Terms of Service

Effective Date: May 6, 2026

These Terms of Service (“Terms”) govern your access to and use of the website located at sosavirtual.com (the “Site”) and any services provided by Sosa Virtual (“we,” “our,” or “us”) to you or your business (“Client” or “you”). By accessing our Site, booking a consultation, or engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms.

If you do not agree to these Terms, please do not use our Site or engage our services.

1. About Sosa Virtual

Sosa Virtual is a virtual receptionist and remote business support agency serving small and medium-sized businesses across the United States and Canada. Our services include live call answering, virtual receptionist services, virtual assistant support, and website design.

2. Services

Sosa Virtual offers the following services:

• Virtual Receptionist & Live Call Answering — Real human receptionists who answer your business calls, take messages, schedule appointments, and handle client inquiries on your behalf.
• Virtual Assistant Services — Remote administrative support including scheduling, email management, data entry, and other business operations tasks.
• Website Design — Custom website design and development for small businesses.

The specific scope, deliverables, and pricing for your engagement will be set out in a separate service agreement, proposal, or statement of work provided prior to the start of services. No service will be provided unless the parties have agreed in writing to the applicable service terms. In the event of a conflict between a signed service agreement and these Terms, the signed service agreement will take precedence.

3. Payment Terms & Billing

Invoices are issued monthly via email at the beginning of each billing cycle and are due within 5 days of receipt.

• Late Payments: Payments received more than 5 days after the invoice date are considered late and will incur a late fee of $50 for every 5 days the payment remains outstanding.
• Chargeback & Collections: If a payment is disputed, reversed, or subject to a chargeback, the Client is responsible for all bank fees, collection costs, and legal fees incurred by Sosa Virtual as a result.
• Invoice Disputes: Any dispute regarding an invoice must be submitted in writing within 7 days of receipt, with reasonable detail of the issue. If no dispute is raised within that period, the invoice will be deemed accepted.

Pricing is quoted in the currency specified in your service agreement. Applicable taxes will be added where required by law.

4. Suspension, Cancellation & Termination

Suspension for Non-Payment: Sosa Virtual may suspend services on written notice if any invoice remains unpaid for more than 10 days after the due date. Service suspension does not waive the Client’s obligation to pay all outstanding amounts owed.

At-Will Cancellation: The Client may cancel this agreement with 30 days’ written notice by email. Cancellation is effective on the last day of the billing cycle after the 30-day notice period is complete, unless otherwise agreed in writing. The Client remains liable for all fees through the cancellation effective date. No refunds are issued for unused minutes or time in the final billing cycle.

Immediate Termination for Cause: Sosa Virtual may immediately suspend or terminate service without notice if:

• The Client provides unlawful, dangerous, or abusive instructions or contact lists;
• A service disruption or security risk is identified;
• The Client’s instructions violate applicable law or privacy regulations; or
• The Client materially breaches these Terms and fails to cure within 5 business days of written notice.

In the event of termination for cause, the Client remains liable for all outstanding fees. Upon termination or expiry, Sosa Virtual will delete or return any Client data in its possession within 30 days, unless longer retention is required by law or reasonably necessary to resolve an outstanding billing, legal, or security matter.

Website Design Projects: Projects cancelled after work has begun may be subject to a partial payment for work completed to date. Sosa Virtual does not provide refunds for services already rendered.

5. Performance Disclaimer

The Client acknowledges that having a virtual receptionist alone does not guarantee online traffic or lead generation. To drive traffic and results, the Client understands that they must implement active marketing efforts, such as Google Ads, Facebook Ads, Google Business Profile optimization, social media engagement, or other advertising channels. Sosa Virtual offers additional marketing services at an added cost if needed.

Sosa Virtual will provide services using reasonable care and skill. Except as expressly stated in a signed service agreement, the services are provided without any guarantee of specific business results, revenue, leads, rankings, conversions, or performance outcomes. Sosa Virtual is not liable for delays, errors, losses, or claims caused by Client materials, Client systems, Client instructions, third-party platforms, or the Client’s failure to provide timely information, approvals, or access.

