Terms of Service
Last Updated & Effective Date: July 7, 2026 · Rarefied Design Limited
These terms apply to Affinity Connect and related services. If a signed agreement, statement of work, data processing addendum, or order form conflicts with these terms, the signed agreement controls for that customer.
Entity & Contact Information
Affinity Connect is owned and operated by Rarefied Design Limited, 15606 The Gore Rd, Caledon Village, ON L7C 3E5, Canada.
Scope
These terms are intended to cover Affinity Connect and the following product surfaces:
- Admin console and client portal
- Website offers and intake flows
- AI voice and messaging agents
- Reporting dashboards
- Asset and knowledge-base tools
- Billing tools
- Website builder
- WordPress and plugin operations
- SEO and ad-management workspaces
- Google Business Profile tools
- API/MCP access and webhooks
- Related support and operational services
Operational Data Retention Schedule
Unless a signed agreement, legal hold, security incident, dispute, provider requirement, or backup process requires a different period, Rarefied Design Limited uses the following default retention schedule for Affinity Connect.
| Data Category | Default Retention |
|---|---|
| Account, admin, portal, client, agency, user, permission, and configuration records | For the active relationship, then up to 7 years where needed for legal, tax, audit, security, dispute, or business record purposes. |
| Call records, call metadata, call recordings, transcripts, summaries, AI analysis, SMS records, live chat records, form submissions, lead records, and opportunity records | 24 months after collection or last activity, unless the customer asks for earlier deletion and deletion is legally and technically available. |
| Uploaded assets, knowledge-base documents, website build data, website form records, generated content, reports, SEO records, GBP records, ads records, campaign records, and integration history | For the active relationship, then 90 days after offboarding or deletion request, unless needed for an active project, legal hold, dispute, audit trail, or signed agreement. |
| Debug screenshots and client debug reports | 90 days by default. |
| Webhook events, delivery records, audit logs, API/MCP key metadata, security logs, provider errors, and operational telemetry | 24 months by default; security-relevant records may be kept longer if needed to investigate abuse, fraud, or system integrity issues. |
| Billing, subscription, invoice, payment, receipt, tax, accounting, QuickBooks, Stripe, AI credit ledger, affiliate, payout, and cost records | 7 years after the end of the relevant tax, accounting, or contractual period. |
| Credentials, OAuth tokens, API keys, webhook secrets, and connected-account tokens | Until revoked, replaced, disconnected, expired, or no longer needed to provide the service; retained only as needed for security, audit, or legal reasons after disconnection. |
| Backups | Deleted or overwritten on the normal backup rotation schedule. Some deleted records may remain in backups until that cycle completes. |
Call Recording Consent Standard
Affinity Connect's default operating standard is all-party notice and consent for recorded, transcribed, monitored, analyzed, or AI-assisted calls. This standard is intended to satisfy Canadian commercial privacy expectations and reduce risk when calls cross U.S. state or international boundaries.
For inbound calls, the call flow should provide notice before substantive conversation begins. For outbound calls, the caller or AI agent should provide notice immediately after identifying itself and before recording, transcription, or substantive discussion continues.
This call may be recorded, transcribed, and analyzed for service, training, quality, follow-up, and record-keeping. An AI assistant may help handle or summarize the call. If you do not want to be recorded, please tell us now and we can offer another way to continue where available.
- State that the call may be recorded before recording the substantive conversation.
- State the purposes accurately. Do not say "quality assurance only" if the recording, transcript, or summary will also be used for follow-up, CRM notes, training, analytics, AI processing, dispute resolution, or service delivery.
- Treat continued participation after clear notice as implied consent only where legally acceptable. Where a jurisdiction, customer workflow, or sensitive context requires express consent, capture an affirmative verbal consent, keypad confirmation, written consent, or equivalent record.
- If a caller objects, stop recording where technically feasible or offer a reasonable alternate path, such as email, web form, booking link, or a non-recorded call workflow.
- If the call includes people in a U.S. all-party consent state, an unknown jurisdiction, or multiple jurisdictions, use the all-party notice and consent standard.
- Customers remain responsible for industry-specific, telemarketing, employment, healthcare, financial, legal, minor-related, or other special consent requirements that apply to their business.
1. Acceptance
By accessing or using Affinity Connect, you agree to these Terms of Service. If you use the service for a company or client, you represent that you have authority to bind that organization.
2. The Service
Affinity Connect provides software and managed workflows for agency operations, client portals, AI-assisted calls and messaging, CRM and calendar workflows, billing and reporting, website intake and fulfillment, ad and SEO operations, asset management, knowledge bases, WordPress/plugin operations, and connected third-party integrations.
