Terms & Conditions

Introduction

Welcome to Reputation Genius, LLC ("we," "our," or "us"). These Terms & Conditions ("Terms") govern your access to and use of our website at reputation-genius.com and our SaaS platform that provides automated review management, messaging, CRM, webchat, and AI marketing services (collectively, the "Services").

By accessing or using our Services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use our Services.

Service Description

Reputation Genius provides a comprehensive SaaS platform that includes:

• Review Management: Automated review collection, response management, and reputation monitoring across multiple platforms
• Messaging & Communication: Unified inbox for Facebook Messenger, Google Business Messages, SMS, email, and webchat communications
• CRM & Lead Management: Customer relationship management with unlimited lead storage and automated follow-up sequences
• Webchat Solutions: Website chat widgets that convert visitors into customers
• AI Marketing Automation: Intelligent lead nurturing and automated marketing campaigns
• Listings Management: Centralized management of business listings across directories

Account Registration and Eligibility

To use our Services, you must:

• Be at least 18 years old and have the legal capacity to enter into contracts
• Provide accurate, current, and complete information during registration
• Maintain and update your account information to keep it accurate and current
• Be responsible for maintaining the confidentiality of your account credentials
• Notify us immediately of any unauthorized use of your account

You are responsible for all activities that occur under your account. We reserve the right to suspend or terminate accounts that violate these Terms.

User Obligations and Acceptable Use

You agree to use our Services only for lawful purposes and in accordance with these Terms. You shall not:

• Use the Services to violate any applicable laws or regulations
• Transmit harmful, offensive, or inappropriate content
• Attempt to gain unauthorized access to our systems or other users' accounts
• Interfere with or disrupt the Services or servers
• Use automated tools to access the Services without permission
• Share your account credentials with third parties
• Use the Services for spam, harassment, or fraudulent activities

Subscription and Billing Terms

We offer three subscription tiers:

• Essentials ($97/month): Up to 3 team members, core review management, messaging, webchat, CRM, and payment features
• Professional ($297/month): Unlimited team members, all Essentials features plus listings management, social media planner, and AI Employee
• Platinum ($497/month): All Professional features plus AI marketing automation, AI Employee (Advanced), and advanced analytics
• Enterprise (Custom Pricing): All Platinum features plus multi-location management, dedicated account manager, custom integrations, and tailored solutions

Setup Fees

A one-time setup fee is charged at the time of sign-up for all plans. This fee covers account configuration, software integrations, A2P 10DLC registration, phone number setup, and onboarding calls. Setup fees are non-refundable as they cover work performed prior to and during the trial period. Current setup fees:

• Essentials: $197
• Professional: Starting at $297 (may be $497 for complex software integrations, as determined during discovery call)
• Platinum: $497
• Enterprise: Custom (discussed during sales process)

14-Day Free Trial

All plans include a 14-day free trial period beginning on the date of account activation. During the trial, no monthly subscription fee is charged. Your setup fee is collected at sign-up. Monthly billing begins automatically on day 15 unless you cancel before the trial ends. You may cancel during the trial to avoid subscription charges; the setup fee is non-refundable.

Subscriptions are billed monthly in advance, starting after the 14-day trial period. You may upgrade or downgrade your plan at any time, with changes taking effect at the next billing cycle. Refunds for downgrades are not provided for partial months.

HIPAA Compliance Add-On

For dental practices and other healthcare clients operating under the Health Insurance Portability and Accountability Act (HIPAA), Reputation Genius offers an optional HIPAA Compliance Add-On. This add-on is not included in any base subscription plan and must be explicitly requested and activated.

• Cost: Currently $297/month, billed in addition to your base subscription. This fee is a direct pass-through from our infrastructure provider and is charged at cost with zero markup by Reputation Genius.
• Scope: The add-on activates a HIPAA-enabled environment for your account, including AES-256 encryption at rest, TLS 1.3 encryption in transit, audit logging, and mandatory multi-factor authentication (MFA).
• Permanence: Once enabled, the HIPAA Compliance Add-On is permanent and cannot be canceled, downgraded, or refunded. This is due to the agency-wide infrastructure configuration it triggers.
• Business Associate Agreement (BAA): A BAA is available upon request and must be executed between you (the dental practice or covered entity) and Reputation Genius prior to activation of this add-on. No Protected Health Information (PHI) may be processed or stored in your account prior to a fully executed BAA.
• Default Platform Warning: Base Reputation Genius accounts (without the HIPAA add-on) are not HIPAA-compliant and must not be used to collect, store, transmit, or process Protected Health Information.
• No Guarantee of Full Compliance: Activating this add-on addresses platform-level technical safeguards. You remain responsible for your practice's own HIPAA compliance program, workforce training, and administrative safeguards as required by the HIPAA Privacy Rule and Security Rule.

