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LumiDesk — Terms of Service

Last updated: 8 November 2026 Effective: 8 November 2026

These Terms of Service ("Terms") govern your access to and use of the LumiDesk service. By creating an account, subscribing, or using the service, you agree to these Terms. If you don't agree, don't use the service.

1. Definitions

  • "Provider", "we", "us", "our" — DeepO3, of Virkakatu 5 B 3, 90570 Oulu, Finland.
  • "LumiDesk", "Service" — our AI phone-receptionist service that answers your business's inbound calls, converses with callers, records and transcribes calls, and books appointments.
  • "Customer", "you", "your" — the business that registers for or uses the Service.
  • "Caller" — a person who calls a phone line connected to the Service.
  • "Caller Data" — personal data of Callers processed through the Service (e.g. phone number, name, call recordings, transcripts, booking details).
  • "DPA" — our Data Processing Agreement at /legal/dpa, which forms part of these Terms.
  • "Privacy Policy" — our privacy policy at /legal/privacy.

2. The Service and who may use it

The Service is offered to businesses for their own business use. By using it you represent that you are at least 18, are acting on behalf of a business, and have authority to bind that business to these Terms. The Service is not intended for consumers or for personal/household use.

We may update, improve, or change features of the Service over time. We'll aim to avoid materially reducing core functionality during a paid term.

3. Accounts and security

You must provide accurate account information and keep it up to date. You are responsible for your login credentials and for all activity under your account. Tell us promptly at support@lumidesk.fi if you suspect unauthorised use. You are responsible for the business details and content you enter (services, pricing, hours, knowledge base), and for keeping them accurate — the AI relies on them.

4. Acceptable use

You agree that you will:

  • Use the Service lawfully, including complying with all laws that apply to recording, transcribing, and handling calls in the jurisdictions where your Callers are located.
  • Not disable or bypass the AI and call-recording disclosures. The Service discloses to Callers at the start of each call that they are speaking with an automated AI assistant and that the call is recorded and transcribed. You are responsible for ensuring these disclosures remain in place and for obtaining any consent that applicable law requires for recording.
  • Not use the Service for unlawful, harmful, deceptive, infringing, or abusive purposes; for spam, fraud, harassment, or emergency/medical/crisis services; or to impersonate others.
  • Not attempt to reverse-engineer, resell, overload, probe, or interfere with the Service, or use it to build a competing product.
  • Provide only content and data you are entitled to use, and not upload special-category personal data (e.g. health data) through the Service.

We may suspend or limit the Service if we reasonably believe use violates this section or poses a security, legal, or abuse risk.

5. Your role as data controller; our role as processor

For Caller Data, you are the data controller and we are your processor. You are responsible for having a lawful basis (and any required consent) for the AI to answer, record, and transcribe your calls and to book appointments, and for informing your Callers as required. Our processing of Caller Data is governed by the DPA and the Privacy Policy, which you accept by using the Service. For your own account data, we act as controller as described in the Privacy Policy.

6. Fees, plans, and payment

  • Subscriptions. The Service is offered on subscription plans. Current plans and prices are shown at sign-up/checkout. Fees are stated exclusive of VAT and other taxes unless noted; you are responsible for applicable taxes.
  • Payment. Payments are processed by Stripe. By subscribing you authorise us (via Stripe) to charge your payment method for the plan and any applicable usage.
  • Phone numbers and usage. Provisioning a phone number through the Service carries a recurring monthly cost, and call minutes and SMS may incur usage-based costs. These are disclosed before you incur them; you are responsible for the costs of numbers and usage on your account.
  • Included usage and overage. The Pro plan includes a monthly allowance of inbound call-minutes (currently 1,000 minutes per calendar month, measured in UTC). Outbound calls are billed separately under the outbound add-on. Inbound call-minutes used beyond the included allowance are charged at a per-minute overage rate (currently €0.15 per minute), billed via Stripe. The Starter plan is limited to the number of answered calls stated for that plan. Included allowances reset each calendar month and do not roll over.
  • Billing interval. Plans are billed monthly or yearly, as you choose at checkout. Yearly plans are billed once per year at the stated annual price (equivalent to ten months — i.e. two months free).
  • Setup fee. A one-time setup fee may apply as shown at checkout. We may waive it for promotional or founding customers at our discretion.
  • Auto-renewal. Subscriptions renew automatically for successive terms (monthly or yearly, as selected) until cancelled, and we charge the then-current fee for each renewal.
  • Changes to pricing. We may change prices for future terms with reasonable prior notice (e.g. 30 days). Continued use after a price change takes effect means you accept it.
  • Non-payment. If a charge fails, we may suspend the Service (including releasing phone numbers) until payment is resolved.

