TERMS AND CONDITIONS – AIA Framework

Aizen Media – AI Voice Widget Bot
Email: support@aizenmedia.com

Last Updated: December 10, 2025

1. ACCEPTANCE OF TERMS

Welcome to Aizen Media. These Terms and Conditions (“Terms”) govern your use of our AI Voice Widget Bot service (the “Service”) powered by Snowie.ai technology.

By purchasing, accessing, or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use our Service.

Who These Terms Apply To:

“You,” “Your,” “Client” refers to the business or individual purchasing our Service
“We,” “Us,” “Our,” “Aizen Media” refers to Aizen Media and its affiliates
“End Users” refers to website visitors who interact with the bot on your website

2. SERVICE DESCRIPTION

2.1 What Our AI Voice Widget Bot Does

Our Service provides an AI-powered voice bot that integrates with your website to:

1. Instant Voice Interaction (No Typing, No Waiting)

Speaks to website visitors immediately upon widget activation
Holds natural, conversational interactions in real-time
No robotic speech, delays, or confusing menus
Engages visitors far longer than text-based chatbots

2. Answers All Questions About Your Business

Trained on your specific treatments, services, and offerings
Provides accurate information about pricing ranges
Addresses frequently asked questions
Explains policies, schedules, and eligibility criteria
Delivers clear, friendly, human-tone responses

3. Educates Visitors & Handles Objections

Explains what your services do and how long they take
Addresses concerns about downtime, results, and safety
Qualifies leads by determining suitability
Removes barriers that prevent booking decisions
Operates 24/7 unlike human receptionists

4. Books Appointments in Real Time (Under 50ms)

Books appointments directly into your calendar system
Integrates with Google Calendar, Calendly, GoHighLevel, and other schedulers
Checks available time slots instantly
Confirms bookings on the spot without human intervention
No redirects or external forms required

5. Captures Full Lead Information Automatically

Collects name, phone, email, and service interest
Records preferred date/time and questions asked
Pushes all data directly into your CRM or database
Ensures no leads are lost or forgotten
Provides complete conversation transcripts

6. Sends Instant Notifications

Real-time SMS and email alerts when leads book
Dashboard notifications with full lead details
Immediate visibility into new bookings and inquiries
Instant value demonstration

7. Works 24/7 Without Breaks

Never sleeps, takes weekends off, or gets sick
Never ignores calls or responds late
Never gets overwhelmed or forgets information
Maintains perfect accuracy and consistency
Serves as your permanent, perfect virtual receptionist

8. Converts Website Visitors at 2-5X Higher Rates

Voice interaction eliminates friction of typing
Natural conversation feels more engaging
Fast, effortless browsing experience
Dramatically increases engagement, time on site, and bookings

9. Removes Staff Bottlenecks and Human Error

Handles 80% of repetitive FAQs automatically
Screens new patients and explains pricing
Frees front desk staff to focus on confirmed patients
Eliminates inconsistent information

10. Makes Your Business Look Modern, Premium & Reliable

Elevates website experience beyond outdated forms
Provides cutting-edge, high-end client experience
Gives competitive edge in your industry

2.2 Service Components

The Service includes:

One-time setup and installation (₹35,000)
AI voice bot configuration and customization
Website integration
14-day trial period with full functionality
Dashboard access for lead management
Basic training and setup support
Technical support during business hours

2.3 Call Credits (Ongoing Requirement)

After the 14-day trial period:

You must purchase call credits to maintain bot functionality
Call credits cover voice calls, AI processing, and telephony costs
Pay-as-you-go model with no monthly subscription
Call credits are non-refundable

3. ELIGIBILITY AND ACCOUNT REQUIREMENTS

3.1 Eligibility

To use our Service, you must:

Be at least 18 years old
Have legal authority to enter into this agreement
Operate a legitimate business with a website
Provide accurate and complete information during registration
Comply with all applicable laws and regulations

3.2 Account Registration

You agree to:

Provide accurate business and contact information
Maintain the security of your account credentials
Notify us immediately of any unauthorized access
Be responsible for all activities under your account
Not share your account with others

3.3 Prohibited Users

We reserve the right to refuse service to:

Businesses engaged in illegal activities
Entities that violate these Terms
Users who have previously been banned
Businesses in industries we do not support

4. CLIENT OBLIGATIONS AND RESPONSIBILITIES

4.1 Website Access and Integration

You must provide:

Full website access and hosting credentials for installation
Technical cooperation during setup process
Timely responses to setup requests
Information about website plugins, themes, and configurations
Access to calendar systems and CRM integrations as needed

