Terms & Conditions and Privacy Policy

Last updated: October 10, 2026

On this page: Terms & Conditions · Acceptable use · Privacy Policy · Data processing & vendors · Cookies · Partner terms · Contact

These Terms are the agreement between Hostvo AI LLC, a New Jersey limited liability company ("Hostvo", "we", "us"), and the business that accepts them ("you"). They cover the restaurant dashboard and AI phone service. The service is offered to U.S. restaurants. Our Privacy Policy in Section 18 also explains our handling of callers’, visitors’, team members’ and partners’ information; reading a notice or calling a restaurant does not by itself make someone the restaurant customer under this agreement.

1. Who may use Hostvo

You must be at least 18 years old and able to form a binding contract. If you accept these Terms on behalf of a restaurant, business, or other entity, you represent that you have authority to bind that entity, and "you" refers to that entity. The Service is intended for businesses and is not directed to consumers or to children.

2. The Service

Hostvo answers inbound calls, provides owner-supplied restaurant information, and captures pickup orders, reservations and catering inquiries. Valid reservations are confirmed automatically, except for seating times inside an active Restaurant full window set by your restaurant for 30 minutes or one hour; those requests require staff confirmation. Hostvo does not provide external live table inventory. You remain responsible for setting your hours and capacity, menu accuracy, food preparation, fulfillment and reviewing requests that need your team’s confirmation.

Your accepted plan and the service and billing schedule determine included features. Starter includes answering, pickup and basic catering/reservation capture, call records, recordings when enabled, the dashboard, inbox and analytics. Growth includes Starter plus multilingual switching, qualified catering, one add-on suggestion per call, voice selection and opt-in guest recognition/history. Multi includes Growth with agreed locations, pooled volume and rollout/support. The complete pricing comparisonidentifies current and planned capabilities. Caller feedback about the AI host is included on every plan; restaurant feedback about dishes, service and guest experience is included on Growth and Multi and is recorded in the staff inbox. SMS and payment links operate only where separately enabled; they are not an unconditional subscription entitlement.

Supported languages are English, Spanish, French, German, Hindi, Italian, Portuguese, Russian, Japanese and Dutch. Multilingual switching is a Growth/Multi capability; language selection does not guarantee perfect recognition or translation. Estimates, sentiment and quality scores are automated inferences. Captured order values are not proof of paid sales, incremental revenue or profitability.

Allergy, medical and legal questions are not answered as professional or safety advice. Hostvo attempts a staff transfer when enabled and available, or records a priority callback ticket. A ticket does not guarantee notification delivery, a live connection or a response time; your team must monitor its inbox. Dietary menu labels are not an allergen or cross-contact assurance. Hostvo is not an emergency service: callers facing an emergency should end the call and dial 911 themselves. Hostvo does not dispatch emergency assistance.

3. Accounts and security

Keep account and restaurant information accurate. Use individual team accounts, grant only appropriate permissions, and remove access when a staff member leaves. You are responsible for authorized use of your account and for keeping credentials secure. Contact security@hostvo.ai promptly about suspected misuse.

4. Telephony, recording, transcription, and AI disclosure

Callers interact with an AI assistant. The opening greeting identifies the assistant and discloses recording/transcription. Audio recordings are encrypted at rest and normally expire after about 90 days. See Section 18 for retention and request options. An opening disclosure is not a guarantee that every legal consent requirement has been met.

You must be authorized to forward each number and configure the service for your restaurant. You are responsible for accurate restaurant information, your staff’s handling of transferred calls, and any additional notices or consents required for your use. Hostvo remains responsible for its own applicable duties. Do not disable or conceal required notices. If a caller declines processing, they must be able to stop the call and contact the restaurant through another channel. Human calls after transfer may have different recording practices controlled by the restaurant.

For enabled SMS or other outbound communications, obtain the permission required for that purpose and honor opt-outs. A number received through caller ID does not authorize marketing. Carrier charges and forwarding availability are your responsibility. Cancelling Hostvo does not automatically undo call forwarding with your carrier.

