acquire any ownership of Customer Data under these Terms.
License to us. Customer grants RingFuze a non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, transcribe, analyze, display, and otherwise process Customer Data solely as needed to provide, secure, support, and maintain the Service for Customer, to prevent or address technical, security, or fraud issues, to comply with law, and as otherwise instructed by Customer. This includes processing by our subprocessors, as described in our Data Processing Addendum.
Our role. For Customer Data, Customer is the controller (and, where applicable, the HIPAA covered entity or business associate), and RingFuze acts as Customer’s processor, service provider, and business associate. We process Customer Data on Customer’s documented instructions, which include these Terms, the Order, the BAA, the DPA, and Customer’s configuration and use of the Service. We do not sell Customer Data.
HIPAA and the BAA. Call recordings and customer records processed through the Service commonly contain protected health information (“PHI”), such as Medicare Beneficiary Identifiers, plan and enrollment details, and health-related information discussed on calls. If Customer is a covered entity or business associate under HIPAA, Customer must execute our BAA before uploading or syncing any PHI. The BAA can be signed electronically in the app (Settings > API Keys & Agreements > Business Associate Agreement) and is then countersigned by Calladhere. Enterprise customers that need a negotiated BAA may contact compliance@calladhere.com. Learn more on our HIPAA & Business Associate Agreement page.
Data protection. Our Data Processing Addendum applies to our processing of personal information in Customer Data under U.S. state privacy laws and is incorporated into these Terms. Our Privacy Policy explains how we handle the account, billing, and website information for which we are the controller.
Usage Data and service improvement. We may collect technical and usage information about how the Service operates and is used (such as feature usage, performance metrics, and error logs), and we may use reviewer feedback (such as QA confirmations and reversals) to improve the wording of our audit prompts and the accuracy of the Service. Any use of PHI for these purposes is limited to what the BAA permits. We may use aggregated information that does not identify Customer, any User, or any individual to operate, analyze, and improve the Service.
Security. We maintain administrative, technical, and physical safeguards designed to protect Customer Data, as described in our Security Overview. Customer is responsible for the security of its own systems, networks, devices, and integrations, and for configuring the Service appropriately.
5. AI Features
How AI is used. The Service uses artificial intelligence and machine learning, including speech-to-text transcription and large language models provided by third-party AI providers, to transcribe calls, evaluate them against Customer-configured audit questions, flag potential compliance violations, generate summaries and reports, and power in-app assistants. Our audit process uses a first-pass review by one model and a blind verification pass by a second model, and flags disagreements as uncertain for human review. Details are in our AI Transparency Statement.
No training on Customer Data. We do not use Customer Data to train our own or third-party foundation models, and we use AI providers under commercial or API terms that do not permit them to use Customer Data to train their models.
Accuracy disclaimer. AI-generated outputs, including transcripts, audit results, scores, violation flags, summaries, and suggestions, may be incomplete, inaccurate, or inconsistent, and may differ from how a regulator, carrier, or court would view the same call. Outputs are decision support only. Customer must have qualified personnel review outputs before relying on them, particularly before taking any adverse action toward an agent, reporting to a carrier or regulator, or making any compliance determination. Customer remains solely responsible for decisions made using the Service.
Changes to models. The AI models and providers we use may change over time as technology evolves, which may affect outputs. We may also add, change, or retire AI features.
Quality assurance. Under access controls, our authorized personnel may use selected audits to evaluate and measure the accuracy of the Service, in accordance with the BAA.
6. Customer Responsibilities and Acceptable Use
Legal basis for Customer Data. Customer is solely responsible for the accuracy, quality, and legality of Customer Data and for having all rights, notices, consents, and authorizations needed to collect Customer Data and to allow us to process it as described in these Terms, including under HIPAA, state privacy and insurance laws, and Customer’s carrier and agency contracts.
Call recording consent. Calladhere processes recordings only on Customer’s behalf. Customer is solely responsible for complying with all laws and requirements that apply to recording and monitoring calls, including federal and state wiretapping and eavesdropping laws (including all-party-consent states such as California, Florida, Illinois, Maryland, Massachusetts, Pennsylvania, and Washington), the CMS Medicare Communications and Marketing Guidelines, third-party marketing organization (TPMO) disclaimer requirements, the Telephone Consumer Protection Act, and carrier requirements. We recommend a clear recording disclosure at the start of every call. See our Call Recording & Consent Notice.
Not legal or compliance advice. The Service is a tool to help Customer monitor and manage its own compliance programs. Calladhere is not a law firm, compliance consultant, carrier, or regulator, and nothing in the Service, including default audit questions, rules packs, templates, scripts, disclosures, or AI outputs, constitutes legal, regulatory, or compliance advice or a guarantee that any call or practice is compliant. Customer is responsible for configuring audit questions and rules that reflect its own obligations and for consulting its own counsel.