4.2 Business Information

You must provide:

Accurate information about your services, treatments, and offerings
Pricing details and policy information
Frequently asked questions and answers
Appointment availability and scheduling rules
Any specific requirements for lead qualification

4.3 Data Protection Compliance

You are responsible for:

Complying with all applicable data protection laws (GDPR, CCPA, PDPA, etc.)
Obtaining necessary consents from website visitors
Providing your own privacy policy to end users
Informing visitors that they are interacting with an AI bot
Disclosing if conversations are recorded
Honoring end user data rights requests
Securing data received through the bot

4.4 Lawful Use

You agree to:

Use the Service only for lawful purposes
Not use the bot to collect sensitive data without proper safeguards
Not use the Service for fraudulent, deceptive, or harmful activities
Comply with all applicable industry regulations
Not use the Service to spam, harass, or abuse website visitors
Obtain proper consents before collecting personal information

4.5 Cooperation with Support

You agree to:

Respond to our support requests in a timely manner
Provide access needed to troubleshoot technical issues
Work with us to resolve any service problems
Not interfere with bot functionality or integration

5. PROHIBITED USES

You may NOT use our Service to:

Illegal Activities:

Engage in or promote illegal activities
Violate any local, state, national, or international law
Facilitate fraud, money laundering, or other crimes

Intellectual Property Violations:

Reverse engineer, decompile, or disassemble the bot technology
Copy, replicate, or recreate our software for your own use or resale
Remove or alter any proprietary notices or labels
Attempt to extract our proprietary algorithms or code

Harmful or Abusive Conduct:

Use the bot to harass, threaten, or harm others
Collect data without proper consent
Send spam or unsolicited communications
Interfere with the Service or our systems
Introduce viruses, malware, or harmful code

Competitive Activities:

Use the Service to build a competing product
Share access with competitors
Extract bot scripts or conversation flows for other services
Resell or sublicense the Service without authorization

Misrepresentation:

Impersonate another person or entity
Make false claims about your business
Mislead website visitors about bot capabilities
Present the bot as your own proprietary technology

Violation of these prohibitions may result in immediate termination of your account without refund.

6. INTELLECTUAL PROPERTY RIGHTS

6.1 Ownership of Bot Technology

Snowie.ai Ownership:

The AI Voice Widget Bot technology is owned by Snowie.ai
All proprietary algorithms, code, and systems remain the property of Snowie.ai
You receive a license to use the Service, not ownership of the technology

Aizen Media License:

Aizen Media has licensed the Snowie.ai technology to provide this Service
You are granted a non-exclusive, non-transferable license to use the bot

6.2 Your Intellectual Property

Your Brand and Content:

You retain ownership of your business name, logo, and branding
You may use your own logo and branding with the bot
We do not claim ownership of your business information or content

6.3 Conversation Data Ownership

Data Ownership:

Snowie.ai owns the bot technology and conversation processing systems
You (the client) own the lead data and conversation content collected through the bot
End users retain rights to their personal information per applicable privacy laws

6.4 License Grant to Us

By using our Service, you grant us a limited license to:

Use your business information to configure and train the bot
Display your logo and branding within the bot interface
Access your website and systems for installation and support
Use anonymized, aggregated data for service improvement

7. PAYMENT TERMS

7.1 One-Time Setup Fee

Amount: ₹35,000

Includes:

Bot configuration and customization
Website installation and integration
Basic training and setup support
14-day trial period with full functionality

Payment Terms:

Due upfront before installation begins
Non-refundable after 14 days from installation
See our Cancellation & Refund Policy for details

7.2 Call Credits (Ongoing)

After Trial Period:

You must purchase call credits to continue using the Service
Call credits are consumed based on usage (voice calls, AI processing)
Pay-as-you-go model with no monthly subscription
No minimum purchase requirements

Pricing:

Call credit pricing is provided separately and may change with notice
You will be notified of pricing changes at least 30 days in advance

Payment:

All call credit purchases are final and non-refundable
Unused credits do not expire but cannot be refunded

7.3 Payment Methods

We accept:

Credit/debit cards
Net banking
UPI
Other payment methods as available

All payments are processed through secure third-party payment processors.