5. Acceptable use

You agree not to misuse the Service. Among other things, you won't use the Service to:

• Make outbound spam calls or unsolicited robocalls
• Defraud, mislead, harass, or threaten callers; violate any law; or infringe others' rights
• Capture data the caller didn't consent to (e.g. SSNs, health information)
• Operate a service that competes with Hostvo using Hostvo infrastructure
• Reverse-engineer, scrape, disrupt, or attempt to extract training data from the Service

Violations are grounds for immediate suspension. For non-egregious violations we notify the account owner and offer a 7-day cure window.

6. Fees, billing, and the pilot

• Accepted offer. Your chosen plan, interval, locations, price and any approved offer are recorded when you subscribe. A later pricing-page edit does not rewrite that offer. A negotiated order controls its stated commercial scope; applicable processing terms control personal-data processing, and these Terms otherwise apply. Features marked planned are not a promised delivery date.
• Free pilot. The 30-day pilot starts at your first go-live, not signup or approval. There is no setup fee and nothing is charged at signup. Any card requirement, eligible referral extension and first-charge terms are shown before you authorize billing. A valid referral adds one 30-day extension, once, to the initial pilot. We send the promised reminder before the first charge. A late billing start does not create a retroactive charge for free-pilot days.
• Renewal and cancellation. A paid subscription renews at its monthly or annual interval until cancelled. Cancel from Billing before the first charge to owe nothing for the pilot, or before renewal to stop the next charge. Paid access continues through the paid term. Annual prices are paid upfront; a displayed monthly equivalent is a comparison, not monthly installments. Fees are non-refundable except where law or your accepted agreement requires otherwise. If Hostvo ends paid service without your breach, we refund the unused prepaid portion. Contact legal@hostvo.ai if you cannot use the cancellation route.
• Fair use. We count answered calls by unique call record in each location’s calendar month and timezone, not minutes. We review demonstrable test, spam or duplicate records with you before applying a volume review; contact support to dispute a count. Calls continue beyond the guide. An occasional busy month receives grace, with no automatic overage fee or paid upgrade. After two consecutive months above Growth’s guide, we review usage with you and offer a fixed high-volume quote with an agreed range, including for a single location. Any paid change needs your approval. If no change is agreed, we honor existing commitments and work toward an agreed arrangement or transition at renewal; we do not cut off an active conversation.
• Founding offer. The first 50 eligible founding restaurants receive a 24-month price lock. Confirm the covered plan, locations, interval, price and lock dates in your offer before subscribing. Changes outside that agreed scope require a new agreement. General price-change rights do not override the lock or an existing paid annual term.
• Price changes. We give at least 30 days’ notice of renewal price changes, subject to accepted annual, founding and custom commitments. No fair-use adjustment authorizes an automatic overage or upgrade.
• Support. Starter includes email support; Growth/Multi receive priority in the support queue. This is not a guaranteed response time or 24/7 staffed support. Multi rollout and support scope are stated in the accepted order.

7. Customer data and privacy

As between you and Hostvo, you retain your rights in menus, recordings, transcripts, requests, contacts and other Customer Data. You grant Hostvo the limited rights needed to operate, secure, troubleshoot and support your service, including call summaries and quality checks for your restaurant. We do not use Customer Data to train general-purpose models or build a shared caller-content corpus. This license does not grant independent cross-customer content reuse or remove an individual’s privacy rights.

The restaurant determines the purposes of its caller-data processing. Hostvo processes that data on the restaurant’s behalf, subject to the roles and requirements that actually apply. Hostvo separately handles account administration, billing, security and website inquiries for its own operating purposes, described in Section 18.

8. Intellectual property

The Service, including its software, models, designs, and the Hostvo name and logo, is owned by Hostvo AI LLC and its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. We welcome feedback and may use it without obligation to you.