Some features use artificial intelligence, automation, third-party APIs, telephony providers, payment processors, cloud hosting, and customer-provided credentials. Outputs may require human review before use.
3. Accounts and Authorized Users
You are responsible for all activity under your account and for keeping login credentials, API keys, OAuth connections, and webhook secrets secure. You must promptly notify us of unauthorized access or suspected compromise.
You may invite employees, contractors, clients, or other users only as permitted by your plan or written agreement. You are responsible for ensuring those users comply with these terms.
4. Customer Data and Permissions
You retain ownership of data, content, files, credentials, business information, call content, messages, reports, websites, forms, ads, and other materials you submit or connect to the service.
You grant us permission to host, process, transmit, analyze, transform, display, and use Customer Data as needed to provide, secure, support, improve, and troubleshoot the service; perform requested automations; connect integrations; generate reports; and satisfy legal obligations.
You represent that you have all rights, notices, consents, and lawful bases required to provide Customer Data to the service and to authorize the workflows you configure.
5. Calls, Messages, Recordings, and Consent
The service may place, receive, transcribe, summarize, analyze, score, route, and store phone calls, SMS messages, live chat messages, form submissions, and related metadata through providers such as Twilio, AI speech providers, CRM systems, and calendar tools.
You are responsible for complying with all laws that apply to calls, recordings, SMS, telemarketing, appointment setting, consent, opt-out handling, do-not-call rules, caller disclosures, and customer communications. For recorded, transcribed, analyzed, or AI-assisted calls, the default Affinity Connect standard is all-party notice and consent at the start of the call, including disclosure of recording, transcription, AI assistance or analysis where applicable, and the purposes for the recording.
Where a caller objects to recording, you must stop recording where technically feasible or offer a reasonable alternate path. You are responsible for any additional consent, disclosure, registration, retention, or opt-out duties that apply to your industry, jurisdiction, calling campaign, or customer relationship.
Do not use the service to send unlawful spam, harassing messages, deceptive calls, or communications without required consent.
6. AI and Automation
AI features may generate text, voice responses, summaries, recommendations, ad copy, SEO recommendations, website edits, reports, call outcomes, contact notes, or operational decisions. AI output can be inaccurate, incomplete, biased, or unsuitable for your use case.
You are responsible for reviewing AI output and automated actions before relying on them, especially for advertising claims, regulated industries, financial decisions, legal statements, health-related statements, employment decisions, customer commitments, public website changes, billing actions, and destructive operations.
We may meter AI usage, reserve credits, charge usage-based fees, or limit usage where your plan, budget, or connected provider settings require it.
7. Integrations and Third-Party Services
The service may connect with third-party services including CRM, telephony, email, storage, analytics, search, advertising, payment, calendar, accounting, hosting, website, source-control, AI, speech, and scraping/research providers. Examples in the current product surface include GoHighLevel, Twilio, Google services, Google Business Profile, Google Analytics, Google Search Console, Google Ads, Google Maps/Places, Meta/Facebook, Reddit Ads, Stripe, QuickBooks Online, Cloudflare, Cloudflare R2, Cloudflare AI Gateway, Cal.com, SendGrid, GitHub, Firecrawl, Deepgram, Google Gemini, xAI Grok, OpenAI, Replicate, Inworld, MongoDB, Railway, and AWS S3-compatible storage.
Third-party services are governed by their own terms and privacy policies. We are not responsible for third-party service outages, API changes, data practices, pricing changes, account restrictions, moderation actions, ad disapprovals, or payment disputes caused by those providers.
You authorize us to use connected credentials, OAuth tokens, API keys, service accounts, webhooks, and account IDs to perform the actions you request or configure.
8. Billing, Payments, and Credits
Paid features may be billed through invoices, subscriptions, usage-based charges, AI credits, pass-through provider costs, manual charges, Stripe, or other written commercial arrangements. Unless an order form or signed agreement states otherwise, subscriptions renew monthly.
You agree to pay all fees, taxes, pass-through costs, overages, and other charges described in your order form, plan, invoice, or written agreement. Setup fees, implementation fees, usage fees, AI credits, pass-through provider costs, ad spend, domain/hosting/software costs, and completed service work are non-refundable once incurred unless a signed agreement says otherwise.
