Terms of Use

These Terms of Use ("Terms") constitute a legally binding agreement between you and Houston Online Marketing LLC, doing business as Zen Front Desk™ ("Company," "we," "us," or "our"), governing your access to and use of the Zen Front Desk™ platform, the Zen Advisor Suite™, our website at zenfrontdesk.com, and all related services (collectively, the "Services"). By accessing or using the Services, you agree to be bound by these Terms. If you do not agree, do not use the Services.

1. Eligibility

You must be at least 18 years of age and have the legal authority to enter into a binding contract to use the Services. By using the Services, you represent and warrant that you meet these requirements.

The Services are intended for use by licensed financial advisors, registered investment advisors, financial planning firms, and related professional service businesses operating in the United States. Use of the Services by unlicensed individuals purporting to provide financial advisory services is strictly prohibited.

2. Services Description

Zen Front Desk™ provides a managed AI voice concierge platform — the Zen Advisor Suite™ — that enables subscribing advisors to automate front-office functions including inbound call handling, seminar and webinar registration, event reminder sequences, QR code check-in management, consultation scheduling, budget worksheet delivery, and marketing attribution.

The AI concierge provided through the Services is a technology tool. It is not a licensed financial advisor and does not provide investment advice, tax advice, legal advice, or any form of regulated financial guidance. Any information conveyed by the AI concierge is for operational and administrative purposes only.

3. Subscriptions, Fees, and Payment

3.1 Subscription Plans

Access to the Zen Advisor Suite™ requires a paid subscription. Current pricing is:

• Monthly subscription: $497.00 per month, per advisor
• One-time onboarding fee: $1,500.00 due at setup
• Included usage: 1,000 minutes of AI concierge call time per month

High-volume usage beyond the included minutes may be subject to additional fees as agreed upon in writing between the parties.

3.2 Optional Add-Ons

The following optional services are available at additional cost:

• Pre-Event Video Message — Advisor-Produced: Integration of an advisor-provided video into the automated reminder sequence. A one-time integration fee applies. The Company is not responsible for the content of advisor-provided videos.
• Pre-Event Video Message — Company-Produced: Production of a professional video using the advisor's AI concierge persona. Pricing is quoted separately. The Company retains the right to decline production requests that conflict with applicable law, professional standards, or Company policies.

3.3 Billing and Payment

Subscription fees are billed monthly in advance. The onboarding fee is due prior to commencement of setup. All payments are processed through Stripe. By providing payment information, you authorize us to charge your payment method on a recurring basis until you cancel your subscription.

3.4 Refund Policy

The one-time onboarding fee is non-refundable once setup has commenced. Monthly subscription fees are non-refundable for the current billing period. If you cancel your subscription, access will continue through the end of the current billing period and will not renew.

3.5 Price Changes

We reserve the right to modify subscription pricing with 30 days' written notice to subscribing advisors. Continued use of the Services after the price change takes effect constitutes acceptance of the new pricing.

4. Onboarding and Setup

Following receipt of the onboarding fee and completion of the onboarding form, we will configure your AI concierge, seminar workflow, advisor dashboard, worksheet branding, and associated systems. Standard setup is completed within 10–14 business days. We will provide a pre-launch test prior to going live.

You are responsible for providing accurate, complete, and timely information during onboarding, including your concierge name and gender preference, seminar details, branding assets, and any workflow-specific configurations. Delays caused by incomplete or inaccurate information provided by you do not obligate us to extend the setup timeline at no additional cost.

5. TCPA Compliance and Automated Communications

The Zen Advisor Suite™ delivers automated voice calls and text messages to seminar attendees and prospects on your behalf. As a subscribing advisor, you are solely responsible for ensuring that all recipients of automated communications have provided prior express written consent in compliance with the Telephone Consumer Protection Act (TCPA), 47 U.S.C. § 227, and applicable FCC regulations before their phone numbers are entered into the platform.

Your registration forms, landing pages, and event materials must include compliant TCPA consent disclosures that:

• Clearly identify that automated calls and text messages may be sent
• Identify the sender by name
• Describe the categories of communications that will be sent
• State that consent is not a condition of purchase
• Provide opt-out instructions (e.g., reply STOP to opt out of texts)

Houston Online Marketing LLC expressly disclaims all liability arising from your failure to obtain required TCPA consent. You agree to indemnify, defend, and hold harmless Houston Online Marketing LLC from any claims, penalties, fines, or damages arising from TCPA violations attributable to your use of the Services.

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6. Acceptable Use Policy

This Section 6 is the Acceptable Use Policy ("AUP") for the Services. It is part of these Terms, and by accessing or using the Services you agree to it. It sets out, in clear terms, what you may and may not do with the Zen Front Desk™ platform. We may update this AUP from time to time as described in Section 14; the version posted at the time of your use governs.

