Terms of Service

These Terms of Service govern access to and use of Circle Suite's software platform, website, and related services (the "Services"). The contracting provider is CIRCLE SUITE LLC, a Michigan limited liability company located at 2810 N Wilson Ave, Royal Oak, MI 48073 ("Circle Suite," "we," "us," or "our"). "Customer" means the business that purchases or uses the Services. A person accepting these Terms for a Customer represents that they are at least 18 and have authority to bind that business.

These Terms, the applicable order or checkout disclosures, the Billing, Cancellation & Refund Policy, the Acceptable Use Policy, and any applicable Communications Terms and Circle AI Terms form the Agreement. If we process Customer Personal Data on the Customer's behalf, the applicable Data Processing Addendum also forms part of the Agreement. Our Privacy Policy explains personal-information practices and is separately acknowledged during enrollment. Acceptance of the Agreement does not constitute consent to unrelated marketing.

A signed order may expressly modify commercial terms. The DPA controls a conflict concerning the processing of Customer Personal Data. Specific Communications Terms or Circle AI Terms control a conflict about their respective features. The Billing Policy controls the billing, cancellation, and refund details it expressly addresses. These Terms otherwise apply. Nothing overrides a protection that applicable law makes non-waivable.

The Services are offered for business use in the United States, including Washington, D.C., subject to legal, carrier, provider, and technical restrictions. International customer enrollment is not supported at initial launch. The Services are not an individual consumer subscription. Customers must provide accurate business and account information, keep it current, and use the Services only for authorized and lawful purposes.

Circle Suite LLC's website, products, and services are intended for individuals who are at least 18 years old. By accessing or using our website, products, or services, you confirm that you are at least 18 years of age.

The Customer's purchased plan, order, checkout, and enabled account functionality identify the services available to that Customer. Features may include customer management, communications, scheduling, sales tools, automation, websites, reputation tools, reporting, integrations, and Circle AI. A feature appearing in general marketing materials or being technically supported by a provider does not establish that it is included in a particular subscription. Features requiring separate approval, registration, payment, or setup are available only after those requirements are satisfied.

Unless separately agreed in writing, Circle Suite supplies software and reasonable support, rather than operating the Customer's business, running campaigns for the Customer, supplying a human call center, or providing managed marketing services. No subscription guarantees leads, appointments, sales, revenue, rankings, communications delivery, or AI results.

The Customer controls its authorized users and is responsible for their access and use. Users must use supported authentication mechanisms, protect credentials, and follow applicable security requirements. Do not share administrator credentials, bypass access controls, or place passwords, API secrets, or private keys in ordinary notes, messages, forms, or AI inputs. Notify support@thecirclesuite.com promptly about suspected unauthorized access.

We may verify account ownership and representative authority using proportionate evidence. An unresolved ownership dispute may require restricted access to protect the account and affected information. This does not authorize us to decide the parties' underlying business ownership rights. Transfers require verification and must follow applicable provider and legal requirements.

Customers are responsible for the lawfulness and accuracy of their content, contact lists, campaigns, workflows, AI instructions, products, services, and business representations. They must obtain necessary permissions and consents and provide appropriate notices to their contacts and users. Uploading a contact, purchasing a lead, or enabling a feature does not establish permission to communicate with a person.

Customers must respect intellectual-property rights, privacy rights, opt-outs, suppression, calling restrictions, and the Acceptable Use Policy. Circle Suite retains its own legal obligations; this allocation does not excuse Circle Suite from a duty imposed on it by law.

The selected plan and checkout identify the subscription price, billing frequency, onboarding fee, taxes, and any other authorized charges. Subscriptions are prepaid. Monthly subscriptions renew monthly and annual subscriptions renew annually until canceled through the disclosed electronic method. Annual plans are prepaid 12-month subscriptions. There is no free trial unless a later written offer expressly introduces one.

