Terms of Service

1.Definitions and Scope

For these Terms of Service:

Services: The CoolBiz® AI Chatbot, accessible via coolbiz.ai, and all related features and functionalities.

User: Any individual or entity accessing or using the Services, including during a free trial or under a paid subscription.

Content: All data, text, graphics, and other materials submitted, posted, or displayed through the Services.

Personal Data: Information relating to an identified or identifiable natural person, as defined by applicable privacy laws (e.g., GDPR, HIPAA).

Subscriber: Any individual or entity with an active paid subscription to the Services. A Business subscription covers one organization and its employees, authorized vendors, websites and bots used for that organization. Unlimited bots, websites and authorized team members do not carry per-seat fees, but remain subject to usage charges, security controls and these Terms. A Business account may not host or resell service for unrelated client organizations; client resale requires the applicable reseller arrangement with separate client accounts. Suspected misuse is reviewed by a person, with notice and an opportunity to explain or correct the arrangement where appropriate; automated signals alone do not cancel an account.

Vertical Pro Tier: Any subscription add-on tier enabling specialized functionality for Subscribers operating in regulated industries (Healthcare-Pro, Legal-Pro, Finance-Pro, and any future tier).

Included Credits: Any recurring credit allowance expressly included in a subscription plan, as published on the coolbiz.ai Pricing page. Current standard plans include no recurring usage credits. A trial allowance is a separate, one-time grant.

Top-Up Credits: Usage credits purchased by a Subscriber, manually or through explicitly enabled auto top-up, to fund consumption separately from the subscription fee.

AI Sub-Processor: A third-party artificial-intelligence service provider engaged by CoolBiz Inc to deliver inference services as part of the Services, as further described in the Privacy Policy, the BAA, and the DPA.

2.Acceptance of Terms

By accessing or using the Services, including during a free trial or under a paid subscription, you agree to these Terms of Service. If you do not agree, you must not use the Services. These terms govern all aspects of your interaction with our platform and are binding.

3.Subscription and Billing

Free Trial Period

New subscribers to the CoolBiz® AI Chatbot are offered the free trial period and one-time initial credit allowance disclosed on the coolbiz.ai Pricing page. The initial allowance is loaded to the subscriber's account wallet at the start of the trial. The published values at the time of subscription govern that subscription's trial. CoolBiz Inc reserves the right to modify the trial duration and credit allowance prospectively for new subscriptions in its sole discretion; existing active subscriptions and trials remain governed by the terms in effect at the time of subscription unless otherwise expressly provided. A valid payment method is required at signup. No recurring subscription charge is made during the trial period. Voluntary credit purchases and expressly authorized automatic top-ups may be charged during the trial. At the conclusion of the trial, the selected subscription plan activates automatically; standard subscriptions do not replenish the trial allowance or include recurring usage credits. If no plan is selected, the account defaults to the base plan.

Subscription Billing

Subscriptions are billed on a recurring monthly or annual basis at the rates published on our Pricing page. Annual plans are billed as a single upfront payment. All prices are denominated and billed in United States Dollars (USD). The subscription fee provides access to the selected plan. Metered usage and optional add-ons are charged separately as disclosed at purchase.

Payment Processing

Payments are processed through CoolBiz Inc's designated payment processor(s), which currently include Stripe and may from time to time include other processors, invoicing platforms, Automated Clearing House (ACH) providers, direct bank-transfer arrangements, or any other lawful payment method CoolBiz Inc elects to support. The specific payment method applicable to a given transaction will be disclosed at the time of payment. CoolBiz Inc reserves the right to add, remove, or change designated payment processors and methods at any time without notice; provided that any change shall not affect the rights and obligations of any party under transactions already initiated.

