Booking Bot LLC — Customer Terms & Conditions

These Customer Terms & Conditions (the “Terms”) govern the provision of Booking Bot's appointment-setting, follow-up, and re-engagement services (the “Services”) by Booking Bot LLC (“Booking Bot,” “we,” “us,” or “our”) to the business customer that accepts them (“Customer,” “you,” or “your”).

Scope. These Terms apply to paid and trial use of the Services by customers/contractors who register for a Booking Bot account. These Terms are distinct from any website terms that apply to casual visitors to booking-bot.ai.

By creating an account, clicking “I agree” (or similar), or using the Services, you agree to be bound by these Terms.

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1) Definitions

“Account” means Customer's Booking Bot account.

“Campaign” means a defined outreach effort configured for Customer in Booking Bot systems (for example: inbound follow-up, re-engagement, review requests, or similar).

“Campaign Settings” means the documented settings for a Campaign, including enabled channels, scripts, qualification rules, service areas, hours, suppression rules, and enabled Billable Outcome types approved for that Campaign. Campaign Settings are part of the Order.

“Billable Outcome” means any outcome type that Customer selects for a Campaign (with Booking Bot approval) and that is billable under the Order, including one or more of: Qualified Appointment, Qualified Lead, Company Intervention, Service Request, Review Link Sent, and any other outcome type listed in the Order.

“Outcome Event” means the timestamped event in Booking Bot logs when a Billable Outcome is achieved.

“Appointment” means a meeting time confirmed with a lead/prospect for Customer, scheduled on a specific date/time window in Customer's calendar or approved system.

“Booking Event” means the timestamped moment an Appointment is confirmed and placed on Customer's calendar or approved scheduling system (including creation of a calendar booking and confirmation in the scheduling flow).

“Qualified Appointment” means an Appointment that meets the qualification criteria in Section 6 and any stricter criteria in the Order.

“Qualified Lead” means a lead that meets the qualification criteria in Section 6 and any stricter criteria in the Order.

“Company Intervention” means a Booking Bot request for Customer action to progress a live lead (for example: “please call now,” “quote needed,” “availability confirmation needed,” “address validation needed”), as defined and qualified in the Order.

“Service Request” means a lead's confirmed request for a specific service (for example: repair vs replacement, install request, inspection request), as defined and qualified in the Order.

“Review Link Sent” means the delivery of a review request link/message to a Customer-provided recipient, as defined and qualified in the Order.

“Re-Engage” means Booking Bot's outreach to Customer's past or dormant leads to restart conversations and drive Billable Outcomes.

“Billing Week” means Monday 12:00 a.m. through Sunday 11:59 p.m. in Eastern Time (America/New_York) unless otherwise stated in the Order.

“Trial” means either: (i) a free period, or (ii) a quota of initial free Billable Outcome(s), as specified in the Order or onboarding confirmation.

“Account Pricing” means the fees, enabled Billable Outcome types, Trial/free quota (if any), and any Campaign-specific commercial terms configured for Customer in Booking Bot's system at the Campaign level.

“Pricing Confirmation” means a written communication from Booking Bot (including email, SMS, or in-app message) confirming Customer's Account Pricing and enabled Billable Outcome types.

“Order” means the Customer-specific commercial terms for the Services, including enabled Billable Outcome types, fees per Billable Outcome type, any Trial/free quota, Billing Week time zone, and Campaign-specific qualification rules, as set out in the applicable Pricing Confirmation and/or Account Pricing (including Campaign Settings). The Order is incorporated into these Terms by reference.

“Order Acceptance” occurs when Customer, after receiving a Pricing Confirmation (or being notified that Account Pricing is available in-app): (a) confirms approval in writing (including “approved” by email/SMS), or (b) provides or maintains a payment method on file and authorizes billing, or (c) instructs Booking Bot to launch a Campaign, or (d) allows Booking Bot to start or continue Campaign outreach.

2) Services

2.1 Appointment-Setting. We respond to inbound inquiries and/or perform follow-ups and outreach using the channels you authorize (for example: SMS, phone, email, chat) to confirm Appointment times within your stated availability.

2.2 Re-Engage. With your authorization, we contact prior leads you supply (or that exist in your CRM) to revive interest and drive Billable Outcomes.

2.3 Other Outcomes. If enabled in the Order and Campaign Settings, we may drive other Billable Outcomes (for example: Qualified Leads, Company Intervention events, Service Requests, Review Link Sent).

2.4 Calendars/Systems. You authorize us to read/write availability to your scheduling tool(s) and/or CRM. You remain responsible for keeping hours, service areas, blackout dates, and qualification rules accurate.

