Terms & Conditions

1. Acceptance of Terms

By registering, accessing, or using the AIBot24 Enterprise platform and its derivative services, developed and operated by WORKFLOW SAS (hereinafter, the "Company"), you (the "User" or "Customer") fully and unreservedly accept these Terms and Conditions.

If you do not agree with any of the terms set forth herein, you must refrain from using the service. Continued use of the platform following the publication of modifications constitutes acceptance of such changes.

2. Provider Legal Information

3. Service Description (AIBot24 Enterprise)

WORKFLOW SAS provides a comprehensive SaaS (Software as a Service) platform called AIBot24 Enterprise, designed to automate customer service, manage commercial relationships, and analyze conversations through Artificial Intelligence technology.

The platform integrates with the Bitrix24 ecosystem (CRM, messaging, calendar, commerce, and storage) and operates through the following components:

• AI Chat Engine: A conversational virtual assistant that responds to queries in real time through the Bitrix24 messenger, processing text messages and audio.
• CRM Integration: Automatic creation, updating, and management of leads, contacts, and deals within Bitrix24.
• Knowledge Base (RAG): Document indexing (PDF, Excel) and websites to provide context-aware responses.
• Conversation Intelligence: Automated analysis of patterns, topics, recommendations, and operational performance metrics.
• Calendar Management: Connection with Bitrix24, Google Calendar, and Microsoft Outlook for availability checks and appointment scheduling.
• Commerce & Documents: Product search, order management, and access to Bitrix Drive files.
• Human Agent Handoff: Intelligent escalation of conversations when the assistant cannot resolve a query.

4. Plans, Services & Features

Available features may vary according to each client's Bitrix24 integration configuration. WORKFLOW SAS reserves the right to update, modify, or add features with prior notice to users.

5. Accounts & User Responsibility

To access the services, the User must create an account providing truthful and up-to-date information. The User is responsible for:

• Maintaining the confidentiality of their access credentials (API tokens, usernames, and passwords).
• All activity performed through their account shall be presumed to be carried out by the account holder.
• Immediately notifying WORKFLOW SAS of any unauthorized use of their account.
• Correctly configuring the integration with their Bitrix24 portal, including required access permissions and webhooks.

6. Fees, Billing & Payment Processing

7. Acceptable Use Policy & Prohibitions

It is strictly prohibited to use the WORKFLOW SAS platform to:

• Carry out fraudulent activities, scams, harassment, threats, or any illegal conduct under local and international law.
• Send unsolicited mass messages (spam) or maliciously impersonate identities.
• Attempt to exploit, decompile, reverse-engineer, or disrupt the platform infrastructure or integrated providers.
• Collect personal data from third parties without required consent.
• Compete directly with WORKFLOW SAS or create derivative products or services.
• Share access credentials with unauthorized third parties.
• Exceed reasonable usage limits or tamper with the unit measurement system.

WORKFLOW SAS reserves the right to immediately suspend or terminate access for any user violating this policy, with no refund for the unused period.

8. Intellectual Property

All intellectual property rights over the source code, web platform, software architectures, artificial intelligence models, trademarks, logos, workflows, and interfaces belong exclusively to WORKFLOW SAS.

The subscription grants only a limited, revocable, non-exclusive, and non-transferable license for use during the contract term. Reproduction, distribution, or modification of any platform component without express written authorization is prohibited.

Content generated by the User (uploaded documents, configurations, conversation flows) remains the property of the User. WORKFLOW SAS will only use such content for the contracted service.

9. Limitation of Liability & Warranties

WORKFLOW SAS is not liable for:

• Service interruptions caused by third-party provider failures (Bitrix24, AI providers, cloud infrastructure).
• Unplanned outages or maintenance of language model providers or external services.
• Data loss resulting from incorrect User configurations.
• Indirect damages, loss of profits, or lost revenue.
• Force majeure events, including natural disasters, governmental actions, or widespread cyberattacks.

The service is provided "as is" and "as available." No specific results from AI usage are guaranteed, including the accuracy of responses generated by the virtual assistant.

WORKFLOW SAS's maximum liability shall not exceed the total amount paid by the User during the twelve (12) months preceding the event giving rise to the claim.

10. Cancellation, Termination & Refund Policy

Cancellation by the User

The User may request account cancellation at any time by contacting info@weareworkflow.com. Cancellation will take effect at the end of the current billing period.

Cancellation by the Company

WORKFLOW SAS reserves the right to immediately suspend or terminate access if the User:

• Violates the Acceptable Use Policy.
• Fails to make timely payment for subscriptions.
• Poses a security risk to the platform.

Right of Withdrawal

Under Colombian Consumer Protection Law (Statute No. 1480 of 2011), individual natural-person Users have the right to withdraw from the contract within five (5) business days from the date of purchase, provided they have not made effective use of the platform.

Refunds

Partial refunds for early cancellation are not available, except where required by applicable law. The User will retain access to contracted services until the end of the paid period.

11. Data Protection

The processing of personal data is governed by our Privacy Policy, which forms an integral part of these Terms.

In compliance with Colombian Law 1581 of 2012, Decree 1377 of 2013, and the EU General Data Protection Regulation (GDPR), WORKFLOW SAS commits to:

• Processing data in accordance with the purposes communicated to the data subject.
• Implementing technical and organizational security measures to protect information.
• Allowing data subjects to exercise their rights of access, rectification, erasure, and objection.
• Not transferring personal data to third parties without the data subject's authorization, except where legally required.

12. Cookie Policy

The platform uses cookies and similar tracking technologies to:

• Essential Cookies: Required for authentication, security, and platform operation.
• Performance Cookies: Collect anonymous usage data to improve the service.
• Functionality Cookies: Remember user preferences such as language and display settings.

Users can manage or disable cookies through their browser settings. Disabling essential cookies may affect platform functionality.

13. Support Channels, Governing Law & Jurisdiction

These Terms are governed by and interpreted in accordance with the laws of the Republic of Colombia. Any dispute shall be submitted to the competent courts of Medellín, Colombia.

WORKFLOW SAS may modify these Terms at any time. Modifications will be published on this page and take effect from the date of publication. Users are encouraged to review this section periodically.