Currency and Exchange Rates

All charges to subscribers, all Agency revenue-share payouts, all Affiliate commission payouts, all refunds where issued, and all other monetary transactions are denominated, billed, and paid in USD, regardless of (a) the default display currency selected by an Agency for its dashboard or for prices displayed to its child subscribers, (b) the default display currency a subscriber selects on a public-facing pricing or marketing page, or (c) any other localized display preference. CoolBiz Inc may display approximate conversions to other currencies on its public-facing pricing pages, dashboard interfaces, or marketing materials using automated exchange-rate data obtained from third-party API providers; such conversions are estimates, are subject to change at any time, and do not constitute a guarantee of the amount that will be charged, converted, or paid out by any third-party financial institution or payment processor. Any discrepancy between a displayed converted amount and the actual amount charged, converted, or paid in connection with a USD-denominated transaction is solely between the affected party and that party's financial institution or payment processor, and CoolBiz Inc bears no liability for such discrepancies.

Credit Wallet

Each subscriber account maintains a single credit wallet shared across its authorized bots and users. The one-time trial allowance does not renew. The wallet may also hold purchased credits, promotional credits and any expressly included recurring plan allowance.

(a) Included Credits — a recurring allowance exists only when expressly stated in the applicable plan. Current standard plans include zero recurring usage credits. Where a plan expressly includes an allowance, it is granted on the applicable funded billing date and unused amounts expire at the end of that billing cycle. It does not replenish a trial allowance.

(b) Top-Up Credits — credits purchased manually or via auto top-up at the published rate. Top-Up Credits remain in the wallet and roll over indefinitely while the subscription remains active and do not expire while the subscription is active. Top-Up Credits are non-refundable once consumed; the unused balance at cancellation may be refunded at CoolBiz Inc's sole discretion.

Consumption draws first from any active Included Credits and then from the remaining wallet balance. Purchased and promotional balances retain their applicable rollover terms.

Free Trial — Credit Purchases and Rollover

Top-Up Credits voluntarily purchased during the free trial period are non-refundable in cash. If the subscriber converts the free trial to a paid subscription on or before the trial's expiration, any unconsumed Top-Up Credits purchased during the trial roll over to the subscriber's wallet and remain available for consumption on the same terms as Top-Up Credits purchased during a paid subscription. If the subscriber cancels during the trial without converting, the unused portion of the initial credit allowance and any unconsumed Top-Up Credits purchased during the trial are forfeited and are not refundable in cash.

Usage-Based Fees

In addition to the flat subscription fee, subscribers are billed for AI consumption against their credit wallet in real time. Consumption is calculated based on published credit rates for each AI service and model and is deducted from the wallet in the order specified above (Included Credits first, then Top-Up Credits). Credit consumption rates vary by provider and model and are disclosed on the platform's AI model selection screen. When the wallet reaches the configured auto top-up threshold, auto top-up purchases occur per the subscriber's settings. If the wallet is exhausted and an authorized auto top-up does not restore funds, metered actions pause as described below.

Auto Top-Up

Auto top-up is optional and is disabled until the Subscriber explicitly enables it and confirms the charge authorization. Subscribers select a threshold and replenishment amount in the account dashboard and may disable auto top-up there. The platform attempts an authorized auto top-up when eligible usage reduces the wallet below the selected threshold. If it cannot restore funds, metered actions may pause. Merely adding a card or starting a trial does not authorize auto top-up.

Low Wallet Balance Notifications

As a proactive service, CoolBiz Inc endeavors to notify subscribers by email, SMS, in-dashboard alert, or other means when the subscriber's wallet balance approaches the configured auto-top-up threshold or falls below a low-balance threshold. CoolBiz Inc uses commercially reasonable efforts to deliver such notifications but does not guarantee delivery, timeliness, or receipt, and bears no liability for any failed, delayed, undelivered, or unread notification, or for any consequence — including service interruption, loss of data, or business impact — arising from a subscriber's failure to receive or act on such a notification. Each subscriber remains solely responsible for monitoring its own wallet balance and for maintaining sufficient funds to support the subscriber's anticipated consumption. CoolBiz Inc strongly recommends that subscribers enable auto top-up with thresholds and replenishment amounts sufficient to avoid service interruption.

Service Suspension

If a scheduled subscription payment fails, the applicable billing and grace-period rules apply. If available usage credits reach zero, the platform first attempts any eligible, explicitly authorized auto top-up. If funds remain unavailable, actions that incur provider or usage costs pause. Login, billing, wallet funding, help and account management remain available. Metered actions may resume when sufficient funds are restored.

