General Terms and Contidions

for the services of Chatbot.Expert

Introduction

We, the company Convenient Solutions, s.r.o., Company ID No.: 08220735, with registered office at Nové sady 988/2, Staré Brno, 602 00 Brno (hereinafter referred to as “Chatbot.Expert” or “we”), provide smart chatbots and AI assistants for the websites and applications of our customers (hereinafter referred to as the “Services”). These General Terms and Conditions (hereinafter referred to as the “GTC”) govern the provision of these Services and form an integral part of the agreement between us and our customers (hereinafter referred to as the “Customer” or “you”).

If we agree with you individually on any terms that differ from these GTC, such individual agreement shall take precedence.

1. Definitions

1.1.     Unless otherwise specified, the following terms used in these Terms and Conditions shall have the following meanings:

2. Conclusion of the Agreement

2.1.   The Agreement between Chatbot.Expert and the Customer is concluded on the basis of an individual arrangement, following the Customer’s expression of interest in creating and integrating smart chatbots or AI assistants, i.e. after submitting an inquiry.

2.2.    Chatbot.Expert will then process the Customer’s inquiry and prepare an offer, which will include at least the Subscription Type, the amount of the Initial Fee, and the start date of the first billing period.

2.3.     The Agreement is concluded upon the Customer’s acceptance of the offer, and Chatbot.Expert will begin providing the Services from the start of the first billing period.

2.4.     The Service is intended exclusively for business entities. If Chatbot.Expert determines that the Customer does not meet this condition, it has the right to refuse to provide the Service or to immediately terminate the Agreement without compensation.

2.5.     Based on an individual inquiry, a separate agreement may also be concluded between Chatbot.Expert and the Customer for one-time development of a custom AI agent. The conditions of such development, in particular its scope, deadlines, and pricing, are always determined by a separate agreement prior to the start of development. In such cases, the provisions of these GTC shall apply accordingly, unless the parties agree otherwise.

3. Training and Integration

3.1.    In their inquiry, the Customer specifies the requirements for the functionality of smart chatbots, AI assistants, or AI agents and provides information about the method and place of deployment (e.g. website, mobile app, etc.). Based on this information, Chatbot.Expert trains the smart chatbots or AI assistants and subsequently integrates them into the Customer’s environment.

3.2.     The usual training and integration period is 3–14 business days from the receipt of the final specification.

3.3.     After the integration is complete, a 14-day trial period follows. During this period, the Customer has the opportunity to test the functionality of the smart chatbots or AI assistants and report any defects to Chatbot.Expert, provided that such defects relate to functionalities stated in the original assignment (in the inquiry or in its potential subsequent specification) and were not properly implemented.

3.4.     Chatbot.Expert shall remedy such defects without being entitled to charge a Surcharge.

3.5.    If the Customer requests additional functionalities during or after the trial period beyond the original assignment, such expansion shall be considered a new request, and Chatbot.Exper is entitled to charge a Surcharge for its implementation.

3.6.     Training and integration of smart chatbots, AI assistants, and AI agents is a one-time paid service for which an Initial Fee is charged.

3.7.     The Initial Fee is typically CZK 50,000/$2400 (excluding VAT), unless agreed otherwise.

4. Subscription

4.1.     For the deployment of smart chatbots or AI assistants and other Services, the Customer is charged a Subscription Fee starting from the beginning of the first billing period.

4.2.     The amount of the Subscription Fee is stated in the offer accepted by the Customer.

4.3.     The Subscription Fee corresponds to the number of queries the deployed smart chatbot or AI assistant can handle within the billing period under the agreed Subscription Type. If the number of queries in the billing period is exceeded, the Customer is automatically upgraded to a higher Subscription Type.

4.4.     If 50% of the query limit is reached during the billing period, Chatbot.Expert will send the Customer a first warning via the contact email address provided in the inquiry.

4.5.     If 80% of the query limit is reached during the billing period, Chatbot.Expert will send the Customer a second warning via the contact email address provided in the inquiry.

4.6.     If the Customer is upgraded to a higher Subscription Type during the billing period, the Subscription Fee for the higher Subscription Type will be billed proportionally to the original Subscription Fee for the remainder of the billing period in which the upgrade occurred. The Customer is obliged to pay the additional Subscription Fee together with the original Subscription Fee.

4.7.     Chatbot.Expert reserves the right to change the stated Subscription Fee. Chatbot.Expert will notify the Customer of any planned change to the Subscription Fee at least 60 days before the start of the billing period in which the new Subscription Fee will apply.

4.8.     If the Customer disagrees with the change in the Subscription Fee and fails to pay the Subscription Fee for the billing period in which the change applies, the Agreement and provision of Services shall be terminated at the end of the last prepaid billing period.

4.9.     If the Customer fails to pay the Subscription Fee for the next Billing Period, the Agreement and the provision of Services shall terminate upon the end of the last prepaid Billing Period.