7.4 Taxes

You are responsible for:

All applicable taxes (GST, VAT, etc.)
Any bank fees or transaction charges
Currency conversion fees if applicable

7.5 Late Payment

If call credit payment is not received:

Bot will become inactive when credits are exhausted
Service will not resume until payment is made
After 180 days of inactivity, bot will be terminated
Reactivation requires ₹10,000 reactivation fee

8. SERVICE MODIFICATIONS AND PRICING CHANGES

8.1 Right to Modify Service

We reserve the right to:

Add, modify, or remove features
Update bot capabilities and functionality
Change integrations and third-party connections
Improve AI models and conversation quality

8.2 Notice of Changes

Material Changes:

We will notify you at least 30 days in advance
Notice will be sent via email to your registered address
Continued use of the Service after changes constitutes acceptance

Minor Updates:

Bug fixes and performance improvements may be made without notice
Security patches and critical updates are implemented immediately

8.3 Pricing Changes

Call Credit Pricing:

We may adjust call credit pricing with 30 days’ notice
Price changes apply to future purchases, not existing credits

Setup Fee Pricing:

May change for new customers
Your setup fee is locked in at time of purchase

8.4 Your Options

If you disagree with changes:

You may cancel your service per our Cancellation Policy
You may stop purchasing call credits
Continued use implies acceptance of changes

9. SERVICE AVAILABILITY AND SUPPORT

9.1 Uptime and Availability

Target Uptime: 99.5% per month

Scheduled Maintenance:

We may perform scheduled maintenance with advance notice
We will minimize disruption and schedule during low-traffic periods

Unscheduled Downtime:

May occur due to technical issues, security incidents, or force majeure
We will work to restore service as quickly as possible

No Absolute Guarantee:

We cannot guarantee 100% uptime
We are not liable for damages due to service interruptions

9.2 Technical Support

Included Support:

Email support at support@aizenmedia.com
Phone support during business hours (9 AM – 5 PM IST, Mon-Fri)
Response within 24 hours for non-urgent issues
Priority response for critical technical issues

Not Included:

Custom development or advanced customization
Website maintenance or hosting issues
Third-party integration support beyond our scope
Training beyond basic setup

9.3 Maintenance and Updates

We will:

Perform regular system maintenance and updates
Apply security patches and bug fixes
Update AI models for improved performance
Notify you of major updates that affect functionality

10. LIMITATION OF LIABILITY

10.1 What We Are NOT Liable For

Incorrect Appointments:

We are not responsible if the bot books incorrect appointment times
Issues may arise from your calendar settings, availability rules, or user input errors
You are responsible for verifying and managing all appointments

Missed Calls or Leads:

We are not liable if the bot misses calls due to technical issues
We cannot guarantee all website visitors will engage with the bot
Lead capture depends on user cooperation and correct information provision

Technical Issues Beyond Our Control:

Website hosting or server issues
Internet connectivity problems
Third-party service outages (Google Calendar, OpenAI, telephony providers)
Browser compatibility issues
Plugin conflicts on your website

Data Loss or Breaches:

While we implement security measures, we cannot guarantee absolute security
You are responsible for securing data received through the bot
We are not liable for breaches of your systems or CRM

Business Results:

We do not guarantee specific results, lead volume, or conversion rates
Results vary based on your website traffic, industry, and lead quality
Bot performance depends on proper configuration and training

Third-Party Actions:

Actions or failures of third-party service providers
Payment processor issues or delays
Integration failures with your systems

10.2 Limited Warranty

14-Day Money-Back Guarantee:

Within 14 days of installation, we offer a full refund if the Service does not meet expectations
This is our only warranty

No Other Warranties:

The Service is provided “AS IS” and “AS AVAILABLE”
We disclaim all other warranties, express or implied
No warranty of merchantability or fitness for a particular purpose

10.3 Liability Cap

Maximum Liability:

Our total liability to you is limited to the amount you paid for the setup fee (₹35,000)
This cap applies regardless of the cause of action (contract, tort, negligence, etc.)

Excluded Damages:

We are not liable for indirect, incidental, consequential, or punitive damages
This includes lost profits, lost revenue, lost data, or business interruption
Even if we were advised of the possibility of such damages

10.4 Exceptions

The above limitations do not apply to:

Our gross negligence or willful misconduct
Fraudulent misrepresentation
Liability that cannot be excluded by law

11. INDEMNIFICATION

11.1 Your Indemnification Obligation

You agree to indemnify, defend, and hold harmless Aizen Media, Snowie.ai, and their affiliates from:

Claims Arising From:

Your use of the Service
Your violation of these Terms
Your violation of any law or regulation
Infringement of any third-party rights
Content or data you provide to the bot
Your failure to comply with data protection laws
Claims by your end users or website visitors
Your misuse or abuse of the Service

