1. Agreement and business use
By creating an account or using AI Reply Solutions, you agree to these Terms of Service and our Privacy Policy. If you act for an organisation, you confirm that you have authority to accept these terms and connect its communication and calendar accounts. If you do not agree, do not use the service.
The service is designed for business and professional use. You must be at least 18 years old and legally able to enter into these terms.
2. Accounts and security
You must provide accurate information, verify that you control your login email, protect login and integration credentials, restrict access to authorised people, and promptly report suspected unauthorised activity. Workspace owners and administrators must invite only authorised staff, choose appropriate roles, remove access when it is no longer needed, and review assignments and internal notifications. You are responsible for workspace activity and for reviewing the business profile, services, opening hours, automation rules, and permissions configured in your account.
You must not share an account in a way that defeats security controls or attempt to access another workspace. Team-invitation links, password-recovery links, authenticator setup keys, and recovery codes are personal security credentials and must not be shared. If you enable authenticator protection, keep the recovery codes in a safe place separate from the device running the authenticator. Completing a password reset or changing multi-factor authentication may end older sessions. Changing a role or removing a person from a workspace may also end that person’s sessions. We may require reasonable verification before restoring access or acting on a sensitive account request.
3. The service
AI Reply Solutions provides tools for receiving and organising customer communications, maintaining a shared inbox and lead pipeline, producing automated or AI-assisted replies, checking availability, and creating appointments. Available channels and integrations are identified in the dashboard. A roadmap, research feature, or verification-dependent integration is not a promise that the feature is currently available.
Preview, beta, free, or evaluation features may be incomplete and may be changed or withdrawn. You are responsible for testing your configuration before allowing it to communicate with customers without review.
4. Acceptable use
You must not use the service to:
- send spam, unlawful marketing, deceptive messages, or communications without any required consent;
- harass, discriminate against, exploit, or harm another person;
- collect or process information without a lawful right and appropriate notice;
- make solely automated decisions with legal or similarly significant effects where prohibited;
- send malware, phishing content, or material that infringes privacy or intellectual-property rights;
- probe, disrupt, overload, reverse engineer, or bypass security, rate, or access controls; or
- use a channel in violation of its provider rules, carrier rules, or applicable law.
You are responsible for opt-in, opt-out, record-keeping, sector-specific, employment, consumer, and direct-marketing requirements that apply to your communications.
5. Your content and customer data
You retain ownership of content and data you submit or connect. You grant AI Reply Solutions the limited rights needed to host, copy, process, transmit, and display that information to operate, secure, and support the service. You confirm that you have the authority and legal basis required to provide the information and issue those processing instructions.
You should avoid placing unnecessary special-category, health, financial, government-identifier, child, or other highly sensitive information in automation instructions or customer conversations. You are responsible for responding to requests from your customers concerning information you control.
6. Gmail and Google Calendar connections
Google access is optional. By connecting a Google account, you instruct the service to use the permissions shown on Google’s authorization screen for the enabled features. These may include reading customer emails, sending replies or enabled reminders, checking calendar availability, and creating, updating, or deleting appointment events.
You must connect only an account that you own or are authorised to administer. You understand that relevant connected email content may be copied into the shared inbox and viewed by authorised workspace users. If you enable AI-assisted replies, you also request and consent to the transfer of the minimum relevant email content to the configured AI model provider for reply generation, as described in the Privacy Policy.
You remain responsible for replies and calendar actions sent or created on your behalf. You can disconnect Google in the dashboard or revoke access in your Google Account settings. Revocation can prevent email and appointment features from working and does not automatically erase conversation or appointment records already stored in the workspace.
Your use of Google services remains subject to Google’s terms. AI Reply Solutions’ handling of information received from Google APIs is described in the Google data section of our Privacy Policy.
7. Meta, WhatsApp, X, and supporting integrations
By connecting WhatsApp through Meta’s WhatsApp Business Platform, you instruct the service to receive customer messages and delivery-status events for the authorised business account and to send replies on its behalf when you enable that automation. You must connect only a Meta business account and phone number that you own or are authorised to administer. You are responsible for obtaining any required notices, consent, opt-in, and approvals; configuring your automations accurately; and complying with Meta’s applicable terms, policies, quality rules, and messaging restrictions.
The separately labelled WhatsApp Desktop connection is unofficial and uses a companion extension with your logged-in WhatsApp Web session. By pairing it, you confirm that you own or are authorised to operate the connected number and instruct the extension to read new one-to-one customer messages and deliver enabled replies. You accept that WhatsApp may change its website, interrupt the connection, or restrict an account using automation. You must keep appropriate human oversight, avoid bulk or unsolicited messaging, and disconnect the companion if you no longer accept that risk. We do not guarantee continuous compatibility or protection from third-party account action.
