Terms & Conditions

By accessing, browsing or using our website or platform, or by creating an account, signing up for a trial, or making a payment, you:

• Acknowledge that you have read, understood and agree to be bound by these Terms;
• Represent that you have the legal authority to enter into this agreement on behalf of yourself or the organisation you represent; and
• Agree to comply with all applicable laws and regulations, including but not limited to the DPDP Act 2023, IT Act 2000, and TRAI / DLT regulations.

To use our Services, you must:

• Be at least 18 years of age and legally competent to enter into a contract;
• Operate a registered business entity (or be an authorised representative of one) if using the Platform on behalf of an institute;
• Not be barred from using our Services under any applicable law in India or your jurisdiction; and
• Provide accurate, current and complete information during signup and keep it updated.

HelloBotz reserves the right to refuse service to anyone at our sole discretion, especially where we suspect misuse, fraud or violation of our Acceptable Use Policy.

When you create an account with us, you agree to:

• Provide accurate, current and complete information as prompted by the registration form;
• Maintain the security of your login credentials — you are responsible for all activity under your account;
• Promptly notify us of any unauthorised access or security breach at info@hellobotz.com;
• Ensure that any staff members you invite under your account comply with these Terms;
• Not share your account with anyone outside your organisation, or transfer it without our written consent.

HelloBotz provides the following categories of services under these Terms:

• AI & Automation Platform: AI chatbot, flow builder, lead automation, smart follow-ups
• Education ERP: Admissions, attendance, exams, fees, transport, library, parent app, staff portal
• Omnichannel Engagement: WhatsApp, Instagram, Facebook, Telegram, SMS, RCS, AI Voice, Email
• Verified Leads: Course-matched, location-specific education leads
• Partner Program: Affiliate, Authorized and White Label partnerships

We may modify, add or discontinue features from time to time. Material changes to core functionality will be communicated at least 30 days in advance for paid subscribers.

Fees for the Platform are set out on our Pricing page and in the applicable order form or invoice. By subscribing, you agree to the following:

You may cancel your Subscription at any time from your account dashboard. For refunds, the following policy applies:

• Free trial: No charge during the trial period. Cancel before it ends to avoid billing.
• New subscriptions: Full refund if cancelled within 7 days of first payment (except setup fees).
• Renewals: Full refund if cancelled within 7 days of a renewal charge.
• Mid-cycle cancellation: Service continues until end of the current billing period. No pro-rated refund for the remaining days.
• Annual plans: Pro-rated refund possible in cases of verified service failure — at our discretion.
• Usage-based charges: Non-refundable once consumed (e.g., SMS credits, voice minutes).

For detailed terms, see our Refund Policy. Refunds are processed within 7–10 business days to the original payment method.

You agree to use the Platform only for lawful purposes and in accordance with this policy. You shall NOT:

• Use the Platform to send spam, bulk unsolicited messages, phishing, or fraudulent communication;
• Upload or process data you do not have legal consent to handle, especially minors' data without verified parental consent;
• Attempt to reverse engineer, decompile, or extract the source code of the Platform;
• Resell, sublicense or redistribute the Platform without a valid Partner agreement;
• Use the Platform to send messages that violate Meta's WhatsApp Business Policy, TRAI/DLT regulations, or any other applicable law;
• Impersonate another person, business or brand;
• Use the Platform to distribute malware, viruses or malicious code;
• Attempt to overload, DoS attack, or otherwise disrupt the Platform's infrastructure;
• Use the Platform in a way that infringes on third-party intellectual property or privacy rights.

You retain full ownership of all Customer Data you upload or process through the Platform. We process Customer Data only as per your instructions and to provide the Services.

Specifically:

• Ownership: Customer Data belongs to you. We do not claim any ownership rights over it.
• Processing: We act as a Data Processor for Customer Data. You are the Data Fiduciary / Data Controller.
• Consent: You are responsible for obtaining all necessary consents (including parental consent for minors) before uploading data.
• Retention: We retain Customer Data as long as your account is active. After cancellation, data is retained for 90 days, then permanently deleted.
• Export: You can export your data at any time from your dashboard, in standard formats (CSV, PDF).
• Security: We implement industry-standard security as detailed in our Privacy Policy.

For full details on how we handle data, please refer to our Privacy Policy.

The Platform, including all software, code, algorithms, AI models, design, interfaces, documentation, logos, branding and any updates or derivative works, is owned by HelloBotz AI Technologies Private Limited and is protected by Indian and international copyright, trademark and other intellectual property laws.

Except as expressly granted in these Terms, you do NOT have the right to:

• Copy, modify or create derivative works of the Platform;
• Use our trademarks, logos or brand assets without written permission;
• Remove or obscure any copyright, trademark or proprietary notice;
• Reverse engineer or attempt to extract the source code.

Subject to payment of applicable fees and compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for your internal business purposes during your Subscription term.

