Clear terms,
no small print.

01About these terms

These Terms & Conditions (“Terms”) apply to your use of the BotBridge website and to every service we provide. The website and services are provided by BotBridge, email hello@botbridge.org, phone +40 754 050 706 (“BotBridge”, “we”, “us”).

By browsing the website you accept the sections that concern website use. By accepting a quote you (“Client”, “you”) accept these Terms in full. If you accept on behalf of a company, you confirm you are authorised to bind it.

Our services are designed for businesses and professionals. If you are a consumer, section 22 also applies and your statutory rights are never limited by these Terms.

02Definitions

• Services — AI chatbots, AI workflows and automations, websites, GDPR documentation, consultations, support and retainers, as described in a Quote.
• Quote — our written offer describing scope, deliverables, price, timeline and any third-party services, including any statement of work or project agreement.
• Contract — the Quote accepted by you, together with these Terms and the Data Processing Agreement.
• Deliverables — what we create specifically for you under a Contract: configurations, prompts, workflows, code, designs, content and documents.
• Background Materials — tools, code libraries, templates, prompt frameworks, methods and know-how we owned or developed independently of your project.
• Third-Party Services — software and platforms provided by others that the Deliverables use, such as AI model providers, hosting, domains, CRMs, messaging platforms and automation tools.
• Working day — Monday to Friday, excluding public holidays in Romania.

03Using our website

• The website is for general information about our Services. Its content is not legal, tax or technical advice for your specific situation.
• Prices on the website are starting prices. They are an invitation to request a quote, not a binding offer.
• The chat assistant on our website is an AI system. Its answers are general information and may be incomplete or wrong. They are not a quote or a binding offer, and nothing it says changes these Terms or a contract with us.
• Texts, graphics, the BotBridge name and logo, and the site’s code are protected by intellectual property law. You may view and share pages for personal or internal business use; you may not copy, republish or reuse them commercially without our written permission.
• You must not attempt to disrupt the site, access it by automated means that place an unreasonable load on it, probe it for vulnerabilities without authorisation, or use it for anything unlawful.
• We aim to keep the site accurate and available, but we don’t guarantee it will be uninterrupted or error-free. Links to other websites are provided for convenience; we are not responsible for their content.

04Free consultation

The initial consultation (usually 20 minutes) is free and creates no obligation for either side. Our recommendations during it are preliminary and based only on what you tell us; they become binding only once written into an accepted Quote. We treat what you share in the consultation as confidential under section 15.

05Quotes and how a contract is formed

• Before any paid work starts we send a written Quote. Unless it says otherwise, a Quote is valid for 30 days.
• A Contract is formed when you accept the Quote in writing (including by email) or pay the first invoice, whichever comes first.
• If documents conflict, this order applies: (1) a signed project agreement, (2) the Quote, (3) the Data Processing Agreement for anything concerning personal data, (4) these Terms.
• Your own purchase terms don’t apply unless we expressly accept them in writing.

06Prices, invoicing and payment

• Prices are in euros (EUR) and exclude VAT, which is added where applicable.
• Unless the Quote sets different milestones, we invoice 50% on acceptance and 50% at launch — or when the Deliverables are ready to launch, if launch is delayed for reasons on your side for more than 10 working days.
• Invoices are payable within 14 days. Bank and currency conversion charges on your side are yours.
• Retainers are invoiced monthly in advance.
• If payment is late, we may charge interest at the statutory rate applicable to late payments between businesses, and after written notice we may pause work until the overdue amount is paid. Deadlines move by the length of any pause.
• We don’t start a project before the first payment is received.

07Third-party services and running costs

• Many Deliverables depend on Third-Party Services. Their usage fees — for example AI model usage, hosting, domain names, messaging platforms or SaaS subscriptions — are separate from our fees. We estimate them in the Quote.
• Where possible, accounts are opened in your name and billed to you directly, so you keep control. If we pay for something on your behalf, we re-invoice it at cost unless the Quote says otherwise.
• Third-Party Services are governed by their providers’ own terms, which you accept when accounts are created for you. We are not responsible for their availability, pricing, policy changes or discontinuation, but we will help you adapt if a change affects your solution — additional work is quoted first.

08Delivery, testing and acceptance

• Timelines in a Quote are good-faith estimates. They depend on you providing information, content, access and feedback on time; delays on your side extend them accordingly.
• Before launch you test the Deliverables with your team. You have 10 working days from our handover for testing to report, in writing, any material non-conformity with the agreed scope. We fix confirmed non-conformities at no extra cost and hand over again.
• Deliverables are accepted when you confirm acceptance, when the testing period ends without a material non-conformity being reported, or when you put them into live use — whichever happens first.
• Requests for new functionality, different behaviour or changes of mind are change requests, not defects (section 09).

09Change requests

You can ask to change the scope at any time. We will tell you in writing how the change affects price and timeline, and we only do the work once you approve that in writing. Nothing is added to an invoice that you haven’t approved.

