Terms of Service
1. Who we are
OctoEmployee ("OctoEmployee", "Otto", "we", "us") provides Otto, a Mindbody-integrated member retention platform. By signing up for or using Otto, you ("you", "Customer") agree to these Terms.
2. Your account
To use Otto, you must connect a Mindbody account you have authority to manage. You are responsible for:
- Keeping your sign-in credentials confidential.
- Configuring a Mindbody staff user with the permissions Otto requires (see our setup guide).
- Notifying us promptly at security@octoemployee.com if you believe your account has been compromised.
3. Trial and subscription
Otto begins with a 14-day free trial of the Starter plan starting at checkout. You are not charged during the trial. Unless you cancel before the trial ends, your card is automatically charged the monthly fee on day 15 and your subscription auto-renews monthly thereafter until you cancel.
Paid plans bill monthly in advance. Setup fees are one-time and non-refundable. If Otto is not useful to your studio in the first paid month, email support@octoemployee.com within 30 days of your first charge for a refund of that month's subscription fee; the setup fee is not refundable. You may cancel a paid subscription at any time; cancellation takes effect at the end of your current billing period. Pricing and tier features are at octoemployee.com/pricing.html. The full Subscription Agreement applies.
4. What Otto does with your data
Otto reads your Mindbody data (members, visit history, packages, appointments) on a nightly schedule using the staff user credentials you provide. Otto:
- Stores your members' first name, last name, contact info, visit and package history in our database.
- Computes risk scores using a deterministic rule-based heuristic.
- Sends member context to Anthropic's Claude API to generate weekly briefing summaries and draft outreach messages. Anthropic does not train models on this data and processes it under their zero-data-retention policy.
- Sends transactional and weekly briefing emails through Zoho Mail.
Otto does not share your data with advertisers, sell it, or use it for any purpose other than delivering the service you signed up for. See our Privacy Policy for the full picture.
5. What Otto does NOT do
- Otto never modifies your Mindbody records. The staff user credentials we ask for are read-only.
- Otto does not collect payment information from your members.
- Otto does not store member passwords or payment methods from Mindbody.
6. Acceptable use
You agree not to use Otto to:
- Send unsolicited messages to people who are not members of your studio.
- Reverse-engineer, decompile, or attempt to extract Otto's source code.
- Use Otto in violation of any law or any third party's rights, including Mindbody's Terms of Service.
- Probe, scan, or otherwise attempt to compromise our systems.
7. Service availability
We aim for high availability but do not guarantee uninterrupted service. Otto runs on Vercel and Supabase; their availability ultimately bounds ours. We will notify you via the email associated with your account in the event of significant outages or data incidents.
8. Termination
You may terminate your account at any time by emailing hello@octoemployee.com. Upon termination, we will stop nightly syncs and brief delivery within 24 hours, and delete your studio's data from our production database within 30 days, retaining only what we are legally required to keep.
We may suspend or terminate your account if you breach these Terms, with notice where reasonable.
9. Liability
Otto is provided "as is". We are not liable for indirect, incidental, or consequential damages, including lost revenue. Our total liability to you for any claim is capped at the fees you paid us in the 12 months preceding the claim. Some jurisdictions do not allow these limitations; in those cases the limitations apply to the maximum extent permitted.
10. Changes to these Terms
We may update these Terms occasionally. If we make material changes, we will email the address on your account at least 14 days before the change takes effect.
11. Governing law
These Terms are governed by the laws of the State of North Carolina, USA, without regard to conflict-of-law provisions. Any dispute will be resolved in the state courts located in Union County, North Carolina, and the U.S. District Court for the Western District of North Carolina.
12. Contact
Questions about these Terms? Email hello@octoemployee.com.