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Terms of service

Last updated October 11, 2026 · Stephens Quantum LLC · Privacy · Terms · DPA · Acceptable use · Security

These terms are an agreement between Stephens Quantum LLC ("we", "us") and the business that signs up for CallRoom Pro ("you", the "room"). By creating or using a room you agree to them. If you use CallRoom Pro on behalf of a company, you confirm you can bind that company. Every room also signs our Master Subscription Agreement before it is created (and existing rooms sign it on their next administrator sign-in). The Master Subscription Agreement and these terms work together; if they conflict, the Master Subscription Agreement controls.

1. The service

CallRoom Pro is software for running a phone sales room: lead management, a calling queue, callbacks, do-not-call tools, deal records, websites with inquiry forms, reporting and data export. CallRoom Pro does not send text messages (SMS) and has no text-messaging features; email is the only channel the service sends on your behalf, including emails you schedule in an automation flow, trigger from the CRM or by webhook, or send from a template. We may improve and change features over time; we won't materially reduce core functionality during a period you've paid for.

2. Accounts and roles

  • You're responsible for who you invite, the roles you give them, and keeping sign-in details confidential.
  • You must tell us promptly about any unauthorised use of your room.
  • A CallRoom Pro platform administrator may enter a room to provide support or investigate a problem. Each visit is time-limited and recorded in our own audit log.

3. Plans, trials and billing

  • One plan. CallRoom Pro is offered as a single plan at $500 per week, or at a discount when billed monthly ($1,950), quarterly ($5,525), every 26 weeks ($10,400) or annually ($19,500), plus any applicable taxes. A subscription that began on an earlier published price keeps that price for as long as it stays on the same billing interval and is not cancelled. Current prices are on our pricing page.
  • Free trial. New rooms get a 7-day free trial. The trial is your evaluation period and needs no card. Unless you cancel before it ends, your first payment is due when the trial ends.
  • Automatic renewal. Your plan renews automatically at the end of each billing period, and you authorise us and our payment processor to charge your payment method on file.
  • No contracts. There is no minimum term. You can cancel at any time from your room's Billing page; cancellation takes effect at the end of the period you've already paid for. All payments are non-refundable, and we give no refunds, credits or proration for partial or unused periods, cancellation mid-period, or any other reason (other than the unused-time credit toward a longer interval or an added website described below under Changing your plan), except where a law that cannot be waived requires it. See section 3A.
  • Unlimited users, extra websites. Every room has unlimited users on the one price and includes one company website. Each additional company website is $99 per week, or the equivalent discounted amount on your billing interval, billed with your subscription.
  • Changing your plan. A room administrator can change the plan from the Billing page. Moving to a longer billing interval takes effect immediately: the unused portion of your current period is credited against the new price (toward that payment only, never as a refund) and the new period starts the day you switch. Moving to a shorter interval takes effect at the end of the period you have already paid for, with no refund or credit. Adding a company website takes effect immediately and you pay the prorated amount for the rest of your period. Removing one takes effect at the end of your period. You can cancel at any time, effective at the end of the paid period, and reactivate before it ends. Each change is shown to you before you confirm it and is recorded in your room's history.
  • Failed payments, grace period and locking. If an automatic payment fails, your room enters a 72-hour grace period and everyone in the room sees a notice with a countdown. If payment is not received before the grace period ends, the room is locked: users cannot sign in to use it, except that your room admin may sign in to make payment. While locked, your data is preserved and is not deleted because of non-payment during the retention period described below, and access is restored promptly once payment succeeds. We may, at our discretion, extend a grace period. We tell your room owner by email (from our own address, never by text message) 3 days and 1 day before a free trial ends, when a payment fails or a trial ends unpaid, 24 hours before a room locks, when it locks, one week after the failure if it is still locked, and when a payment brings it back. Each email includes a secure link to update your card.
  • Price changes. We'll give at least 30 days' notice of any price change, effective at your next renewal.

