Terms and Conditions

1. Introduction & Acceptance of Terms

These Terms & Conditions (the "Terms") form a legally binding agreement between RespondWize, Inc. DBA Almi ("Almi," "we," "us," or "our") and each person who accesses or uses the Almi service—whether as a Student, Alumnus/Alumna, or authorized University Administrator (collectively, "you" or "User").

Almi's "service" consists of:

• AI‑assisted telephone calls that gather mentoring preferences and consent;
• Email exchanges automatically drafted or routed by Almi AI agents;
• A lightweight web dashboard provided to designated university staff; and
• Any other websites, mobile applications, or communication channels we offer in connection with the mentoring service (together, the "Services").

By accessing or using any portion of the Services, you (a) acknowledge that you have read and understood these Terms and our Privacy Policy, and (b) agree to be bound by them. If you do not agree, do not access or use the Services.

2. Definitions

• "Student" – A currently enrolled individual whose affiliation with the University of Montana ("UM") has been verified by university records.
• "Alumnus/Alumna" – A graduate or former student of UM whose alumni status has been confirmed.
• "Administrator" – A university employee or contractor who has been granted dashboard access to manage the mentoring program.
• "Match" – The pairing of a Student with an Alumnus/Alumna for the purpose of networking, mentorship, or career exploration.
• "Conversation Data" – All information exchanged during phone calls, e‑mails, or other communications facilitated by Almi, including recorded audio and machine‑generated transcripts, message content, metadata, and scheduling details.
• "Transcript" – The text version of a recorded phone call generated by automated speech‑to‑text technology.
• "Service" / "Services" – Defined collectively in Section 1.
• "Sub‑processor" – A third‑party service provider engaged by Almi to process Conversation Data on our behalf (e.g., AWS, Render, Twilio, Retell AI, OpenAI).

3. Description of Service

Almi provides an AI‑assisted introduction service that helps University of Montana Students connect with vetted Alumni mentors:

• Data Collection. With a Student's consent, Almi agents call or email to gather interests, major, career goals, and availability. Alumni complete a similar intake.
• Matching Algorithm. The Platform scans a secure database of alumni profiles and produces one or more candidate Matches based on shared interests, professional domain, and availability.
• Facilitated Introduction. Almi initiates an email thread (or conference call) that introduces the Student and Alumnus/Alumna and provides suggested next steps.
• Ongoing Support. Conversation Data and scheduling notes are stored so that Almi or UM staff can follow up and measure program outcomes.

Pilot scope. The current Services are offered as a limited beta for UM; we do not provide learning‑management tools, grade reporting, tuition billing, or job‑placement guarantees. Matches are advisory only—Almi is not an employer, recruiter, or placement agency.

4. Eligibility & Account Verification

4.1 Age Requirement

You must be at least the age of majority in your jurisdiction (typically 18 years) to use the Services.

4.2 University Affiliation

Only individuals whose Student or Alumni status has been verified through official UM records may participate. Administrators must be current UM employees or contractors authorized by the university.

4.3 Administrator Authentication

If the University elects to enable the administrative dashboard ("Dashboard"), each Administrator must sign in using an authentication method approved by the University and supported by Almi, which may include:

• the University's single-sign-on (SSO) service (e.g., SAML 2.0 or OpenID Connect) when configured;
• a password-less magic-link sent to the Administrator's official @umontana.edu address, combined with a time-based one-time passcode (TOTP); or
• another mutually agreed method described in the applicable Order Form or Statement of Work.

Almi may add support for additional authentication mechanisms (e.g., SCIM-based provisioning, hardware security keys) and will implement them for the University upon written request and subject to a mutually agreed timeline and scope.

4.4 Accuracy of Information

Users agree to provide accurate, current information during intake and to update Almi if their contact details or university status changes.

4.5 Suspension

Almi may suspend or terminate access if eligibility requirements are no longer met or if we believe an account is compromised or in violation of these Terms.

5. Consent to Communications & Recording

Almi's matching workflow relies on telephone calls and e‑mail exchanges that are recorded, transcribed, and stored so that students, alumni, and university administrators can review prior conversations and so our AI systems can refine future matches.

