Terms of Service

These terms govern the purchase and use of the Arvisflows artificial intelligence agent service. By subscribing to any of the plans, you accept them in full.

1. The parties

The service provider is Arvisflows LLC, a Limited Liability Company of the State of New Mexico (United States), with Entity ID 0008126909 and its address at 1209 Mountain Road Pl NE, Ste N, Albuquerque, NM 87110. Its full identification details are set out in the Legal Notice.

The customer is the natural or legal person who subscribes to the service in the course of a business or professional activity. The service is designed for businesses and is not offered to consumers. By subscribing, the customer declares that it is acting for purposes related to its business and that it has the capacity to enter into binding obligations.

2. What the service includes

Arvisflows provides, on a monthly subscription basis, an artificial intelligence agent that serves the business's end customers. Depending on the plan purchased, the service includes:

• Automated handling of conversations through WhatsApp and web chat, by text and, where the channel supports it, by voice note.
• Handling of incoming phone calls through an assigned number, on the plans that include it.
• Checking availability and booking, changing and cancelling appointments.
• Managing sales of products and food, with collection, own delivery or courier delivery, and providing information on and collecting payment for transport options for accommodation businesses, in the plans and configurations that allow it.
• A Manager Panel to configure the business, its services, its opening hours, its staff and the agent's behaviour, and to review activity.
• Operational notices to the person in charge of the business.
• Automatic posts and advertisements on the business's social media, through its own Meta account and using a budget set and paid directly to Meta by the business, on the plans that include them.
• Collection of deposits or full payment for bookings through the customer's Stripe account, on the plans that include it.

The service is provided as software as a service. It does not involve the delivery of any physical medium or the transfer of any code.

3. Sign-up and account

The service is purchased through the sign-up form on the website. The customer provides its business details and a valid payment method, and expressly accepts these terms. The contract is concluded when Arvisflows confirms the sign-up and enables access to the panel.

Login credentials are personal. The customer is responsible for keeping them safe and for all activity carried out with them, and must report any unauthorised use immediately.

4. Free trial period

The sign-up includes a free trial period of 14 calendar days, counted from confirmation of the sign-up. During that period the service is fully operational, subject to a limit of 100 conversations and 10 calls, and the plan fee is not charged.

A payment method must be registered to set up the subscription. It is not charged during the trial, except for the item provided for in clause 5. If the customer does not cancel before the end of the trial period, the subscription continues automatically and the first monthly fee of the chosen plan is issued.

Arvisflows notifies the customer when the trial period is about to end.

5. Phone number

The plans that include call handling allow the customer to request a phone number from the Manager Panel. The number is assigned, configured and maintained by Arvisflows through its telephony provider.

5.1 Set-up cost

• During the free trial period, setting up the number has a one-off cost of €5, charged to the registered payment method at the time of the request. That amount is credited in full as a discount on the first monthly fee, so it is not an additional cost for those who continue with the service. If the customer does not go on to subscribe, the amount is not refunded, as it corresponds to the actual activation of the number.
• For a customer who is already paying its fee, setting up the number is free of charge.

The charge is made only after confirming that a number is available. If the charge is declined by the card issuer, the number is not set up and the customer receives a notice.

5.2 Ownership and release

The number is assigned to the service; ownership is not transferred to the customer. Arvisflows releases the number, with the resulting permanent loss of the number, in the following cases:

• When the customer cancels the subscription.
• When the customer switches to a plan that does not include call handling.
• When there is an unpaid amount that is not settled, under the terms of clause 10.

6. Plans and prices

7. Included usage and overage charges

In addition to the fixed monthly fee of the plan purchased, the service is billed for two types of usage unit: conversations and phone calls.

One conversation is counted for each calendar day on which an end customer has at least one exchange with the artificial intelligence agent through WhatsApp or the web chat, regardless of whether the replies are by text or by voice note, and regardless of the number of messages exchanged that day. A new calendar day, even if it is part of the same conversation started on a previous day, counts as an additional conversation. A phone call is each call handled by the artificial intelligence agent through the integrated telephony service, available on all three plans.

The prices per additional unit are as follows:

• Basic AI Agent: €0.22 per additional conversation and €0.47 per additional call.
• Advanced AI Agent: €0.21 per additional conversation and €0.46 per additional call.
• Professional AI Agent: €0.20 per additional conversation and €0.45 per additional call.

