Terms & Conditions
Effective Date: 29 May 2025

These Terms and Conditions (“Terms”) govern your use of the services provided by Syntra AI Solutions Ltd (“we”, “us”, or “our”). By accessing or using our website or services, you agree to be bound by these Terms. If you do not agree, you may not use our services.

1. Company Information

Syntra AI Solutions Ltd
Registered in: Isle of Man
Trading: United Kingdom, United States, and globally
 

2. Services Provided

We provide AI-powered chatbot solutions via a SaaS (Software as a Service) model. Services include:

Predefined chatbot packages (e.g. Essentials Package)

Custom chatbot solutions (Pro Suite)

Ongoing support and optimisation depending on plan level

3. User Eligibility

By using our services, you confirm that you:

Are at least 18 years old

Are authorised to enter into a contract on behalf of your business (if applicable)

Will provide accurate, complete, and current information

4. Payment Terms

Essentials Package: £149/month + £50 setup fee

Custom Pro Suite: Priced on a per-project basis

Payments are billed in advance and processed securely via third-party providers

Late or failed payments may result in suspension or termination of services

5. Intellectual Property

All intellectual property relating to:

Syntra AI branding and website content

Prebuilt chatbot frameworks and tools

Any proprietary technologies or templates
...remain the sole property of Syntra AI Solutions Ltd.

Custom content created for clients (e.g. chatbot scripts) may be licensed to the client, not transferred in full ownership, unless otherwise agreed in writing.

6. User Responsibilities

You agree not to:

Misuse the chatbot platform or services

Attempt to reverse-engineer or decompile our software

Use bots to collect or distribute unlawful content

Violate data privacy laws (e.g. GDPR, CCPA)

Engage in behaviour that harms our platform, services, or reputation

You are solely responsible for the data collected by your bots and for ensuring compliance with any relevant privacy laws in your region or industry.

7. Support Services

Support varies by package:

Essentials: General troubleshooting and basic assistance

Pro Suite: Priority support, analytics, and ongoing optimisation
We aim to respond to support queries within 2 business days.

8. Liability & Disclaimers

We provide our services “as is” and do not guarantee uninterrupted operation.

We are not liable for any indirect, incidental, or consequential damages.

Maximum liability is limited to the total fees paid by you in the past 3 months.

9. Termination

We may suspend or terminate your account if:

You breach these Terms

Payments are not made

You engage in prohibited use or abuse of services

You may cancel your subscription at any time in accordance with our Refund & Cancellations Policy.

10. Amendments

We reserve the right to update these Terms at any time. The most current version will always be posted on our website. Continued use of the service after changes indicates acceptance.

11. Governing Law

These Terms are governed by the laws of the Isle of Man. Any disputes will be resolved in Isle of Man courts or as otherwise agreed.

12. Contact

support@syntrasolutions.tech

Privacy & Cookies Policy
Effective Date: 29 May 2025

At Syntra AI Solutions Ltd (“we”, “our”, or “us”), we are committed to protecting your privacy and handling your data responsibly. This Privacy and Cookies Policy outlines how we collect, use, share, and protect your information when you use our AI chatbot services and visit our website.

1. Information We Collect

We may collect the following types of personal data:

Name, email address, and contact details

Business name and company info

Payment details (via secure third-party processors)

Chat content and interaction data

Booking or scheduling details

Device and browser information (via cookies)

2. How We Use Your Data

Your data is used to:

Provide and maintain our chatbot services

Customise and improve user experiences

Respond to support or service requests

Process payments and manage subscriptions

Ensure security and compliance

Send important service communications

3. Legal Basis for Processing

We process personal data under the following lawful bases:

To fulfil a contract (e.g. provide chatbot services)

Your consent (e.g. for marketing or cookies)

Legitimate interests (e.g. service analytics)

Legal obligations

4. Sharing Your Information

We may share your data with:

Botpress, OpenAI, and other technology providers

Payment processors (e.g. Stripe or PayPal)

Hosting partners (e.g. IONOS)

Legal authorities where required

We ensure appropriate safeguards are in place for international data transfers.

5. Cookies Policy

We use cookies and similar tracking technologies to:

Improve site performance

Analyse user behaviour

Remember user preferences

You can control cookies via your browser or through any cookie consent banner on our website.

6. Your Rights (Under GDPR & CCPA)

You have the right to:

Access the personal data we hold about you

Request correction or deletion of your data

Object to or restrict certain types of processing

Withdraw your consent at any time

File a complaint with your local data authority

For requests, contact: support@syntrasolutions.tech

7. Data Retention

We retain personal data only as long as necessary for:

Service delivery and support

Legal or regulatory requirements

Chat data is stored securely and may be retained for up to 12 months unless otherwise agreed.

8. Data Security

We use secure encryption, access controls, and industry best practices to protect your data.

Cookies Policy
Effective Date: [Insert Date]
Company: Syntra AI Solutions Ltd
 

This Cookies Policy explains how Syntra AI Solutions Ltd (“we”, “us”, or “our”) uses cookies and similar technologies on our website (the “Site”). By using our Site, you agree to the use of cookies as described in this policy.

1. What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help us enhance your experience, remember your preferences, and understand how our website is being used.

