Terms & Conditions

Please read these terms carefully before using AI Booking Agent. By using our service, you agree to be bound by these terms.

Last updated: March 19, 2026

1. Service Description

AI Booking Agent provides automated appointment scheduling via voice and web interfaces. Our service enables businesses (clinics, salons, gyms, and other service providers) to offer their customers an AI-powered booking experience. We handle appointment creation, rescheduling, cancellation, and reminders on behalf of our business clients.

2. Data Processor Agreement

When you (the business) use our service, you are the data controller. We act as data processor under the terms of a Data Processing Agreement (DPA). As the data controller, you are responsible for:

Compliance with applicable data protection laws in your jurisdiction (GDPR, UK GDPR, CCPA, PIPEDA, Privacy Act, PDPL, or other relevant legislation)
Obtaining any necessary consents from your customers for data processing
Determining data retention periods appropriate for your jurisdiction
Responding to data subject access requests, with our technical assistance

We will only process personal data in accordance with your documented instructions and will assist you in fulfilling your obligations under applicable data protection laws.

3. Acceptable Use

You agree not to use AI Booking Agent to:

Violate any applicable law or regulation
Infringe upon the intellectual property rights of others
Transmit any harmful, threatening, abusive, or otherwise objectionable content
Attempt to gain unauthorized access to our systems or other users' data
Use the service for any purpose other than legitimate business scheduling
Reverse-engineer, decompile, or attempt to extract the source code of our software
Use automated tools to scrape, crawl, or otherwise extract data from our service beyond normal API usage

We reserve the right to suspend or terminate accounts that violate these terms without prior notice.

4. Subscription & Billing

Subscriptions are billed monthly via Razorpay. By subscribing, you authorize us to charge your selected payment method on a recurring basis. Key billing terms:

Free trial: All plans include a 14-day free trial. No payment is charged during the trial period.
Billing cycle: Subscriptions are billed at the start of each monthly billing period.
Cancellation: You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial months.
Plan changes: You may upgrade or downgrade your plan at any time. Changes take effect immediately, with prorated charges or credits applied.
Failed payments: If a payment fails, we will attempt to charge your payment method up to 3 times. If all attempts fail, your account may be suspended.

5. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

(a) AI Booking Agent is provided on an "AS IS" and "AS AVAILABLE" basis. We make no warranties, express or implied, regarding the reliability, availability, or fitness for a particular purpose of our service.

(b) We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of or inability to use our service.

(c) Our total aggregate liability for any claims arising under these terms shall not exceed the amount you have paid to us in the twelve (12) months preceding the claim.

(d) We are not responsible for the actions, omissions, or policies of the service providers who use our platform. Your relationship with your service provider is governed by their own terms and policies.

6. HIPAA Disclaimer

Important Healthcare Notice

This service is a scheduling tool, not a medical records system. We do not store protected health information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA).

The only data we collect is scheduling information: your name, phone number, preferred service, and appointment time. We do not collect, store, or transmit diagnoses, treatment plans, medical histories, insurance information, or any other form of PHI.

If you require HIPAA-compliant medical records storage, please use a dedicated Electronic Health Records (EHR) system. AI Booking Agent is not intended to replace or serve as an EHR system.

7. Governing Law

These terms are governed by and construed in accordance with the laws of India. Any disputes arising out of or relating to these terms shall be subject to the exclusive jurisdiction of the courts located in Bangalore, Karnataka, India. Notwithstanding the foregoing, nothing in this clause limits the rights of data subjects under mandatory consumer protection or data protection laws in their jurisdiction of residence.

8. Termination

Either party may terminate this agreement:

By the business: You may cancel your subscription and terminate this agreement at any time through your dashboard or by contacting support.
By us: We may terminate or suspend your account immediately if you breach these terms, fail to pay subscription fees, or engage in activity that may cause harm to our service or other users.

Data Destruction on Termination

Upon termination, business encryption keys are destroyed, rendering all customer data associated with that business permanently unrecoverable. This process is irreversible. We recommend exporting any data you need before terminating your account.

9. Intellectual Property

All intellectual property rights in AI Booking Agent, including but not limited to our software, algorithms, user interface designs, documentation, and branding, are and remain our exclusive property. These terms do not grant you any rights to use our intellectual property beyond what is necessary to use the service as intended. You retain all rights to your own data uploaded to or processed by our service.

10. Changes to These Terms

We reserve the right to modify these terms at any time. Material changes will be communicated via email to the address associated with your account at least 30 days before they take effect. Your continued use of the service after the effective date constitutes acceptance of the updated terms. If you do not agree with the changes, you must stop using the service and terminate your account before the effective date.

11. Contact Information

For questions about these terms, please contact us at legal@aibookingagent.com.