2.5 No Guaranteed Outcomes. We do not guarantee a specific number of leads, shows, conversions, or revenue.

3) Customer Responsibilities

3.1 Accurate Inputs. You will provide and maintain accurate service areas, job types, disqualifying criteria, hours, blackout dates, qualification rules, and any data required to deliver the Services.

3.2 Lead Legitimacy and Consent (US, AU, UK). You represent and warrant that each lead/prospect you provide to us (including for Re-Engage) was collected lawfully and that, before any outreach by Booking Bot on your behalf, you have obtained and documented all consents and authorizations required under applicable law and industry rules, including as applicable: (i) United States: TCPA, TSR, state telemarketing and anti-spam laws, and CTIA/carrier rules (including prior express written consent where required); (ii) Australia: Spam Act 2003 (Cth), Do Not Call Register Act 2006 (Cth), and other applicable state/territory requirements; and (iii) United Kingdom: PECR and applicable data protection requirements (including UK GDPR / Data Protection Act 2018 as applicable to your activities). You are solely responsible for maintaining auditable proof of consent (including source/URL, consent language, timestamp, and opt-in method, and IP/device where applicable) and for honoring revocations/opt-outs. You acknowledge that you are the “seller”/initiator (or equivalent responsible sender/caller) for purposes of these laws, and Booking Bot acts as your service provider/agent.

3.3 Compliance Cooperation. You will cooperate with required registrations (for example: A2P 10DLC) and provide brand, use-case, and sample messaging as requested to support carrier compliance.

3.4 Follow-up and Sales Process. You will manage your own sales process after a Billable Outcome occurs, including confirmations, rescheduling when handled by Customer, estimates, and closing.

4) Messaging, Voice, Compliance, and Third-Party Platforms

4.1 Applicable Rules. Both parties will comply with applicable laws and industry rules, including (as applicable) TCPA, TSR, CAN-SPAM, CTIA guidelines, carrier codes, Spam Act (AU), Do Not Call rules (AU), PECR (UK), and local robocall/telemarketing restrictions.

4.2 Opt-Outs. We maintain standard opt-out keywords (for example: “STOP”). You agree not to re-message opted-out numbers for marketing and not to direct us to contact suppressed numbers/emails.

4.3 Numbers and Identity. You authorize us to provision and use phone numbers/domains as needed to deliver the Services.

4.4 Content. You are responsible for content you provide (offers, pricing, claims). We may refuse content that is unlawful, deceptive, or likely to cause carrier blocking.

4.5 Records. We may retain conversation metadata, outcome logs, Campaign Settings, Account Pricing settings, and Pricing Confirmations for quality, billing, dispute resolution, audits, and compliance.

4.6 Allocation of Responsibility; No Legal Advice. You are solely responsible for ensuring your outreach program (including lists, scripts/disclosures, calling/texting patterns, and consent flows) complies with applicable law and carrier policies. Booking Bot does not provide legal advice and relies on your instructions, disqualification rules, and consent attestations.

4.7 Opt-Out and Suppression Handling. We will process standard opt-out keywords (for example: STOP) and reasonable opt-out requests we receive directly, and we will maintain suppression lists for numbers/emails we manage on your behalf. You will promptly reflect opt-outs in your own systems.

4.8 Third-Party Platforms; Deliverability. The Services may rely on third-party platforms and networks (for example: carriers, messaging providers, voice providers, email providers, CRM systems, calendar providers). You acknowledge that delivery and routing may be affected by carrier filtering, platform policies, reputation scoring, outages, or technical constraints outside Booking Bot's control. Booking Bot is not responsible for delays, non-delivery, blocking, platform downtime, or changes imposed by third parties, except to the extent caused by Booking Bot's breach of these Terms.

5) Fees, Invoicing, and Payment

5.1 Pricing. You agree to the fees in your Order (Pricing Confirmation and/or Account Pricing), including fees per Billable Outcome type. Pricing may vary by Customer and by Campaign. Taxes and pass-through telecom/registration fees (if any) are additional.

5.2 Trial / Initial Free Quota. During the Trial, your initial quota of free Billable Outcome(s) will not be billed. After the Trial ends or the quota is consumed, standard fees apply.

5.3 Weekly Invoicing (Outcome-Based). Each Monday, we issue an invoice for all Billable Outcomes whose Outcome Event occurred during the prior Billing Week. For Appointments, the billable timestamp is the Booking Event (the time the Appointment is confirmed and placed on the calendar), not the scheduled appointment date.

5.4 Card Charge on Thursday. We will charge the card on file on the following Thursday for the Monday invoice. You authorize us to store and automatically charge your card/bank account for all amounts due.

5.5 Late/Failed Payments. If a payment fails, you will promptly update your payment method. We may retry charges, suspend Services, and assess a 1.5% monthly (or maximum lawful) late fee on overdue balances. You are responsible for reasonable collection costs.

