Terms of Service

1. Operator

HuddleRoutine (the “Service”) is operated by Vermilion Holdings LLC, an Arizona limited liability company (“we,” “us,” “our”). “HuddleRoutine” is a brand name used by Vermilion Holdings LLC. References to “HuddleRoutine” in these Terms mean the Service provided by Vermilion Holdings LLC.

2. Service

HuddleRoutine is a voice-practice and coaching tool for sales, customer-service, and frontline teams. Managers can run team huddles, assign practice readiness checks, and review AI-generated transcripts, scores, and feedback. Individual reps can practice spoken responses to objections and scenarios on their own.

3. Eligibility & Geographic Scope

The Service is offered only to users in the United States and is not intended for use outside the United States. You must be at least 18 years old to create an account or submit content. The Service is not directed to and is not intended for use by anyone under 18.

4. Account Responsibility

You are responsible for activity that occurs under your account, for keeping your credentials secure, and for the accuracy of information you provide. You may not share live huddle codes or private team access links beyond the intended participants.

5. Team Administrator Responsibilities (Notice & Consent)

If you create a team workspace, let reps join, or run huddles, you are the team administrator. You are responsible for: (a) telling participants that their voice responses may be recorded, transcribed, and AI-scored; (b) obtaining any consent required by federal, state, or local law (including state two-party audio consent rules where applicable); (c) honoring participants' requests to opt out of recording or to delete their content; and (d) ensuring participants understand that managers can see transcripts, scores, and feedback. Participants may be shown an in-app notice before recording; we do not store that notice as a consent or acknowledgment record on our servers. Team administrators remain responsible for providing any required notices and obtaining any legally required consents. Vermilion Holdings LLC is not a party to your employment or contractor relationships and does not provide HR, training, or compliance certifications.

6. AI Coaching — Not Employment Evaluation

AI scores, rankings, summaries, suggested answers, benchmark recommendations, and “readiness” outcomes are coaching aids. They are generated by third-party AI models and may be inaccurate, incomplete, or biased. They are not objective measures of skill, are not employment determinations, and are not legal, medical, or compliance certifications. You must not use the Service's outputs as the sole basis for hiring, firing, discipline, compensation, promotion, scheduling, or any other employment decision. You must not represent any HuddleRoutine output as a guarantee of sales performance or customer outcomes.

7. User Content

“User Content” includes voice recordings, transcripts, typed answers, custom objections and scenarios, benchmark answers, coach notes, and similar material you or your team members submit. You represent that you have the rights to submit it. You grant us a limited license to host, process, transcribe, score, store, and display User Content within the Service so we can provide and improve the features you use. We do not sell User Content.

8. Audio & Transcription

When a rep submits a voice response, the audio is uploaded to our private storage, transcribed using a third-party AI provider, and scored. After successful transcription and scoring, the underlying audio file is deleted from storage; only the transcript, AI score, and structured feedback are retained long-term. If transcription or scoring fails, the audio may be temporarily retained for retry or debugging. Synthetic objection and scenario audio played to reps is AI-generated text-to-speech of scenario text — it is not a recording of, and is not designed to impersonate or clone, any real person. See our Privacy Policy for full retention details.

9. Prohibited Uses & Sensitive Data

You agree not to use the Service to: violate any law; harass or harm others; upload malware; reverse engineer or scrape the Service; impersonate another person; or generate audio that mimics a specific real individual's voice. Do not upload, type, speak, or include in scenarios: Social Security numbers, government ID numbers, payment card data, financial account numbers, health information, real customer personally identifying details, or any other sensitive personal data. Do not use the Service to record real customer or prospect conversations.

10. Privacy

Our Privacy Policy and AI & Data Notice describe what we collect, how we use it, and who processes it.

11. Subscriptions, Billing & Cancellation

Paid plans are billed in advance through Stripe. Subscriptions renew automatically until cancelled. Some accounts may receive limited trial access with usage limits. Current limits are shown on the Pricing page or in the app. Trial access has no cash value and is not refundable. Some paid plans also include capped monthly allowances for practice attempts, AI scenario suggestions, or custom scenarios as part of included usage. You can cancel any time from the in-app billing page; access continues through the end of the then-current paid period. No refunds. Stripe stores payment-method information; we do not store raw card numbers. See our Refund & Cancellation Policy.

12. Service Availability

The Service is provided “as is” and “as available.” We may modify, suspend, or discontinue features at any time. We are not liable for interruptions, lost data, or third-party provider outages.

13. Suspension & Termination

We may suspend or terminate access if you violate these Terms, misuse the Service, fail to pay, or use the Service in a way that poses risk to us, other users, or third parties.

14. Intellectual Property & Feedback

The Service, including software, copy, branding, prompts, scoring rubrics, and starter scenario content, is owned by Vermilion Holdings LLC or its licensors. You retain ownership of your User Content. If you send us feedback or suggestions, you grant us a non-exclusive, royalty-free, perpetual license to use them to improve the Service.

15. Disclaimers

We disclaim all warranties to the maximum extent permitted by law, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee any specific sales outcome, close rate, training completion, or compliance result.

16. Limitation of Liability

To the maximum extent permitted by law, Vermilion Holdings LLC and its officers, members, employees, and contractors are not liable for any indirect, incidental, special, consequential, or punitive damages, lost profits, lost revenue, or loss of data arising from your use of the Service. Our total aggregate liability for any claim is limited to the greater of (a) US$100 or (b) the amounts you paid us for the Service in the twelve months before the event giving rise to the claim.

17. Indemnity

You agree to indemnify, defend, and hold harmless Vermilion Holdings LLC and its officers, members, employees, and contractors from any third-party claim, loss, or expense (including reasonable attorneys' fees) arising from: (a) your use or misuse of the Service; (b) your User Content; (c) your failure to provide required notices or obtain required consents; or (d) your violation of these Terms.

18. Dispute Resolution & Governing Law

Before filing a lawsuit, you agree to send a written notice describing the dispute to Vermilion Holdings LLC at [email protected] and give us thirty (30) days to attempt to resolve it informally. These Terms are governed by the laws of the State of Arizona, without regard to its conflict-of-law rules. Any unresolved dispute must be brought exclusively in the state or federal courts located in Maricopa County, Arizona, and you and we each consent to that venue and personal jurisdiction.

19. Changes to these Terms

We may update these Terms from time to time. Material changes will be posted on this page with an updated “Last updated” date. Your continued use after the change takes effect means you accept the updated Terms.

20. General Provisions

Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect.

Entire agreement.These Terms, together with our Privacy Policy, AI & Data Notice, and Refund & Cancellation Policy (each as linked from the Service), are the entire agreement between you and Vermilion Holdings LLC regarding the Service and supersede prior or contemporaneous understandings on that subject.

Assignment. You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets, or to an affiliate.

21. Contact

Vermilion Holdings LLC, Arizona, USA. For support or legal notices, email [email protected].