Terms of service

1. The agreement

These terms are a contract between [Company legal name] (“we”, “us”) and the business or person that creates an account (“you”, “the customer”). By creating an account or using ReplyAIDesk you accept these terms, the privacy policy, and the refund and cancellation policy. If you are accepting on behalf of a company, you confirm you have authority to do so.

2. The service

ReplyAIDesk lets you build an AI website assistant from knowledge you approve, embed it on websites you control, capture visitor enquiries, and hand conversations to your team. We may improve or change features over time; we will not materially reduce the core functionality of a paid plan during a paid period without notice.

3. Accounts

• You must provide accurate account information and keep your login credentials confidential.
• You are responsible for everyone who uses the service under your account, including team members you invite.
• You must be at least 18 years old and using the service for business purposes.

4. Free trial

• New accounts receive a free trial of 7 days that includes up to 300 delivered AI replies, whichever limit is reached first. Enquiry capture and human chat continue to work after the AI allowance is used.
• Starting a trial requires approval of a PayPal subscription so that service can continue without interruption if you stay. $0 is charged during the trial.
• If you cancel before the trial ends, nothing is charged. If you do not cancel, the monthly price of the plan you selected is charged automatically when the trial ends and on the same day each month afterwards.
• One trial per customer. We may decline or end a trial where we reasonably suspect abuse.

5. Subscriptions, billing and cancellation

• Billing: plans are billed in US dollars, monthly in advance, through PayPal. Prices are shown on the pricing page and exclude any taxes that may apply in your location. There is no setup fee.
• Auto-renewal: your subscription renews automatically each month until cancelled.
• Allowances and no overage billing: each plan includes a monthly allowance of delivered AI replies and a number of websites. When the AI allowance is reached, AI replies pause until the next billing period or an upgrade; human chat and enquiry capture continue. We never bill for overage automatically.
• Plan changes: you can upgrade or downgrade at any time. [Describe proration approach, e.g. upgrades take effect immediately and are prorated / downgrades take effect at the next renewal]
• Cancellation: you can cancel at any time from Billing in your dashboard. The PayPal subscription stops at the end of the current period and you keep access until then.
• Refunds: fees are non-refundable for partial periods unless required by applicable law. See the refund and cancellation policy.
• Price changes: we will give at least [notice period, e.g. 30 days] notice by email before a price change affects you.
• Failed payments: if PayPal cannot collect a renewal, we may suspend AI replies after a grace period of [grace period] and, if unpaid, end the subscription.

6. AI limitations and your responsibilities

• The assistant generates replies only from knowledge you have approved. It does not browse the web and it is designed to say when it cannot answer rather than guess. Generated replies may still be incomplete, out of date, or worded imperfectly.
• You must review the knowledge you approve and keep it accurate. You are responsible for what the assistant says to your visitors based on that knowledge.
• The assistant is not a substitute for professional advice. Do not rely on it, or configure it, to provide medical, legal, financial, or other regulated advice. Where your business operates in a regulated field, you are responsible for compliance.
• You must present the assistant as an AI assistant to your visitors and provide any notices or consent mechanisms required by the laws that apply to your website.

7. Acceptable use

You must not use the service to:

• publish, transmit or store content that is unlawful, defamatory, infringing, deceptive, harassing, hateful, or sexually explicit;
• send spam, unsolicited messages, or bulk marketing through the assistant or the inbox;
• scrape, crawl, or automatically extract data from the service, or embed the widget on websites you do not control;
• upload malware, attempt to gain unauthorised access, probe or overload our systems, or bypass usage allowances;
• collect sensitive personal data (such as health, financial account, or government identification data) through the assistant without a lawful basis and appropriate safeguards;
• infringe the intellectual property or privacy rights of others, or violate any applicable law.

We may suspend or terminate accounts that breach these rules, and remove content that we reasonably believe is unlawful.

8. Your data and our intellectual property

• You own your data. Knowledge content, conversations, enquiries, attachments and exports belong to you (or to the visitors who provided them). You grant us a licence to host, process and display that data only as needed to provide the service.
• We do not use your data to train AI models, and we do not sell it.
• You can export your data from the dashboard at any time and request deletion when your account closes.
• The service, its software, design and documentation are owned by us or our licensors. You may not copy, modify, reverse-engineer or resell the service except as permitted by law.
• If you send us feedback, we may use it without obligation to you.

9. Privacy and data processing

Our privacy policy explains how we handle personal data. Where you are a controller of visitor data and the law requires it, our data processing terms [link to DPA or state that a DPA is available on request] form part of this agreement.

10. Service availability and support

We aim to keep the service available at all times but do not guarantee uninterrupted operation. Planned maintenance will be announced where practical. The AI provider, PayPal, and other third-party services may experience outages beyond our control. Support is provided by email and through the contact form during [support hours].

11. Disclaimer of warranties

The service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement. We do not warrant that AI-generated replies will be accurate or error-free.

12. Limitation of liability

To the fullest extent permitted by law: (a) neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data; and (b) our total liability arising out of or relating to the service is limited to the fees you paid to us in the twelve months before the event giving rise to the claim. These limits do not apply to liability that cannot be limited by law, or to your payment obligations and breaches of section 7.

13. Indemnity

You will defend and indemnify us against third-party claims arising from the knowledge you approve, your use of the service in breach of these terms, or your violation of applicable law.

14. Termination

You may close your account at any time. We may suspend or terminate the service for material breach, non-payment, or where required by law, with notice where practicable. On termination your right to use the service ends; you can export your data for [export window] after termination, after which it is deleted in line with the privacy policy.

15. Governing law and disputes

These terms are governed by the laws of the State of [Governing law state], United States, without regard to conflict-of-law rules. The courts located in [Venue county and state] have exclusive jurisdiction, except that either party may seek injunctive relief in any competent court. [Add arbitration clause and class-action waiver if desired, with opt-out procedure] Consumers in jurisdictions that grant non-waivable rights keep those rights.

16. General

• These terms, together with the policies linked above and any order details, are the entire agreement between us.
• If any provision is unenforceable, the rest remains in effect.
• We may update these terms; material changes will be notified by email or in the dashboard at least [notice period] before they take effect. Continued use after that date means you accept the updated terms.
• You may not assign this agreement without our consent; we may assign it to a successor.
• Notices to us should be sent to [legal notice email] or [Company address].

Related: Privacy policy · Terms of service · Cookie policy · Refund & cancellation policy · Contact