5.6 Refunds/Credits. Except for approved credits under Section 6, all fees are non-refundable.

5.7 Campaign-Level Pricing; Pricing Agreed Separately. Customer acknowledges that pricing is set on a per-Campaign basis and stored in Booking Bot's system as Account Pricing. Pricing and enabled Billable Outcome types may be agreed in a separate communication with your Booking Bot representative and confirmed via Pricing Confirmation and/or Account Pricing in the system. Customer is responsible for reviewing Account Pricing. Account Pricing becomes billable upon Order Acceptance.

5.8 Pricing Updates. Booking Bot may update Account Pricing or enabled Billable Outcome types by issuing a new Pricing Confirmation or updating Account Pricing in-app with notice. Updated pricing applies only after Order Acceptance of the updated pricing, including allowing the Campaign to start or continue after notice. Customer may terminate at any time under Section 7.2.

6) Qualification Criteria, Credits, and Disputes

6.1 Order Controls. Qualification criteria for each Billable Outcome type are defined in the Order and Campaign Settings. The defaults below apply unless the Order is stricter.

6.2 Qualified Appointment (Default Criteria). A Qualified Appointment generally requires that, at the time of booking: (a) the lead is in your service area; (b) the contact method is valid (not a wrong/invalid number); (c) the lead is an authorized decision-maker (for example: homeowner, vehicle buyer, account holder, or equivalent); (d) the Appointment is scheduled within your published availability; and (e) it is not a duplicate of an Appointment we already set within the last 30 days, unless otherwise stated in the Order.

6.3 Qualified Lead and Other Outcomes (Default Framework). If enabled in the Order, other Billable Outcomes (Qualified Lead, Company Intervention, Service Request, Review Link Sent) must meet the definitions and rules in the Order and be supported by Booking Bot logs showing the Outcome Event occurred.

6.5 Examples Typically Eligible for Credit (Appointments). (i) wrong number/invalid contact; (ii) outside service area given your documented coverage; (iii) commercial/non-qualifying job type clearly excluded in your onboarding profile; (iv) duplicate Appointment previously set by us in the look-back window; (v) cancellations handled under 6.4(a).

6.6 Examples Typically Not Eligible for Credit. (i) no-shows; (ii) price sensitivity or “not ready” leads; (iii) inability to contact the lead after a valid Billable Outcome occurred; (iv) poor sales outcomes or estimates not converting; (v) cancellations handled under 6.4(b).

6.7 How to Dispute. Submit disputes for the prior Billing Week by Wednesday 11:59 p.m. Eastern Time (America/New_York) via the channel we provide (email/portal) and include evidence (CRM notes, screenshots, logs). We will review in good faith and apply any approved credit to the next invoice. Disputes received after the deadline may be denied.

6.8 Final Determination; Updates. We determine credit eligibility using our logs and the criteria above and in the Order. We may adjust criteria prospectively with notice, including updates to Campaign Settings and the Order.

7) Term; Suspension; Termination

7.1 Term. These Terms begin when you accept them and continue month-to-month unless your Order specifies otherwise.

7.2 Customer Termination for Convenience (Any Time). You may terminate these Terms at any time, for any reason, by written notice (email is sufficient). Termination is effective upon receipt (or at a later time stated in your notice). Upon termination, Booking Bot will cease new outreach as soon as reasonably practicable. All Billable Outcomes achieved before the effective termination time remain due and payable.

7.3 Suspension. We may suspend Services for non-payment, material breach, or legal/compliance risk.

7.4 Termination for Cause. Either party may terminate if the other materially breaches and fails to cure within 10 days of written notice.

7.5 Effect. Upon termination, we will stop new outreach. We may retain records for compliance, billing, and to resolve open disputes.

7.6 Phone Numbers (Booking Bot Ownership; No Porting). Any phone numbers provisioned by Booking Bot are owned and controlled by Booking Bot (or its upstream providers) and are provided for use during the Term. Customer has no right to port, transfer, or claim ownership of such numbers. Upon termination, numbers may be deprovisioned or re-assigned at Booking Bot's discretion.

8) Confidentiality and Data

8.1 Confidential Information. Each party will protect the other's non-public information with reasonable care and use it only to perform under these Terms.

8.2 Customer Data; Ownership; License. As between the parties, Customer owns its lead and customer data, including data provided to Booking Bot or accessed by Booking Bot on Customer's behalf (“Customer Data”). Customer grants Booking Bot a non-exclusive, worldwide license to access, use, store, process, and display Customer Data to deliver the Services, support compliance and suppression handling, perform billing and dispute resolution, maintain records, prevent fraud or abuse, comply with law, and improve our systems. Booking Bot will not sell Customer Data.