4.10.   If the Agreement and the provision of Services are terminated, the Customer remains obligated to pay the Initial Fee and any Surcharge for the last prepaid Billing Period.

5. Rights and Responsibilities

5.1.    The use of smart chatbots or AI assistants by the Customer and visitors to the Customer’s websites or applications is subject to these GTC. The Customer agrees to inform all visitors of their websites or applications about these GTC. Any breach of these GTC by the visitors of the Customer’s website or application shall be deemed a material breach by the Customer.

5.2.     Visitors to the Customer’s websites or applications, nor the Customer themselves, may not create or submit any content through the smart chatbots or AI assistants that is threatening, obscene, harmful to health, pornographic, or otherwise illegal.

5.3.     Chatbot.Expert may access full communication between the website or application visitors and the chatbot for the purposes of analysis, ensuring proper functionality, and continuous improvement of the service.

5.4.     The Customer is responsible for the completeness and accuracy of the information provided as part of the inquiry and further communication with Chatbot.Expert. Chatbot.Expert bears no responsibility for the behavior and errors of smart chatbots or AI assistants resulting from incomplete or misleading specifications.

5.5.     Smart chatbots or AI assistants may, after deployment, learn from data contained on the Client’s websites or provided corporate materials. The Customer is fully responsible for the content of such data. The Customer agrees to ensure that the use of such data for training smart chatbots or AI assistants does not infringe on the rights of third parties. Chatbot.Expert assumes no responsibility for the behavior and errors of smart chatbots or AI assistants caused by incomplete or misleading data.

5.6.     Chatbot.Expert is entitled to temporarily suspend access to smart chatbots or AI assistants due to maintenance. Chatbot.Expert will make reasonable efforts to inform the Customer in advance about the planned maintenance. Such suspension will only last as long as necessary for the maintenance. The Customer is not entitled to any compensation in this regard.

5.7.     Chatbot.Expert is also entitled to limit or suspend access to smart chatbots or AI assistants if:

5.7.1.     the Customer breaches these GTC or related documents,

5.7.2.     Chatbot.Expert detects potentially harmful activity in connection with the use of smart chatbots or AI assistants,

5.7.3.     there is an outage, technical failure, third-party incident (e.g. by our hosting providers), internet connectivity issues, force majeure, government actions, terrorist acts, civil unrest, denial-of-service (DoS) attacks, or other service disruptions.

5.8.     Data made accessible to smart chatbots or AI assistants is processed automatically without prior review by Chatbot.Expert. Chatbot.Expert in no way influences the Data made accessible by website or app visitors. Chatbot.Expert is not required to actively, systematically, or regularly monitor the uploaded Data or detect any illegality.

5.9.     Any person acting as a Notifier may submit a Notification to Chatbot.Expert about the presence of Harmful Data, by email to info@chatbot.expert. The Notification must include: the reasons why the Notifier considers the Data to be Harmful, a precise description of where the Harmful Data was encountered (e.g. a screenshot of the chatbot/assistant conversation), the name and contact details of the Notifier, and a declaration that the Notification is made in good faith and the information it contains is complete and accurate. Chatbot.Expert will confirm receipt of the Notification to the Notifier.

5.10.  Once Chatbot.Expert receives a Notification, it will be reviewed by an authorized person who will, within a reasonable time and with due care, decide whether it concerns Harmful Data and determine further steps. This process is not automated and always involves human review. Chatbot.Expert will inform the Notifier of its decision without undue delay.

5.11.   If Chatbot.Expert concludes that the Data is Harmful, it may:

5.11.1.   restrict the visibility of the Harmful Data,

5.11.2.   remove the Harmful Data without restoring it,

5.11.3.   restrict Service provision to the source of the Harmful Data.

5.12.   If Chatbot.Expert takes any of the above actions, it will explain the reason for its decision to the affected Customer and any other known recipients of the Service affected by the decision.

5.13.   The Customer acknowledges that, in accordance with Section 5 of ZOINS, Chatbot.Expert is not liable for the content of information stored by website or application users.

5.14.   Chatbot.Expert decides independently which version of smart chatbots or AI assistants is made available to the Customer.

5.15.   Chatbot.Expert will make available information about the latest updates of smart chatbots or AI assistants in a readable format. However, Chatbot.Expert is not responsible for informing or notifying the Customer about such updates.

5.16.   Chatbot.Expert is entitled to use the Customer’s trademarks, business name, and logo for marketing purposes as a reference, in any form of promotional material (regardless of the format). The Customer may revoke this consent by written notice.

5.17.   Chatbot.Expert may, from time to time and at its sole discretion, update the software or infrastructure of the smart chatbots or AI assistants without prior notice. These updates may involve changes, improvements, or modifications to the graphical user interface, or deprecation and replacement of certain features. Such updates will typically be performed during scheduled maintenance periods.

