Legal & Policies

Privacy

Last updated: February 28, 2026

Introduction

ProForma ("we," "our," "us") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, and safeguard your information when you interact with our services, including our AI-powered scheduling and communication tools.

Information We Collect

Information You Provide

• Contact information: name, phone number, email address
• Appointment details: service requested, preferred provider, preferred date and time
• Communication records: call transcripts and booking confirmations

Information Collected Automatically

• IP address and browser type when visiting our websites
• Usage data related to our scheduling tools

Voice Interaction Data

When you interact with our AI voice scheduling assistant, your voice audio is processed in real time by our AI voice platform (powered by Google Gemini, self-hosted on our AWS infrastructure) to generate responses. Call transcripts are created and stored for consent documentation, quality assurance, and service improvement. Voice audio is processed in real time and is not permanently stored by ProForma beyond the generated transcript.

How We Use Your Information

• To schedule and confirm appointments on your behalf
• To send appointment confirmation messages (SMS, email, or calendar invite)
• To review call transcripts for quality assurance and to improve service accuracy
• To respond to your inquiries and provide customer support
• To document consent for SMS communications as required by law

Third-Party Services

We use trusted third-party services to operate our platform, including:

• Twilio for SMS delivery
• Google Calendar for appointment scheduling
• Google Cloud (Vertex AI) for AI conversation processing

These providers process data on our behalf under their own privacy policies and are contractually obligated to protect your information. We do not permit these providers to use your personal information for their own purposes.

Cookies and Tracking

Our website uses minimal cookies and tracking technologies:

• Essential cookies: used for login session management and site functionality
• Third-party fonts: we load fonts from Google Fonts, which may log your IP address per Google's privacy policy

We do not use advertising cookies, retargeting pixels, or third-party analytics trackers. We do not track you across other websites.

Data Retention

We retain your personal information only as long as necessary to fulfill the purposes described in this policy. Appointment records are retained for up to 12 months. Call transcripts used for consent documentation may be retained for the duration required by applicable law. You may request deletion of your data at any time by contacting us.

Data Security

We implement industry-standard security measures including encryption in transit, secure API authentication, and access controls to protect your personal information.

Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of SMS communications at any time

California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to Know: You may request the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request that we delete personal information we have collected from you, subject to certain exceptions.
• Right to Opt Out of Sale or Sharing: We do not sell or share your personal information for cross-context behavioral advertising. No opt-out action is required.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
• Right to Limit Use of Sensitive Personal Information: We only use sensitive personal information (such as phone number and email) for the purposes of providing our services as described in this policy.

To exercise any of these rights, contact us at legal@proformaconcepts.com. We will respond to verifiable requests within 45 days.

Children's Privacy

Our services are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal information, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date.

Contact

For privacy-related questions or data requests:
ProForma
Email: legal@proformaconcepts.com

Terms

Last updated: February 28, 2026

Agreement to Terms

By using services provided by ProForma ("we," "our," "us"), including our AI-powered scheduling assistants, voice agents, and related tools, you agree to these Terms of Service. If you do not agree, please do not use our services.

Description of Services

ProForma provides AI-powered business automation solutions, including:

• AI voice scheduling assistants
• Automated appointment booking and management
• SMS and email appointment confirmations
• Integration with third-party calendar and CRM platforms

These Terms govern your interaction with ProForma-powered tools as an end user (e.g., a caller booking an appointment). The relationship between ProForma and the businesses that license our technology is governed by separate agreements.

User Responsibilities

When interacting with our services, you agree to:

• Provide accurate and complete information (name, phone number, email)
• Not misuse or attempt to disrupt our services
• Not use our services for any unlawful purpose

Appointment Bookings

Appointments scheduled through our AI tools are subject to the policies of the service provider (e.g., medical spa, clinic, or business). ProForma facilitates the booking process but is not responsible for the services rendered by the provider. Cancellation and rescheduling policies are set by the individual service provider.

SMS Communications

By booking an appointment and providing your phone number, you consent to receive a one-time appointment confirmation via SMS. See our SMS Consent Policy for full details. You may opt out at any time by replying STOP.

Intellectual Property

All content, technology, branding, and materials associated with ProForma are our property or licensed to us. You may not copy, modify, or distribute our materials without written permission.

Disclaimer of Warranties

OUR SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. PROFORMA MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT OUR SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

Limitation of Liability

To the fullest extent permitted by law, ProForma shall not be liable for:

• Errors or interruptions in our AI scheduling tools
• Missed or incorrect appointments resulting from inaccurate information provided by the user
• Actions or services of third-party providers
• Any indirect, incidental, special, consequential, or punitive damages arising from use of our services

In no event shall our total liability exceed the amount you paid to ProForma in the twelve (12) months preceding the claim, or one hundred dollars ($100), whichever is greater.

Indemnification

You agree to indemnify and hold harmless ProForma, its officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of our services or violation of these terms.

Dispute Resolution and Arbitration

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.

Any dispute, claim, or controversy arising out of or relating to these Terms or your use of our services shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. Arbitration will take place in Los Angeles County, California, unless otherwise agreed by the parties.

