Leadbot Terms of Service

These Terms of Service (the "Terms") set out the rules for access to and use of Leadbot's services under a subscription model or another agreed cooperation model (the "Services"). Purchasing, activating or using the Services means the client (the "Client") accepts the Terms.

If the subscription is purchased through Stripe, the commercial parameters of the subscription shown on the Stripe checkout or subscription management page — including price, billing period, renewal and cancellation mechanics — form part of the agreement and prevail in case of conflict with these Terms.

1) PARTIES AND DEFINITIONS

1.1. "Provider" / "Leadbot" means: LEADBOT spółka z ograniczoną odpowiedzialnością, registered office in Wrocław, ul. Stanisława Drabika 22/10, 52-131 Wrocław, Poland, entered into the Register of Entrepreneurs of the National Court Register under KRS 0001231573, NIP: 8993055216, REGON: 544346881.

1.2. "Client" means the entity — in particular a legal person, organisational unit or a person conducting business activity — ordering, activating or paying for the Services.

1.3. "Order" means the purchase of a subscription through Stripe or an accepted offer, order form, agreement, e-mail or other written or electronic confirmation defining the plan, scope, prices and commercial terms.

1.4. "Bot" / "AI Assistant" means one or more configured AI voice assistants, chatbots, workflows, integrations, reports and automations delivered as part of the Services.

1.5. "Third-party Services" means tools, systems and providers independent of the Provider, in particular telecom operators, SIP, CRM, calendars, booking systems, payment gateways, hosting, AI services, transcription and automation systems.

1.6. "Business days" means Monday to Friday, excluding statutory public holidays in Poland.

2) SCOPE OF SERVICES

2.1. The Provider delivers configuration, implementation, operation and maintenance of the AI Assistant system for outbound and/or inbound calls, in line with the Order and the Client's configuration instructions.

2.2. Depending on the agreed scope, the Services may include: lead qualification, collecting contact data, booking visits or meetings, handoff to a booking process, basic FAQ handling, routing, forwarding and escalation, logging events to a CRM, integration with a calendar or booking system, reporting, webhook handling, automation and operational support.

2.3. Configuration details and operational instructions may be provided by the Client via: (a) implementation forms or documents, (b) e-mail, (c) recordings, transcripts or voice instructions given during calls, and/or (d) notes and decisions made during meetings. The Provider may rely on such instructions when implementing changes, as long as they are not unclear, contradictory or unlawful.

2.4. No guarantee of results. The Provider does not guarantee specific business results, in particular the number of leads, booked meetings, sales, conversion rate, ROI, quality of the contact base or purchasing decisions of the Client's potential customers or counterparties.

2.5. The Provider delivers the Services with due professional care; however, the effectiveness of the Services also depends on data, instructions, offering, integrations, availability of external systems and the Client's own actions.

3) SUBSCRIPTION COMMERCIAL TERMS

3.1. If the subscription is purchased through Stripe, commercial terms follow from the Stripe subscription page and the Client's subscription settings in Stripe.

3.2. Unless the Stripe subscription page, the Order or a separate agreement specifies a minimum commitment period, the Client may cancel the subscription at any time through Stripe subscription management, effective as indicated in Stripe.

3.3. The Provider may suspend the Services in case of non-payment, delayed payment, payment reversal or chargeback, until the matter is resolved or the arrears are settled.

3.4. If the Order provides for a one-off setup fee, implementation fee or other initial fees, they are due under the Order's terms and may be non-refundable unless agreed otherwise.

4) FEES, TAXES AND EXTERNAL COSTS

4.1. Fees are set out in the Order, on the Stripe subscription page, in the offer or in another accepted form.

4.2. Taxes, including VAT, may apply in line with Polish law and invoicing rules.

4.3. All costs related to delivering the Services, including costs of third-party services used to deliver them, are included in the subscription price, unless the Order, the Stripe subscription page or separate arrangements clearly state otherwise.

4.4. If the Client uses its own accounts, API keys, phone numbers, CRM systems, booking systems or other external tools, the Client may bear the costs of those tools directly with their providers.

5) CLIENT OBLIGATIONS

5.1. The Client will provide, in a timely and diligent manner, information needed to configure and operate the Services, including: offering details, business rules, contact lists where applicable, scripts, information clauses, working hours, escalation contacts and integration access, including API keys, accounts and permissions.

5.2. The Client is responsible for the lawfulness of its marketing activities and communications, including compliance with telemarketing, electronic communications, consumer protection, personal data protection and industry-specific rules, as well as for obtaining required consents or having other legal grounds to contact end recipients.

5.3. The Client is responsible for the accuracy, currency and lawful source of the contact data provided to the Services.

5.4. The Client will promptly inform the Provider about changes to its offering, prices, rules, policies, booking rules, availability, working hours or other information the Bot relies on.

5.5. The Client is responsible for final business decisions, offer content, end-customer service, delivery of its own services and verification of information generated or collected by the AI Assistant where required by the Client's business.

6) ACCEPTABLE USE

6.1. The Client may not use the Services to:

(a) breach the law or third-party rights,

(b) run illegal spam or prohibited telemarketing practices,

(c) impersonate other persons or entities in a misleading way,

(d) commit fraud, deception or other unlawful acts,

(e) distribute malware or attempt to breach system security,

(f) process special categories of personal data without a legal basis and appropriate safeguards,

(g) run activities that breach policies of external platforms, operators or service providers.

6.2. The Provider may refuse, suspend or limit a given use case if it creates material legal, security or reputational risk or would require a breach of law, third-party rights or third-party platform policies.