Usage is counted cumulatively over the monthly billing period. Only the volume exceeding the allowance included in the plan purchased is billed; usage within the included allowance does not generate any additional charge. The amount for any overage is calculated at the close of each billing period and is added automatically to the invoice for the next monthly renewal, together with the plan's fixed fee, using the same payment method associated with the subscription.

Any change to the included allowances or to the prices per additional unit set out in this clause will be notified to the customer at least 30 calendar days before it takes effect.

7 bis. Purchased monthly usage

7 bis.1 What it is.

A customer with an active paid subscription can purchase, from the Manager Panel, a monthly quantity of conversations, calls or both, on top of those included in its plan. The panel calculates the amount and shows it before confirmation. This option is not available during the free trial period.

7 bis.2 Price.

Each purchased unit costs 10 % less than the additional unit of the same plan set out in clause 7:

The monthly amount is rounded to the nearest cent. Any change to these prices or to the discount will be notified 30 calendar days in advance, as in clause 7.

7 bis.3 Charging.

When the quantity is purchased or increased, the full monthly amount of what is added is charged at that moment, without pro-rating by days, and it covers the whole current billing period. If additional usage had already been billed in that period, the part now covered by the purchase is credited on the next invoice. From the next renewal onwards, purchased usage is billed together with the plan fee.

7 bis.4 Unused units.

What is purchased is a monthly commitment. Unused units are not refunded and do not carry over to the next period.

7 bis.5 Usage above what was purchased.

Anything exceeding the sum of the included and purchased units is billed as additional usage, in accordance with clause 7.

7 bis.6 Reduction or cancellation.

The customer can reduce or cancel purchased usage at any time. No amount is refunded: what has already been paid covers the rest of the current period and the new quantity applies from the next renewal.

7 bis.7 Change of plan.

On a change of plan, purchased usage is cancelled. No amount is refunded: what has already been paid covers the rest of the current period. The customer can purchase it again on the new plan from the Manager Panel.

7 bis.8 Incidents.

If the charge goes through but the purchase is not applied because of a technical incident, Arvisflows automatically refunds the amount charged.

7 ter. Additional activities

7 ter.1 What they are.

The business's first sector is included in the plan. Each sector added after the first is treated as an additional activity.

7 ter.2 Price.

The monthly price of each additional activity depends on the plan purchased:

Any change to these prices will be notified 30 calendar days in advance, as in clause 7.

7 ter.3 Charging and removal.

When an additional activity is added, the full monthly price is charged at that time, without pro-rating. There is no charge during the free trial period. Removing an additional activity does not give rise to any refund, and its supplement is no longer charged on the next invoice.

7 ter.4 Change of plan.

When the plan is changed, the additional activities and their supplement are removed. The customer must select the business's activities again under the new plan.

7 ter.5 Incidents.

If the charge goes through but the change is not applied because of a technical incident, Arvisflows automatically refunds the amount charged.

7 quater. Daily posts on X

If the customer connects its X account from the Manager Panel, Arvisflows may publish to it no more than once per day and without links.

This service costs €1 per month, only for months in which at least one post has been published on X. It is charged on the first day of the following month as a single monthly item and includes up to 31 posts. Months without posts are not charged.

8. Billing, payment and taxes

The subscription is billed monthly in advance using the registered payment method. Each renewal generates an invoice that the customer receives by email and can view through the link that accompanies it.

Prices are stated in the currency indicated at the time of purchase and are final prices without VAT. Invoices are issued in the name of Arvisflows LLC, with its United States EIN, its registered address in New Mexico and its Entity ID. Businesses established in the European Union are subject to the reverse charge mechanism: the recipient declares the applicable VAT. Businesses established outside the European Union are not charged VAT.

The customer undertakes to keep its billing details up to date and to maintain a valid payment method for the entire term of the contract.

8 bis. Collecting payments for bookings, orders, deliveries and transport from end customers

8 bis.1 What it is.

On the plans that include it, the customer can ask its end customers for a deposit or full payment when booking an appointment or reservation, placing an order for products or food, paying for delivery or purchasing a transport option. Payment is made by card, digital wallet or any other method offered by Stripe's payment page. The feature is optional and is enabled from the Manager Panel.

8 bis.2 The customer's Stripe account.

To use it, the customer connects its own account with Stripe, Inc. or with the Stripe entity that applies to it, and accepts Stripe's terms directly. Each charge is created in the customer's account: depending on the transaction, the customer is the seller, service provider or offeror to the end customer, and the money goes from Stripe to the customer. Arvisflows does not receive, hold or transfer those funds, does not provide payment services and never has access to the card or payment method details.

8 bis.3 Arvisflows fee.

For each completed charge, Arvisflows receives a fee of 1 % of the total amount charged to the end customer, including shipping and any fees that the customer charges its end customer, rounded to the nearest cent. The fee is invoiced without VAT: businesses in the European Union are subject to the reverse charge mechanism, and businesses outside the European Union are not charged VAT. Stripe deducts the fee at the time of the charge. This fee is separate from the fees that Stripe applies to the customer under its contract with Stripe. If the customer refunds the full amount of a charge, Arvisflows also refunds its fee. On partial refunds and on charges disputed by the end customer (chargebacks), the fee is not refunded. Any change to the percentage will be notified in accordance with clause 18.

8 bis.4 Customer responsibilities.

The customer sets the amounts and decides which services require payment. It is responsible to its end customers for the sale, taxes, invoices or supporting documents, refunds, complaints and chargebacks. The document that Stripe sends to the end customer after payment is a receipt, not an invoice. Where an invoice must be issued, the customer issues it using its own software or through its accountant; Arvisflows does not issue invoices on the customer's behalf. Before enabling payments, the customer must write its payment and cancellation terms in the panel. The agent and the booking pages show them to the end customer, together with the amount, before payment. The customer is responsible for ensuring that those terms comply with the consumer protection rules that apply to it.

8 bis.5 Bookings, orders and transport awaiting payment.

The appointment, booking, order or transport option is created only after the end customer expressly confirms the transaction and the price. If payment is required, it remains pending for the period configured by the customer, which is at least 30 minutes; during that time, the time slot, stock units or transport availability, as applicable, are reserved. If payment is not completed within that period, the transaction is cancelled automatically and what was reserved becomes available again.

8 bis.9 Suspension of the feature.

Payments stop being available if the customer disconnects its account, if Stripe restricts or closes it, if the subscription is suspended under clause 10, or if Arvisflows detects fraudulent use or use contrary to these terms. Arvisflows is not liable for Stripe's decisions regarding the customer's account, such as holds on funds, blocks or payout schedules, nor for interruptions of Stripe's service.

8 ter. Referral programme

8 ter.1 How it works.

Each customer has its own link in the Manager Panel to recommend Arvisflows. If another business subscribes to a plan through that link, both receive a discount.

8 ter.2 Discount for the new customer.

The new customer pays 10 % less of its plan fee on the first invoice after the trial period. The discount is shown on the payment page.

8 ter.3 Discount for the referrer.

When the new customer pays its first invoice, the business that referred it pays 10 % less of its own plan fee on its next subscription invoice. If it has referred several businesses, the discounts are applied one at a time, on successive invoices.

8 ter.4 Conditions.

The discount only applies to businesses subscribing for the first time. It does not apply if the new customer is the same business as the referrer (same email address or same tax ID), nor if the referrer's account is suspended. If the new customer is refunded the amount paid, the referrer does not receive the discount; if it has already enjoyed it, it keeps it. Discounts cannot be exchanged for cash or transferred, and they are lost if the referrer's subscription ends before they are applied. Arvisflows may cancel discounts obtained fraudulently.

8 ter.5 Changes to the programme.

Arvisflows may modify or end the programme in accordance with clause 18. Discounts already earned are honoured.

9. Changing plan

The customer can change plan at any time from the Manager Panel. The change takes effect immediately. The financial rules are as follows:

If two successive upgrades take place in the same period, each one only deducts the fee of the plan immediately before it.

The difference is calculated on full monthly fees and is not pro-rated by days. The customer knows the exact amount before confirming the change, because the panel shows it in the confirmation itself.

If the difference is charged successfully but the change of plan is not applied because of a technical incident, Arvisflows automatically refunds the amount charged and the customer remains on its previous plan.

10. Non-payment and suspension

If a charge is unpaid, the payment provider makes automatic retries. As long as the debt is not settled, the following procedure applies:

1. Suspension of the service. From the first failed payment the agent stops serving customers, and the person in charge of the business receives a notice with the link to settle the payment.
2. Urgent notice after 23 days. A reminder is sent warning of the imminent loss of the phone number.
3. Release of the number after 28 days. If the non-payment continues, the assigned number is released permanently and cannot be recovered.

Paying the amount due reactivates the service automatically. The business's configuration is kept throughout the process, but a released number is not recovered and a new one will have to be requested.

11. Term, cancellation and withdrawal

The contract has no minimum term. It renews automatically every month until one of the parties cancels it.

The customer can cancel at any time from the Manager Panel. Cancellation takes effect at the end of the period already billed: the service remains available until that date and no new charges are made. Amounts for periods that have already started are not refunded. Until the effective date, the cancellation can be undone from the panel itself.

Arvisflows may terminate the contract, after notice, in the event of a serious breach of these terms, fraudulent use or prolonged non-payment.

12. Service availability

Arvisflows works to keep the service available continuously, but does not guarantee uninterrupted or error-free operation. The service depends on third-party platforms, including WhatsApp messaging, telephony and language model providers, whose interruptions, changes of terms or restrictions are beyond Arvisflows' control. WhatsApp is connected by linking the business's number. Meta may restrict or block a number under its terms, and Arvisflows is not responsible for those decisions.

Scheduled maintenance will be announced in advance whenever possible and will be carried out, where possible, at times of low usage.

13. Acceptable use and customer obligations

The customer undertakes to:

• Use the service in accordance with the law and these terms, and comply with the policies of the messaging and telephony platforms used.
• Not use the agent to send unsolicited commercial communications or bulk messages to people who have not previously contacted the business.
• Have the necessary legal basis to process the data of its own end customers and inform them properly that they may be served by an automated system.
• Not use the service for unlawful, misleading or discriminatory activities, or to impersonate third parties.
• Not resell or sublicense the service, or make it available to third parties outside its business, without express authorisation.
• Not attempt to access the code, extract the agent's models or instructions, or carry out reverse engineering.
• Provide truthful information when configuring the agent, for whose content communicated on the customer's behalf the customer is responsible.

A breach of this clause entitles Arvisflows to suspend the service immediately.

14. Limits of artificial intelligence

The agent's replies are generated by language models and are probabilistic in nature. They may contain errors, omissions or incorrect interpretations.

The agent does not provide legal, medical, financial or any other regulated advice, and must not be used to make decisions with significant consequences for people without human supervision. The customer is responsible for reviewing the agent's configuration and supervising its operation insofar as it affects the customer's obligations towards its own customers.

15. Intellectual property and licence

Arvisflows retains ownership of the service and all its components: code, architecture, workflows, agent instructions, interface, documentation and methodology. The subscription grants the customer a limited, non-exclusive, non-transferable and revocable licence to use the service, limited to the term of the contract and to the needs of its own business.

The content the customer enters into the service, such as the description of its services, its opening hours or its documents, remains the customer's. The customer grants Arvisflows the authorisation needed to process it for the sole purpose of providing the service purchased.

16. Data protection

The processing of the customer's own data is governed by the Privacy Policy.

When Arvisflows processes data of the business's end customers, it does so as processor and on behalf of the customer, who is the controller. That relationship is governed by the Data Processing Addendum, which forms an integral part of these terms and is deemed accepted together with them.

16 bis. YouTube

Content published by Arvisflows on YouTube is published through YouTube API Services. Anyone who views or interacts with it on YouTube is subject to the YouTube Terms of Service and the Google Privacy Policy.

17. Liability

Arvisflows is liable for direct damage resulting from a breach attributable to the company. Except where the law does not allow it to be limited, Arvisflows' aggregate liability is limited to the total amount actually paid by the customer during the twelve months before the event giving rise to it.

Arvisflows is not liable for loss of profit, loss of business opportunities, loss of data attributable to the customer or damage arising from the interruption of third-party services.

None of these limitations applies in the event of wilful misconduct or gross negligence.

18. Changes to these terms

Arvisflows may amend these terms to adapt them to changes in the service or in the law. Material changes, and in any event any change in prices, will be notified to the customer at least 30 calendar days in advance. If the customer does not agree, it may cancel the subscription before the change takes effect, without penalty.

19. Governing law and jurisdiction

These terms are governed by the laws of the State of New Mexico, United States of America, without regard to its conflict of laws rules. The parties submit to the competent state and federal courts of that State.

If any clause is declared void or unenforceable, the others will remain fully valid and the affected clause will be replaced by another that pursues the same purpose within the limits permitted by law.