Terms of Service for Be AI Assist

Be AI Assist is operated by Be AI Assist Ltd, a company registered in England and Wales (Company Number: 16691950). Our registered office is 24 Holborn Viaduct, London, EC1A 2BN.

You can contact us by email at cs@beaiassist.com

These Terms are for business customers only and are not written for consumer use.

These Terms of Service (the “Terms”) apply to your use of our missed-call recovery, booking, AI reception, communication, reporting, and related support services (the “Services”).

If you sign an order form, proposal, quote, or other commercial document with us (an “Order Form”), that document and these Terms together form the agreement between you and us (the “Agreement”).

If there is a conflict between these Terms and an Order Form, the Order Form takes priority for that specific point.

• “We”, “Us”, “Our” means Be AI Assist Ltd.
• “You”, “Your” means the business named on the Order Form or the business using the Services.
• “Services” means the services we provide, including Missed Call Rescue, Lead Capture & Booking, AI Reception Upgrade, and any agreed related work.
• “Subscription Fees” means the fixed recurring monthly fees for your package.
• “Usage Fees” means any variable fees for usage, third-party charges, or add-ons where your Order Form says they apply.
• “Setup Fee” means the one-off onboarding, configuration, and implementation fee where applicable.
• “Start Date” means the date we first make the Services available to you or the date stated on your Order Form.

Unless your Order Form says otherwise, our standard commercial structure is:

• an initial 3-month minimum term from the Start Date, and
• after that, a monthly rolling term until cancelled under these Terms.

We may offer different package names and service levels, including:

• Missed Call Rescue
• Lead Capture & Booking
• AI Reception Upgrade

The package you buy, and what is included in it, is set out in your Order Form, proposal, or accepted quote.

After the minimum term, either party may end the Services by giving at least 30 days’ written notice.

You may upgrade your package or add additional service features by agreement with us. Any change to fees, included scope, or term will be confirmed in writing.

Your Subscription Fees are shown on your Order Form, proposal, or accepted quote.

Unless stated otherwise, pricing is based on a fixed monthly subscription for the agreed service level.

If your Order Form says that usage charges, message charges, telephony costs, third-party fees, or add-ons apply, those amounts are charged in addition to the fixed monthly subscription.

If your Order Form does not mention usage-based charging, your service is treated as fixed-price for the agreed scope only.

Where a Setup Fee applies, it covers onboarding, call flow design, message logic, booking setup, emergency routing, testing, and launch preparation.

• The Setup Fee is usually invoiced at the start of the project unless agreed otherwise.
• The Setup Fee is non-refundable once setup work has started, except where we materially breach the Agreement and fail to fix that breach within a reasonable time.

We may change fees from time to time by giving at least 30 days’ written notice. Any change will apply from your next billing cycle or renewal point unless agreed otherwise.

• Subscription Fees are usually invoiced monthly in advance unless agreed otherwise.
• Usage Fees, add-ons, or third-party charges are usually invoiced monthly in arrears unless agreed otherwise.
• All amounts are exclusive of VAT unless stated otherwise.

Unless your invoice or Order Form states a different period, invoices are due within 14 days of the invoice date.

If an invoice is not paid by the due date, we may charge:

• interest on the overdue amount at 8% per annum above the Bank of England base rate, calculated on a daily basis; and
• fixed compensation on overdue invoices of:
  • £40 for debts under £1,000,
  • £70 for debts from £1,000 to £9,999.99,
  • £100 for debts of £10,000 or more.

If an invoice remains unpaid for more than 14 days after the due date, we may suspend some or all of the Services until payment is brought up to date.

If you expect a delay, contact us early. We would rather deal with that openly than have your service disrupted.

You may cancel the Services by giving at least 30 days’ written notice, provided your initial minimum term has ended.

• Setup Fees are generally non-refundable once work has started.
• Monthly Subscription Fees are generally non-refundable for the current billing period once invoiced.
• If you have prepaid for a future period and we materially breach the Agreement and fail to remedy that breach within a reasonable time, we may refund the unused prepaid part on a pro-rata basis.

We may suspend or terminate the Services immediately if:

• you do not pay fees due under the Agreement,
• you materially breach the Agreement,
• you use the Services unlawfully or in a way that creates unacceptable risk,
• you provide misleading, dangerous, or inaccurate operating instructions that materially affect the service.

The Services are designed to help you recover missed calls, capture leads, schedule callbacks or bookings, answer simple questions, and escalate urgent enquiries.

• The Services are not emergency services.
• The Services are not a substitute for 999, 111, the gas emergency line, or other formal emergency response services.
• The Services do not guarantee that every enquiry will convert into a paying customer.
• The Services do not provide legal, medical, insurance, or regulated financial advice.

Where booking or estimate flows are part of the service, they are based on the rules, ranges, and operating logic agreed with you. You remain responsible for final service delivery, final quoting where required, and honouring confirmed bookings created under your approved rules.

You are responsible for giving us accurate and up-to-date information about your:

• services,
• service areas,
• booking rules,
• pricing or guide-price ranges,
• callback times,
• emergency definitions,
• escalation contacts.

You are responsible for making sure any urgent or emergency-routing rules reflect how your business should safely operate. You should notify us promptly if those rules change.

You must not use the Services for unlawful, misleading, abusive, or fraudulent purposes.

In most cases, you are the data controller for your customers’ and callers’ information, and we act as your data processor when handling that information on your behalf.

Calls, transcripts, messages, notes, and logs may be stored where that is part of the agreed service.

If call recording is used, you are responsible for ensuring you are comfortable with the legal and operational basis for that in your business, and we are responsible for implementing the agreed recording behaviour in the service flow.

Further detail about how personal data is handled may be covered in our Privacy Policy, Data Processing Addendum, or any client-specific data terms agreed with you.

When you submit an enquiry through our website or book a demo, you confirm that the information you provide is accurate to the best of your knowledge and that you are acting for a business.

Sending an enquiry or booking a demo does not by itself create a paid service contract. A paid service contract is formed only when we agree terms with you and start providing the agreed Services.

If you tick a box on one of our forms confirming that you accept our Terms of Service, that means you confirm you have read them and understand that any later purchase will be governed by them unless an Order Form says otherwise.

We retain ownership of our systems, workflows, scripts, templates, prompts, internal methods, automations, and service delivery materials unless explicitly agreed otherwise in writing.

You retain ownership of your branding, business information, customer data, service descriptions, and materials you provide to us.

Nothing in these Terms excludes liability that cannot legally be excluded, including liability for fraud or fraudulent misrepresentation.

Subject to the paragraph above, we are not liable for indirect, incidental, consequential, or special losses, including lost profit, lost opportunity, or reputational loss.

Subject to applicable law, our total liability arising out of or in connection with the Services will not exceed the total fees paid by you to us in the 12 months before the event giving rise to the claim.

We may update these Terms from time to time. The version published on our site is the current version unless a signed Order Form says otherwise.

You may not assign or transfer your rights under these Terms without our written permission. We may assign or transfer our rights as part of a legitimate business reorganisation, sale, or restructuring.

These Terms and any dispute arising under them are governed by the laws of England and Wales, and the courts of England and Wales will have exclusive jurisdiction unless mandatory law requires otherwise.

This page is drafted as a commercial website terms page and should be legally reviewed before publication or use as your final contractual document.