6. Holiday & Emergency Coverage

Regular coverage excludes statutory and civic holidays unless specifically agreed in advance in writing. Holiday coverage is available at premium rates upon request; quotes are provided on a case-by-case basis. Emergency coverage outside regular hours is available upon request at premium rates; details are provided upon request.

7. Service Disruptions & Credits

Our virtual receptionists are human, and in rare cases of illness or emergency, they may be unavailable without prior notice. In such events, we will notify you as soon as possible and make every effort to provide backup coverage, though coverage during such absences is not guaranteed.

Service credits are issued only if all of the following conditions are met:

• A service disruption exceeds 3 consecutive business days;
• The disruption results in reduced or zero coverage during scheduled coverage hours; and
• The disruption was caused by Sosa Virtual (not by Client unavailability, scheduled maintenance, or external factors such as internet outages or carrier issues).

Credit amounts equal the pro-rata daily rate of the current month’s plan fee and are applied to the next invoice — they do not constitute cash refunds. Service credits are the exclusive remedy for service disruptions caused by Sosa Virtual. Missed hours cannot be made up, as live receptionist service is time-sensitive and cannot be rescheduled.

Disruptions caused by internet outages, telecom carrier failures, third-party platform failures, or Client IT infrastructure are not eligible for service credits. Sosa Virtual will make commercially reasonable efforts to restore service and communicate status updates during such outages.

8. Client Responsibilities & Compliance

To ensure we can deliver services effectively, the Client agrees to:

• Provide accurate and complete information about your business, call handling preferences, and any relevant protocols.
• Respond to requests for information, approvals, or feedback in a timely manner.
• Notify us promptly of any changes to your business information, call scripts, or service preferences.
• Use our services only for lawful business purposes and not for any activity that is fraudulent, misleading, or harmful to third parties.
• Represent that you have the right to use and provide all materials, content, data, branding, contact lists, and instructions supplied to Sosa Virtual.

Sosa Virtual provides administrative virtual receptionist services only and does not provide legal, regulatory, medical, or compliance advice. Sosa Virtual does not provide a Business Associate Agreement (BAA), and nothing in these Terms creates a business associate relationship between the parties. The Client is solely responsible for ensuring that its use of the services complies with all applicable privacy, healthcare, consumer protection, telecommunications, data protection, and other applicable laws, including all applicable call recording and consent requirements in their jurisdiction.

Sosa Virtual may place calls, send texts, send follow-ups, and send review requests only in accordance with the Client’s instructions and using the Client’s approved scripts, lists, systems, and processes.

9. SMS Communications

By providing your mobile phone number to Sosa Virtual and opting in, you consent to receive SMS text messages from us. These messages may include:

• Service notifications — updates about your account, plan changes, or service status.
• Appointment and scheduling alerts — reminders or confirmations related to your business appointments managed through our receptionist service.
• Billing and payment alerts — invoice notifications, payment confirmations, or past-due reminders.
• Onboarding and support messages — setup instructions, call script updates, or responses to your support inquiries.
• Review and follow-up requests — messages sent on your behalf to your clients, in accordance with your approved scripts and instructions.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. SMS opt-in data and consent will not be shared with any third parties.

To opt out of SMS messages from Sosa Virtual at any time, reply STOP to any message. For help, reply HELP. Message frequency may vary.

Message and data rates may apply. Check with your carrier for details.

Carriers are not liable for delayed or undelivered messages.

You must be 18 years of age or older to use this SMS service.

10. Confidentiality & Data Security

Each party may receive confidential or proprietary information from the other. Each party agrees to keep that information confidential and to use it only as needed to perform or receive the services, or to enforce these Terms. Neither party may disclose the other’s confidential information to any third party except to personnel, contractors, advisors, or service providers who need it for the services and are bound by confidentiality obligations.

This section does not apply to information that is public through no fault of the receiving party, was already lawfully known, was independently developed, or must be disclosed by law. These confidentiality obligations survive termination of any service agreement.