Agents and workforce decisions. Customer is responsible for how it uses audit results, performance data, and corrective actions in managing its agents, including compliance with employment and contractor laws. Outputs must not be used as the sole basis for an adverse employment or contracting decision without meaningful human review.
Acceptable use. Customer and its Users must comply with our Acceptable Use Policy, which is incorporated into these Terms. Among other things, Customer may not use the Service to process recordings made without required consent, upload data without a lawful basis, interfere with or circumvent the security or rate limits of the Service, reverse engineer the Service, share credentials or API keys, or resell the Service without a partner agreement with us.
7. Fees, Billing, and Credits
Fees. Customer agrees to pay all fees described in its Order or on our Pricing page, including usage-based charges for transcription and AI analysis (generally calculated per audio minute at published or contracted rates) and any storage plan fees. Custom pricing applies only if agreed in writing.
Prepaid wallet. Usage is charged against a prepaid wallet of credits denominated in U.S. dollars. Customer may enable auto-reload, which automatically charges Customer’s payment method when the wallet balance falls below a selected threshold; a declined payment pauses auto-reload. Prepaid credits have no cash value, are non-refundable and non-transferable except as stated in our Billing, Credits & Refund Policy or as required by law, and do not expire while Customer’s account remains active. If the wallet balance is insufficient, processing of new recordings may pause until funds are added.
Storage plans. Storage plans renew monthly until canceled. Upgrades take effect immediately and are prorated and charged at the time of upgrade. Cancellations and downgrades take effect at the end of the current billing period, and no partial refunds are given. A downgrade requires Customer’s stored data to fit within the new plan’s limit.
Service credits. Customer may request a credit within 30 days for failed audits, transcription failures, or similar service failures through the app. We review each request and may approve it in full or in part or deny it. Approved credits are returned to the wallet and are not paid in cash.
Payment processing. Payments are processed by our third-party payment processor. Customer authorizes us and our payment processor to charge its designated payment method for all applicable fees. We do not store full payment card numbers on our servers.
Taxes. Fees exclude taxes. Customer is responsible for all sales, use, value-added, and similar taxes associated with its purchases, other than taxes on our net income.
Price changes. We may change our prices by giving at least 30 days’ notice. Changes apply from the next billing period or wallet charge after the notice period ends, unless otherwise stated in an Order.
Disputes and late payment. Customer must contact billing@calladhere.com with any billing dispute before initiating a chargeback, and both parties will work in good faith to resolve it. We may suspend the Service for undisputed amounts that remain unpaid. Partners and resellers are billed under their partner agreement.
8. API, Integrations, and Third-Party Services
API and MCP server. Use of the Calladhere API and MCP server is subject to these Terms and to the API Terms that Customer signs in the app before API keys are issued. Access to API scopes that return PHI, such as transcripts, also requires an executed and countersigned BAA. API keys are scoped, may expire, are subject to rate limits by plan tier, and are shown only once at creation. Customer is responsible for securing its API keys, for all activity using them, and for the systems, applications, and AI tools to which it connects the API or MCP server. Customer must not send PHI to any third-party application or AI tool through the API or MCP server unless Customer has appropriate agreements, including a BAA where required, with that third party.
Customer-enabled integrations. The Service can connect to third-party systems that Customer chooses to use, such as your CRM, dialer, custom webhooks, or other integrations you connect. These integrations are enabled and authorized by Customer, are not our subprocessors, and are governed by Customer’s own agreements with those providers. When Customer enables an integration, Customer instructs us to exchange Customer Data with that provider. We are not responsible for the availability, security, accuracy, or practices of third-party services, and changes by a third party may affect the integration.
Chrome extension. The Calladhere Chrome extension is a read-only tool that displays an organization’s published scripts and disclosures in a browser side panel. Its data practices are described in our Chrome Extension Privacy Policy.
Forms and e-signatures. The Service lets Customer create forms and collect electronic signatures. Customer is responsible for the content of its forms and for determining whether electronic signatures are appropriate and legally sufficient for its purposes.
9. Confidentiality, Intellectual Property, and Feedback
Confidential Information. “Confidential Information” means non-public information disclosed by one party to the other that is marked confidential or that a reasonable person would understand to be confidential, including Customer Data, our non-public pricing, product plans, security information, and the terms of any Order. Confidential Information does not include information that is or becomes public through no fault of the receiving party, was known to the receiving party without restriction before receipt, is independently developed without use of the disclosing party’s information, or is rightfully received from a third party without a duty of confidentiality.
