Smart Chatbot Terms

These Smart Chatbot Service Terms form part of the WeCatchIt Terms & Conditions and apply to all customers using the WeCatchIt Smart Chatbot service.

By purchasing or using the Service, you agree to these Terms.

1. About the Service

The WeCatchIt Smart Chatbot is an automated customer engagement solution designed to assist businesses by responding to website visitors, answering frequently asked questions, capturing leads, booking appointments and directing enquiries.

The Smart Chatbot is intended to enhance customer service and support your business operations. It should not be relied upon as a substitute for professional advice or human judgement where required.

2. Service Features

Depending on your chosen subscription, the Smart Chatbot may provide:

• Instant customer responses
• Frequently asked questions (FAQs)
• Lead capture
• Appointment booking
• Contact form completion
• CRM integration
• Live chat handover
• Smart conversation workflows
• Website visitor engagement
• Product and service information
• Out-of-hours customer assistance
• Email notifications
• Conversation history

Features may vary depending on the package selected.

3. Customer Responsibilities

The Customer agrees to:

• Provide accurate and up-to-date business information.
• Notify WeCatchIt of any changes to products, services, pricing or opening hours.
• Review chatbot responses periodically.
• Ensure all content supplied is accurate, lawful and does not infringe third-party rights.
• Maintain any connected CRM or booking systems where applicable.

Failure to provide accurate information may affect chatbot performance.

4. Smart Responses

The Smart Chatbot generates responses using Smart Automation based upon information supplied by the Customer and system configuration.

While designed to provide helpful and accurate responses, the Customer acknowledges that:

• responses may occasionally be incomplete or inaccurate;
• complex enquiries may require human assistance;
• unusual questions may not always receive an appropriate response.

Customers remain responsible for reviewing and updating chatbot content.

5. Lead Capture

Where lead capture is enabled, the Smart Chatbot may collect:

• Name
• Telephone number
• Email address
• Business name
• Appointment requests
• Customer enquiries
• Other information voluntarily submitted by visitors

Lead information may be forwarded to connected CRM systems, email addresses or other authorised integrations.

6. Appointment Booking

Where appointment booking is enabled:

• bookings are made based on the information supplied by the Customer;
• WeCatchIt is not responsible for incorrect availability, calendar conflicts or double bookings resulting from inaccurate customer data or third-party calendar issues.

The Customer remains responsible for managing their appointment calendar.

7. Service Availability

We aim to maintain 99.9% service availability, excluding:

• scheduled maintenance;
• emergency maintenance;
• hosting interruptions;
• internet outages;
• cloud service failures;
• third-party provider interruptions;
• events beyond our reasonable control.

Service availability is not guaranteed.

8. Third-Party Services

The Smart Chatbot may integrate with third-party platforms including:

• OpenAI
• Twilio
• Zapier
• Google Calendar
• Microsoft 365
• Calendly
• WhatsApp
• Facebook Messenger
• CRM systems
• Google Maps

WeCatchIt accepts no responsibility for service interruptions caused by third-party providers.

9. Customer Data

The Smart Chatbot may process:

• Visitor names
• Email addresses
• Telephone numbers
• Messages
• Appointment requests
• CRM information
• Conversation history

Personal information is processed in accordance with our Privacy Policy and UK data protection legislation.

10. Fair Usage

Our Smart Chatbot packages are intended for reasonable business usage.

Where conversation volumes or system usage significantly exceed expected levels, WeCatchIt reserves the right to:

• review usage;
• recommend a more suitable package;
• introduce reasonable usage limits; or
• agree additional usage charges in advance.

11. Prohibited Use

The Smart Chatbot must not be used to:

• send spam;
• engage in fraudulent activity;
• provide unlawful content;
• distribute malware;
• collect information unlawfully;
• impersonate another person or organisation;
• promote illegal products or services;
• infringe intellectual property rights.

We reserve the right to suspend services immediately where misuse is identified.

12. Maintenance & Improvements

We continually improve the Smart Chatbot service.

We may:

• improve response quality;
• add new features;
• strengthen security;
• update integrations;
• improve automation workflows;
• enhance system performance.

Scheduled maintenance will be carried out whenever reasonably practicable outside normal business hours.

13. Support

Customer support is available 24 hours a day, 7 days a week.

For urgent issues, we aim to respond within 15–30 minutes, although resolution times may vary depending on the complexity of the issue and any involvement required from third-party providers.

14. Suspension

We may suspend or terminate the Service where:

• payment is overdue;
• these Terms are breached;
• fraudulent activity is suspected;
• unlawful use is identified;
• continued operation presents a security risk.

Where appropriate, reasonable notice will be provided before suspension.

15. Intellectual Property

The Smart Chatbot platform, including its software, workflows, prompts, conversation logic, templates, integrations and proprietary technology, remains the exclusive intellectual property of WeCatchIt.

The Customer receives a non-exclusive, non-transferable licence to use the Service during the term of their subscription.

The Customer must not:

• copy;
• reverse engineer;
• modify;
• resell;
• sublicense; or
• attempt to recreate any part of the Service without our prior written permission.

16. Limitation of Liability

To the fullest extent permitted by law, WeCatchIt shall not be liable for:

• inaccurate chatbot responses;
• missed sales opportunities;
• customer dissatisfaction;
• failed appointment bookings;
• internet failures;
• hosting outages;
• third-party provider interruptions;
• indirect or consequential losses;
• loss of profits or revenue.

Our total liability shall not exceed the fees paid by the Customer for the Service during the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes liability which cannot lawfully be excluded under Scots law.

17. No Guarantee of Results

The Smart Chatbot is designed to improve customer engagement and operational efficiency.

However, WeCatchIt does not guarantee:

• increased enquiries;
• increased sales;
• improved conversion rates;
• uninterrupted service;
• business growth;
• specific customer outcomes.

Business performance depends on many factors outside our control.

18. Governing Law

These Terms are governed by the laws of Scotland.

Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the Scottish Courts.

19. Contact Information

WeCatchIt
Sole Trader

83 Edinburgh Road
Harthill
Shotts
ML7 5PT
United Kingdom

Email: wecatchit@outlook.com
Telephone: 07996 532472

Document Control

• Document: Smart Chatbot Service Terms
• Version: 1.0
• Effective Date: 09/07/2026
• Review Period: Every 12 Months
• Jurisdiction: Scotland