Cancellation and Refunds

Monthly subscriptions are non-refundable once the billing period has commenced; cancellation is effective at the end of the current billing cycle. Annual subscriptions are billed upfront; prorated refunds may be issued at CoolBiz Inc's sole discretion based on extenuating circumstances, subject to the cancellation fee and process set forth in the Refund Policy. Where CoolBiz Inc approves a refund in its sole discretion, any Agency revenue-share or Affiliate commission previously paid in connection with the refunded subscription period shall be subject to clawback as provided in the Agency Policy and Affiliate Policy, as applicable. See the Refund Policy for full details.

4.Vertical Pro Tiers

CoolBiz Inc offers vertical-specific add-on tiers (each a "Vertical Pro Tier") that enable specialized functionality for Subscribers operating in regulated or specialized industries. The currently available Vertical Pro Tiers are:

(a) Healthcare-Pro Tier — enables Subscribers to process Protected Health Information (PHI) through the Services in a manner consistent with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable healthcare data protection laws. Activation requires execution of CoolBiz Inc's Business Associate Agreement and Subscriber compliance with the Subscriber-Side Compliant Connection Obligation set forth therein.

(b) Legal-Pro Tier — enables Subscribers to process attorney-client privileged information and other regulated legal data through the Services in a manner consistent with applicable legal-industry confidentiality, privilege, recordkeeping, and professional-conduct requirements. Activation requires execution of CoolBiz Inc's Legal Services Addendum and Subscriber compliance with the Subscriber-Side Compliant Connection Obligation.

(c) Finance-Pro Tier — enables Subscribers to process regulated financial data through the Services in a manner consistent with applicable financial-industry data protection, recordkeeping, and confidentiality requirements. Activation requires execution of CoolBiz Inc's Financial Services Addendum and Subscriber compliance with the Subscriber-Side Compliant Connection Obligation.

Activation of any Vertical Pro Tier modifies the Subscriber's available connected-system options, AI Sub-Processor routing, voice-input language coverage, and applicable disclaimers, as further described in the applicable tier agreement and in the Vertical Pro Tier Specification published at coolbiz.ai/pro-tiers. Vertical Pro Tier pricing and applicable consumption markups are disclosed on the Pricing page at the time of activation. Subscribers may operate under multiple Vertical Pro Tiers concurrently where their use case crosses regulated domains.

5.Regulatory Compliance and Responsibilities

CoolBiz® AI Chatbot supports compliance with regulations including HIPAA, GDPR, FADP, CCPA/CPRA, PIPL (China), LGPD (Brazil), DPDP (India), PDPL (Saudi Arabia and the UAE), PDPA (Thailand), PDP (Indonesia), NDPA (Nigeria), LFPDPPP (Mexico), PDPL (Argentina), and numerous additional federal, state, and international frameworks. Detailed framework coverage is set forth in the Privacy Policy. Key limitations and responsibilities:

No FERPA or COPPA Compliance. CoolBiz® AI Chatbot does not support compliance with the Family Educational Rights and Privacy Act (FERPA) or the Children's Online Privacy Protection Act (COPPA). Subscribers must not use the Services for any purpose requiring COPPA or FERPA compliance and must not knowingly collect or process personal data from individuals under 18.

Subscriber Compliance Toggles. Subscribers must enable compliance toggles (e.g., HIPAA, GDPR) and sign required agreements (BAA, DPA) via e-signature during onboarding or at the time of activation of a Vertical Pro Tier to meet regulatory standards. CoolBiz Inc does not monitor compliance unless legally required.

Three-Point BAA/DPA Trigger. The BAA/DPA compliance check fires at three independent connection points: (i) chatbot onboarding; (ii) connection of any external database to the platform; and (iii) connection of any external CRM or other regulated data source. Each trigger requires the Subscriber to declare whether the connected data source contains regulated personal data; an affirmative declaration requires the applicable BAA and/or DPA to be reviewed and signed before the connection proceeds. A Subscriber who falsely declares that a data source contains no regulated data assumes full legal liability for that declaration and any resulting compliance violations.