Disclosure & Consent

By participating in a call facilitated by Almi—or by sending an e‑mail to an Almi address—you expressly consent to (i) the recording of the communication, (ii) automated transcription, and (iii) storage of the resulting transcript in encrypted form. Where two‑party or all‑party consent is required by state or national law, you affirm that you have obtained such consent from the other party.

Opt‑Out

If you do not wish a particular call or e‑mail to be recorded, you must (a) notify the other participant(s) in advance and (b) contact steve@respondwize.com to arrange an alternative introduction method. Opt‑ing out may limit Almi's ability to provide follow‑up or analytics.

FERPA Basis

Conversation Data is retained under Almi's role as a school official with a legitimate educational interest; transcripts are considered "education records" under FERPA and are handled accordingly (see §6).

6. Privacy & FERPA Compliance

Full details appear in the Almi Privacy Policy and the FERPA Compliance Statement, both of which are incorporated by reference.

Data Categories Collected

Names, e‑mail addresses, graduation year, major, match metadata, call recordings, e‑mail threads, and usage analytics.

Retention

Transcripts are retained for three (3) years after the last interaction unless the university requests a shorter period.

Security Measures

Data is encrypted in transit (TLS 1.2+) and at rest (AES‑256) within AWS‑hosted databases; access is role‑based and logged.

Access Controls

Only authorized Almi support staff and designated University Administrators may access raw transcripts.

7. Acceptable Use & Community Standards

In addition to the prohibitions in the Acceptable Use Policy, you agree to:

• Professional Conduct. Treat fellow students, alumni, and administrators with respect; no harassment, discrimination, or solicitation of money or services.
• Mentorship Etiquette. Keep discussions relevant to career guidance and networking; do not request confidential university data or proprietary company information.
• No Directory Scraping. You may not harvest e‑mail addresses, phone numbers, or other profile data en masse.
• No Reverse Engineering. You may not probe, scan, or reverse engineer Almi's AI models or bypass technical safeguards.

Violations may result in immediate suspension or termination of your account.

8. License Grant & Intellectual-Property Rights

8.1 Limited License to You

Subject to these Terms, Almi grants you a revocable, non‑exclusive, non‑transferable license to access and use the Platform solely for mentorship matching and related educational networking.

8.2 License from You to Almi

By submitting Conversation Data & User Content you grant Almi a worldwide, royalty‑free, sublicensable license to host, process, analyze, and—after anonymization—use such data to improve matching algorithms and platform features. You retain all other rights.

8.3 Ownership

The Platform, its underlying code, compiled datasets, and all Almi trademarks remain the sole property of Almi, Inc. All rights not expressly granted are reserved.

9. Third-Party Services & Sub-processors

Almi relies on vetted service providers ("Sub‑processors") to deliver the Platform. Current subprocessors include Amazon Web Services (hosting and storage), Render (application deployment), Twilio (telephony infrastructure), Retell AI (voice‑AI handling and transcription), and OpenAI (large‑language‑model processing). Almi contractually requires each Sub-processor to implement security measures no less protective than those described in Section 6 and periodically reviews third-party compliance. For institutional customers, Almi will notify the University in advance and allow for objections before adding any new Sub-processor. Platform availability may be affected by the performance of these vendors.

10. Service Availability & Beta Disclaimer

Almi is currently offered as a beta service for the University of Montana. While we strive for high uptime, you understand that the Platform may experience scheduled maintenance, feature experiments, or unscheduled outages. Almi makes no warranty that a Student will be matched with an Alumnus/Alumna, that a connection will lead to employment or internships, or that any particular outcome will be achieved.

11. Security Commitments & User Responsibilities

Encryption & Storage

Conversation Data is encrypted in transit (TLS 1.2 or higher) and at rest (AES‑256) in Almi's AWS‑hosted databases. Nightly snapshots are retained for 30 days.

Backups & DR

Almi maintains automated backups with a target recovery‑point objective (RPO) of 24 hours and a recovery‑time objective (RTO) of 48 hours.

Incident Response

In the event of a confirmed or reasonably suspected data breach, Almi will notify the University of Montana within 24 hours of discovery and provide periodic updates until remediation is complete.

Your Responsibilities

You are responsible for (i) safeguarding any login credentials, (ii) using strong, unique passwords, (iii) promptly reporting suspected account compromise or inappropriate content, and (iv) complying with all Acceptable‑Use rules.