9. Third-party services

We use providers for hosting, telephony, speech, AI processing, authentication, payments and support functions described in Section 19. Provider outages may affect the service, but using a subcontractor does not remove Hostvo’s agreed obligations. Services you independently connect may have their own terms and settings.

10. Service availability

The phone service is designed for 24/7 answering, subject to forwarding, network and provider availability. We do not guarantee uninterrupted or error-free operation. Maintenance and changes remain subject to the purchased features and fair-use and price commitments. No numerical uptime guarantee or service-credit scheme is included unless expressly agreed in your order.

11. Disclaimers

Except as expressly stated, the Service is provided "as is" and "as available," without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We don't warrant that the Service will be error-free or that AI output will always be accurate or complete.

12. Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill. Our total aggregate liability arising out of or relating to the Service is capped at the fees you paid to us in the 12 months before the event giving rise to the claim. Some jurisdictions don't allow certain limitations, so parts of this section may not apply to you.

13. Indemnification

You will defend and indemnify Hostvo AI LLC and its officers, employees, and agents against claims, damages, and costs arising from your Customer Data, your use of the Service in violation of these Terms or applicable law, or your failure to obtain required consents or disclosures.

14. Termination

You can cancel your subscription from Billing. Reversing carrier forwarding is a separate step. We may suspend service immediately to contain serious abuse or security risks, or where legally required. For ordinary curable violations, we give the seven-day notice/cure opportunity in Section 5. Cancellation, suspension and deletion of records are separate actions.

Export records before closing the account. For 30 days after cancellation, you may request a copy of records still retained under Section 18 through privacy@hostvo.ai, subject to identity, authority and security checks. This does not extend a shorter retention setting or delay a valid deletion request. Rights required by law continue to apply. Fees owed, ownership, applicable data duties, liability and other provisions that by their nature survive termination continue to apply.

15. Changes to these Terms

We publish the applicable version and date of these Terms. Material changes are notified through the account or email at least 30 days before taking effect, except changes needed sooner to comply with law or address an urgent security risk. We obtain fresh agreement where required. Changes do not retroactively alter accepted prices, price locks or the privacy commitments under which information was collected.

16. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, without regard to its conflict-of-laws rules. The state and federal courts located in Delaware have exclusive jurisdiction over disputes, and you consent to venue there, except that either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property.

17. Electronic records and signatures

By affirmatively accepting the presented agreement, you agree to transact electronically. We record the agreement version, acceptance statement and time. You may request a copy at legal@hostvo.ai. Closing your account ends future use; it does not undo an agreement already made or amounts properly owed. A Privacy notice acknowledgment does not authorize unrelated marketing or data use.

18. Privacy Policy

Privacy section last updated: September 28, 2026

This notice covers restaurant callers, account owners and team members, website visitors, prospects, demo participants and referral partners. Hostvo AI LLC’s contact details appear in Section 22.

Information and purposes

• Calls and restaurant operations: caller numbers, audio, transcripts, language, timing, requests, orders, tickets and staff notes. We use these to answer calls, capture requests, route staff help and provide your restaurant’s records and quality tools. Sentiment, intent, quality and value estimates are inferences and can be wrong.
• Guest recognition: when the restaurant enables it, phone-based profiles can include names, preferences and order history. This is not voice-biometric identification. Shared or recycled numbers can identify the wrong person. Clearing guest memory and deleting all caller records are different actions; the rights route below covers the broader request.
• Accounts and billing: identity and contact details, team roles, authentication events, accepted terms/offers, subscription and payment records. Payment providers handle card details; Hostvo receives billing identifiers and limited card information needed to administer the account.
• Website, demo and support: information submitted in forms, menu uploads, public restaurant details used for setup, site-chat questions/replies, page context and service/security logs. We use these to respond, set up the service, troubleshoot and secure it. Avoid submitting unnecessary sensitive information in chat or calls.
• Partners: referral codes, attribution, account contacts, commissions, payout and tax information used to administer the program.

