Terms of service, billing & refund policy

1. The service

LeadBot by AG4 Marketing ("the service") is a hosted software subscription that answers your customers on WhatsApp, Instagram, Facebook Messenger and email using an AI sales agent, and gives you a CRM to manage the resulting leads. You use it through your own WhatsApp Business / Meta accounts; we do not own or operate those channels. The AI generates replies automatically — you are responsible for reviewing what it says on your behalf, for the accuracy of the prices, products and rules you give it, and for taking over any conversation that needs a human.

2. Accounts and eligibility

You must be at least 18 and using the service for a business. One account belongs to one business ("company") and can have the division or brand and the team logins its plan includes (Basic: 1 division and 4 team logins — a manager and 3 sales staff; Business: 1 division and 6 team logins; the owner login is not counted). Keep your password confidential; anything done under your login is your responsibility. We may refuse or close accounts used for spam, unsolicited bulk messaging that violates Meta's policies, illegal goods, harassment or anything that puts our platform or other customers at risk.

3. Free trial

New accounts get a 7-day free trial. A valid card is saved with Stripe when the trial starts; nothing is charged until the trial ends, and we email you two days before it ends with the first charge. If you cancel before the trial ends, the subscription is cancelled with the payment provider at once and you are not charged; the AI keeps working until the trial ends. If you do not cancel, the first charge (the first monthly fee plus the one-time onboarding fee, plus tax) is collected automatically on day 8 and the subscription continues month to month. You may instead choose to start without the trial: the first monthly fee and the one-time onboarding fee are then charged when you subscribe. Each business gets one free trial: once a card or mandate has been authorised for a trial, even one you cancelled, a new subscription starts without a trial.

4. Fees and billing

• Price. Basic: AED 499 / month. Business: AED 899 / month. Charged monthly in advance in AED through Stripe; the billing currency is set by the country chosen at signup. VAT is added and shown on your invoice. We email you three days before each monthly charge with the amount.
• Changing plan. The account owner or a manager can change plan from the account page. A plan change takes effect at once; the difference for the rest of the billing month is added to your next invoice, and a move to a smaller plan gives a credit on it.
• Social media retainers. Retainers (Basic, Advance, Advance+) are monthly services paid in advance: by card (Stripe), renewed automatically every month, with an email three days before each charge, or by cash / bank transfer confirmed by our office. The first payment is the first cycle plus the one-time onboarding fee; onboarding and content work begin only once that payment is received. A retainer paid by payment link or by cash / bank transfer shows Renewal due, and its work stops until it is renewed, if a cycle is not paid within 3 days of its end. You may pause or stop the retainer from your account page: pausing halts content and charges until you resume, and paused days are not added back; stopping ends the service at the end of the paid cycle, and the card subscription is ended at once so nothing more is charged. A stopped card retainer cannot be restarted online: to continue after its end date, renew it from that date. After a failed card payment, stopping ends the retainer at once. A card retainer cannot be paused while a payment is in progress. Cycles already paid are not refunded. Ad budgets are paid by you directly to Meta and are never part of the retainer.
• Cash / bank payments. Where you choose to pay by cash or bank transfer, nothing starts — no trial, no onboarding, no service — until our office confirms receipt; each further month is likewise confirmed on receipt, and the service pauses if a month is not paid within 5 days of the cycle end (3 days for a social media retainer).
• Onboarding fee. A one-time onboarding fee of AED 1,000, plus applicable tax, applies to every new LeadBot subscription and to every social media retainer. For subscriptions it is added to the first invoice — after the free trial, or at signup if you choose to start without the trial; it is not charged if you cancel during the trial, and it is not refundable once charged. It covers connecting your channels, setting up your catalog, documents and rules with you, and your first review session. Coming back: your login and account stay with us after you pause or stop, so you can return at any time without registering again; a returning customer whose onboarding fee has already been charged pays no onboarding fee again; if it was never charged (for example after cancelling during the free trial), it is part of the first charge of the new subscription. Nobody gets a second free trial. One account per business: each e-mail address and each mobile number can be registered once.
• What is included and the limits. Each plan includes a monthly number of leads and a monthly cap on AI replies: Basic 100 leads / 2,000 AI replies; Business 400 leads / 8,000 AI replies. A lead is one customer the AI replies to in a calendar month, counted once across all your channels; an AI reply is each message the AI sends (voice-note and image answers count as replies; messages your team types do not). When either limit is reached the AI stops replying for the rest of the month, your team is alerted, incoming messages are still recorded and your team can reply by hand from the dashboard. Add-on packs (AED 99 → 25 leads, AED 149 → 50 leads) restore the service at once, are valid only for the calendar month in which they are bought, and are non-refundable. Unused leads, replies and add-ons do not carry over. Basic includes 1 division and 4 team logins; Business 1 division and 6 team logins.
• AI-written replies for your team. Your team can ask the assistant to draft a reply to a customer and ask for changes. The first 5 redrafts per customer per day are included; each further redraft that day costs AED 10 plus tax, shown before you confirm and added to your next invoice (or collected with your next cash / bank payment). Editing the text yourself is always free.
• Third-party charges. WhatsApp's per-conversation fees are billed by Meta directly to your Meta business account, not by us. Payment-gateway charges on your own customers' booking advances are between you and Razorpay.
• Failed payments. If a charge fails, including the first charge after the free trial, we email you and the payment provider retries. The service keeps running for 5 days from the date the charge was due; after that the AI agent is paused (your data and dashboard remain accessible) until a payment succeeds, which switches it back on.
• Price changes. We will give at least 30 days' notice by email before any price change; it applies from your next billing cycle after that notice.