Obligations. The receiving party will use Confidential Information only to perform under or exercise its rights under these Terms, will protect it using at least reasonable care, and will disclose it only to its employees, contractors, subprocessors, and advisors who need to know it and are bound by confidentiality obligations at least as protective as these. A party may disclose Confidential Information if required by law or legal process, after giving the other party prompt notice where legally permitted. PHI is also protected as provided in the BAA.
Our intellectual property. RingFuze and its licensors own all rights in the Service, including software, AI prompts and audit methods, default question sets, rules packs, templates, designs, Documentation, and all improvements, together with the Calladhere name and logos. Subject to these Terms and payment of applicable fees, we grant Customer a limited, non-exclusive, non-transferable, non-sublicensable right during the term for its Users to access and use the Service for Customer’s internal business purposes. All rights not expressly granted are reserved.
Outputs. As between the parties, audit results, reports, and other outputs generated for Customer from Customer Data are part of Customer Data, except that RingFuze retains ownership of the underlying Service, templates, and methods used to produce them.
Feedback. If Customer or its Users provide suggestions, ideas, feature requests, or other feedback about the Service, we may use that feedback without restriction or obligation. Feedback does not include Customer Data.
10. Term, Suspension, Termination, and Data Export
Term. These Terms apply from the date Customer first accepts them or uses the Service and continue until Customer’s account is closed or the Terms are terminated as described below. Subscriptions and Orders continue for the period stated in them and, unless stated otherwise, renew automatically for successive periods of the same length until canceled.
Termination by Customer. Customer may stop using the Service and close its account at any time. Storage plan cancellations take effect at the end of the current billing period.
Termination for breach. Either party may terminate these Terms by written notice if the other party materially breaches them and fails to cure the breach within 30 days after receiving notice. Either party may also terminate immediately if the other party becomes insolvent or subject to bankruptcy proceedings that are not dismissed within 60 days.
Suspension. We may suspend access to all or part of the Service, with notice where practicable, if: (a) undisputed fees are overdue; (b) Customer or a User violates the Acceptable Use Policy or these Terms; (c) Customer’s use poses a security risk or threatens the stability of the Service or other customers; or (d) suspension is required by law. We will limit any suspension to what is reasonably necessary and restore access once the issue is resolved.
Data export. Customer may export Customer Data using the Service’s export features at any time before termination. We recommend that Customer export any data it needs before closing its account.
Data deletion after termination. Upon Customer’s written request made after termination, we will delete or return Customer Data within 60 days, except for copies in backups that are rolled off in the ordinary course and records we are required to retain by law, which remain subject to these Terms and the BAA while retained. During the term, Customer controls retention of recordings and files through the retention settings described in our Privacy Policy.
Effect of termination. On termination, Customer’s right to use the Service ends, and Customer must pay all fees accrued through the termination date. Prepaid credits are handled as described in our Billing, Credits & Refund Policy. Sections that by their nature should survive (including those on Customer Data, confidentiality, intellectual property, fees owed, disclaimers, limitation of liability, indemnification, and governing law) survive termination.
11. Warranties, Disclaimers, and Limitation of Liability
Mutual warranties. Each party represents that it is duly organized and has the authority to enter into these Terms. Customer represents and warrants that it has all rights, consents, and authorizations needed for the Customer Data it submits and for our processing of it under these Terms.
Disclaimer. EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICE, INCLUDING ALL AI FEATURES AND OUTPUTS, IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, RINGFUZE DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ACCURACY. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE, THAT TRANSCRIPTS OR AUDIT RESULTS WILL BE ACCURATE OR COMPLETE, OR THAT USE OF THE SERVICE WILL RESULT IN COMPLIANCE WITH ANY LAW, REGULATION, CMS GUIDANCE, OR CARRIER REQUIREMENT.
Exclusion of indirect damages. TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, COMMISSIONS, BUSINESS, GOODWILL, OR DATA, OR COSTS OF SUBSTITUTE SERVICES, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Liability cap. TO THE MAXIMUM EXTENT PERMITTED BY LAW, EACH PARTY’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS AND THE SERVICE WILL NOT EXCEED THE TOTAL FEES PAID BY CUSTOMER TO RINGFUZE FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE LIABILITY.
Exceptions. The limitations in this section do not apply to Customer’s obligation to pay fees, either party’s indemnification obligations, a party’s infringement or misappropriation of the other party’s intellectual property, or liability that cannot be limited under applicable law.
Allocation of risk. The parties agree that these disclaimers and limitations reflect a reasonable allocation of risk and are an essential basis of the bargain, and they apply even if a limited remedy fails of its essential purpose.
