Terms of Service

1. Acceptance of terms

ConversationPilot is a trading name of Future Systems AI Ltd, registered in England & Wales (Company No. 17210087), registered address 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom (“we”, “us”, “the Company”).

By accessing or using ConversationPilot (“the Service”) at conversationpilot.ai, you agree to be bound by these Terms of Service. If you do not agree, do not use the Service. These terms apply to all users including free and paid subscribers.

2. The service

ConversationPilot provides AI-powered, real-time conversation coaching for sales and recruitment teams, including live call coaching, conversation playbooks, post-call reports and scoring, and a knowledge base. CRM/ATS integrations are in development and are not yet part of the Service; post-call notes are exportable today. We reserve the right to modify, suspend, or discontinue any feature at any time with reasonable notice.

3. Accounts

• You must be at least 16 years old to create an account.
• You are responsible for keeping your account credentials secure.
• One account per person. You may not share accounts.
• You must provide accurate information when registering.

4. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose.
• Attempt to reverse-engineer, scrape, or copy the Service.
• Upload harmful, offensive, or misleading content.
• Use AI-generated coaching to deceive, manipulate, or make fraudulent representations to any third party.
• Resell or sublicence access to the Service.
• Attempt to circumvent subscription restrictions.

5. Recording, transcription, and third-party consent

The ConversationPilot desktop application (“Live Coaching”) captures audio from your microphone and, where enabled, system audio, in order to generate real-time coaching tips, transcripts, and post-session notes. By using the Live Coaching feature you acknowledge and agree to all of the following:

• Legal compliance is your responsibility. Recording and transcribing conversations is subject to wiretapping, interception, and privacy laws that vary by country, state, and territory. Some jurisdictions (including California, many EU member states, and the United Kingdom) require the consent of all parties to a conversation before it may be recorded or transcribed. You are solely responsible for understanding and complying with all laws applicable to your location and the location of any other parties to the conversation.
• You must inform and, where required, obtain consent from third parties. Before using the Live Coaching feature in any conversation with another person (including prospects, customers, candidates, or any other party), you are responsible for determining whether you are legally required to disclose that a recording or transcript is being made, and for obtaining any necessary consent. ConversationPilot will not notify other parties on your behalf.
• Our commitments to you. ConversationPilot never stores the audio of your conversations, never uses your conversations or transcripts to train any model, never joins a call as a bot, and derives coaching, signals and scores only from the words spoken, never from voice tone or facial analysis. Transcripts and reports are yours: you can delete any call, and deleting your account deletes them all. These commitments form part of these Terms.
• ConversationPilot is a tool, not a participant. ConversationPilot provides the technology to process audio and generate coaching content at your direction. We are not a party to any conversation you have, we do not control how you use the Live Coaching feature, and we are not in a position to verify that you have complied with applicable recording laws.
• We accept no liability for your compliance failures. ConversationPilot shall not be liable for any claims, damages, fines, penalties, or other consequences arising from your failure to comply with applicable recording or consent laws, or from any dispute with a third party relating to a recording or transcript generated using the Service.
• Transcripts and notes are at your direction. Any transcripts, AI-generated notes, coaching tips, or post-call reports are generated solely at your request and for your own use. You are responsible for how you store, share, or otherwise use this content.
• No legal advice. Nothing in these Terms or the Service constitutes legal advice. If you are uncertain whether your use of the Live Coaching feature is lawful in your jurisdiction, you should seek independent legal advice before using it.

6. Plans, free trials, billing, cancellation and refunds

6.1 Who the Service is for

ConversationPilot is a professional tool for sales and recruitment work. It is supplied to businesses and to individuals acting for purposes of their trade, business, craft or profession. By subscribing you confirm that you are acquiring the Service wholly or mainly for business purposes, and you provide your company or business name at checkout. If, despite this, you are a consumer under the law that applies to you, Schedule 1 (Consumer Terms) applies to you and prevails over anything in this section that conflicts with it.

6.2 Free trial and first charge

• Paid plans start with a 7-day free trial. We collect a payment method when the trial starts. Nothing is charged during the trial.
• The exact date and time your trial ends, the amount of the first charge and the billing frequency are shown on the checkout page before you confirm, in the confirmation email we send when the trial starts, and in Dashboard → Billing at any time.
• Unless you cancel before the trial ends, your payment method is charged the plan price on the day the trial ends and then automatically on the same day of each month (or year, for annual plans) until you cancel.
• When your trial starts we email you a confirmation of the first-charge date and amount (this is your notice at least 7 days before the charge), and we remind you again 3 days before. Both contain a one-click cancellation link.
• No-usage protection. We do not charge an account that has never run a coached call. If your trial reaches its last day and your account has not been used, we extend the trial once instead of charging you and tell you by email; if it is still unused at the end of the extension, we cancel the trial rather than charge you.