The $500 onboarding fee is a separate one-time charge. Separate usage charges apply only after the applicable service pricing and billing terms have been disclosed and the Customer has given the required authorization. We will not activate separate usage billing on the basis of a general mention of possible future usage fees. The Billing Policy explains cancellations and refunds.

An upgrade may take effect immediately; any prorated charge will be shown for authorization before it is made. A downgrade ordinarily takes effect at the next billing period. A downgrade does not automatically create a mid-period refund or credit.

For an ordinary failed subscription payment, we will use payment retries and customer notice and ordinarily allow seven days from the failed payment before suspending or restricting the subscription. Services generating additional third-party costs may require prepayment or be restricted during that period. We may act sooner for fraud, chargebacks, abuse, security threats, unlawful activity, excessive unpaid usage, mandatory provider restrictions, or comparable material risk. Valid amounts already owed remain payable.

Onboarding provides basic guided setup and supported account connections. It does not include unlimited implementation, managed services, custom development, migrations, custom integrations, copywriting, advertising management, or unlimited workflow creation unless separately agreed. Onboarding begins when the scheduled session begins or we start agreed customer-specific configuration work. A refund request made before that point is governed by the Billing Policy.

As between the parties, the Customer retains its rights in information and materials it provides or causes to be processed through its account ("Customer Data"). The Customer authorizes Circle Suite and its service providers to process that data only as needed to provide, operate, secure, support, and lawfully administer the Services, consistently with the Agreement, applicable notices, and the DPA where applicable. This is an operational license, not a transfer of Customer Data ownership.

Circle Suite and its licensors retain their respective rights in the software, service technology, documentation, and other service materials. Nothing claims that Circle Suite owns technology or content owned by its providers. Subject to the Agreement and payment of applicable fees, the Customer receives a limited right to use its purchased Services for its authorized business purposes. It may not reverse engineer, circumvent safeguards, remove required proprietary notices, infringe rights, or make unauthorized copies or resale of the Services.

Customers retain their preexisting rights in materials submitted to AI or templates. AI output may not be unique or eligible for intellectual-property protection. Neither access to the Services nor generation of content guarantees ownership, exclusivity, or non-infringement. Customers must have rights to knowledge-base materials and review output before use.

Customers may provide voluntary feedback. We may use feedback to improve the Services, but this does not grant a right to exploit Customer Personal Data, confidential customer materials, or customer trademarks outside the Agreement. Featuring a Customer's logo, testimonial, or case study requires appropriate authorization.

Our Privacy Policy explains our own-purpose processing. The DPA addresses processing of Customer Personal Data on the Customer's behalf. Customers must use the Services consistently with the applicable data restrictions.

The standard launch is not intended for protected health information or HIPAA-regulated processing. Customers must not submit PHI or rely on a standard account as HIPAA-enabled. Complete card credentials, CVV, bank-access credentials, and authentication secrets must not be stored in ordinary CRM fields, notes, messages, forms, or AI inputs. Supported payment or authentication interfaces must be used for their intended purposes. Other regulated or sensitive uses require prior written approval and appropriate technical and contractual safeguards; permission is not implied by an available field or integration.

Communications features are subject to the Communications Terms, registration requirements, recipient consent, suppression, and applicable laws and carrier restrictions. Business numbers are provided through communications providers. Circle Suite does not represent itself as the underlying carrier. The Services are not an emergency calling system or a substitute for 911.

Circle AI is subject to the Circle AI Terms and applicable restrictions. Customers must review appropriate AI-generated content, maintain human oversight, and not use AI to impersonate a person deceptively, generate fake reviews, or make prohibited consequential decisions. Recording, transcription, AI interactions, and outbound artificial-voice calls may require distinct disclosures and consent.

This section governs text messages sent directly by CIRCLE SUITE LLC. Messages that businesses send to their own contacts using Circle Suite software are sent independently by those businesses, which must complete their own registration, obtain their own recipient consent, and follow the Communications Terms at https://thecirclesuite.com/communications-terms.

