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Captivo Labs Last updated: April 2026

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1. Agreement to Terms

By installing or using any Captivo Labs integration (“the Service”), you agree to be bound by these Terms of Service (“Terms”) on behalf of yourself and the law firm or organisation you represent (“your firm”). If you do not agree to these Terms, do not install or use the Service. These Terms apply to all Captivo Labs integrations with RingCentral App Connect, including integrations with Filevine, Smokeball, Clio, and any other practice management platforms we support.

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2. Description of Service

Captivo Labs provides middleware software that connects RingCentral telephony with legal practice management software. The Service enables features including but not limited to:
  • Automatic matching of inbound and outbound calls to contact records in your practice management software
  • Logging of call activities, notes, and recordings to matter files
  • AI-generated call summaries and transcripts (where applicable)
  • Click-to-dial functionality
  • SMS conversation logging
The Service acts as a conduit between RingCentral and your practice management software. It does not replace either platform and requires active subscriptions to both.

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3. Accounts and Access

3.1 Firm accounts. The Service is provisioned at the firm level. The first user at your firm to authenticate creates the firm account. Subsequent users from the same firm are automatically associated with the existing firm account. 3.2 User responsibilities. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at support@captivolabs.com if you become aware of any unauthorised access. 3.3 Accurate information. You agree to provide accurate and complete information when connecting your accounts and to keep that information current.

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4. Subscriptions and Billing

4.1 Paid service. The Service is provided on a paid subscription basis, billed per seat (per active user at your firm). Current pricing is available on our website. 4.2 Trial period. New firms receive a free trial period as specified at the time of signup. No payment information is required during the trial. At the end of the trial period, continued use requires a paid subscription. 4.3 Billing. Subscriptions are billed in advance on a monthly or annual basis. Billing is handled by Stripe, our third-party payment processor. By subscribing, you authorise Captivo Labs to charge your nominated payment method on a recurring basis. 4.4 Seat changes. Seats are added automatically as new users at your firm connect their accounts. Seats are removed when users disconnect. Your subscription quantity is adjusted accordingly. 4.5 Payment failure. If a payment fails, we will notify you and attempt to collect payment according to our retry schedule. Access to the Service may be suspended if payment cannot be collected after reasonable attempts. 4.6 Cancellation. You may cancel your subscription at any time through the billing portal accessible from within the App Connect extension. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial periods. 4.7 Price changes. We reserve the right to change our pricing with at least 30 days notice. Continued use of the Service after a price change takes effect constitutes acceptance of the new pricing.

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5. Data and Privacy

5.1 Data processed. In the course of providing the Service, Captivo Labs processes the following categories of data:
  • RingCentral telephony data, including call records, phone numbers, call durations, and recordings
  • Contact information retrieved from your practice management software
  • Matter and activity identifiers from your practice management software
  • User authentication tokens for RingCentral and your practice management software
  • Call notes and AI-generated summaries where applicable
5.2 Data storage. Your data is stored on servers located in Australia (Sydney region). We do not store your data outside of Australia without your consent. 5.3 Data ownership. You retain full ownership of your data at all times. Captivo Labs does not claim any rights over your data and will not use it for any purpose other than providing the Service. 5.4 Data access. Captivo Labs staff may access your data only to the extent necessary to provide technical support, investigate issues, or comply with legal obligations. We will notify you of any such access where permitted by law. 5.5 Third-party services. The Service integrates with third-party platforms including RingCentral, Filevine, Smokeball, Clio, and Stripe. Your use of those platforms is subject to their respective terms of service and privacy policies. Captivo Labs is not responsible for the data practices of those platforms. 5.6 Security. We implement industry-standard security measures including encryption of authentication tokens at rest and in transit. However, no system is completely secure and we cannot guarantee absolute security. 5.7 Data retention. We retain your data for as long as your firm account is active and for a reasonable period thereafter. Upon request, we will delete your firm’s data within 30 days, subject to any legal retention obligations.

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6. Acceptable Use

You agree not to use the Service to:
  • Violate any applicable law or regulation, including Australian privacy laws
  • Infringe the intellectual property rights of any third party
  • Transmit any harmful, offensive, or illegal content
  • Attempt to gain unauthorised access to any systems or networks
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Resell, sublicense, or otherwise commercialise the Service without our written consent
  • Use the Service in a way that could damage, disable, or impair its functionality

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7. Intellectual Property

The Service, including all software, documentation, and related materials, is owned by Captivo Labs and protected by Australian and international intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.

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8. Availability and Support

8.1 Availability. We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform maintenance that temporarily affects availability and will endeavour to provide advance notice where possible. 8.2 Support. Support is provided via our documentation at docs.captivolabs.com and by email at support@captivolabs.com. We will endeavour to respond to support requests within 2 business days.

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9. Disclaimers and Limitation of Liability

9.1 As-is basis. The Service is provided on an “as is” and “as available” basis without warranties of any kind, express or implied, to the maximum extent permitted by Australian law. 9.2 Limitation of liability. To the maximum extent permitted by law, Captivo Labs’ total liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the total fees paid by your firm in the 12 months preceding the claim. 9.3 Exclusion of consequential loss. To the maximum extent permitted by law, Captivo Labs is not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunity. 9.4 Australian Consumer Law. Nothing in these Terms excludes, restricts, or modifies any rights or remedies you may have under the Australian Consumer Law that cannot lawfully be excluded, restricted, or modified.

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10. Indemnification

You agree to indemnify and hold harmless Captivo Labs and its officers, directors, employees, and agents from any claims, damages, losses, and expenses (including reasonable legal fees) arising out of or relating to your use of the Service, your violation of these Terms, or your violation of any third party’s rights.

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11. Termination

11.1 By you. You may terminate your account at any time by cancelling your subscription and disconnecting all users from the Service. 11.2 By us. We may suspend or terminate your access to the Service immediately if you breach these Terms, fail to pay fees when due, or if we reasonably believe that your use of the Service creates legal or security risks. 11.3 Effect of termination. Upon termination, your right to use the Service ceases immediately. We will retain your data for 30 days following termination, after which it may be deleted.

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12. Governing Law and Disputes

These Terms are governed by the laws of New South Wales, Australia. Any dispute arising out of or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of New South Wales, except where prohibited by applicable law. We encourage you to contact us at support@captivolabs.com before initiating any formal dispute proceedings.

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13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service with at least 14 days notice. Continued use of the Service after the effective date of the updated Terms constitutes acceptance of the changes.

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14. Contact

If you have questions about these Terms, please contact us: Captivo Labs Email: support@captivolabs.com Website: captivolabs.com