5. Cancellation

Only the account owner can cancel, from the account page, or by emailing ag4@theautomationgallery.com from the registered address. While a paid month is running, cancellation takes effect at the end of the period you have already paid for: the AI keeps working until then and no further charges are made, and until that date you can undo it from the account page (Keep my subscription). If you cancel during the free trial, the subscription is cancelled with the payment provider at once and you are not charged; the AI keeps working until the trial ends. If a payment is overdue, the subscription is cancelled with the payment provider at once, so nothing more is charged; the AI stops at once too, unless a free trial, a paid period or extra time from our team is still running, and then it keeps working until that ends. If the subscription is paused or suspended, cancelling takes effect at once. There is no minimum term, notice period or cancellation fee.

Where the payment provider supports it, the account owner or a manager can pause an active subscription from the account page (not during the free trial, and not while a payment is outstanding): the AI stops at once and nothing is charged until you resume; days already paid for are not added back. If a charge is ever taken while your subscription is paused, after you cancelled, or after we stopped it, we refund it in full.

6. Refund policy

• Monthly fees are non-refundable. Because the service is billed in advance and available immediately, we do not refund the current month when you cancel part-way through it, and we do not give pro-rata refunds for unused days or unused AI conversations.
• We do refund (a) a charge made in error, for example a duplicate charge, a charge after you cancelled or while your subscription was paused or stopped, or a first charge whose debit had already started when you cancelled the trial; (b) a full month's fee if the service was unavailable, through our fault, for more than 72 consecutive hours in that billing period; and (c) any charge where required by applicable law.
• How to claim. Email ag4@theautomationgallery.com within 14 days of the charge with your registered email and the payment reference from your invoice (Stripe or Razorpay). Approved refunds are returned to the original payment method within 5–10 working days (bank timelines vary).
• Top-ups and any booking advances your customers pay to you are outside this policy.

7. Your data

Your leads, conversations, catalog and uploaded files remain your property and are used only to run the service for you. You can export leads at any time from the dashboard. Conversation text is sent to our AI model provider (Anthropic) to generate replies and is not used to train their models. Message content is stored on servers hosted by our cloud provider; we use industry-standard encryption in transit and access controls. Your data stays with us while your account is active and after you pause or cancel, so you can come back without setting up again; nothing is deleted automatically. Ask us at ag4@theautomationgallery.com and we delete your leads, conversations and files within 30 days of the request. Invoices and payment records are kept for as long as tax and company law require. You are responsible for obtaining any consent your customers' messages require under the laws that apply to you, and for complying with WhatsApp's and Meta's business messaging policies.

8. Acceptable use

You may not use the service to send unsolicited bulk messages, to impersonate others, to sell products that are illegal in your market, or in a way that causes your WhatsApp/Meta accounts to be restricted. We may suspend an account immediately to protect the platform and will tell you why.

9. Availability, support and liability

We aim for 24×7 availability but the service is provided "as is" and depends on third parties (Meta, Stripe, Razorpay, our AI and hosting providers). Support is by email at ag4@theautomationgallery.com on Indian and UAE working days. Our total liability to you for any claim arising from the service is limited to the fees you paid in the three months before the claim. We are not liable for lost sales, lost profits, or for what the AI says to your customers once you have gone live — you can review, correct and take over any conversation from the dashboard.

10. Changes and governing law

We may update these terms; material changes are emailed to the account owner at least 15 days before they apply. Continued use after that date means you accept them. Subscriptions contracted with Automation Gallery Limited are governed by the laws of the United Arab Emirates as applied in the Emirate of Abu Dhabi, and the courts of Abu Dhabi have jurisdiction. We will first try to resolve any dispute with you directly within 30 days.