6.3 Cancelling

• You can cancel at any time, online, in one step, in Dashboard → Billing → Cancel (or via the Stripe billing portal linked from every billing email). No phone call or email is required, though you may also cancel by emailing hello@conversationpilot.ai.
• Cancelling during the trial ends the trial with no charge. Cancelling after a charge takes effect at the end of the period you have paid for; you keep access until then.
• We confirm every cancellation by email. A cancellation you make before the trial ends is effective even if our confirmation arrives later.

6.4 Prices, seats and changes

• Prices are shown in USD, GBP or EUR based on your location, exclusive of any VAT or sales tax that we are required to add.
• Team and Manager plans are billed per seat. A seat is each member of your team plus each pending invitation. Adding a seat is invoiced immediately for the remainder of the current period; removing one is credited against your next invoice.
• We may change prices with at least 30 days' notice by email, including a one-click cancellation link. Price changes never apply to a period you have already paid for.

6.5 Refunds and chargebacks (business customers)

• Because you receive clear notice of the first charge (on the checkout page, at trial start and 3 days before), can cancel online in one step at any time, and are never charged if your account has not been used, fees are non-refundable once charged, and no refunds or credits are given for partial periods, unused seats or unused service, except as set out below or as required by law.
• 14-day guarantee on the first charge. If you contact us within 14 days of your first charge and your account has run no coached calls since that charge, we refund it in full. If you have used the Service in that time, we may refund a proportionate amount at our discretion.
• If the Service was unavailable or materially defective for a substantial part of a paid period, contact us and we will credit or refund that period.
• Please contact us before asking your card issuer to reverse a charge. We respond to refund requests within two working days. Where a charge is disputed with the issuer without contacting us first, we will provide the issuer with our records of your consent at checkout, the notices we sent, your cancellation options and your usage of the Service.

7. AI-generated content

ConversationPilot uses AI to generate live coaching prompts, suggested talking points, and feedback. This content is provided for guidance only. We make no guarantee that AI-generated content will lead to closed deals, placements, or any particular outcome. You are responsible for how you use AI-generated suggestions.

8. Intellectual property

You retain ownership of all content you provide (role context, call notes, transcripts). By providing content, you grant us a limited licence to process it to provide the Service. We own all rights to the ConversationPilot platform, design, and proprietary AI systems.

9. Limitation of liability

To the maximum extent permitted by law, ConversationPilot shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the Service. Our total liability to you for any claim shall not exceed the amount you paid us in the 12 months prior to the claim.

10. Termination

We reserve the right to suspend or terminate accounts that violate these terms, with or without notice. You may delete your account at any time. On termination, your data will be deleted in accordance with our Privacy Policy.

11. Governing law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Schedule 1 — Consumer Terms

This Schedule applies only if you are a consumer: an individual acting for purposes wholly or mainly outside your trade, business, craft or profession. Nothing in these Terms limits rights you have under law that cannot be excluded.

• Right to cancel (14 days). You may cancel this contract within 14 days of the day you subscribed, for any reason, by using the one-click cancellation in Dashboard → Billing, by emailing hello@conversationpilot.ai, or by using the model cancellation form below. We acknowledge every cancellation by email without delay.
• Starting the Service straight away. At checkout you ask us to start supplying the Service immediately, during the cancellation period. If you cancel within the 14 days and your paid period has already begun, you pay only a proportionate amount for the days supplied up to your cancellation, compared with the full price of the period; we refund the balance within 14 days of your cancellation, to the payment method you used, without any fee. (Because the first 7 days are a free trial, this is at most a few days of the first month.)
• After the first charge. If you cancel within 14 days after your first payment, we refund that payment less a proportionate amount for the days used. After that, cancellation takes effect at the end of the period you have paid for.
• Reminders and information. Before your first charge we tell you in writing, when your trial starts and again 3 days in advance, the date, the amount and how to cancel. The key terms of your subscription are also shown on the checkout page and repeated in the confirmation email.
• Quality. We must supply the Service with reasonable care and skill. If we do not, you are entitled to a repeat performance or a price reduction under the Consumer Rights Act 2015 (or the equivalent law where you live).
• Model cancellation form. To: Future Systems AI Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, hello@conversationpilot.ai. “I hereby give notice that I cancel my contract for the ConversationPilot subscription. Subscribed on [date]. Name: [ ]. Email used for the account: [ ]. Date: [ ].”
• UK and EU. These rights reflect the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and Directive 2011/83/EU. EU consumers may also use the “Withdraw from contract” option in Dashboard → Billing during the 14-day period.

12. Contact

Questions about these terms: