Terms of Service
Last updated: 14 September 2026
These Terms of Service ("Terms") govern your access to and use of the website vexbot.co.za, our AI chat assistant, and the services provided by VexBot AI ("VexBot", "we", "us", or "our"). By accessing our website, using our chat assistant, or engaging our services, you agree to be bound by these Terms. If you do not agree, please do not use our website or services.
1. About VexBot AI
VexBot AI provides custom AI-powered chat assistant ("bot") development and website design services to businesses. These Terms apply to all visitors, prospective clients, and clients of VexBot AI.
2. Our Services
We offer the following categories of services:
- AI Chat Bots — custom-built, trained, and deployed AI chat assistants for lead capture, customer enquiries, and appointment/booking handling
- Website Design — design, build, and hosting of business websites, optionally bundled with an AI chat assistant
Specific features, pricing, and inclusions for each service package are set out on our website and may be updated from time to time. Where a quote or proposal has been provided directly to a client, the terms of that quote take precedence over the general pricing shown on our website.
3. Quotes, Fees, and Payment
- Once-off setup/build fees are payable before work begins, unless otherwise agreed in writing.
- Monthly fees (for hosting, bot running costs, or maintenance) are billed in advance on a recurring monthly basis and are payable regardless of usage, up to the conversation/feature limits included in your package.
- All prices are quoted in South African Rand (ZAR) and are exclusive of any applicable taxes unless stated otherwise.
- Late or failed payment of monthly fees may result in suspension of your bot, website, or associated services until payment is received.
- We reserve the right to update our pricing for new clients or upon renewal of a service term, with reasonable notice given to existing clients.
4. Setup and Delivery Timeframes
Estimated setup and go-live timeframes (such as "24–48 hours") are provided in good faith based on typical project scope. Actual delivery times may vary depending on the complexity of your requirements, how promptly you provide necessary information or content, and third-party platform availability (such as the chat and hosting platforms we build on).
5. Client Responsibilities
To enable us to deliver your bot or website, you agree to:
- Provide accurate and complete information about your business, branding, and requirements
- Respond to requests for feedback, content, or approval in a reasonably timely manner
- Ensure you have the right to use any content, logos, or materials you provide to us for inclusion in your bot or website
- Use the delivered bot or website in a lawful manner and in accordance with these Terms
6. Revisions and Changes
Each service package includes a stated number of revision rounds, if applicable. Additional changes beyond what is included in your package, or changes requested after final sign-off, may be billed separately at our standard rates, which will be communicated to you before any additional work begins.
7. Third-Party Platforms
Our bots and websites are built using third-party platforms and services (such as chat/automation platforms, messaging services, and hosting providers). We are not responsible for outages, changes in pricing, feature changes, or service interruptions caused by these third-party providers, though we will make reasonable efforts to notify you and adjust your service where practical.
8. Intellectual Property
- Upon full payment of the applicable setup fee, you own the specific bot flow, content, and website design created for your business.
- VexBot AI retains ownership of its underlying tools, reusable templates, frameworks, and general methodology used to build and deliver services, which may be reused across other client projects.
- You retain ownership of your business name, logo, and any content or materials you provide to us.
9. Cancellation and Termination
You may cancel your monthly service at any time by providing written notice to us. Cancellation will take effect at the end of the current billing cycle, and once-off setup fees already paid are non-refundable, as they cover work already completed. We reserve the right to suspend or terminate services for non-payment or misuse of our services.
10. Limitation of Liability
Our AI chat assistants are designed to assist with lead capture and customer engagement, but we do not guarantee any specific business outcome, conversion rate, or level of sales as a result of using our services. To the fullest extent permitted by law, VexBot AI shall not be liable for any indirect, incidental, or consequential loss (including loss of revenue, profit, or business opportunity) arising from your use of our bots, website, or services. Nothing in these Terms limits any liability that cannot be excluded under South African law, including the Consumer Protection Act 68 of 2008, where applicable.
11. Data Protection
Any personal information collected through your bot or website is processed in accordance with our Privacy Policy and the Protection of Personal Information Act 4 of 2013 (POPIA). As a client, you are also responsible for ensuring your own use of collected customer data complies with POPIA.
12. Changes to These Terms
We may update these Terms from time to time to reflect changes in our services or legal requirements. The "Last updated" date at the top of this page indicates when these Terms were last revised. Continued use of our website or services after changes are posted constitutes acceptance of the updated Terms.
13. Governing Law
These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms or our services shall be subject to the non-exclusive jurisdiction of the South African courts.
14. Contact Us
If you have any questions about these Terms, please contact us at vexbot.co.za@gmail.com or +27 71 821 3564.
These Terms of Service are provided as a general template and do not constitute legal advice. We recommend having them reviewed by a qualified South African attorney to ensure they fully reflect your specific business practices and legal obligations.