CLASS ACTION WAIVER: All disputes must be brought in an individual capacity and not as a plaintiff or class member in any purported class, consolidated, or representative proceeding. The arbitrator may not consolidate more than one person's claims.

Exceptions: Either party may bring claims in small claims court if eligible. Nothing in this section prevents either party from seeking injunctive or other equitable relief in court for matters related to intellectual property or unauthorized access to our services.

Account Access and Termination

If you access our services through a user account or dashboard, we reserve the right to suspend or terminate your access at any time for violation of these Terms, misuse of our services, or any other reason at our sole discretion. We will make reasonable efforts to notify you before or promptly after any suspension or termination.

Force Majeure

ProForma shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to: third-party service outages (such as Twilio, Google, or AWS), natural disasters, acts of government, internet disruptions, power failures, or other force majeure events.

Modifications

We reserve the right to update these Terms at any time. Changes take effect upon posting to this page. Continued use of our services constitutes acceptance of the updated terms. For material changes, we will make reasonable efforts to provide notice.

Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable.

Entire Agreement

These Terms, together with our Privacy Policy and SMS Consent Policy, constitute the entire agreement between you and ProForma regarding your use of our services and supersede all prior agreements, understandings, and communications.

Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict of law principles. Subject to the arbitration clause above, any legal proceedings shall be brought in the state or federal courts located in Los Angeles County, California.

Contact

For questions about these terms:
ProForma
Email: legal@proformaconcepts.com

Video to PDF Tool

Last updated: April 19, 2026

This section covers the terms, privacy practices, and DMCA policy for our standalone Video to PDF Tool, available at videomd.proformaconcepts.com. The tool converts videos into PDF transcripts with timestamped screenshots that can be used as input to AI assistants such as Claude, ChatGPT, and Gemini. These terms are specific to that product and supplement our general Terms of Service and Privacy Policy.

Terms of Service

Agreement to Terms

By submitting a video URL or uploading a video file to the Video to PDF Tool ("Service"), you agree to these terms. If you do not agree, please do not use the Service.

What the Service Does

You provide a video, either by pasting a public URL (YouTube, Instagram, TikTok, Facebook, X, LinkedIn, and similar platforms) or by uploading a file from your device. We download or receive the video, transcribe its audio, capture timestamped screenshots, and assemble the result into a PDF that you can download. We do not publish, share, or store your output beyond what is needed to deliver it to you.

Your Responsibilities

By using the Service, you represent and warrant that:

• You own the content you submit, or you have the right and permission of all rights holders to process it.
• If the content includes audio or video of other identifiable individuals, you have obtained any consents required under applicable recording, wiretap, or biometric privacy laws.
• You will not use the Service to process content that is unlawful, defamatory, harassing, or that infringes the intellectual property, privacy, or publicity rights of any third party.
• You will not use the Service to circumvent any technical access controls in a manner not permitted by law.
• You are 18 years of age or older.

Prohibited Uses

You may not use the Service for: content depicting child sexual abuse or exploitation; promoting violence, terrorism, or illegal activity; harassing or stalking any person; violating any export control, sanctions, or similar laws; reverse engineering, automated mass scraping, or interfering with the Service.

No Warranty on Output

TRANSCRIPTS AND SCREENSHOTS ARE GENERATED AUTOMATICALLY AND MAY CONTAIN ERRORS, OMISSIONS, OR INACCURACIES. YOU ARE SOLELY RESPONSIBLE FOR VERIFYING ACCURACY BEFORE RELYING ON OUTPUT FOR ANY PURPOSE, INCLUDING LEGAL, MEDICAL, ACADEMIC, FINANCIAL, OR PROFESSIONAL DECISIONS. THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND.

Subscription, Billing, and Cancellation

Paid plans are billed monthly through Stripe. By subscribing, you authorize recurring monthly charges to your payment method until you cancel. You may cancel at any time from your account settings, with no email or phone call required, in compliance with California's Automatic Renewal Law and similar state requirements. Cancellation takes effect at the end of your current billing period; no partial refunds are issued for unused time. Free-tier usage requires no payment information and may be subject to monthly caps.

Refunds

We offer a 7-day refund window for first-time paid subscriptions if you contact us within 7 days of your initial charge and have used less than half of your monthly cap. Beyond that window, payments are non-refundable except where required by law.

Limitation of Liability

To the fullest extent permitted by law, ProForma Concepts LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. In no event shall our total liability exceed the greater of (a) amounts you paid us for the Service in the twelve (12) months preceding the claim, or (b) one hundred dollars ($100).

Indemnification

You agree to indemnify and hold harmless ProForma Concepts LLC, its officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from (i) your use of the Service, (ii) content you submit, (iii) your violation of these terms, or (iv) your violation of any law or third-party right, including intellectual property, privacy, recording-consent, or biometric privacy laws.

Termination

We may suspend or terminate your access to the Service at any time, with or without notice, for violation of these terms or for any other reason at our sole discretion. Repeat infringement of intellectual property rights will result in account termination as described in the DMCA Policy below.