6.AI-Generated Output and Translation Disclaimers

AI-Generated Output and Source of Truth

Notwithstanding the substantial engineering and the proprietary or patented technologies CoolBiz Inc applies to its voice, text, and related artificial-intelligence services, AI-generated outputs — whether produced by CoolBiz Inc's own systems or by AI Sub-Processors accessed through the Services — may, in limited circumstances, include inaccuracies, omissions, edge-case behaviors, or outputs commonly described as "hallucinations" that do not faithfully reflect the content of CoolBiz Inc's published legal documents. CoolBiz Inc's published legal documents constitute the sole source of truth regarding the rights, obligations, and policies governing the Services. To the maximum extent permitted by applicable law, CoolBiz Inc disclaims any liability for AI-generated output that purports to describe, summarize, restate, or interpret the contents of CoolBiz Inc's legal documents but does so inaccurately. Users should consult the published legal documents directly for any binding statement of policy.

Translation Quality

Notwithstanding the substantial capabilities of the AI services and third-party translation technologies CoolBiz Inc integrates from time to time, all translation of text or speech between languages is subject to the accuracy and quality limitations of the underlying translation technology. Translation accuracy is generally strongest for major world languages and for general subject matter, and may exhibit reduced fidelity in lower-resource languages, in highly technical or domain-specific contexts, and in idioms, dialects, or culturally specific expressions. CoolBiz Inc makes no warranty regarding the accuracy, completeness, or fitness for any particular purpose of any translated content. Users should consult a qualified human translator for any communication where translation accuracy is critical.

Specialized Terminology in Vertical Pro Tiers. Where Subscribers operate under a Vertical Pro Tier, translated content involving specialized clinical, legal, or financial terminology may exhibit reduced translation fidelity in lower-resource languages and in highly domain-specific contexts. Voice input under a Vertical Pro Tier is supported in the languages for which CoolBiz Inc's vertical-specific speech-to-text engine provides medical, legal, or financial vocabulary coverage; languages outside that coverage default to general-purpose speech-to-text with potentially reduced specialized-terminology accuracy, or to text-only input, as disclosed in the Vertical Pro Tier Specification.

No Professional Advice

The Services and any AI-generated output produced through the Services are provided for general informational and operational-support purposes only. The Services do not provide, and no AI-generated output constitutes, legal advice, medical or healthcare advice, financial or investment advice, tax advice, accounting advice, or any other form of professional advice. No attorney-client, doctor-patient, fiduciary, or other professional relationship is established between CoolBiz Inc and any User by use of the Services. Users should consult a qualified, licensed professional in the applicable jurisdiction for any decision having legal, medical, financial, tax, or other professional consequences. CoolBiz Inc and its affiliates disclaim any liability for any decision made, action taken, or harm incurred in reliance on AI-generated output from the Services. The provisions of this section apply notwithstanding any other provision of these Terms, except to the extent expressly modified by the Trusted Third-Party Provider Override clause below.

Application to Vertical Pro Tier Subscribers

The disclaimers in this section limit the reliance that end users and recipients of Subscriber communications may place on AI-generated outputs. Subscribers operating under any Vertical Pro Tier are licensed or otherwise qualified professionals in their respective fields and are expected to apply professional judgment to all AI-generated outputs before relying on them in professional practice. Nothing in this section limits a Vertical Pro Tier Subscriber's use of AI-generated outputs as input to the Subscriber's own professional judgment.

Trusted Third-Party Provider Override

Where CoolBiz Inc integrates specifically named, validated third-party professional service providers — including, without limitation, medical-vocabulary speech-to-text providers, legal research platforms, clinical decision-support databases, financial data providers, regulatory-coverage reference databases, and similar specialized providers — into the Services, and Subscribers activate such integrations under a Vertical Pro Tier or other compliant configuration, the general professional-advice disclaimers above do not displace the warranties, representations, certifications, or advisory functions of the integrated third-party provider as to the integrated provider's own outputs. Subscriber's use of an integrated third-party provider is governed by that provider's terms and warranties, which are made available to Subscriber at the time of integration. CoolBiz Inc disclaims responsibility for the accuracy, completeness, or fitness for purpose of any integrated third-party provider's outputs except as expressly set forth in a written agreement between CoolBiz Inc and the Subscriber.