7. Cancellation, termination, and refunds

  • Cancellation by you. You may cancel at any time from your account or by contacting us. Cancellation stops the next renewal; your subscription remains active until the end of the current paid term.
  • Refunds. Fees are non-refundable except where required by law, and we do not provide partial refunds for unused time, phone-number fees, or usage already incurred.
  • Termination by us. We may suspend or terminate the Service for material breach of these Terms (including the Acceptable Use section) or non-payment, with notice where practicable. We may also terminate on reasonable notice if we discontinue the Service.
  • Effect of termination. On termination your access ends. We handle your data (including deletion/return of Caller Data) as set out in the DPA and Privacy Policy. Phone numbers connected to your account may be released.

8. Availability; no uptime guarantee at launch

We work to keep the Service available and reliable, but at this stage we provide no uptime or service-level guarantee. The Service depends on third-party providers (telephony, voice AI, calendar, hosting) and may experience downtime, maintenance, or degraded performance.

9. Third-party services

The Service integrates third-party providers (including Retell AI, Twilio, Supabase, Google, and Stripe — see the Privacy Policy and sub-processor list). Your use may also be subject to those providers' terms. We are not responsible for third-party services outside our control.

10. Intellectual property

We (and our licensors) own the Service and all related software, content, and trademarks. We grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. You retain rights to the business content and data you provide; you grant us the rights needed to operate and provide the Service (including processing it through our sub-processors).

11. Warranties disclaimer

The Service is provided "as is" and "as available" without warranties of any kind, to the fullest extent permitted by law. We do not warrant that the Service will be uninterrupted, error-free, or that the AI will handle every call correctly, nor that bookings or messages will always be delivered. You are responsible for reviewing bookings and for business-critical outcomes.

12. Limitation of liability

To the fullest extent permitted by law: we are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, or for missed calls, bookings, or messages. Our total aggregate liability arising out of or relating to the Service is limited to the amounts you paid us in the 12 months before the event giving rise to the claim. Nothing in these Terms excludes liability that cannot be excluded under applicable law (including mandatory Finnish law).

13. Indemnity

You will indemnify and hold us harmless from claims, losses, and costs arising from your use of the Service in breach of these Terms or applicable law — including claims by Callers or authorities relating to your failure to provide required disclosures, obtain required consents, or otherwise act as a compliant data controller.

14. Changes to these Terms

We may update these Terms from time to time. We'll post the updated version with a new "Last updated" date and, for material changes, give reasonable notice (e.g. by email or in-app). Continued use after changes take effect means you accept the updated Terms.

15. Governing law and disputes

These Terms are governed by the laws of Finland, without regard to conflict-of-law rules, and consistent with applicable EU law. The courts of the Oulu District Court (Oulun käräjäoikeus), Finland have jurisdiction, unless mandatory law provides otherwise.

16. Miscellaneous

If any provision is unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them to an affiliate or successor. These Terms, the DPA, and the Privacy Policy are the entire agreement between us regarding the Service.

17. Contact

DeepO3, Virkakatu 5 B 3, 90570 Oulu, Finland. Support: support@lumidesk.fi. Legal/privacy: support@lumidesk.fi.

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