Dispute Resolution and Arbitration

PLEASE READ CAREFULLY. THIS AFFECTS YOUR LEGAL RIGHTS.

Any dispute arising from your use of the Service will be resolved through binding individual arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules. Arbitration will take place in Los Angeles County, California, or by videoconference at your option.

Class Action Waiver: Disputes must be brought individually, not as part of any class, consolidated, or representative action.

Either party may bring claims in small claims court if eligible, and either party may seek injunctive relief in court for matters related to intellectual property or unauthorized access to the Service.

Governing Law

These terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Subject to the arbitration clause above, any legal proceedings shall be brought in state or federal courts located in Delaware or California.

Privacy Notice

What We Collect

• For free use: the video URL or file you submit, the resulting PDF, and your IP address (for rate limiting and abuse prevention only).
• For paid use: the above plus your email address, billing information processed by Stripe (we never see card numbers), and a record of jobs you have processed.
• Cookies: we use minimal first-party cookies for session state. We do not run third-party advertising or tracking pixels on this Service.

How We Use Your Data

We use submitted videos solely to perform the conversion you requested. We do not use your videos, transcripts, or screenshots to train any AI model. We do not sell your data. We do not share your data with anyone except the third-party service providers listed below, strictly to perform the Service for you.

Sub-processors

• Amazon Web Services (AWS), US-West-2: hosts the application, temporarily stores files in transit, and runs the processing infrastructure.
• ElevenLabs: performs speech-to-text transcription on the audio.
• Social Media Video Downloader API (RapidAPI): when you submit a URL, this third-party service fetches the public video on our behalf.
• Stripe: processes payments for paid plans.

How Long We Keep Your Data

• Source video (whether downloaded from a URL or uploaded by you): deleted from our servers immediately after processing, with a 24-hour automatic deletion as a safety net.
• Output PDF and ZIP files: retained for 24 hours so you can download them, then automatically deleted. Once you download them, they are removed from our servers.
• Account data (paid users): retained while your subscription is active and for 30 days after cancellation, after which it is deleted unless we are legally required to retain it.

Your Rights

You may request access to, correction of, or deletion of any personal data we hold about you by emailing legal@proformaconcepts.com. We will respond within 30 days. If you are in the European Union, you have additional rights under the GDPR including the right to data portability and the right to object to processing. If you are in California, you have rights under the CCPA/CPRA, including the right to know what personal information we collect and the right to delete it.

International Data Transfers

Our infrastructure is hosted in the United States. If you access the Service from outside the United States, your data will be transferred to and processed in the U.S. We rely on Amazon Web Services' EU-US Data Privacy Framework certification for any EU-origin transfers.

Children

The Service is not directed at children under 18, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has used the Service, please contact us so we can delete the associated data.

DMCA Policy and Designated Agent

Notice and Takedown

ProForma Concepts LLC respects the intellectual property rights of others and expects users of the Service to do the same. We comply with the Digital Millennium Copyright Act (DMCA), 17 U.S.C. § 512.

If you believe content processed through our Service infringes your copyright, send a written notice to our designated agent that includes:

1. Your physical or electronic signature.
2. Identification of the copyrighted work claimed to be infringed.
3. Identification of the material that you claim is infringing and information sufficient to allow us to locate it (e.g., the user-submitted URL, file name, or job ID).
4. Your contact information (address, telephone number, email).
5. A statement that you have a good-faith belief that the use is not authorized by the copyright owner, its agent, or the law.
6. A statement, under penalty of perjury, that the information in your notice is accurate and that you are the copyright owner or authorized to act on the owner's behalf.

Designated Agent

DMCA Agent, ProForma Concepts LLC
Email: legal@proformaconcepts.com

Our designated agent is also registered with the U.S. Copyright Office as required under 17 U.S.C. § 512(c)(2).

Counter-Notification

If you believe material was removed in error, you may submit a counter-notification under 17 U.S.C. § 512(g). The counter-notification must include your physical or electronic signature, identification of the removed material, a statement under penalty of perjury that you have a good-faith belief the material was removed by mistake or misidentification, your name, address, and phone number, and a statement consenting to the jurisdiction of the federal court for the judicial district where you reside (or, if outside the U.S., the Northern District of California).

Repeat Infringer Policy

We will terminate the accounts of users who are determined to be repeat infringers. We define a "repeat infringer" as a user who has been the subject of three (3) valid DMCA takedown notices within any rolling six-month period. We may also terminate accounts for a single egregious infringement or for circumvention of any account-suspension measure.

Misrepresentation

Under 17 U.S.C. § 512(f), any person who knowingly materially misrepresents that material is infringing, or that material was removed by mistake, may be liable for damages. Please consider this carefully before submitting either a notice or a counter-notice.

Contact

General questions: legal@proformaconcepts.com
Privacy and data requests: legal@proformaconcepts.com
DMCA notices: legal@proformaconcepts.com
ProForma Concepts LLC, Delaware