Payment Processing

All payments are processed through secure third-party payment processors. You agree to provide accurate payment information and authorize us to charge your payment method for subscription fees, applicable taxes, and any additional charges. Failed payments may result in service suspension.

Cancellation and Refund Policy

You may cancel your subscription at any time through your account settings or by contacting support. Upon cancellation:

• Your access continues until the end of the current billing period
• No refunds are provided for partial months or unused services
• If cancelled during the 14-day trial, no subscription fees are charged; the setup fee is non-refundable
• New subscribers are eligible for a 30-day money-back guarantee on their monthly subscription, starting from the first subscription charge (day 15)
• The one-time setup fee is non-refundable regardless of cancellation timing
• Your data may be retained for legal compliance but access will be terminated

Intellectual Property Rights

The Services and all related content, features, and functionality are owned by Reputation Genius, LLC and are protected by copyright, trademark, and other intellectual property laws. This includes:

• Software, algorithms, and platform architecture
• Branding, logos, and marketing materials
• Documentation and user interfaces
• Any derivative works or improvements

You retain ownership of your data and content uploaded to the platform. You grant us a limited license to use, store, and process your data solely for providing the Services.

Service Limitations and Warranties

Our Services are provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to:

• Merchantability or fitness for a particular purpose
• Uninterrupted or error-free operation
• Accuracy or reliability of results
• Compatibility with third-party services

We strive for high availability but do not guarantee 100% uptime. Scheduled maintenance and unexpected outages may occur.

Limitation of Liability

To the maximum extent permitted by law, Reputation Genius, LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities. Our total liability shall not exceed the amount paid by you for the Services in the 12 months preceding the claim.

Indemnification

You agree to indemnify and hold harmless Reputation Genius, LLC, its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from your use of the Services, violation of these Terms, or infringement of any third-party rights.

Third-Party Integrations

Our platform integrates with various third-party services including:

• Clio: Legal practice management software
• Google: Business profiles and analytics
• Zapier: Workflow automation
• Facebook: Social media and messaging
• QuickBooks: Accounting and financial management
• Analytics & Tracking: Google Tag Manager, Google Analytics, Google Ads, Facebook Pixel, Bing Webmaster Tools, Microsoft Clarity, Vercel Analytics, Vercel Speed Insights

You are responsible for maintaining valid accounts with these third-party services and complying with their terms. We are not liable for issues arising from third-party service disruptions or policy changes. Data synchronization may be subject to limitations imposed by these services.

Analytics and Tracking Technologies

By using this website, you acknowledge and consent to our use of analytics, advertising measurement, and session recording technologies as described in our Privacy Policy. These technologies are used to understand how visitors use our website, measure the effectiveness of our advertising campaigns, and improve the user experience. They include:

• Google Tag Manager (GTM-KW5ZJDR4): Tag management container that loads and manages all analytics and advertising scripts.
• Google Analytics 4 (G-M40W9TWCGH): Website traffic and behavioral analytics. Collects anonymized IP address, device info, and interaction data.
• Google Ads (AW-17932542379) with Enhanced Conversions: Conversion tracking and remarketing. When you submit a form, hashed versions of personal data (such as email address) may be transmitted to Google to improve ad measurement accuracy.
• Meta Pixel / Facebook Pixel (1142188657645010): Ad conversion tracking and audience targeting for Meta advertising platforms.
• Microsoft Clarity: Session recording and heatmap tool that captures mouse movements, clicks, scrolls, and page interactions to improve site usability. Your interactions with this website may be recorded.
• Vercel Analytics & Speed Insights: Anonymous, cookie-free page view and performance metrics. No personally identifiable information is collected.
• UTM Campaign Tracking: UTM parameters are stored in your browser's sessionStorage to attribute website visits to marketing campaigns. This data is not transmitted to third parties and is cleared when you close your browser tab.

You can opt out of advertising and analytics tracking via your browser settings or through the opt-out mechanisms listed in our Privacy Policy. Our use of these technologies is governed by the applicable third-party terms of service and our Privacy Policy.

Dispute Resolution

Any disputes arising from these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall take place in Phoenix, Arizona, and the prevailing party shall be entitled to recover reasonable attorney's fees and costs.

Termination

Either party may terminate this agreement at any time. We may terminate or suspend your account immediately for:

• Breach of these Terms
• Non-payment of fees
• Fraudulent or illegal activity
• Extended periods of inactivity

Upon termination, your right to use the Services ceases immediately, though some provisions survive termination.

Modification of Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or platform notification at least 30 days before taking effect. Your continued use of the Services after changes take effect constitutes acceptance of the modified Terms.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Arizona, without regard to its conflict of law provisions. Any legal action or proceeding shall be brought exclusively in the federal or state courts located in Phoenix, Arizona.

Contact Information

If you have questions about these Terms & Conditions, please contact us:

These Terms & Conditions constitute the entire agreement between you and Reputation Genius, LLC regarding the use of our Services.