Program description: CIRCLE SUITE LLC sends informational and transactional text messages, including appointment confirmations, appointment reminders, rescheduling notices, responses to inquiries, customer support, and service-related updates, to people who provide a mobile number and consent. Promotional text messages are sent only where separate promotional consent has been obtained. SMS consent is optional and is never pre-selected.

Message frequency varies based on your appointments, requests, and interactions with Circle Suite. Message and data rates may apply.

Reply STOP to unsubscribe or opt out at any time. Reply HELP for assistance, or contact support@thecirclesuite.com. Consent may also be withdrawn by emailing support@thecirclesuite.com or by any other reasonable means. After opting out, you may rejoin by providing new consent, for example through a Circle Suite booking or inquiry form, or by contacting support@thecirclesuite.com.

Consent to receive text messages is not a condition of purchase or of receiving any goods or services. Carriers are not liable for delayed or undelivered messages. Our handling of mobile information is described in our Privacy Policy at https://thecirclesuite.com/privacy.

Some infrastructure is supplied by service providers acting for Circle Suite. Other services are independently connected by the Customer and may be governed by that provider's terms. These relationships are different. The Customer must maintain authorization for its connected accounts.

Circle Suite is not a bank, card network, payment acquirer, foundational AI-model provider, or underlying telecommunications carrier merely because the Services connect to those services. Customers receiving payments from their own customers through connected processors have a separate processor relationship. Circle Suite's own subscription billing is distinct.

We will maintain reasonable administrative, technical, and organizational safeguards appropriate to the Services and information involved. No system can be guaranteed absolutely secure. The Customer must protect its own users, devices, credentials, and connected accounts and cooperate reasonably with security investigations.

We will respond to security incidents and provide notices and assistance as required by applicable law and the DPA. This section does not promise a universal 24-hour notification deadline, an unverified certification, or security controls outside the actual service scope.

Support is available through support@thecirclesuite.com and any other Circle Suite channel actually designated in the account. We use commercially reasonable efforts to address support requests. Unless expressly agreed in a written SLA, we do not promise 24/7 Circle Suite support, a specific response or resolution time, or an uptime percentage.

Services can be affected by maintenance, internet availability, provider outages, carrier filtering, API changes, customer configuration, and other technical dependencies. Beta or experimental features may have additional limitations that are identified when offered.

We may make reasonable technical changes, respond to provider or API changes, and replace infrastructure or unsupported integrations. We will notify affected Customers of material adverse service changes and material price or Agreement changes before they take effect where required by law or the Agreement. A price change will not retroactively alter a prepaid subscription period. Required renewed acceptance will be obtained before applying a change that needs fresh assent.

If a change materially prevents us from providing the purchased service, applicable cancellation, refund, or other contractual remedies remain available. We will keep versioned legal documents and a record of applicable notices. A silent edit to a web page is not a substitute for legally required notice or consent.

The Customer may cancel through the disclosed electronic billing method. Cancellation ordinarily stops the next renewal and leaves access available through the already-paid term. It does not automatically erase amounts incurred, delete data, complete a number port, or close an independent service. The Billing Policy gives the detailed procedure.

We may proportionately suspend affected functionality or terminate for material breach, unlawful activity, abuse, nonpayment, security risk, or a binding provider or regulatory requirement. When reasonably practicable and appropriate, we will explain the issue and allow correction; immediate action may be necessary to protect people, data, infrastructure, or legal compliance. Nothing waives a mandatory remedy.

Export important information before service ends using supported methods. Not every configuration, conversation, recording, workflow, website, or other asset is portable. Retention of information after service ends does not necessarily provide ordinary account access or guarantee recovery.

