Terms of Service

These Terms of Service (“Terms”) govern access to and use of NinjaiBot services and the ninjaiBot.com website (collectively, the “Service”). By accessing or using the Service, you agree to be bound by these Terms.

1. Parties

Service Provider: NinjaiBot by Algenialab S.r.l. (VAT/P.IVA 04224940132), Via Cavour 2, 22074 Lomazzo (CO), Italy (“Algenialab”, “we”, “us”).

Customer: The individual or legal entity that accepts these Terms and/or signs an order form, proposal, or similar agreement referring to these Terms (“Customer”, “you”).

The sections on Intellectual Property, Changes to the Service, Data Protection & Privacy, Cookies, Limitation of Liability, and Governing Law also apply to all visitors of the ninjaiBot.com website.

2. Acceptance of the Terms

By creating an account, installing, embedding, or otherwise using the Service, you represent that you have the authority to accept these Terms on behalf of yourself or the entity you represent. If you do not agree, you must not use the Service.

The Data Processing Agreement (DPA) available at [https://ninjaibot.com/data-processing-agreement] forms an integral part of these Terms and governs the processing of personal data by AlgeniaLab Srl (operating as NinjaiBot) on behalf of the Customer.

3. Description of the Service

NinjaiBot provides cloud-based AI chat, customer interaction, and analytics tools delivered as Software-as-a-Service (SaaS). Details of specific features and plans may be described on our website or in applicable order forms or proposals.

Important accuracy notice (AI disclaimer): Our AI assistants strive to provide helpful and accurate information but may generate incomplete or inaccurate responses. Outputs should be considered informational. Do not rely on the Service for professional, medical, legal, or financial advice. Always verify critical information independently.

Content snapshot & updates: Unless expressly agreed otherwise, the bot responds based on a snapshot of the content you provide (e.g., website pages, PDFs, documents) at the time of the initial ingestion/scraping. The Service does not continuously learn from or automatically re-scan your sources. For the bot to reflect new or changed content, you must request and coordinate a new ingestion/scraping activity.

4. Accounts and Access

• You must keep account credentials confidential and not share them with third parties.
• You are responsible for all activities occurring under your account.
• You must promptly notify us of any unauthorized access or suspected breach of security.

5. Customer Responsibilities

• Use the Service in compliance with all applicable laws and regulations (including data protection and consumer laws).
• Obtain all necessary notices and consents from end users where required (e.g., cookie consent, privacy notices for chat widgets).
• Do not use the Service to distribute unlawful, harmful, or infringing content, nor to interfere with or disrupt the Service.
• Do not attempt to reverse engineer, decompile, or otherwise access the Service’s source code.

6. Plans, Billing, and Suspension

Fees, billing cycles, and plan limits are set out in the applicable order form or on our website. Unless otherwise stated, fees are due in advance and are non-refundable except where required by law.

If we do not receive payment when due, we may, after any stated grace period (if applicable), suspend or disable access to the Service until payment is restored. Service will be reactivated upon settlement of outstanding amounts.

Subscriptions renew automatically for successive periods equal to the initial term unless you cancel before the end of the then-current term, subject to any notice requirements stated in the order form or plan (e.g., 30–60 days).

7. Changes to the Service

We may modify features or functionalities to improve the Service or address technical, security, or legal requirements. Where changes materially reduce functionality, we will provide reasonable notice. If you do not agree to the changes, you may terminate the affected subscription as described in Section 15.

8. Maintenance and Availability

We may schedule maintenance windows or perform urgent updates. We aim to minimize disruptions and, where feasible, will provide prior notice for planned maintenance.

9. Intellectual Property

All rights, title, and interest in and to the Service (including software, interfaces, algorithms, documentation, and all related intellectual property) are and remain the exclusive property of Algenialab and its licensors. No rights or licenses are granted except as expressly set out in these Terms.

You retain all rights to the content and data you provide to the Service (“Customer Content”). You grant AlgeniaLab a limited, non-exclusive license to host, process, and use Customer Content solely to deliver the Service and provide support, maintenance, and security.

10. Data Protection & Privacy (GDPR)

For chat interactions embedded on your properties (e.g., your website), you act as Data Controller and Algenialab acts as Data Processor under Art. 28 GDPR in relation to any personal data processed via the Service on your behalf. A Data Processing Agreement (“DPA”) is available and governs our processor obligations (security, confidentiality, sub-processors, international transfers where applicable, and assistance with data subject requests).

For data collected on our public website (e.g., contact forms, account creation on ninjaiBot.com), Algenialab acts as the Data Controller. Please refer to our Privacy Policy for details.

Conversation data & identifiers: The Service may store conversation logs and associate them with a session or user identifier to enable continuity, quality, analytics, and fraud prevention. Retention periods and access controls are described in the DPA and/or Privacy Policy.

Model training and improvements: Unless expressly agreed in writing (e.g., in an order form or separate agreement), we do not use Customer Content to train or improve foundation AI models. We may use anonymized and aggregated telemetry or benchmark data to maintain and improve Service performance, reliability, and security.

11. Cookies

Our website and the embedded chat widgets may use cookies or similar technologies. By using the Service, you consent to cookies in accordance with our Cookie Policy. Please ensure your properties implement compliant cookie notices and consent mechanisms where required.

12. Third-Party Services

The Service may interoperate with third-party services (e.g., AI model providers, analytics, CRMs). Your use of third-party services is subject to those providers’ terms and privacy policies. We are not responsible for third-party services.

13. Disclaimers

To the fullest extent permitted by law, the Service is provided “as is” and “as available.” We do not warrant uninterrupted, error-free operation or that outputs will meet your requirements. You are solely responsible for reviewing and verifying the accuracy and suitability of AI-generated content.

14. Limitation of Liability

To the maximum extent permitted by applicable law, Algenialab and its distributors shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, business interruption, or goodwill, even if advised of the possibility of such damages.

Without limiting the foregoing, we are not liable for inaccuracies resulting from stale or missing Customer Content, or from changes to your sources not communicated and re-ingested.

In all cases, our aggregate liability arising out of or related to the Service will not exceed the amounts actually paid by you to Algenialab for the Service in the twelve (12) months preceding the event giving rise to liability.

15. Term, Renewal, and Termination

These Terms apply for as long as you access or use the Service. Subscription terms, renewal periods, and notice requirements are specified in the applicable order form or plan description.

Either party may terminate (i) for material breach not cured within a reasonable cure period after written notice, or (ii) where a change under Section 7 materially reduces functionality and you provide timely notice prior to the effective date of the change.

Upon termination or expiration, your access to the Service will cease. We may retain certain data as required by law or permitted under the DPA/Privacy Policy. You are responsible for exporting your data prior to termination where such functionality is available.

16. Reference Use

We may list your name and logo as a Customer in our marketing and sales materials. You may opt out at any time by notifying us in writing.

17. Modifications to the Terms

We may update these Terms to reflect changes to the Service or legal requirements. If an update materially affects your rights, we will provide reasonable advance notice. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

18. Governing Law and Jurisdiction

These Terms and any dispute arising out of or relating to the Service are governed by the laws of Italy. The courts of Como, Italy, shall have exclusive jurisdiction, without prejudice to mandatory consumer protections where applicable.

19. Contact

NinjaiBot by Algenialab S.r.l.
Via Cavour 2, 22074 Lomazzo (CO), Italy
VAT/P.IVA 04224940132
Email: info@ninjaibot.com