If you enrol in the HelloBotz Partner Program (Affiliate, Authorized or White Label), the following additional terms apply:

• Separate Agreement: Partner terms are governed by a separate Partner Agreement in addition to these Terms.
• Commission: Commissions are paid per the tier you're enrolled in (20–75% depending on tier).
• Payment terms: Commissions are calculated monthly and paid by the 10th of the following month.
• Branding: White Label partners may rebrand the Platform with their own logo and domain, subject to our White Label Agreement.
• Non-compete: Partners shall not use their access to compete with HelloBotz or disclose confidential information.
• Territory: Territory rights (exclusive or non-exclusive) are defined in your Partner Agreement.
• Termination: Either party may terminate the partnership with 30 days' written notice.

For full details, see our Partner Program page.

The Platform integrates with third-party services, including:

• Meta (WhatsApp Business API, Instagram, Facebook Messenger)
• Google (RCS, Google Cloud, Analytics)
• Telegram Bot API
• DLT-registered SMS gateways (TRAI-approved)
• Payment gateways (Razorpay, Stripe, PayU or similar)
• AI model providers (LLM and voice models)

Your use of these services is subject to their own terms and conditions. We are not responsible for the availability, content, practices or performance of these third-party services. Any disruption caused by a third-party provider will be communicated to you transparently.

We strive to maintain the highest level of availability, and our standard target is:

Planned maintenance is notified at least 48 hours in advance and is scheduled during off-peak hours (typically between 2 AM – 5 AM IST).

Uptime calculation excludes: (a) planned maintenance, (b) third-party service outages, (c) force majeure events, and (d) Customer-caused issues.

To the maximum extent permitted by law, the Platform and Services are provided "AS IS" and "AS AVAILABLE", without any warranties, express or implied, including but not limited to:

• Warranties of merchantability, fitness for a particular purpose, or non-infringement;
• Warranties that the Platform will be uninterrupted, error-free or completely secure;
• Warranties regarding the accuracy, reliability or completeness of AI-generated responses or lead data;
• Warranties that use of the Platform will result in specific business outcomes (e.g., a specific number of admissions).

To the maximum extent permitted by law:

• HelloBotz shall not be liable for any indirect, incidental, special, consequential or punitive damages, including but not limited to loss of profits, revenue, data, goodwill or business opportunity.
• Our total aggregate liability arising out of or related to these Terms shall not exceed the total fees paid by you in the 12 months preceding the event giving rise to the claim.
• We are not liable for delays or failures caused by events beyond our reasonable control, including but not limited to: internet outages, cloud provider failures, government actions, natural disasters, or third-party API disruptions.

Some jurisdictions do not allow certain exclusions or limitations of liability. In such cases, the above limitations apply to the maximum extent permitted by law.

You agree to indemnify, defend and hold harmless HelloBotz, its directors, officers, employees, agents and partners from and against any claims, liabilities, damages, losses, costs or expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Platform in violation of these Terms;
• Content, messages or data you upload, send or process through the Platform;
• Your violation of any third-party rights, including intellectual property or privacy rights;
• Your failure to obtain valid consent from end users (including parents of minors);
• Any regulatory non-compliance arising from your use of the Platform.

These Terms remain in effect until terminated by either party as follows:

• By you: You may cancel your account at any time from your dashboard or by emailing info@hellobotz.com. Cancellation takes effect at the end of your current billing cycle.
• By us (for cause): We may suspend or terminate your account immediately, without refund, for material breach of these Terms, illegal activity, fraud, or violation of our Acceptable Use Policy.
• By us (without cause): We may terminate your account with 30 days' written notice. In such cases, unused prepaid fees will be refunded pro-rata.

On termination:

• Your access to the Platform is revoked;
• You may export your data within 30 days. After 90 days, we permanently delete Customer Data (except where retention is required by law);
• Provisions that by their nature should survive termination (including IP, liability, indemnity, governing law) shall survive.

These Terms shall be governed by and construed in accordance with the laws of India, without regard to its conflict of laws principles.

Any dispute arising out of or in connection with these Terms shall be resolved as follows:

• Step 1 — Negotiation: The parties shall first attempt to resolve the dispute through good-faith negotiation within 30 days of written notice.
• Step 2 — Mediation (optional): If negotiation fails, either party may propose mediation in Bangalore.
• Step 3 — Arbitration: If mediation fails, the dispute shall be finally resolved by binding arbitration under the Arbitration and Conciliation Act, 1996. The seat of arbitration shall be Bangalore, Karnataka. The language shall be English.
• Jurisdiction: Subject to the arbitration clause, the courts of Bangalore, Karnataka shall have exclusive jurisdiction for any interim or enforcement matters.

We may update these Terms from time to time to reflect changes in our business, technology, legal requirements or industry practices.

When we make material changes:

• We will update the "Last Updated" date at the top of this page;
• We will notify you by email or in-app notification at least 15 days before the change takes effect for material changes;
• For significant changes affecting your rights or obligations, we may require you to actively accept the new Terms.

Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms. If you do not agree, you must stop using the Platform and cancel your subscription.

For any questions, concerns or notices regarding these Terms, please contact us:

For privacy-related matters, please refer to our Privacy Policy or email info@hellobotz.com.