Terms and Conditions

• FlowBotic / Provider — FlowBotic S.R.L., CUI 54392574, headquartered in Oradea, Bihor, Romania
• Client — the legal entity or authorized individual purchasing FlowBotic services
• Service — the WhatsApp automation software solution (AI receptionist) provided by FlowBotic
• End User — the Client's final customer (e.g., a patient at a medical clinic) who interacts with the bot
• Subscription — the recurring monthly payment for access to the Service
• Platform — FlowBotic's technical infrastructure (servers, software, integrations)

FlowBotic provides an AI receptionist on WhatsApp service that automates appointments, frequently asked question responses, and communication with the Client's end users.

The Service includes:

• Configuration and deployment of the customized WhatsApp bot
• Integration with Google Calendar for appointment management
• Basic CRM system via Google Sheets
• Automatic reminders (24h and 2h before appointments)
• Monthly technical support and activity report
• Platform updates and maintenance

The Service does not include medical, dental, or other professional consultations. FlowBotic is exclusively an automated communication platform.

The contract between FlowBotic and the Client is considered concluded by:

• Signing the service agreement, or
• Written confirmation (email) of the order and payment of the first invoice

By accepting these Terms, the Client confirms they have legal authority to represent their entity and that the information provided is correct and complete.

Current subscription prices are:

• The setup fee is paid once, upon signing the contract
• Billing is monthly, in advance, based on invoices issued by FlowBotic
• Payment is made by bank transfer within 5 business days of invoice issuance
• FlowBotic is not a VAT payer — prices are final
• Prices may be changed with 30 days advance notice

Late payment exceeding 15 calendar days may result in temporary suspension of the Service.

• Provide accurate and complete information during the onboarding process
• Maintain confidentiality of access credentials
• Use the Service exclusively for legal purposes compliant with Romanian law
• Comply with WhatsApp Business Policy and WhatsApp Commerce Policy
• Inform end users that they are interacting with an automated system
• Not use the bot for sending spam, unsolicited messages, or illegal content
• Notify FlowBotic within 48 hours of any identified technical issue
• Pay invoices within the agreed timeframe

• Provide the Service in accordance with agreed specifications
• Ensure platform availability per the SLA (section 7)
• Respond to support requests within the agreed timeframes
• Notify the Client at least 48 hours before planned interruptions
• Maintain confidentiality of the Client's data and end users' data
• Issue a monthly invoice within the first 5 days of the month for the current month
• Provide a monthly activity report (number of appointments, bot statistics)

FlowBotic commits to ensuring a service availability of 99% monthly, excluding:

• Planned interruptions notified in advance
• Interruptions caused by third parties (Meta/WhatsApp, Google, hosting providers)
• Force majeure events

Technical support available via WhatsApp/email on business days, 09:00 – 18:00. Response time: maximum 4 business hours.

All intellectual property rights over the FlowBotic platform, source code, algorithms, and systems belong exclusively to FlowBotic S.R.L.

The Client receives a non-exclusive license to use the Service, strictly for internal use, for the duration of the contract.

Content provided by the Client (texts, clinic information, schedule, etc.) remains the Client's property. FlowBotic uses it exclusively for configuring and operating the bot.

Reproduction, distribution, sale, or sublicensing of the FlowBotic Service without prior written consent is prohibited.

FlowBotic is not liable for:

• Indirect losses, loss of profit, or loss of opportunity incurred by the Client
• Interruptions caused by Meta/WhatsApp, Google, or other third-party providers
• Content generated incorrectly by the AI system in unforeseen situations
• Inappropriate use of the Service by the Client or end users
• Medical or other professional decisions made based on information provided by the bot

FlowBotic's total liability to the Client shall not exceed the monthly subscription value for the period in which the event occurred.

Termination by the Client:

• The Client may terminate the contract with 30 days written notice
• The subscription paid for the current month is non-refundable
• Upon termination, FlowBotic will export and deliver the Client's CRM data (Google Sheets)

Termination by FlowBotic:

• FlowBotic may immediately terminate the contract in cases of illegal or fraudulent use
• In cases of persistent non-payment (over 30 days), with 7 days prior notice
• In other situations, with 30 days notice

Upon contract termination, access to the Service is deactivated and the Client's data is retained for 30 days, then permanently deleted.

Processing of personal data is carried out in accordance with FlowBotic's Privacy Policy and under a Data Processing Agreement (DPA) signed between FlowBotic (processor) and the Client (controller).

The Client is responsible for:

• Informing end users that they are interacting with an automated system
• Obtaining necessary consent from end users where applicable
• Respecting GDPR rights of end users

FlowBotic reserves the right to amend these Terms and Conditions. Changes will be communicated to the Client at least 30 days before taking effect, via email.

Continued use of the Service after the effective date of changes constitutes the Client's acceptance.

If the Client does not accept the changes, they may terminate the contract without penalty during the 30-day notice period.

This contract is governed by Romanian law.

Any dispute shall be resolved first amicably, within 30 days of written notification of the issue.

If amicable resolution is not possible, the dispute shall be submitted to the jurisdiction of the competent courts in Oradea, Romania.