Ordinary account data is currently retained for approximately 90 days after cancellation, and phone numbers and A2P registrations for a shorter 14-day period, subject to carrier and provider requirements. Numbers and A2P registrations have separate provider-dependent arrangements and may be lost well before ordinary account data is deleted. Request assistance with a legitimate eligible port before ending communications service. We will not use nonpayment as a pretext to hold a portable number hostage, subject to lawful verification and carrier procedures. Do not cancel a former carrier prematurely during a port-in.

Deletion requests require appropriate authority verification and are subject to legal retention, third-party constraints, and safeguarded backup cycles. Permanent deletion may be irreversible. Cancellation, account deletion, and a privacy request concerning an individual are separate processes.

To the extent permitted by law, and except for an express commitment in the Agreement, the Services are provided on an "as available" basis. Circle Suite disclaims implied warranties of merchantability, fitness for a particular purpose, and non-infringement to the extent permitted by applicable law. These disclaimers do not negate an express undertaking in the Agreement, a non-waivable obligation, or liability that cannot lawfully be excluded.

To the maximum extent permitted by law, neither party will be liable to the other for indirect, incidental, special, punitive, or consequential damages, including lost profits or business opportunities, arising from the Agreement. Circle Suite's aggregate liability for claims arising from the Agreement will not exceed the amounts the affected Customer paid Circle Suite under the Agreement during the twelve months preceding the event giving rise to the claim. Related claims share one aggregate cap and do not restart it.

The exclusions and cap do not apply to Circle Suite's fraud, intentional misconduct, gross negligence, or liability that applicable law does not allow to be limited. They do not eliminate an expressly required refund or credit. The Customer's obligation to pay valid authorized charges is not limited by this cap. Any expressly agreed indemnity treatment must be stated in the final signed or accepted Agreement rather than inferred.

The Customer will defend Circle Suite against third-party claims arising from the Customer's unlawful content, infringement in Customer-provided materials, unlawful communications, lack of required permission, products or services, prohibited AI use, or material misuse of the Services, and will indemnify Circle Suite for resulting amounts finally awarded or agreed in an authorized settlement. This obligation applies only to the extent the claim arises from the Customer's conduct and not Circle Suite's own wrongful conduct.

Circle Suite must provide reasonably prompt notice and reasonable cooperation. The Customer may control the defense using competent counsel, but may not settle a claim that admits fault by Circle Suite, imposes nonmonetary obligations, or fails to release Circle Suite without its written consent. Circle Suite may participate at its own expense. Delayed notice reduces protection only to the extent it materially prejudices the defense.

The Agreement is governed by Michigan law, without applying conflict-of-law rules that displace applicable non-waivable protections. The parties will first attempt to resolve a dispute informally by sending a written notice to the other party; notices to Circle Suite go to legal@thecirclesuite.com. The notice should identify the account, explain the dispute, and describe the requested resolution. The parties will allow thirty days for a good-faith effort to resolve it, unless urgent relief or a filing deadline requires earlier action.

A party is not responsible for delay or failure caused by events outside its reasonable control, to the extent the law permits that allocation, provided it takes reasonable steps to mitigate the effects. This does not excuse amounts validly owed, duties that law makes non-waivable, security responsibilities within reasonable control, or applicable remedies if purchased service is permanently discontinued.

Neither party's failure to enforce a provision waives later enforcement. If a provision is unenforceable, the remaining provisions remain effective to the extent legally permitted. Neither party may assign the Agreement in a way that deprives the other party of a mandatory protection. Assignment as part of a legitimate corporate reorganization or business transfer remains subject to applicable privacy and contractual obligations. The parties are independent businesses; the Agreement creates no partnership or authority to bind the other party.

We may provide operational and contractual notices using the account's designated electronic contact, except where law requires another method. Customers must keep that contact current. Electronic notices do not substitute for a legally required postal notice or service of process. Postal address: CIRCLE SUITE LLC, 2810 N Wilson Ave, Royal Oak, MI 48073. Support: support@thecirclesuite.com. Legal notices: legal@thecirclesuite.com. Privacy requests: privacy@thecirclesuite.com.