Terms of Service

1. Who we are and acceptance of these terms

BillyBot ("BillyBot", "we", "us") is an AI assistant and business management platform for flooring and trades businesses, operated by BillyBot Ltd (company no. 16954137), registered office Unit 14 Bartlett Court, Sea King Road, Lynx Trading Estate, Yeovil, BA20 2NZ. By creating an account or using BillyBot you agree to these Terms of Service and to our Privacy Policy.

You must be 18 or over and using BillyBot for business or trade purposes. BillyBot is a business-to-business service and is not intended for consumers.

2. The service

BillyBot provides an AI assistant and related tools including: quoting and invoicing, email management, job and lead management, scheduling and diary, document generation (job sheets, purchase orders, risk assessments and method statements), floor plans and material calculations, stock management, team features, and integrations with third-party services such as email providers, accounting systems and payment processors.

We may add, change or remove features over time. Some features depend on third-party services and on the configuration and data you provide.

3. Your account and team

You must provide accurate details and keep your login credentials secure. You are responsible for all activity under your account.

If you add team members, you are responsible for their use of BillyBot, for the accuracy of the seat and role information you set, and for the fees associated with their seats. Team members can access shared business data according to the roles you assign.

4. Free trial, subscriptions and billing

New accounts may receive a free trial without a payment card. When the trial ends you must take out a paid subscription to continue using the service.

Subscriptions are priced per seat, with optional paid add-ons (for example, additional connected email inboxes). Current fees, billing cycles and add-on prices are shown at checkout and in your account settings. By subscribing you authorise recurring charges via our payment processor, Stripe, until you cancel. We may change prices with reasonable advance notice; changes take effect from your next billing cycle.

You can cancel at any time from your account settings and will keep access until the end of the paid period. Unless required by law, fees already paid are non-refundable and we do not provide pro-rata refunds for part periods.

5. Connected services and acting on your behalf

BillyBot can connect to third-party services at your request, including Google (Gmail and Google Calendar), Microsoft (Outlook and Microsoft Calendar), accounting systems (Xero, Sage, QuickBooks), Stripe (including Stripe Connect for taking customer payments), and social media accounts. Your use of those services remains subject to their own terms.

When you connect a mailbox, you authorise BillyBot to read, process, classify and store email from that mailbox, and to prepare drafts and — with your approval, or automatically where you have switched on automatic sending — send email on your behalf. When you connect a calendar, you authorise BillyBot to read and create calendar events as configured. You can disconnect any connected service at any time from your account settings.

BillyBot never pushes quotes or invoices into your accounting system without an explicit confirmation from you or your team.

6. AI-generated content

BillyBot uses artificial intelligence to generate content such as quotes, prices, emails, documents, schedules and answers. AI outputs can contain errors or omissions. We do not guarantee the accuracy, completeness or suitability of any AI-generated content.

You must review and verify AI-generated content before relying on it or sending it to customers, suppliers or anyone else. BillyBot is an assistive tool; you hold final responsibility for all outputs and for any decisions made using the service.

7. Quotes, invoices and tax

Pricing, VAT, CIS (Construction Industry Scheme) and reverse-charge calculations produced by BillyBot are assistive computations based on the rates and settings you configure. They are not accounting, tax or legal advice. You are responsible for verifying every quote and invoice before issuing it and for your own compliance with HMRC and other legal obligations.

8. Health and safety documents

BillyBot can generate draft health and safety documents, including risk assessments, method statements (RAMS) and COSHH-related material. These are drafts prepared from the information you provide, to save you time. They are not professional health and safety advice.

You must have every generated health and safety document reviewed, amended where needed and approved by a competent person before use. All duties you hold under health and safety law remain yours and are not transferred to or shared with BillyBot.

9. Your data and your customers

You confirm you have the right to provide the data you submit to BillyBot, including your customers' contact details and correspondence. For your customers' personal data, you are the data controller and we process it on your behalf to provide the service, as described in our Privacy Policy.

You are responsible for using BillyBot's communication features lawfully, including compliance with data protection and electronic marketing rules when contacting customers and prospects.

10. Payments from your customers

If you enable customer payments via Stripe Connect, payments flow between your customers and your own Stripe account. BillyBot is not a party to those transactions and is not responsible for disputes, refunds or chargebacks between you and your customers. Stripe's terms apply to your Stripe account.

11. Acceptable use

You agree not to misuse the service, including by: attempting to access other users' data; reverse-engineering the platform; sending spam or unlawful messages; using BillyBot to infringe others' rights; reselling or sharing access beyond your business; or attempting to disrupt or gain unauthorised access to the platform.

12. Your content and intellectual property

Your business data — customers, jobs, quotes, emails, documents, plans and settings — remains yours. You grant us a licence to host and process it solely to provide and support the service.

The BillyBot platform, software and branding are owned by us or our licensors. If you give us feedback or suggestions, we may use them without obligation to you.

13. Service availability

The service is provided on an "as is" and "as available" basis. We work to keep BillyBot reliable but do not guarantee uninterrupted availability. Features that depend on third parties (email providers, accounting systems, AI providers, payment processors) may be affected by those services' availability. We may suspend the service where necessary for maintenance or security.

14. Suspension, termination and account deletion

We may suspend or terminate your access if you materially breach these terms or misuse the service. Payment obligations accrued before termination remain due.

You can close your account at any time from within the product. Account closure starts a 30-day grace period during which you can change your mind; after the grace period your account and its data are permanently deleted as described in our Privacy Policy.

15. Liability

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under the law of England and Wales.

Subject to that: we are not liable for indirect or consequential loss, loss of profits, loss of business, loss of data, or reputational damage, including loss arising from inaccurate AI outputs, quotes, documents or automations, or from actions taken by the service on your instructions or configuration.

Subject to the paragraphs above, our total aggregate liability to you arising out of or in connection with the service in any 12-month period is limited to the fees you paid to us in that period.

16. Indemnity

You will indemnify us against claims by third parties (including your customers and team members) arising from the content you submit, communications sent at your instruction or under settings you enabled, your breach of these terms, or your breach of applicable law.

17. Changes to these terms

We may update these terms from time to time. The "Last updated" date above shows the current version. For material changes we will give notice in the app or by email before they take effect. Continued use of the service after changes take effect constitutes acceptance.

18. General

These terms are the entire agreement between you and us regarding the service. If any provision is found unenforceable, the rest remain in effect. A failure to enforce a right is not a waiver of it. You may not assign these terms without our consent; we may assign them as part of a business transfer.

19. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them or the service.

20. Contact

Questions about these terms: info@billybot.ai. BillyBot Ltd, Unit 14 Bartlett Court, Sea King Road, Lynx Trading Estate, Yeovil, BA20 2NZ.