12. Indemnification
By Customer. Customer will defend RingFuze and its affiliates, officers, employees, and agents against any third-party claim, investigation, or regulatory proceeding arising out of or related to: (a) Customer Data, including any claim that Customer Data was collected, recorded, or submitted without required notice, consent, or legal basis; (b) Customer’s or its Users’ violation of call recording, wiretapping, telemarketing, Medicare or ACA marketing, privacy, or insurance laws or regulations; (c) Customer’s use of Service outputs, including employment or contracting decisions about agents; or (d) Customer’s or its Users’ violation of these Terms or the Acceptable Use Policy. Customer will pay any damages, fines, settlements, and reasonable attorneys’ fees finally awarded or agreed to in connection with such claims.
By RingFuze. RingFuze will defend Customer against any third-party claim alleging that the Service, as provided by us and used in accordance with these Terms, infringes or misappropriates that third party’s U.S. patent, copyright, trademark, or trade secret, and will pay any damages, settlements, and reasonable attorneys’ fees finally awarded or agreed to in connection with such a claim. If the Service becomes, or in our opinion is likely to become, the subject of such a claim, we may procure the right for Customer to continue using it, modify it to be non-infringing, or terminate the affected portion and refund any prepaid, unused fees for it. We have no obligation for claims arising from Customer Data, third-party services or integrations, combinations with items we did not provide, modifications not made by us, or use in breach of these Terms. This paragraph states our entire liability for intellectual property infringement claims.
Procedure. The indemnified party must give prompt written notice of the claim, give the indemnifying party sole control of the defense and settlement (except that no settlement may impose obligations or admit fault on behalf of the indemnified party without its consent), and provide reasonable cooperation at the indemnifying party’s expense.
13. Governing Law, Changes to Terms, and General Provisions
Governing law and venue. These Terms are governed by the laws of the State of California, without regard to its conflict of laws rules. The state and federal courts located in Fresno County, California have exclusive jurisdiction over any dispute arising out of or related to these Terms or the Service, and each party consents to personal jurisdiction there. Either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or Confidential Information.
Class action waiver. To the extent permitted by law, each party may bring claims against the other only in its individual capacity and not as a plaintiff or class member in any purported class, collective, or representative proceeding.
Changes to these Terms. We may update these Terms from time to time. For material changes, we will give at least 30 days’ notice by email to account administrators or through the Service before the changes take effect. Customer’s continued use of the Service after the effective date constitutes acceptance. If Customer does not agree to a material change, Customer may stop using the Service and close its account before the change takes effect.
Order of precedence. If there is a conflict among documents, the following order applies: (1) the Order, (2) the BAA, (3) the DPA, and (4) these Terms and the policies they incorporate.
Assignment. Neither party may assign these Terms without the other party’s prior written consent, except that either party may assign them without consent to an affiliate or to a successor in connection with a merger, acquisition, or sale of all or substantially all of its assets or business to which these Terms relate. Any other attempted assignment is void.
Force majeure. Neither party is liable for delays or failures in performance (other than payment obligations) caused by events beyond its reasonable control, such as natural disasters, acts of government, war, terrorism, labor disputes, internet or utility failures, or outages of third-party hosting or AI providers.
Notices. We may give notices to Customer by email to its account administrators or through the Service. Legal notices to us must be sent to legal@calladhere.com with a copy to the mailing address below.
Entire agreement and other terms. These Terms, together with any Order, the BAA, the DPA, and the policies linked here, are the entire agreement between the parties about the Service and supersede all prior agreements on that subject. Purchase order terms proposed by Customer do not apply. If any provision is found unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver. The parties are independent contractors, and there are no third-party beneficiaries to these Terms.
14. Copyright Complaints
If you believe material available through the Service infringes your copyright, please send a notice to our designated agent, registered with the U.S. Copyright Office (Registration No. DMCA-1082753): Copyright Agent, RingFuze Technologies LLC, 3770 Shaw Ave, Suite 102-226, Clovis, CA 93619, United States. Phone: (559) 201-8923. Email: legal@calladhere.com. See our Content Review and Takedown Policy for what to include in your notice.
15. Contact Us
If you have questions about these Terms or the Service, please contact us:
Legal notices and contract questions: legal@calladhere.com
HIPAA, BAA, and DPA requests: compliance@calladhere.com
Billing questions: billing@calladhere.com
General support: support@calladhere.com
Enterprise and custom agreements: sales@calladhere.com
RingFuze Technologies LLC (doing business as Calladhere)
3770 Shaw Ave, Suite 102-226
Clovis, CA 93619
United States