Because the Services place automated voice calls and text messages, schedule consultations, and collect personal information from your clients and prospects on your behalf, your compliance with this AUP is essential. A violation of this AUP is a material breach of these Terms and may result in immediate suspension or termination under Section 12, in addition to any other remedies available to us.

6.1 Your Core Responsibilities

As a subscribing advisor, you are responsible for how the Services are used under your account. Specifically, you agree that you will:

• Maintain all required licenses and registrations. You will hold, and keep in good standing, every license, registration, and authorization required for you to conduct your business and to communicate with the public in each state where your clients and prospects are located.
• Comply with the rules of your profession. You are solely responsible for ensuring your use of the Services complies with all laws and regulations governing your profession, including SEC regulations, FINRA rules, state securities and insurance laws, advertising and solicitation rules, and any applicable fiduciary standards. We do not provide compliance consulting and make no representation that your use of the Services is compliant.
• Obtain and document all required consent. Before any phone number or email address is entered into the platform, you will obtain and retain records of all consent required by law for the communications that will be sent to it, including prior express written consent under the TCPA as described in Section 5.
• Provide accurate information. You will give us, and the AI concierge, accurate and current information about your business, your offerings, your availability, and your events, and you will keep that information up to date.
• Honor opt-out and do-not-contact requests. You will promptly process and respect every opt-out, unsubscribe, and do-not-contact request, and you will not re-add a contact who has opted out without fresh, documented consent.
• Supervise the concierge's role. You acknowledge that the AI concierge handles administrative and scheduling functions only, and you will not configure, prompt, or instruct it to perform tasks outside that role.
• Secure your account. You will keep your login credentials confidential, restrict account access to authorized personnel, and notify us promptly of any suspected unauthorized use.

6.2 Prohibited Uses

You may not, and may not permit anyone acting on your behalf to, use the Services to:

• Break the law. Engage in, promote, or facilitate any unlawful activity, or use the Services in violation of any applicable local, state, or federal law or regulation.
• Give regulated advice through the concierge. Provide, or configure the AI concierge to provide, investment, financial, tax, insurance, or legal advice, recommendations, or guarantees of any kind. The concierge is for scheduling and administrative functions only.
• Contact people without consent. Enter into the platform, or send automated calls or messages to, any phone number or email address for which you do not hold the consent required by law, including purchased, scraped, harvested, or otherwise unverified contact lists.
• Send prohibited or deceptive communications. Transmit spam, unsolicited bulk communications, or any message that is false, misleading, deceptive, fraudulent, harassing, abusive, or that misrepresents the sender or the purpose of the communication.
• Misrepresent the AI. Use the Services in any manner that deceives a caller about a material fact, or that violates any law requiring disclosure that they are interacting with an automated or AI system, where such law applies to you.
• Target protected or ineligible individuals. Knowingly direct communications to individuals located in jurisdictions where you are not licensed to operate, or to individuals you know to be on a do-not-call registry without an applicable exemption.
• Collect or handle data improperly. Collect, store, or process personal information through the Services in violation of any applicable privacy law, or use information gathered through the Services for any purpose other than serving the client or prospect from whom it was collected.
• Infringe others' rights. Upload, transmit, or use any content that infringes or misappropriates the intellectual property, privacy, or publicity rights of any third party.
• Tamper with the platform. Reverse-engineer, decompile, disassemble, scrape, or attempt to extract the source code, models, prompts, or underlying configuration of any part of the Services.
• Resell or repackage the Services. Resell, sublicense, rent, lease, or white-label the Services, or provide access to the Services to any third party, without our prior written authorization.
• Overburden or attack the platform. Introduce malware, attempt to gain unauthorized access to any system or account, circumvent usage limits, or use the Services in any way that could disable, overburden, impair, or damage the platform or its infrastructure.
• Impersonate or misattribute. Impersonate any person or entity, or configure the concierge or any communication to falsely state or imply an affiliation, endorsement, or identity that does not exist.

6.3 The Budget Worksheet and Other Resources

Certain deliverables made available through the Services — including the pre-consultation budget worksheet and any educational resource links — are intended only for the specific purpose for which they are provided. You may not use, repurpose, or distribute these deliverables outside the workflows established within the platform, and you may not send the budget worksheet to any individual who has not qualified for and booked a consultation, consistent with the configuration of your account.

6.4 Monitoring and Enforcement

We do not pre-screen or monitor the communications sent through the Services and are not responsible for them. We may, however, investigate suspected violations of this AUP and take any action we deem appropriate, including removing content, suspending or throttling messaging, suspending or terminating your account under Section 12, and reporting activity to law enforcement or relevant authorities where required. We are not obligated to act, and our decision not to act in a particular case does not waive our right to act in any other.