Access and sharing

The restaurant’s authorized users can access its caller records, including transcripts and recordings, according to their roles. Hostvo personnel and providers access information as needed for the stated purposes. We may disclose information when legally required or to address fraud and security incidents. Provider categories are in Section 19. We do not sell personal information or share it for cross-context behavioral advertising.

Retention

Recorded audio normally expires after about 90 days, or sooner following an applicable deletion request or shorter call-record retention. Call transcripts, call metadata and SMS default to 18 months; restaurant settings may select 1–60 months. Deletion runs in daily batches; a backlog or failed deletion is retried and can take longer. Operational orders, reservations, catering records and guest profiles have separate business purposes and are included in applicable privacy requests; the call-log setting is not a promise to erase every business record.

Automated guest-memory pruning applies to inactive agent-built profiles under the restaurant’s configured memory settings. Owner notes and tags remain business records; clearing guest memory removes them. We retain minimal phone-number suppression records for SMS opt-outs and restaurant safety blocks where needed, without retaining the cleared profile details. Website inquiries, support records and leads are kept while needed to handle the request and related follow-up. Account, billing and acceptance records are kept for their operating purpose and applicable accounting, dispute or legal requirements. Restricted backups and records required for a specific legal obligation may be retained separately; such retention does not authorize unrelated use. Contact us for the retention applicable to a particular record.

Requests and choices

Email privacy@hostvo.ai to request access, correction or deletion, or to ask about processing and available choices. You can contact us without a Hostvo account. We verify requests proportionately and coordinate with the restaurant where it controls the records. Applicable law determines rights, exceptions and response deadlines; we explain an extension or refusal where required. We do not require identity documents by default or treat account cancellation as a privacy request. Contact us at the same address to challenge a request decision or use an authorized agent where applicable.

Optional restaurant guest recognition can be turned off by the owner. Callers can ask to clear remembered information or make a broader privacy request. If you do not want to continue a recorded/transcribed interaction, stop the call and contact the restaurant by another channel. The service is for adult business purchasers; this does not exclude callers or website visitors from applicable privacy protections.

19. Data processing, vendors, and international transfers

Processing on behalf of a restaurant

For Customer Data processed on your behalf, these Terms and the accepted service configuration are your instructions. Processing covers the data and purposes in Section 18 for the service term and applicable retention period. We limit access to authorized people under confidentiality duties, maintain safeguards appropriate to the data, and assist with applicable rights, security incidents and return/deletion requests. We inform you if we determine we cannot meet applicable processing obligations or an instruction would violate applicable data-protection law.

Where service-provider or contractor restrictions apply, we do not sell/share that data, use it outside the specified service purposes or direct business relationship, or combine it for unrelated purposes except as permitted by applicable law. We require relevant processing restrictions for providers handling that data. We provide information and cooperation required to verify compliance, remedy unauthorized use and satisfy applicable customer authorization, notice and objection rights. An applicable processing addendum controls its subject matter.

Provider categories

We use cloud hosting/storage, telephony and enabled messaging, speech recognition/synthesis, AI model processing, authentication, payment processing, business-data lookup, transactional email, monitoring and support providers. They receive the information needed for their functions. Some providers process information for their own legal or security duties under their applicable terms. We maintain provider records internally and make disclosures or give notices required by applicable law or your agreement.

Processing locations

Hostvo serves U.S. restaurants. Information may be processed in the United States and other locations used by our providers. Where a transfer mechanism is legally required, the applicable arrangement must cover that processing; this statement is not a claim that every transfer is covered by EU Standard Contractual Clauses or that Hostvo offers an international restaurant service.

20. Cookies

Authentication cookies maintain signed-in sessions. Browser storage also remembers interface preferences and site-chat state. Clearing or blocking essential storage may prevent sign-in or remove preferences. Product analytics, where enabled, use memory-based identifiers rather than persistent analytics cookies, with page-view and explicitly selected event collection, automatic interaction capture and session replay disabled; the configured analytics honors the browser’s Do Not Track setting.