Cookies can be:

Session Cookies – temporary and deleted when you close your browser

Persistent Cookies – remain on your device until they expire or are manually deleted

First-party Cookies – set by us

Third-party Cookies – set by external services (e.g. analytics or payment providers)

2. How We Use Cookies

We use cookies for the following purposes:

a. Essential Cookies

These are necessary for the Site to function. They allow core functionality such as:

Secure logins

Account authentication

Bot and chatbot session handling

Payment processing (e.g. via Stripe)

b. Performance & Analytics Cookies

These help us understand how visitors interact with our Site (e.g. pages visited, bounce rates, etc.) via tools such as:

Google Analytics

Ionos Analytics

These cookies do not identify you directly but help improve performance and usability.

c. Functionality Cookies

These remember your preferences and settings to enhance your experience (e.g. language selection, saved chatbot data).

d. Marketing & Tracking Cookies

These may be used to track visitors across websites and deliver relevant ads. You will always be asked for consent before these are placed.

3. Third-Party Cookies

We may allow trusted third-party services to place cookies on your device, including:

Ionos (Website host)

Google Analytics

Stripe (for payments)

Chatbot Platforms (e.g. Botpress, OpenAI if applicable)

Each of these providers has its own cookies policies and privacy practices.

4. Your Cookie Choices

When you visit our Site, you will be shown a cookie banner with options to:

Accept all cookies

Reject non-essential cookies

Customize your preferences

You can also disable or delete cookies at any time via your browser settings. Please note that disabling essential cookies may impact website functionality.

5. Managing Cookies in Your Browser

Instructions for managing cookies can be found at:

Google Chrome

Mozilla Firefox

Apple Safari

Microsoft Edge

6. Updates to This Policy

We may update this Cookies Policy to reflect changes in technology, law, or our business. The latest version will always be posted on our website.

7. Contact Us

For any questions about our use of cookies, contact us at: support@syntrasolutions.tech

Refund & Cancellation Policy
Effective Date: 29 May 2025

At Syntra AI Solutions Ltd, we aim to deliver high-quality AI chatbot solutions tailored to your business needs. This policy explains how refunds and cancellations are handled for our services.

1. Overview of Service Packages

We offer the following service packages:

Essentials Package: £149/month, with a £50 setup fee

Custom Pro Suite: Quoted per client, with setup and monthly fees determined individually

Both packages are offered as Software-as-a-Service (SaaS) and include ongoing support.

2. Setup Fees

All setup fees are non-refundable. This fee covers the time, configuration, and resources required to launch your chatbot.

3. Refund Policy

We offer a 30-day refund window for new clients on monthly subscriptions, excluding the setup fee.

To be eligible:

You must request a refund within 30 days of your initial payment

The request must be submitted to support@syntraai.com with your account and payment details

Refunds apply only to the Essentials Package subscription fee

Custom Pro Suite packages are not eligible for refunds once work has begun, as they are tailored, quoted services.

4. Cancellations

You may cancel your Essentials Package subscription at any time by emailing support@syntraai.com.

Cancellations take effect at the end of your current billing period.

We do not offer prorated refunds for cancellations made part-way through the billing cycle.

Pro Suite clients must refer to their specific agreement for cancellation terms.

5. Modifications to the Policy

We reserve the right to update this policy at any time. Changes will be posted on our website, and continued use of the service after updates indicates acceptance.

6. Contact Us

support@syntrasolutions.tech

Acceptable Use Policy
Effective Date: 29 May 2025
Company: Syntra AI Solutions Ltd
 

This Acceptable Use Policy (“Policy”) outlines the rules and restrictions governing the use of Syntra AI Solutions Ltd’s services, including all AI chatbot solutions, platforms, APIs, and websites (the “Services”).

By using our Services, you agree to comply with this Policy. Failure to follow these rules may result in suspension or termination of your access to our Services.

1. Permitted Use

You may use our Services for lawful, ethical, and commercially reasonable business purposes. This includes:

Deploying chatbots to engage with your customers or users

Collecting data strictly in compliance with applicable laws (e.g., GDPR, CCPA)

Using the bots in line with the plan you have subscribed to (Essentials or Pro Suite)

2. Prohibited Use

You may not use our Services to:

a. Break the Law

Violate any applicable local, national, or international law or regulation

Infringe upon the rights of any third party, including intellectual property or privacy rights

Violate data protection laws including GDPR, CCPA, or the EU AI Act

b. Harm Users or Systems

Collect or process sensitive personal data (e.g. health records, biometrics, credit card numbers) without proper consent and security measures

Share or distribute malware, ransomware, or any other harmful software

Attempt to gain unauthorised access to our systems, networks, or customer data

c. Misuse AI or Bots

Deploy bots that impersonate real individuals without disclosure

Use bots for spam, phishing, scams, or misleading marketing practices

Generate or distribute hate speech, violence, harassment, or abusive content

Use bots to bypass human interaction requirements in high-risk scenarios (e.g., medical advice, legal obligations)

3. User Content Responsibilities

You are solely responsible for the:

Content input into or generated by your chatbot

End-user interactions with your bot

Data collected through bot conversations
You must ensure that this content complies with this Policy and all relevant laws.

4. System Abuse

You agree not to:

Circumvent or exceed plan limits (e.g. usage quotas or support limits)

Interfere with the integrity or performance of the platform

Use excessive server resources beyond fair usage levels (see Fair Usage Policy)

5. Third-Party Platforms

If using our Services in conjunction with platforms such as Botpress, OpenAI (ChatGPT), Stripe, or Ionos, you agree to comply with their respective terms of use and acceptable use policies as well.

6. Enforcement

Violation of this policy may result in:

A warning or request to remedy the issue

Temporary or permanent suspension of your account

Termination of services without refund

Legal action, if warranted

7. Reporting Abuse

If you become aware of misuse of our Services, please report it immediately to support@syntrasolutions.tech