3A. Master Subscription Agreement, no refunds and chargebacks

  • You sign before you start. The Master Subscription Agreement is signed electronically by an authorised person before a new room is created, and by a room administrator on the next sign-in for rooms that existed before it. We record the date and time, IP address and approximate location, device and browser details, how the agreement was viewed, the boxes ticked, the signature, and document fingerprints, and keep a signed copy with a Certificate of Completion that your administrators can download from Billing.
  • No refunds. Fees are non-refundable. There is no long-term contract and every new room gets a free 7-day trial to decide before paying. We do not refund or credit partial periods, unused time, setup or Concierge work that has started, or fees after suspension or termination.
  • Chargebacks and disputes. Please contact billing@callroompro.com first. A chargeback or dispute of a charge you authorised is a breach of these terms and the Master Subscription Agreement. You agree to cooperate and to let us give your signed agreement, usage and sign-in records to Stripe, card networks and banks, and to pay the disputed amount, network fees and our collection costs, including reasonable attorneys' fees.
  • New versions. When we make a material change to the Master Subscription Agreement, a room administrator must accept the new version on the next sign-in.

3B. Our access to your room and data

  • A CallRoom Pro platform administrator can enter your room to support you or investigate a problem, for a limited time. Each visit is time-limited and recorded in our own audit log.
  • When you send a Concierge or support request, our staff and engineers can read the request, its files and comments, and the parts of your room, website and data they need to do the work. Do not put full card numbers, card security codes or passwords in a request.
  • You authorise this access, and it is part of your instructions to us as your processor under the Data Processing Addendum. We do not review, approve or endorse your content, leads, contracts, websites or reviews, and looking at them to help you does not change that.

4. Your data

  • You own the data you and your customers put into CallRoom Pro ("Customer Data"), including all of your leads and customer records (see section 6). You give us permission to host and process it only to provide and secure the service, as described in our Data Processing Addendum, which forms part of these terms.
  • You can export all of your data at any time from the Export data page, including while canceling.
  • After your account closes, we keep Customer Data for 30 days so you can export it, then delete it from live systems; backups roll off within 14 days after that.

5. Your responsibilities, including calling and advertising laws

You are solely responsible for how you use CallRoom Pro to contact people and to advertise, and for complying with every law that applies to your business. Depending on where you and your contacts are, these may include, for example:

  • telemarketing rules such as the Telephone Consumer Protection Act (TCPA), the FTC Telemarketing Sales Rule, the National Do Not Call Registry, state do-not-call lists, calling-hour limits and consent requirements;
  • if you advertise or offer vacation accommodations, such as timeshare getaway weeks, the laws that govern travel and vacation offers in the places you operate, which may address required disclosures, fees collected in advance and registration or licensing;
  • consumer protection, privacy and data security laws, including honouring opt-out, access and deletion requests from your customers.

CallRoom Pro offers tools that can help, such as do-not-call lists, consent wording stored with website inquiries and audit logs, but those tools do not make you compliant, and nothing in CallRoom Pro is legal advice. Please get your own legal advice about your scripts, disclosures, agreements and fees.

6. Your leads and customer data: you own it and you are responsible for it

  • You own it. All leads, contact lists, customer records, call notes, recordings, deal records and other information that you or your team put into CallRoom Pro, or that your website collects for you, belong to you.
  • You are solely responsible for it. That includes where each lead came from, whether you have the legal right to contact each person, and whether the information is accurate and lawfully held. We do not check, verify or approve your leads or lead sources.
  • You must follow the law when you contact people. You are solely responsible for complying with all laws that apply to your calls, texts, emails and mailings, including the Telephone Consumer Protection Act (TCPA), the FTC Telemarketing Sales Rule, the National Do Not Call Registry and your own and state do-not-call lists, the CAN-SPAM Act, state telemarketing and telephone solicitation laws (including any registration, bonding, calling-hour and consent rules), and laws about recording calls, including getting every consent required before you record or monitor a call. This covers emails the service sends automatically for you (for example steps in an automation flow, the info email, offer emails and invitations): you choose who receives them and what they say, and you must keep any webhook token or personal offer link secret.
  • Your website says what you tell it to. You are solely responsible for everything your website publishes, including your listings, reviews, prices, and the company facts you choose to publish (for example legal name, registration, licenses, team and fees), and for making sure it is true and matches your agreements. We make your site readable to search engines and AI tools and let you say who you are; we do not check your facts, and we do not promise any ranking, traffic, search result, or what any search engine or AI tool says or does not say about you or your company.
  • Our tools don't make you compliant. Features such as do-not-call lists, consent wording and audit logs are there to help you. Using them does not mean your calling is lawful. Checking and complying is your job.