5.18.   The Customer acknowledges that Chatbot.Expert may use artificial intelligence or its components. Chatbot.Expert is not liable for any inaccuracies in advice or responses generated using artificial intelligence.

6. Copyright and Licences

6.1.     All proprietary copyright to the smart chatbots and AI assistants under the Copyright Act and other intellectual property rights related to the Services belong to Chatbot.Expert.

6.2.     The Customer is not entitled to obtain, view, modify, or otherwise access the source code of the smart chatbots or AI assistants. The Customer is not authorized to incorporate the smart chatbots or AI assistants into other software solutions without the prior written consent of Chatbot.Expert. The Customer may only use the embed code provided by Chatbot.Expert in the manner for which it was intended. The Customer is not authorized to modify or otherwise interfere with the embed code; however, reading (i.e. rendering content from) the embed code is not subject to any such restriction.

6.3.     In the case of a custom-developed AI agent, Chatbot.Expert and the Customer may agree on a specific scope of license or on a transfer of ownership rights to the final product, for a separately negotiated fee. Unless otherwise agreed, all ownership rights to such AI agents belong to Chatbot.Expert.

7. Duration of the Service 

7.1.     The Agreement terminates upon the expiry of the prepaid Billing Period, unless the following Billing Period is prepaid.

7.2.     The Agreement may be terminated for any reason by written notice, effective at the end of the current prepaid Billing Period. The notice must be made in writing.

8. Additional Information

8.1.     In relation to personal data and in connection with the Services, Chatbot.Expert acts as:

8.1.1.   the controller (in relation to personal data of the Customer or individuals acting on behalf of the Customer, as governed by the Privacy Policy),

8.1.2.   the processor (in relation to personal data of the visitors to the Customer’s websites or applications, as governed by the Data Processing Agreement).

9. Liability for Defects

9.1.     In the event that Chatbot.Expert becomes liable to compensate the Customer for damages in connection with liability for defects in performance or breach of contract, the parties agree to limit such liability. The total compensation for any such damages, including lost profits incurred by the Customer, shall be limited to the average of the actual monthly Subscription Fees paid by the Customer over the past 12 months. This limitation also applies to any defects related to custom AI agent development, unless otherwise expressly agreed—in such cases, the compensation is limited to the amount paid for the AI agent.

10. Communication

10.1.  Written communication between Chatbot.Expert and the Customer shall be deemed to include ordinary electronic communication via the contact email address specified below or the contact email address provided by the Customer in their inquiry, or via an electronic message with a simple electronic signature under the eIDAS regulation. Unless a stricter form of communication is expressly required, this format shall suffice.

10.2.   Unless otherwise expressly agreed, all messages, notices, requests, or other communications must be sent to Chatbot.Expert at: info@chatbot.expert.

11. Changes to the GTC

11.1.   Chatbot.Expert may, from time to time and at its own discretion, amend or supplement these GTC, especially due to the development of the Services provided or changes in legal regulations. The Customer will be notified of such changes sufficiently in advance, usually at least 60 days before the start of the Billing Period in which the new version of the GTC becomes valid and effective. If the Customer does not agree with the change, they are not required to pay the Subscription Fee for the Billing Period in which the change would take effect. In such a case, the Agreement and the provision of Services shall terminate at the end of the last prepaid Billing Period.

11.2.   If the Customer does not take any action within the above-mentioned period or pays the Subscription Fee (whether recurring or newly initiated), they thereby agree to the new version of the GTC. This new version fully replaces the previous one and becomes part of the Agreement between Chatbot.Expert and the Customer.

12. Final Provisions

12.1.   The relationship between Chatbot.Expert and the Customer shall be governed by Czech law.

12.2.   All agreements between Chatbot.Expert and the Customer, including emails and other expressions of intent made before the conclusion of the Agreement, shall be irrelevant to the interpretation of the Agreement and these GTC. Chatbot.Expert and the Customer expressly agree that such materials shall not be considered when interpreting intent.

12.3.   In the event of the Customer’s dissolution or death, the provision of Services and rights and obligations related to the Customer Account shall transfer to their legal successor.

12.4.   The Customer is not authorized to assign any rights or obligations related to the Services or any claims against Chatbot.Expert to a third party without prior written consent from Chatbot.Expert.

12.5.   If any provision of these GTC becomes ineffective or invalid, the remaining provisions shall remain unaffected.

12.6.   If Chatbot.Expert or the Customer fails or neglects to enforce any of their rights, such failure shall not constitute a waiver of those rights nor establish any customary practice between the parties.

12.7.   The Customer is not the weaker contractual party. Chatbot.Expert and the Customer exclude the application of Sections 558(2), 1748, 1752(2), 1763, 1799, and 1800 of the Civil Code. The Customer assumes the risk of changes in circumstances.

These GTC are effective as of 5 August 2025.