6.5 Your Responsibility for Violations

You are responsible for all activity that occurs under your account, whether by you, your employees, your contractors, or anyone you authorize. Your indemnification obligations in Section 11, and the limitations of liability in Section 10, apply fully to any violation of this AUP. Houston Online Marketing LLC expressly disclaims all liability arising from your misuse of the Services or your violation of this AUP.

7. Intellectual Property

Company Ownership. The Zen Front Desk™ platform, Zen Advisor Suite™, all software, workflows, AI configurations, training data, interfaces, branding, and associated intellectual property are owned exclusively by Houston Online Marketing LLC. Nothing in these Terms transfers any ownership rights to you.

Your Content. You retain ownership of content you provide to the platform, including your business name, logo, seminar details, and advisor-provided video content. By providing content to the platform, you grant us a limited, non-exclusive license to use that content solely to operate and provide the Services to you.

AI Concierge Persona. The AI concierge persona configuration (name, gender, voice settings) created for your account is a service deliverable. Upon termination of your subscription, this configuration will be deactivated. You may not replicate, transfer, or reproduce the concierge configuration outside of the Zen Front Desk™ platform.

Feedback. If you provide feedback, suggestions, or ideas regarding the Services, you grant us a perpetual, irrevocable, royalty-free license to use that feedback for any purpose without compensation to you.

8. Confidentiality

Each party agrees to maintain the confidentiality of the other party's non-public information disclosed in connection with the Services. The Company will not disclose your client data or proprietary business information to third parties except as described in our Privacy Policy or as required by law.

You agree not to disclose confidential information about the Company's platform, pricing, technology, or operational processes to third parties without our prior written consent.

9. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, HOUSTON ONLINE MARKETING LLC DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WE DO NOT WARRANT THAT THE AI CONCIERGE WILL ALWAYS RESPOND ACCURATELY OR APPROPRIATELY IN ALL CIRCUMSTANCES.

10. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL HOUSTON ONLINE MARKETING LLC, ITS OWNERS, OFFICERS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOST PROFITS, LOST REVENUE, LOSS OF DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICES, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER OR RELATED TO THESE TERMS SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO US IN THE THREE (3) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

11. Indemnification

You agree to indemnify, defend, and hold harmless Houston Online Marketing LLC and its owners, officers, employees, agents, and successors from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use of the Services
• Your violation of these Terms
• Your violation of any applicable law or regulation, including TCPA
• Your failure to obtain required consents from seminar attendees or prospects
• Any content you provide through the Services, including advisor-produced video content
• Your professional conduct as a financial advisor
• Any claims by your clients or prospects arising from your use of the Services

12. Term and Termination

Term. These Terms are effective upon your first use of the Services or execution of an order and continue on a month-to-month basis until terminated.

Termination by You. You may cancel your subscription at any time by contacting us at legal@zenfrontdesk.com. Cancellation takes effect at the end of the current billing period.

Termination by Us. We reserve the right to suspend or terminate your access to the Services at any time, with or without notice, for violations of these Terms, non-payment of fees, or any conduct that we determine in our sole discretion to be harmful to the platform, other users, or the Company.

Effect of Termination. Upon termination, your access to the Services will be deactivated. Your AI concierge configuration will be disabled. You remain responsible for all fees accrued prior to termination. Sections 7, 9, 10, 11, 13, and 14 of these Terms survive termination.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law principles.

Any dispute, claim, or controversy arising out of or relating to these Terms or the Services that cannot be resolved informally shall be submitted to binding arbitration in Houston, Texas, administered by the American Arbitration Association under its Commercial Arbitration Rules. The arbitrator's award shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm. You agree that any claim must be brought in your individual capacity and not as a plaintiff or class member in any purported class action.

14. General Provisions

Entire Agreement. These Terms, together with our Privacy Policy at zenfrontdesk.com/privacy-policy, constitute the entire agreement between you and the Company regarding the Services and supersede all prior agreements.

Modifications. We reserve the right to modify these Terms at any time. We will notify subscribing advisors of material changes by email or by posting a notice on our website. Your continued use of the Services after the effective date of any changes constitutes acceptance of the revised Terms.

Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

Waiver. Failure to enforce any provision of these Terms shall not constitute a waiver of our right to enforce that provision in the future.

Assignment. You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations freely.

Force Majeure. We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including acts of God, natural disasters, telecommunications failures, or government actions.

15. Contact Us

For questions or concerns regarding these Terms, please contact:

These Terms of Use were prepared for Houston Online Marketing LLC d/b/a Zen Front Desk™ and are intended to address the specific operational characteristics of the Zen Advisor Suite™ platform. They do not constitute legal advice. You are encouraged to have these Terms reviewed by a licensed attorney familiar with your jurisdiction and industry before relying on them.