10Your responsibilities

You agree to:

• give us accurate, complete information and timely access to the systems, accounts and people we need;
• have the rights to all content, data, trademarks and materials you give us, and make sure our use of them as instructed doesn’t infringe anyone’s rights;
• as data controller, have a lawful basis for the personal data processed by your solution, give your users the required privacy information, and meet your other obligations under the GDPR and applicable law;
• keep the credentials we hand over secure, and tell us promptly about any suspected unauthorised access;
• review the Deliverables — including chatbot answers and the GDPR documents — before relying on them, and keep them up to date as your business changes;
• not use the Deliverables for unlawful, deceptive or harmful purposes, spam, or anything that breaches the terms of the Third-Party Services.

11AI-specific termsRegulation (EU) 2024/1689

• AI can be wrong. Chatbots and AI workflows generate outputs based on probabilities. Even with guardrails and testing they can occasionally produce inaccurate, incomplete or inappropriate content. We design limits on what the AI may say or do, but cannot guarantee error-free output.
• Human oversight. You remain responsible for decisions taken on the basis of AI outputs. Decisions with legal or similarly significant effects on people — for example about credit, employment, pricing for individuals or access to services — must involve meaningful human review.
• Transparency. Chatbots we build tell users they are interacting with an AI system, as required by Art. 50(1) of the AI Act. You must not remove or hide that disclosure. If a solution generates synthetic audio, images, video or text published to inform the public, you must make sure it is labelled where the AI Act requires.
• Prohibited and high-risk uses. You must not use the Deliverables for practices prohibited by Art. 5 of the AI Act (such as manipulative techniques, social scoring or exploiting vulnerabilities). We don’t build systems classified as high-risk under Art. 6 and Annex III — for example for recruitment decisions, creditworthiness or access to essential services — unless we agree it expressly in writing, with the additional obligations that requires.
• Your data and model training. We don’t use your data or your customers’ data to train AI models, and we configure Third-Party AI services so that, under their terms, they don’t either.
• Knowledge sources. A chatbot answers from the information you provide. Keeping that information accurate and current is your responsibility; updates outside a retainer are quoted as change requests.

12GDPR documents service

• We draft privacy policies, cookie policies, terms, notices and similar documents based on the information you give us about your business and your data flows. Their accuracy depends on that information being complete and correct.
• The documents are compliance documentation, written in plain language. They are not legal advice or legal representation. For advice on a specific legal question, disputes or proceedings before authorities, consult a qualified lawyer.
• We draft documents to reflect the law at the time of delivery, but we don’t guarantee that a supervisory authority or court will agree with every interpretation, and you remain responsible for your own compliance as controller.
• When your processing or the law changes, the documents need updating. Updates are included in a retainer or quoted separately.

13Websites

• Domains and hosting are registered in your name wherever possible. If we register them for you, we transfer them to you on request once the project is paid.
• Sites are built to work on current versions of major browsers (Chrome, Safari, Firefox, Edge) on desktop and mobile. We don’t guarantee search engine rankings or traffic.
• You are responsible for the lawfulness of the content you publish, including images, fonts and texts you supply, and for any consent banners and notices your site needs once you add analytics or marketing tools.

14Ownership and intellectual property

• Deliverables. When you have paid all amounts due under the Contract, we assign to you the economic rights in the Deliverables made specifically for you — for all forms of use, worldwide, for the full duration of protection. Until then, you have a licence to use them for testing and, once launched, for your business.
• Background Materials. We keep ownership of Background Materials. Where they are part of the Deliverables, we grant you a perpetual, worldwide, non-exclusive, royalty-free licence to use, modify and have others maintain them as part of your solution. You may not resell them separately.
• Open-source and third-party components stay subject to their own licences, which we will point out on request.
• Your materials — content, data, brand assets — remain yours. You grant us a licence to use them only to perform the Contract.
• Portfolio. We may name you as a client and describe the project in general, non-confidential terms, including your logo, unless you tell us in writing that you’d rather we didn’t.

15Confidentiality

Each party keeps the other’s non-public business, technical and financial information confidential, uses it only to perform the Contract, and shares it only with people who need to know and are bound by equivalent obligations. This doesn’t apply to information that is or becomes public through no fault of the receiving party, was already lawfully known to it, was independently developed, or must be disclosed by law or a competent authority (after notifying the other party where legally allowed). These obligations last for the Contract and 3 years after it ends — and indefinitely for trade secrets and personal data.

16Data protection

• Each party complies with the GDPR, Moldovan Law No. 195/2024 and other data protection law that applies to it.
• When we process personal data on your behalf, our Data Processing Agreement forms part of the Contract and meets the requirements of Art. 28 GDPR. We can also sign it as a separate document.
• How we handle personal data as a controller — for example your contact people’s details — is explained in our Privacy Policy.