7. CallRoom Pro is software only

  • CallRoom Pro is a software tool. We are not your telemarketer, lead provider, sales agent, broker, merchant or legal or compliance adviser, and we are not a party to anything between you and your customers.
  • We are not responsible for how leads are obtained, contacted or used, or for what you say or promise to anyone. We are also not responsible for your sales practices, scripts, advertising, contracts, pricing, fees, refunds, cancellations, chargebacks, complaints or disputes with your customers or anyone else. Those are between you and your customers.
  • If a customer, regulator or other third party contacts us about your business, we may pass the request to you and give them your contact details.

7A. Contracts, e-signatures and signer notices

  • The contracts are yours. The text of every agreement, template, email and notice that you create, edit, send or have signed through CallRoom Pro is yours, and you alone decide what it says. We do not write, review, approve or check your contracts, and nothing we provide is legal advice.
  • You are solely responsible for their content and legality. That includes whether your contracts, fees, cancellation and refund terms, disclosures and required notices are accurate, complete and lawful where you and your customers are, and whether an electronic signature is valid for the kind of agreement you use it for.
  • Signer disclosures and consent are yours. When someone signs, CallRoom Pro records information such as server date and times, the IP address and the approximate location it points to, device, browser and screen details, how the document was viewed, the signature, and, if the signer chooses to share it, a precise browser location, and keeps it in a private audit record with the signed agreement. This also includes a device fingerprint (a one-way hash of device and browser settings), time spent on each part of the document, scroll depth, each field edited, the signature as typed or drawn with its timing, a SHA-256 fingerprint of the agreement at sending and signing, and delivery events for the signing email as reported by our email provider. You are solely responsible for telling signers what is recorded and for getting any consent the law requires for electronic signatures or for collecting that information. A signing notice is on by default for new rooms; you can edit or turn it off under Website settings, in the Contract signing tab. Any sample wording we show is only an example. The evidence packet and Certificate of Completion are records of what the software captured. They are not legal advice and do not guarantee the outcome of any dispute or chargeback.
  • Records are evidence, not a guarantee. We provide tools that record signing activity. We do not promise that any record will be accepted as evidence or that it satisfies any particular law or any court, regulator or card network.

7B. Customer reviews on your website

  • Reviews are entered by you, by hand. Your website has no public form for reviews. Only your website administrators and customer service users can add or edit a review, and each time they must confirm that it is a genuine review from a real customer, used with that customer's permission, and that any review date shown is the real date the customer gave it.
  • You are solely responsible for every review and review date you publish. That includes making sure each review is real, current, not paid for or written by you or your staff, and that you have the customer's permission to use it, as required by the FTC's rules on reviews and testimonials and any other law that applies to you. We do not check, verify or endorse reviews.
  • We keep a record. We record who added or changed a review, when, from which IP address, which confirmation wording they accepted, and any change to a review date. This record is visible only to your administrators and to us, and we may share it if the law requires.
  • Sample reviews are examples only. Sample reviews that you can switch on while setting up are labeled “SAMPLE” and must be removed before you publish your website to the public.

8. Payment card information

  • CallRoom Pro is not a payment system. CallRoom Pro supports Authorize.net only. Any card you record is entered into Authorize.net's secure card window and is processed and stored only in your own Authorize.net account (or a merchant account that processes through Authorize.net), under your own agreement with your merchant provider.
  • When you record a card on a deal, CallRoom Pro stores only the card brand, last 4 digits, expiry date and a reference to the Authorize.net record. We do not store the full card number or the security code.
  • You are responsible for your merchant account and your relationship with Authorize.net and any bank, ISO or reseller that provides it and for your own compliance with the Payment Card Industry Data Security Standard (PCI DSS), card brand rules and the law, including how you collect, use, store and protect cardholder information outside CallRoom Pro. You must not type full card numbers or security codes into notes or any other field in CallRoom Pro.
  • This section covers your customers' cards. How we handle your own subscription payment is covered in section 3.