Sosa Virtual does not independently maintain or store Client data in a separate Client database, except for limited operational information that may temporarily exist in Client-authorized systems, call logs, messages, or other service-related records required to perform the services. Access to Client information will be limited to personnel or contractors who need access to provide the services.

11. Intellectual Property

Upon full payment of all amounts due, all final deliverables created specifically for the Client (such as custom website designs) will become the Client’s property. Sosa Virtual retains ownership of its pre-existing materials, systems, templates, processes, know-how, internal tools, and methods used to provide the services. If Sosa Virtual includes any pre-existing materials in a deliverable, the Client is granted a non-exclusive, non-transferable right to use those materials only as part of that deliverable and only for the Client’s internal business use, unless otherwise agreed in writing.

You grant Sosa Virtual a non-exclusive right to reference your business name and a general description of services provided in our portfolio and marketing materials, unless you request otherwise in writing.

12. Independent Contractor

Sosa Virtual is an independent contractor and not an employee, partner, agent, or joint venture partner of the Client. Nothing in these Terms creates an employment, franchise, partnership, or fiduciary relationship between the parties. Sosa Virtual is responsible for its own business operations, personnel, taxes, insurance, and expenses unless otherwise stated in writing.

13. Limitation of Liability

To the fullest extent permitted by applicable law, neither party will be liable to the other for any indirect, incidental, consequential, special, exemplary, or punitive damages, including lost profits, lost revenue, lost business opportunity, or loss of goodwill, arising out of or related to these Terms or the services.

Sosa Virtual’s total liability for any claim arising under these Terms or any service agreement will not exceed the total fees paid by the Client to Sosa Virtual for the specific service giving rise to the claim during the three (3) months immediately before the event giving rise to the claim.

14. Force Majeure

Neither party will be liable for delay or failure to perform caused by events beyond its reasonable control, including natural disasters, severe weather, fire, internet outages, power failures, labor disputes, government action, war, civil unrest, epidemics, telecom outages, or third-party system failures. The affected party will use reasonable efforts to reduce the impact of the event and resume performance as soon as reasonably possible.

15. Indemnification

Each party agrees to defend, indemnify, and hold harmless the other party and its owners, directors, officers, employees, contractors, and agents from third-party claims, damages, liabilities, costs, and expenses, including reasonable legal fees, arising from that party’s breach of these Terms, negligence, willful misconduct, or violation of law.

Without limiting the above, the Client will defend, indemnify, and hold harmless Sosa Virtual from any third-party claim arising from Client-provided materials, content, data, contact lists, instructions, approvals, permissions, or the Client’s failure to comply with applicable laws or obtain required rights or consents.

16. Governing Law & Dispute Resolution

These Terms are governed by the laws of the Province of British Columbia and the laws of Canada applicable therein, without regard to conflict of law rules. Any court proceeding relating to these Terms must be brought in Vancouver, British Columbia, and each party submits to the jurisdiction of those courts.

Before starting legal proceedings, the parties agree to first try to resolve any dispute through good-faith informal discussions. If the dispute is not resolved within 30 days, either party may request mediation in Vancouver, British Columbia, before proceeding to court. Either party may seek urgent injunctive or equitable relief from a court where necessary to protect confidential information, intellectual property, or other urgent legal rights.

If legal action or other formal proceedings arise out of these Terms, the prevailing party will be entitled to recover its reasonable legal fees and costs, to the extent permitted by law.

17. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remainder of these Terms will remain in full force and effect. The invalid provision will be interpreted as closely as possible to reflect the original intent of the parties.

18. Electronic Signatures

Service agreements and related documents may be signed in counterparts, each of which will be treated as an original and together will form one agreement. Signatures delivered electronically, including by PDF or e-signature platform, will be treated as legally binding original signatures.

19. Changes to These Terms

We may update these Terms of Service from time to time. When we do, we will update the effective date at the top of this page. Your continued use of our Site or services after any changes constitutes your acceptance of the revised Terms. We encourage you to review these Terms periodically.

20. Contact Us

If you have questions about these Terms of Service, please contact us:

Sosa Virtual
Email: sahil@sosavirtual.com
Website: sosavirtual.com