17Our commitments

• We perform the Services with the professional skill and care of an experienced provider, in line with the agreed scope.
• For the post-launch tuning period stated in your Quote (or 30 days after launch if none is stated), we fix defects in our work — cases where a Deliverable doesn’t work as agreed — at no charge.
• Except as stated in these Terms, and to the extent the law allows, we give no other guarantees — in particular that the Deliverables will operate without interruption, achieve particular business results, or remain compatible with future changes to Third-Party Services.

18Limitation of liability

• Nothing in these Terms limits liability for damage caused intentionally or through gross negligence, for death or personal injury, or any other liability that cannot be limited by law.
• Otherwise, neither party is liable for indirect or consequential loss, including loss of profit, revenue, business opportunity or goodwill.
• Our total liability arising from or in connection with a Contract, whether in contract, tort or otherwise, is limited to the fees you paid under that Contract in the 12 months before the event giving rise to the claim.
• We are not liable for loss caused by your materials or instructions, Third-Party Services, your changes to the Deliverables made without us, or your failure to review outputs or keep backups of your own data.
• These limits don’t affect the rights of data subjects under Art. 82 GDPR, or your statutory rights as a consumer.

19Support, tuning and retainers

• Each service includes the post-launch tuning period described in the Quote.
• Monthly retainers cover the support, monitoring and adjustments described in the Quote. Unused hours or requests don’t roll over unless agreed.
• Either party can end a retainer with 30 days’ written notice, effective at the end of the following billing month.

20Suspension and termination

• Either party can terminate a Contract with written notice if the other seriously breaches it and doesn’t remedy the breach within 15 days of being asked to, or if the other becomes insolvent or ceases business.
• You may end a project early at any time by written notice. You then pay for work performed up to that date, plus any non-cancellable Third-Party costs committed for you. The first instalment is not refundable once work has begun, except to the extent it exceeds the value of the work performed.
• We may suspend Services immediately if needed to prevent unlawful use, a security incident or serious harm, and we will tell you why.
• On termination we hand over the Deliverables you have paid for and return or delete personal data as set out in the Data Processing Agreement. Sections on payment, ownership, confidentiality, data protection and liability survive termination.

21Force majeure

Neither party is liable for failing to perform an obligation (other than paying money) because of events beyond its reasonable control that could not have been foreseen or avoided — such as natural disasters, war, epidemics, acts of authorities, large-scale internet or power outages, or major outages of Third-Party Services. The affected party informs the other promptly and resumes performance as soon as possible. If the event lasts more than 60 days, either party may terminate the affected Contract by written notice.

22If you are a consumer

If you buy our Services as an individual for purposes outside your trade, business or profession:

• You have the right to withdraw from a contract concluded at a distance within 14 days without giving a reason (Directive 2011/83/EU; in Romania, Government Emergency Ordinance No. 34/2014). To withdraw, send us a clear statement by email before the period ends.
• If you expressly ask us to start work during the withdrawal period, you pay for what was provided up to your withdrawal. Once the Service has been fully performed with your prior express consent and acknowledgement, the right of withdrawal no longer applies.
• You benefit from the legal guarantee of conformity for digital content and digital services (Directive (EU) 2019/770; in Romania, Government Emergency Ordinance No. 141/2021).
• The limitations in section 18 apply only as far as consumer protection law allows.
• You can contact the consumer protection authority — in Romania the National Authority for Consumer Protection (ANPC), in the Republic of Moldova the Agency for Consumer Protection and Market Surveillance — or the courts of your place of residence.

23Communication and notices

We communicate mainly by email. Notices under a Contract are valid when sent by email to the addresses the parties use for the project, or to hello@botbridge.org for us. Approvals and change requests confirmed by email count as “in writing”.

24Changes to these Terms

We may update these Terms, for example to reflect new services or changes in the law. The version in force when you accepted a Quote applies to that Contract. Retainers move to the new version from the next billing month after we notify you at least 30 days in advance; if you don’t agree, you can end the retainer before the change takes effect.

25Governing law and disputes

• These Terms and every Contract are governed by Romanian law, without regard to conflict-of-law rules.
• The parties will first try to settle any dispute amicably within 30 days of written notice of it.
• Failing that, disputes go to the competent courts in Romania. This doesn’t deprive a consumer of the protection of the mandatory rules and courts of their country of residence.

26General provisions

• Entire agreement. The Contract is the entire agreement between the parties about its subject and replaces earlier discussions.
• Severability. If a provision is found invalid, the rest remains in force, and the invalid provision is replaced by a valid one as close as possible to its purpose.
• No waiver. Not enforcing a right straight away doesn’t mean giving it up.
• Assignment. Neither party may transfer the Contract without the other’s written consent, except to a successor of its whole business. We may use qualified subcontractors, and we remain responsible for their work.
• Independent parties. Nothing creates a partnership, employment or agency relationship.
• Language. These Terms are available in English and Romanian. If the versions differ, the version in the language of your Contract prevails.