8.3 Aggregated Insights. We may create and use de-identified or aggregated data for analytics and product improvement.

8.4 Privacy; DPA. Site browsing is covered by our website privacy policy. If required by law, we will execute a Data Processing Addendum for Service data.

8.5 Subprocessors. We may use service providers (subprocessors) to deliver the Services (for example: messaging, voice, hosting, analytics). We require subprocessors to protect Customer Data consistent with this Section 8.

8.6 Data Retention / Deletion. We may retain Customer Data for the duration of the Services and for a reasonable period thereafter for compliance, dispute resolution, audits, security, and backup/archival purposes. Upon Customer's written request after termination, we will delete or return Customer Data within 60 days, except to the extent retention is required by law, necessary to resolve disputes, or maintained in backups that are deleted in the ordinary course.

8.7 Security. We will maintain reasonable administrative, technical, and physical safeguards designed to protect Customer Data against unauthorized access, use, alteration, or disclosure. Customer is responsible for securing its own systems, credentials, and access to any connected CRM/calendar and for limiting access to authorized personnel.

9) Intellectual Property; Marketing

9.1 IP. Booking Bot and its licensors retain all rights in our software, models, playbooks, prompts, templates, and materials. No rights are granted except as expressly stated.

9.2 Feedback. If you provide suggestions, you grant us a perpetual, royalty-free license to use them.

9.3 Publicity. With your consent, we may use your name and logo as a customer reference.

10) Warranties and Disclaimers

10.1 Mutual Authority. Each party represents it has the authority to enter these Terms.

10.2 Disclaimer. EXCEPT AS EXPRESSLY STATED, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND (EXPRESS, IMPLIED, OR STATUTORY), INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION OR OUTCOMES.

11) Limitation of Liability (with Carveouts)

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR LOST PROFITS/REVENUE/GOODWILL; AND (B) EACH PARTY'S TOTAL LIABILITY FOR ALL CLAIMS IN ANY 12-MONTH PERIOD WILL NOT EXCEED THE AMOUNTS PAID OR PAYABLE BY CUSTOMER TO BOOKING BOT FOR THE SERVICES IN THE 3 MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

Carveouts: The limitations in this Section 11 do not apply to: (i) Customer's payment obligations; (ii) either party's indemnification obligations under Section 12; (iii) a party's gross negligence or willful misconduct; or (iv) a party's breach of confidentiality obligations under Section 8.1.

12) Indemnification

12.1 By Customer. Customer will defend, indemnify, and hold harmless Booking Bot and its affiliates, officers, directors, employees, and agents from and against any third-party claims, governmental investigations, fines, penalties, assessments, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or related to: (i) Customer's content, products, or services; (ii) Customer's violation of law or these Terms; (iii) any alleged or actual violation of telemarketing/anti-spam laws or carrier rules (including TCPA/TSR, Spam Act AU, PECR UK, CTIA/carrier rules) in connection with Customer's leads, instructions, consent practices, or failure to honor opt-outs; or (iv) Customer's misuse of the Services. Booking Bot will promptly notify Customer of any claim and reasonably cooperate at Customer's expense.

12.2 By Booking Bot. Booking Bot will defend and indemnify Customer against third-party claims that the Services, as provided by Booking Bot, infringe a U.S. patent, copyright, or trademark, excluding claims resulting from Customer content, Customer instructions, or combinations not provided by Booking Bot.

13) Miscellaneous

13.1 Governing Law; Venue. The laws of Colorado govern these Terms, and the parties consent to exclusive jurisdiction and venue in the state and federal courts located in Denver, Colorado.

13.2 Notices. Legal notices to Booking Bot: Booking Bot LLC, 8005 E Prairie Meadow Drive, Denver CO 80238; Email: legal@booking-bot.ai. Billing/support: support@booking-bot.ai.

13.3 Assignment. Customer may not assign these Terms without Booking Bot's written consent. Booking Bot may assign these Terms to an affiliate or in connection with a reorganization, merger, or sale of assets.

13.4 Force Majeure. Neither party is liable for delays or failures due to events beyond reasonable control.

13.5 Entire Agreement; Order of Precedence. These Terms and the Order are the entire agreement and supersede prior discussions. If there is a conflict, the Order controls, then these Terms.

13.6 Severability; Waiver. If a provision is unenforceable, it will be modified to enforceable effect. Failure to enforce is not a waiver.

13.7 Electronic Acceptance; Records. You agree to transact electronically. By creating an account, clicking “I agree” (or similar), or using the Services, you agree to be bound by these Terms and the applicable Order/Account Pricing. Booking Bot may retain electronic records of acceptance, including timestamps, user identifiers, and the version of Terms and Order in effect.