Terms and Conditions
Last updated: 18.08.2026
These terms govern the services provided by CaptureAI. By booking a service with us, you agree to them.
CaptureAI (“we”, “us”, “our”) is our REGISTERED COMPANY NAME, registered in England and Wales, company number 16653106.
“You” or “the client” means the business purchasing our services.
1. What we do
We build and, on managed plans, operate AI systems that capture and respond to enquiries on your behalf. This may include missed call text back, WhatsApp automation, website chat, follow-up sequences, booking reminders, and related workflows, depending on the plan you buy.
The specific features included in your plan are set out on our pricing page and confirmed in writing before work begins.
2. Plans and what’s included
Build & Go — a one-time build. We configure your system, hand it over, and you run it. No ongoing management is included.
Growth — a one-time build fee plus a monthly fee. We build the system and manage it for you on an ongoing basis.
Enterprise — a one-time build fee plus a monthly fee, covering everything in Growth plus the additional features listed on our pricing page.
Anything not listed in your plan is out of scope. Additional work can be quoted separately.
3. Fees and payment
- Build fees are payable [IN FULL BEFORE WORK BEGINS / 50% DEPOSIT, 50% ON HANDOVER — CHOOSE ONE]
- Monthly fees are payable monthly in advance, by [PAYMENT METHOD], starting from [HANDOVER DATE / GO-LIVE DATE]
- All prices are in pounds sterling and [EXCLUDE / INCLUDE] VAT
- Invoices are due within [X] days
- We may suspend services if payment is more than 15 days overdue
- We may increase monthly fees with [30 / 60] days’ written notice
Third-party costs. Some features rely on external services — phone numbers, messaging credits, AI provider usage, CRM subscriptions. Unless we’ve agreed otherwise in writing, these are billed to you directly by the provider or passed through to you at cost.
4. What we need from you
To deliver on time, we need:
- Timely access to accounts, systems, and information we request
- A named point of contact who can make decisions
- Accurate information about your business, services, and availability
- Approval of scripts, messages, and workflows before go-live
If delays are caused by information or access we’re waiting on, timelines shift accordingly and fees remain payable.
5. Timelines
We’ll agree an estimated build timeline before starting. Estimates are given in good faith but are not guarantees. Typical builds take 14 days from receiving everything we need.
6. Cancellation and notice
Build fees are non-refundable once work has started, as they cover configuration and setup time already spent. If you cancel before work begins, we’ll refund any build fee paid, less any costs already incurred / an administrative fee of £200.
Monthly plans run month to month with no minimum term unless agreed otherwise in writing. Either side may cancel with [30] days’ written notice. Fees already paid for the current month are not refunded.
We may terminate immediately if you breach these terms, fail to pay, or use the system unlawfully.
On cancellation of a monthly plan: we will stop managing your system. Whether the system continues running depends on the third-party accounts it relies on and whether they are in your name. We’ll explain your options at the time. We are not obliged to keep operating anything after your notice period ends.
7. Ownership
- Your data — enquiry records, customer details, and business content remain yours at all times
- Our methods — our templates, prompts, workflow designs, scripts, and know-how remain ours. You get a licence to use them for your business for as long as your plan is active
- Build & Go clients receive a perpetual licence to use the system as delivered
- You may not resell, sublicense, or offer our systems as a service to other businesses without our written agreement
8. Data protection
Where we process personal data on your behalf — including your customers’ names, contact details, and messages — you are the data controller and we are the data processor.
We will:
- Process that data only on your documented instructions
- Keep it secure with appropriate technical and organisational measures
- Assist you with data subject requests where reasonably possible
- Delete or return the data at the end of our engagement, on request
A separate Data Processing Agreement is available and forms part of these terms where personal data is processed.
You are responsible for ensuring you have a lawful basis to contact your customers, that your own privacy notice covers automated responses, and that any marketing messages sent through the system comply with UK GDPR and PECR.
9. What we don’t guarantee
We build systems that respond to enquiries quickly and consistently. We do not guarantee any particular level of enquiries, bookings, revenue, or conversion rate — those depend on your market, pricing, availability, and how you handle the leads we capture.
AI systems can occasionally produce unexpected responses. We test thoroughly and monitor managed accounts, but we cannot guarantee every automated message will be perfect. You should review your system’s activity periodically.
We depend on third-party platforms — WhatsApp, phone networks, AI providers, CRMs. We are not liable for outages, policy changes, or account suspensions imposed by those providers.
10. Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be limited.
Subject to that, our total liability to you in any 12-month period is limited to the fees you paid us in that period.
We are not liable for indirect or consequential losses, including lost profits, lost business, or lost data.
11. Confidentiality
Both sides agree to keep the other’s confidential business information private, and not to disclose it without permission, except where legally required.
We may reference your business name and describe the work in general terms as a case study or testimonial, unless you tell us in writing that you’d rather we didn’t.
12. Changes to these terms
We may update these terms. Existing clients will be given [30] days’ notice of material changes affecting their plan.
13. Governing law
These terms are governed by the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the courts of England and Wales.