A partner referral sets the first-party hv_ref cookie for up to 30 days. It contains a referral code and can be associated with account signup and commission records. It is used for referral credit, not behavioral advertising. You can clear it through your browser; doing so can remove attribution before signup. Provider categories are described above. We do not use advertising cookies on the marketing site. Required privacy choices depend on the technology and applicable law; first-party storage is not automatically exempt.

21. Affiliate Program Terms

These terms govern the Hostvo affiliate/partner program (the referral links offered at /partners). By joining you agree to them in addition to the rest of this document.

Joining & your link

• Joining requires a Hostvo account. On signup you receive an auto-generated referral code and link at the program's standard terms, shown to you at signup. We may decline, suspend, or remove any participant at our discretion, including for the conduct described below. Ending participation does not cancel earned, reconciled commissions, subject to the conduct and adjustment rules in this section.
• Attribution uses a first-party, 30-day, last-click cookie (see Cookies). A referral is credited when a restaurant signs up while your attribution is current, at which point it is locked to you. Attribution is best-effort: technical failures, an intervening click on another partner's link, or a signup outside the attribution window mean no credit.

Commission

• Commission is a percentage of what your referred restaurant actually pays Hostvo as recorded in the payment ledger (including tax amounts collected, without deducting payment-processing fees, and net of refunds, credits and chargebacks) during your earning window, measured from when the referral is credited. Free periods — including the referred restaurant's first free month — accrue nothing, because nothing was paid. The rate and window in effect when a referral locks stay fixed for that referral; program changes apply to future referrals only.
• Commissions are denominated in U.S. dollars, with no minimum payout threshold. We pay reconciled commissions monthly, within 30 days after month-end, by PayPal or Zelle using the valid payout details you provide. Missing payout or required tax details delay payment until supplied. The earning rate and window are shown and recorded at signup. Contact legal@hostvo.ai about a payout dispute. Later refunds or chargebacks can reduce unpaid commissions or be reconciled against later payouts; we explain any adjustment. Ending participation does not by itself cancel valid earned commissions. For U.S. persons we require a completed Form W-9 before any payout and will file Form 1099-NEC where required by law. We may withhold or adjust payouts pending a good-faith review of suspected fraud, self-referral, or abuse.

Referred-restaurant offer

An eligible restaurant credited to a partner receives one additional 30-day free period after the ordinary 30-day go-live pilot, once, on its first subscription. Its actual eligibility and total free period are shown before billing authorization. The offer has no cash value, may not be combined with itself across re-subscriptions, and may be modified or withdrawn prospectively at any time.

Conduct

• Disclose the relationship. You must comply with the FTC's endorsement rules (and local equivalents): state clearly that you may earn from signups made through your link.
• No self-referrals. A “self-referral” is referring a restaurant (a) in which you (or your immediate family) hold an ownership or other financial interest in the restaurant business itself, or (b) where you work as an employee, officer, or manager. Self-referrals forfeit both the commission and the referred-restaurant offer, and the referral may be voided. Referring an independently owned client is permitted — an agency, consultancy, or service provider may refer restaurants it works for, provided the restaurant's owner makes their own decision to sign up. (A fee you charge a client for your services is not a “financial interest in the restaurant” under this clause.) Anyone referring a restaurant they have a business relationship with must tell its owner, before signup, that they may earn from the referral. The restaurant's Hostvo account must be its own: an account created or billed under your login or email is treated as a self-referral.
• No spam or misrepresentation. No unsolicited bulk messaging, no bidding on Hostvo brand terms, no implying you are Hostvo, and no claims about the product beyond what our site states. Violations forfeit unpaid commissions and may void your referrals.

22. Contact

Hostvo AI LLC, a New Jersey limited liability company.

Business notices: 971 US HIGHWAY 202N #8333, Branchburg, NJ 08876.

Legal, billing or agreement questions: legal@hostvo.ai. Privacy requests: privacy@hostvo.ai. Security reports: security@hostvo.ai. Support: contact Hostvo.