7) SERVICE DELIVERY, SUPPORT AND CHANGES

7.1. The Provider delivers the Services with due care.

7.2. The Provider may update, modify or improve the Services to maintain security, compliance, quality and functionality, including as required by Third-party Services.

7.3. Support channels and, where applicable, response times may be described in the Order. Unless stated otherwise, the Provider will use reasonable efforts to respond on Business days.

7.4. Changes beyond the agreed scope of the Order may require a separate quote, additional lead time or a change in commercial terms.

8) THIRD-PARTY SERVICES AND DEPENDENCIES

8.1. The Services may depend on Third-party Services. The Provider is not responsible for outages, delays, price changes, policy changes, limits, API errors, account blocks, failures or restrictions imposed by external providers.

8.2. If a Third-party Service becomes unavailable or materially changes, the Provider may propose an alternative. If there is no reasonable alternative, the related functionality may be limited or disabled.

8.3. The Client acknowledges that AI Assistant quality may depend on call quality, transcription accuracy, integration availability, correctness of input data and technology-provider limits.

9) INTELLECTUAL PROPERTY

9.1. The Provider retains all rights to its own methods, templates, workflows, libraries, know-how, base configurations, automations, tools and materials developed independently of the Client.

9.2. The Client retains rights to its trademarks, branding materials, content, knowledge bases, data and information provided to the Provider.

9.3. During the active subscription the Client receives a non-exclusive, non-transferable right to use the Bot's configuration solely for the Client's own business as part of the Services.

9.4. Unless agreed otherwise, the Client does not acquire rights to the source code, internal templates, base automations, know-how or tools of the Provider.

10) CONFIDENTIALITY

10.1. The parties may obtain confidential information of the other party. Confidential information must be protected with at least reasonable care and used only to perform obligations under the Terms, the Order or a separate agreement.

10.2. Confidentiality does not cover information that is public, was independently developed, was lawfully obtained from a third party or that must be disclosed under law or by authorised bodies.

11) PERSONAL DATA PROTECTION (GDPR)

11.1. The parties will comply with the GDPR and applicable Polish personal data protection law.

11.2. Roles. As a rule the Client is the controller of end users' personal data and the Provider is the processor for the purpose of delivering the Services. In its own administrative, commercial, billing and contact activities the Provider may act as a controller.

11.3. Information on data processing and privacy is set out in the Leadbot Privacy Policy available on Leadbot's website or otherwise made available to the Client. If the Client's compliance requires a separate DPA, the Provider will make it available on request or as part of the rollout.

11.4. The Client is responsible for providing end users with the required information about data processing, including information on any call recording where the project includes recording.

12) STATEMENTS, DISCLAIMERS AND AI LIABILITY

12.1. Unless stated otherwise, the Services are provided "as is" and "as available".

12.2. The Provider does not guarantee uninterrupted or error-free operation, in particular where dependent on Third-party Services, telecom networks, AI providers, CRM systems, booking systems or internet connections.

12.3. The Client acknowledges that AI-generated content may be incomplete, imprecise or require human supervision, especially in medical, legal, financial, technical, regulated or high-risk matters.

12.4. The Client is responsible for approving the scope of information, business rules, scripts, prices, answers and instructions provided for the AI Assistant configuration.

13) LIMITATION OF LIABILITY

13.1. To the maximum extent permitted by law, the Provider is not liable for indirect damages, lost profits, lost business opportunities, data loss caused by external systems or reputational damage.

13.2. The Provider's total liability arising out of or in connection with the Services is limited to the amounts actually paid by the Client to the Provider for the Services in the 3 months preceding the event giving rise to the claim, unless mandatory law provides otherwise.

13.3. No provision of the Terms limits liability to the extent such limitation is prohibited by law, in particular in the case of damage caused intentionally.

14) SUSPENSION AND TERMINATION BY THE PROVIDER

14.1. The Provider may suspend access to the Services if:

(a) the Client does not pay on time, initiates a chargeback or a payment is reversed,

(b) the Client breaches section 6 of the Terms,

(c) continued delivery would create legal, security or reputational risk for the Provider,

(d) required by Third-party Service providers, the law or decisions of authorised bodies.

14.2. The Provider may terminate the Services in case of a material breach not remedied within a reasonable period after notice, where a remedy is possible, or immediately in the case of serious breaches — in particular fraud, illegal activity or actions endangering security.

15) FORCE MAJEURE

Neither party is liable for non-performance or delay caused by events beyond its reasonable control, including telecom outages, cloud outages, platform disruptions, regulatory actions, war, strikes, cyberattacks, power outages or acts of state bodies, provided that the other party is promptly informed where possible.

16) CHANGES TO THE TERMS

16.1. The Provider may update the Terms for justified reasons, in particular for legal compliance, security, product changes, technology changes, changes in company data or changes to how the Services are delivered.

16.2. Material changes will be communicated in advance where required or reasonable given the nature of the change. If the Client does not accept the changes, they may cancel the subscription through Stripe or in accordance with another agreed termination path.

17) GOVERNING LAW AND DISPUTES

17.1. The Terms are governed by Polish law.

17.2. Matters not covered by the Terms are governed by the Civil Code and other applicable Polish law.

17.3. Unless mandatory law provides otherwise, disputes will be resolved by the court competent for the Provider's seat.

18) CONTACT

E-mail: kontakt@leadbot.co

Address: LEADBOT sp. z o.o., ul. Stanisława Drabika 22/10, 52-131 Wrocław, Poland

KRS: 0001231573 | NIP: 8993055216 | REGON: 544346881