You may cancel a month-to-month subscription with 30 days' written notice to [email protected]. Fixed-term, prepaid, annual, project, or custom agreements follow the cancellation terms in the applicable order form, statement of work, or signed agreement. Cancellation does not relieve you of fees already incurred before the cancellation effective date.
If payment fails or your account becomes delinquent, we may suspend paid features, disable automations, pause integrations, limit AI usage, stop fulfillment work, or terminate access after reasonable notice where required.
Unless a signed agreement provides a specific service-level commitment, support and service availability are provided using commercially reasonable efforts. We do not guarantee uninterrupted access, response times, call delivery, AI provider availability, third-party API availability, ad platform approval, search ranking outcomes, campaign performance, or website hosting availability controlled by third-party providers.
9. Acceptable Use
You may not use the service to:
- Violate laws, third-party rights, platform policies, advertising policies, telecom rules, payment rules, or privacy obligations.
- Send unlawful spam, phishing, deceptive messages, malware, or abusive content.
- Collect or process sensitive personal information unless your agreement and configuration expressly allow it and you have appropriate safeguards.
- Upload malicious files, exploit vulnerabilities, bypass authentication, scrape unlawfully, or overload systems.
- Reverse engineer, resell, sublicense, or misuse the service except as allowed by written agreement.
- Use AI or automation to make high-impact decisions without appropriate human oversight and lawful basis.
10. Customer Responsibilities
You are responsible for:
- The accuracy, legality, and quality of Customer Data.
- End-user notices, consents, privacy disclosures, call recording disclosures, cookie/analytics notices, opt-outs, and marketing permissions.
- Reviewing generated content, website changes, ad copy, campaign changes, reports, and customer communications.
- Maintaining accurate billing and contact information.
- Managing connected third-party accounts and credentials.
- Backing up content where your workflow requires independent backups.
11. Security
We use administrative, technical, and organizational safeguards designed to protect the service and Customer Data. No system is perfectly secure. You must use strong passwords, protect credentials, limit access, and promptly report suspected security incidents.
We may suspend access or disable integrations if we believe an account, credential, webhook, connected site, or workflow is compromised or creates a security risk.
12. Confidentiality
Each party may receive confidential business, technical, credential, financial, customer, or operational information from the other. Each party will use reasonable care to protect confidential information and use it only for the relationship, except where disclosure is required by law or permitted by written agreement.
13. Intellectual Property
We retain ownership of the service, platform code, workflows, templates, documentation, designs, methods, and related intellectual property. You retain ownership of Customer Data and materials you submit.
Unless a signed agreement says otherwise, you receive a limited, non-exclusive, non-transferable right to use the service during your subscription or authorized access period.
14. Feedback
If you provide feedback or suggestions, you allow us to use them without restriction or compensation.
15. Beta and Experimental Features
Some features may be marked or treated as beta, preview, experimental, or limited availability. These features may change, fail, produce inaccurate results, or be discontinued. Use them with appropriate review and backups.
16. Suspension and Termination
We may suspend or terminate access if you breach these terms, fail to pay, create security or legal risk, misuse the service, or if continued service becomes impractical because of provider, legal, or operational constraints.
You may stop using the service at any time, subject to your payment obligations and any signed agreement. Termination does not automatically delete all records where retention is required for legal, billing, security, audit, dispute, backup, or legitimate operational purposes.
17. Disclaimers
The service is provided "as is" and "as available" unless a signed agreement says otherwise. We do not warrant that the service will be uninterrupted, error-free, secure, or that AI output, reports, recommendations, ads, rankings, website edits, call outcomes, or integration results will meet your expectations.
We do not provide legal, financial, tax, accounting, medical, or professional advice through the service.
18. Limitation of Liability
To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, loss of goodwill, business interruption, ad account restrictions, search ranking changes, or third-party platform decisions.
To the maximum extent permitted by law, our aggregate liability for claims related to the service will not exceed the amounts paid to us for the service during the 3 months before the event giving rise to the claim.
19. Indemnity
You will defend and indemnify us from claims arising from Customer Data, your use of the service, your connected accounts, your instructions, your violation of law or third-party terms, your customer communications, your advertising or website content, or your failure to obtain required rights or consents.
20. Changes
We may update these terms from time to time. Material changes will be posted or otherwise communicated as required. Continued use after changes become effective means you accept the updated terms.
21. Contact
Questions about these terms can be sent to [email protected].
Governing Law & Venue
These terms and all business operations of Rarefied Design Limited are governed by the laws of Ontario, Canada. Any legal actions, proceedings, or arbitration arising from our services must be brought in Ontario, Canada, unless a signed agreement says otherwise.