9. Acceptable use

You must follow our Acceptable Use Policy. We may suspend a room that seriously or repeatedly breaches it, after notice where reasonable.

9A. AI rebuttal generator

The CRM includes an AI rebuttal generator that drafts suggested wording for objections that timeshare owners raise. It is a drafting aid only. Suggestions can be wrong, incomplete or unsuitable for a particular owner or state, and they are not legal, compliance, tax or financial advice. You and the people in your room are solely responsible for what is said to owners: read every suggestion before using it, fill in the bracketed details with accurate facts about your own company, and never promise or imply results the written agreement does not support. We do not guarantee any result from using suggestions.

The tool is built to write sales rebuttals only. Input is checked, personal and card details are removed before it is processed by our AI provider (xAI), output is filtered, and attempts to use it for anything else or to get around its rules are refused and recorded. Use is limited per person, per room and across the platform each day, with a short per-minute limit, and we may lower, raise, pause or switch off the tool for any room or for everyone at any time, for cost, safety or abuse reasons. Do not enter card numbers or other sensitive information. Your own scripts, saved rebuttals and any wording you write remain yours and may differ from the built-in suggestions; what you choose to say on calls is your responsibility.

10. Availability and support

We aim to keep CallRoom Pro available and fast, but we don't guarantee uninterrupted service. Planned maintenance will be scheduled to minimise disruption.

10A. Concierge, setup and other services

Setup, migration, website build and Concierge help are agreed with you, including scope and price, before any work starts, and nothing is charged until you agree. Support tiers and response times are goals, not guarantees. Fees for work that has started are non-refundable. You remain responsible for checking and approving what we do for you, and for your content.

11. Confidentiality and security

Each party will protect the other's confidential information with reasonable care. Our practices are described on our security page.

12. Intellectual property

We own CallRoom Pro and its software, designs and content. You keep everything you own, including your Customer Data, your branding and your website content.

13. Disclaimers

To the maximum extent permitted by law, the service is provided "as is" and we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement.

14. Limitation of liability

To the extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages or lost profits, and our total liability for any claim is limited to the amounts you paid us in the one (1) month before the claim arose. Our Master Subscription Agreement has the full terms and controls if there is a conflict.

15. Indemnity

You will defend, indemnify and hold harmless Stephens Quantum LLC, its owners, officers, employees and contractors against any claim, demand, investigation, fine, penalty, settlement, loss, damage or cost (including reasonable attorneys' fees) brought by anyone, including customers, leads, regulators and card networks, that arises from or relates to: (a) your leads and Customer Data, including how you obtained them; (b) your calls, texts, emails, recordings or other contact with people, including any claimed breach of the TCPA, do-not-call, CAN-SPAM, state telemarketing or call-recording laws; (c) your sales practices, advertising, contracts, refunds or disputes with your customers; (d) your handling of payment card information or your merchant account; or (e) your breach of these terms or applicable law. We will tell you promptly about a claim, and you will have control of its defence, but we may take part with our own lawyers at our own cost, and you may not settle in a way that admits fault for us without our written consent.

16. Termination

You can cancel any time. We may suspend or terminate, with or without notice, for breach of these terms or the Master Subscription Agreement, a chargeback or dispute, non-payment after the grace period above, risk to us or others, or if required by law, and we keep all our other rights when we do. No refund is due on suspension or on termination for breach. Sections that by their nature should survive termination, including those on fees, no refunds, your responsibilities, liability, indemnity, governing law and evidence records, survive.

17. Governing law and disputes

These terms are governed by the laws of the State of Florida, USA, without regard to conflict-of-law rules. Disputes will be heard in the state and federal courts located in Florida, except that the Master Subscription Agreement requires individual binding arbitration for most disputes, waives jury trials and class actions, and applies first if it conflicts with this section.

18. Changes to these terms

We may update these terms. For material changes we'll notify room admins at least 30 days in advance; continuing to use CallRoom Pro after that means you accept them.

19. Contact

Stephens Quantum LLC, Florida, USA. Legal notices: legal@callroompro.com.

Terms of service · CallRoom Pro