12. Termination & Suspension

Almi may suspend or terminate your access to all or part of the Platform immediately, with or without notice, if you violate these Terms or as required by law or university policy. Upon termination:

Export

You may request an export of your personal Conversation Data within 30 days of termination.

Deletion

Almi will delete or anonymize your Conversation Data within 30 days after the export window closes, unless (a) retention is legally required, or (b) data is subject to a litigation hold.

Sections that by their nature should survive (e.g., Intellectual‑Property, Warranties Disclaimer, Limitation of Liability) will remain in effect.

13. Disclaimer of Warranties

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE." ALMI DISCLAIMS ALL WARRANTIES—EXPRESS, IMPLIED, OR STATUTORY—INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON‑INFRINGEMENT. WE DO NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR‑FREE, OR FREE OF HARMFUL COMPONENTS.

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL ALMI, ITS AFFILIATES, OFFICERS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES (INCLUDING LOST PROFITS, GOODWILL, OR DATA) ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE PLATFORM, EVEN IF ALMI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. ALMI'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS UNDER THESE TERMS SHALL NOT EXCEED TEN THOUSAND U.S. DOLLARS (US $10,000) OR THE AMOUNT YOU PAID ALMI FOR THE PLATFORM IN THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, WHICHEVER IS GREATER. THE FOREGOING LIMITATIONS APPLY TO THE FULLEST EXTENT PERMITTED BY LAW.

15. Indemnification

You agree to defend, indemnify, and hold harmless Almi, Inc., its affiliates, and their respective officers, directors, employees, agents, licensors, and service providers from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) that arise from or relate to:

• your use of, or inability to use, the Platform;
• any Conversation Data & User Content you submit, post, transmit, or otherwise make available through the Platform;
• your violation of these Terms or any applicable law, rule, or regulation; or
• your infringement of any third‑party right, including any intellectual‑property right, publicity, confidentiality, property, or privacy right.

16. Governing Law & Dispute Resolution

Unless expressly prohibited by the University of Montana procurement rules, these Terms are governed by the laws of the State of Delaware, U.S.A., without regard to its conflict‑of‑laws principles.

Any dispute arising out of or in connection with these Terms shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Consumer or Commercial Arbitration Rules, as applicable. The arbitration shall take place in Austin, Texas, unless the University of Montana is a party, in which case the venue may be Helena, Montana, or another location mutually agreed in writing.

Nothing in this section prevents either party from seeking provisional or injunctive relief in a court of competent jurisdiction to protect its rights pending arbitration. Public‑sector entities retain any non‑waivable dispute‑resolution rights granted under state law.

17. Modifications to Terms

We may revise these Terms from time to time. When we do, we will update the "Effective Date" at the top of the document and, for material changes, provide at least 30 days' advance notice by e‑mail or prominent Platform banner. Your continued use of the Platform after the effective date of the revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Platform.

18. Miscellaneous

Entire Agreement

These Terms, together with any referenced policies (Privacy Policy, FERPA Compliance Statement, Sub‑processor List) and any Master Services Agreement or Statement of Work signed by Almi and the University of Montana, constitute the entire agreement between you and Almi regarding the Platform.

Severability

If any provision of these Terms is held invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the remaining provisions will remain in full force.

No Waiver

Failure to enforce any right or provision of these Terms is not a waiver of that right or provision.

Assignment

You may not assign or transfer these Terms without Almi's prior written consent. Almi may assign its rights and obligations without restriction.

Force Majeure

Almi is not liable for any delay or failure to perform resulting from causes beyond its reasonable control, including acts of God, war, terrorism, riots, embargoes, pandemics, labor strikes, utility failures, or internet outages.

Notices

Official notices to Almi must be sent to steve@respondwize.com (electronic) and RespondWize, Inc., 108 Regal Ridge, Aledo, TX 76008, USA (physical). Almi may provide notices to you via e‑mail or Platform banner.

19. Acceptance

BY ACCESSING OR USING THE PLATFORM, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTAND, AND AGREE TO BE BOUND by these Terms, the Almi Privacy Policy, FERPA Compliance Statement, and Sub‑processor List. If you are using the Platform on behalf of an organization, you represent that you have authority to bind that organization to these Terms.