What This Means:

You will pay for any legal costs, damages, or settlements arising from the above
You will cooperate with us in defending against such claims

12. TERMINATION

12.1 Termination by You

During Trial Period (0-14 Days):

You may cancel and receive a full refund per our Cancellation Policy
See Cancellation & Refund Policy for details

After Trial Period (15+ Days):

You may cancel at any time with no penalties
Simply stop purchasing call credits
Bot will deactivate after credits are exhausted
Bot will be terminated after 180 days of inactivity

12.2 Termination by Us

We may terminate your account immediately without refund if:

Violation of Terms:

You violate these Terms and Conditions
You engage in prohibited uses
You fail to pay for services

Fraud or Abuse:

You commit fraud or misuse the Service
You attempt to replicate or reverse engineer the technology
You abuse the refund policy

Illegal Activities:

You use the Service for illegal purposes
You violate data protection laws
You engage in activities that harm others

Non-Cooperation:

You fail to provide necessary access or information
You refuse to cooperate with support requests
You interfere with Service functionality

12.3 Effect of Termination

Upon termination:

Your access to the Service will be revoked immediately
Bot will be removed from your website
Data will be deleted from our servers within 90 days
No refunds will be issued (except during 14-day trial period)
You must cease all use of our intellectual property
Unused call credits are forfeited

12.4 Survival

The following sections survive termination:

Payment obligations
Intellectual property rights
Limitation of liability
Indemnification
Dispute resolution

13. DISPUTE RESOLUTION

13.1 Governing Law

These Terms are governed by the laws of India, without regard to conflict of law principles.

13.2 Jurisdiction

Any disputes shall be subject to the exclusive jurisdiction of the courts in Bangalore, Karnataka, India.

13.3 Informal Resolution

Before filing a legal claim, you agree to:

Contact us at support@aizenmedia.com to resolve the issue
Provide a detailed description of the dispute
Allow us 30 days to attempt to resolve the matter

13.4 Arbitration (Optional)

If informal resolution fails, disputes may be resolved through:

Binding arbitration in Bangalore, India
Conducted in English
Following Indian Arbitration and Conciliation Act, 1996

14. FORCE MAJEURE

We are not liable for delays or failures in performance due to circumstances beyond our reasonable control, including:

Natural disasters (earthquakes, floods, fires)
War, terrorism, civil unrest
Government actions or regulations
Pandemics or public health emergencies
Internet or telecommunications failures
Power outages
Third-party service provider failures
Cyber attacks or security incidents

During force majeure events:

Our obligations are suspended for the duration of the event
We will resume performance as soon as reasonably possible
No refunds or credits are provided for force majeure delays

15. GENERAL PROVISIONS

15.1 Entire Agreement

These Terms, along with our Privacy Policy and Cancellation & Refund Policy, constitute the entire agreement between you and Aizen Media.

15.2 Amendments

We may update these Terms at any time:

Changes are effective upon posting with updated “Last Updated” date
Material changes will be notified via email
Continued use constitutes acceptance of changes

15.3 Severability

If any provision is found invalid or unenforceable:

The remaining provisions remain in full effect
The invalid provision will be modified to be enforceable

15.4 Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right or provision.

15.5 Assignment

You may not assign or transfer your rights under these Terms without our written consent.

We may assign our rights and obligations to any affiliate or successor entity.

15.6 No Agency

These Terms do not create:

Partnership, joint venture, or employment relationship
Agency or representative authority
Any fiduciary duty

15.7 Notices

All notices must be sent to:

Email: support@aizenmedia.com
Address: Flat No. 101, Sai Krishna Homes, BG Road, Bangalore, KA – 560076

Notices are effective:

Email: Upon delivery
Mail: 5 business days after sending

16. CONTACT INFORMATION

For questions about these Terms:

Aizen Media
Flat No. 101, Sai Krishna Homes
BG Road, Bangalore, Karnataka – 560076, India

Email: support@aizenmedia.com
Phone: +91 9632535003
Business Hours: Monday to Friday, 9:00 AM – 5:00 PM IST

17. ACKNOWLEDGMENT

By using our Service, you acknowledge that:

You have read and understood these Terms and Conditions
You agree to be bound by these Terms
You have the authority to enter into this agreement
You will comply with all applicable laws and regulations
You understand the limitations of liability and warranty disclaimers
You accept our Cancellation & Refund Policy and Privacy Policy