By connecting X, you instruct the service to receive Direct Messages and mentions for the authorised account and to send Direct Message or public mention replies on its behalf. Relevant content and account identifiers may be copied into the shared inbox and processed by enabled automation or AI features. You must connect only an X account that you own or are authorised to administer, and you remain responsible for messages and Posts sent on its behalf. You can disconnect X in the dashboard or revoke access in X’s connected-app settings.
The service also depends on hosting, database, Meta, Google, AI-model, and any other communication-channel services you choose to enable. Those services may impose their own terms, usage limits, charges, verification requirements, and acceptable-use rules. We do not control and are not responsible for their policy decisions, service changes, account restrictions, or outages.
You must not provide a third-party credential or connect an account unless you are authorised to do so. Disconnecting an integration may stop future synchronization but may not remove records already processed into the workspace.
8. AI and automated replies
AI-generated and rule-based replies can be incomplete, delayed, inappropriate, or incorrect. You are responsible for the instructions, facts, tone, workflows, and level of automation you configure and for maintaining appropriate human supervision. You must review AI use carefully for regulated, medical, legal, financial, safety-critical, employment, eligibility, or other high-impact contexts.
The service does not guarantee that an AI reply will satisfy a customer, identify every booking request, or avoid every factual or linguistic error. AI Reply Solutions is not a substitute for professional advice or your organisation’s judgment.
9. Appointments and calendar actions
Availability and booking features depend on the hours, duration, buffer, timezone, services, existing appointments, and connected-calendar information you configure. You must verify those settings and monitor bookings. Network delays, external calendar changes, stale permissions, or incorrect configuration can produce conflicts or missed events.
Appointment reminders are optional and may be delayed, fail, or arrive in a spam folder. You are responsible for enabling them only where you have an appropriate legal basis, keeping the message accurate, monitoring delivery status, and providing another way for customers to manage a booking.
You remain responsible for fulfilling, rescheduling, cancelling, and communicating about appointments. Unless expressly agreed otherwise, AI Reply Solutions is not a party to the transaction between you and your customer.
10. Fees
If paid plans are introduced or selected, the applicable price, billing period, taxes, renewal, cancellation, and material limits will be presented before purchase or in an order. Charges from Google, an AI provider, a connected channel, a telecommunications carrier, or another service are separate unless expressly included.
11. Service ownership and feedback
AI Reply Solutions and its licensors retain rights in the service, software, design, branding, and documentation, excluding your content. These terms give you a limited, non-exclusive, non-transferable right to use the service while your account remains authorised. If you provide feedback, we may use it without obligation to you, provided we do not identify you publicly without permission.
12. Availability and disclaimers
We aim to operate a reliable service but do not guarantee uninterrupted, secure, or error-free availability, delivery of every message, or continuous access to an external integration. Maintenance, abuse prevention, provider incidents, and events outside reasonable control may affect operation.
To the maximum extent permitted by law, the service is provided “as is” and “as available,” without implied warranties beyond rights that cannot legally be excluded. Nothing in these terms limits mandatory rights that apply to you.
13. Limitation of liability
To the maximum extent permitted by law, AI Reply Solutions will not be liable for indirect, incidental, special, consequential, exemplary, or punitive losses, or for lost profits, revenue, data, goodwill, or business opportunities arising from the service, an automated communication, a missed message, an appointment conflict, or an external provider. Nothing excludes liability that cannot legally be excluded.
14. Suspension, disconnection, and termination
You may stop using the service and disconnect integrations at any time. We may limit or suspend access when reasonably necessary to protect users or the service, respond to unlawful or abusive activity, comply with law or provider requirements, prevent harm, or address a serious breach. Where practical, we will provide notice and an opportunity to remedy the issue.
On termination, your right to use the service ends. Provisions concerning ownership, responsibility, disclaimers, liability, and provisions that by their nature should survive will continue to apply. Data handling after termination is described in the Privacy Policy.
15. User data deletion
Workspace owners can permanently delete their workspace from Account Security in the dashboard. A person whose information was received through a Meta product can follow the public User Data Deletion Instructions. We verify the request before acting and may require information needed to identify the relevant records. Where AI Reply Solutions processes customer information for a business using the service, that business normally controls the customer relationship; contacting that business first is usually the fastest way to have its workspace records removed or corrected.
16. Changes to these terms
We may update these terms as the service or legal requirements change. Material changes will be communicated through reasonable means where required. The date above identifies the current version. Continued use after updated terms take effect constitutes acceptance to the extent permitted by law.
17. Contact
Questions about these terms can be sent to aireplysolutions@gmail.com or through our contact form.