Prototype and Beta Services

CoolBiz Inc may from time to time make features available in a beta, pre-release, or limited-access capacity. Beta and pre-release features are not designed or intended to meet any regulatory compliance framework, including but not limited to HIPAA, GDPR, CCPA, or SOC 2. Users must not submit, share, or discuss any regulated, sensitive, confidential, or protected information through any beta or pre-release feature. Beta features are provided strictly on an "as is" basis with no warranties of any kind.

7.Data Handling and Privacy

For details on data collection, use, and security, see our Privacy Policy. Key points: collection of personal, technical, and usage data for service and compliance; use solely for service, security, and support, with no sales or external AI training without consent; encryption and audits to protect data; international processing with safeguards.

Vector Storage. When a subscriber connects a database or uploads unstructured content (such as documents, images, or PDFs), that content may be temporarily converted into vector representations and stored on CoolBiz Inc servers solely to enable AI-powered search and retrieval. Vector indexes are purged on a rolling 30-day basis or upon subscription termination, whichever comes first. The Subscriber's raw source data does not permanently reside on CoolBiz Inc servers.

8.Security and Data Safety

Infrastructure Security: We use robust security (e.g., enterprise-grade cloud infrastructure, encryption) targeting 99.9% uptime. For breaches, we notify affected users and authorities as legally required. Subscribers report incidents to us within twenty-four (24) hours of discovery.

9.Data Retention and Deletion

Chat data is retained for 30 days; compliance data, including financial records subject to the Sarbanes-Oxley Act (SOX), is retained for 7 years, which also encompasses other regulatory acts requiring similar handling. Users may request deletion of their data, subject to legal requirements. Deletion requests are processed within 30 days of submission unless legal or compliance obligations require longer retention. See the Privacy Policy for the complete retention and deletion framework.

10.Electronic Communications

By subscribing, subscribers consent to receive essential electronic communications related to their account and service operations, including account and billing notifications, security alerts, compliance updates, and service maintenance updates. Certain notifications (security alerts and compliance-related updates) cannot be disabled.

Marketing communications may be sent with clear opt-out mechanisms (replying "STOP" to SMS, selecting "unsubscribe" from email, or contacting us directly at support@coolbiz.ai).

11.DMCA, Copyright, and Trademark Notices

All DMCA takedown notices, copyright claims, and trademark concerns must be submitted in writing to: CoolBiz Inc, 1534 Purple Way, Redding, CA 96003, Email: support@coolbiz.ai. A valid copyright infringement claim must include: (i) physical or electronic signature of the copyright owner or authorized representative; (ii) a detailed description of the copyrighted work; (iii) clear identification of the allegedly infringing material; (iv) complainant's contact information; (v) a good-faith statement that the use is unauthorized; and (vi) a declaration under penalty of perjury that the information is accurate.

Counter-notice procedures follow the DMCA's standard structure. The alleged infringing party will be notified and given an opportunity to respond, and a valid counter-notice will be communicated to the original complainant.

12.Limitation of Liability

Service Provision Parameters: The Services are provided on an "as is" and "as available" basis. We do not guarantee uninterrupted service, error-free operation, or fitness for any particular purpose. No express or implied warranties are provided, including warranties of merchantability, fitness for a specific purpose, or non-infringement.

CoolBiz Inc is not liable for service disruptions caused by force majeure events, third-party service failures (including those of AI Sub-Processors), or User misuse, configuration errors, or unauthorized modifications.

Financial Liability Limitations: To the maximum extent permitted by law, total liability for any claim arising from the Services shall not exceed the total subscription fees paid by the affected subscriber within the twelve (12) months before the claim. This limitation does not apply to gross negligence, willful misconduct, statutory consumer-protection liabilities that cannot be waived, or intentional and unlawful harm. CoolBiz Inc shall not be liable for indirect, incidental, special, consequential, or punitive damages.

13.Prohibited Uses

Users must not:

• •Engage in actions that harm other users, the platform, or third parties.
• •Violate any applicable laws or regulations.
• •Attempt unauthorized access, bypass security measures, or disrupt service operations.
• •Share, sell, or transfer access credentials to unauthorized individuals or entities.
• •Use the Services for any prohibited, illegal, fraudulent, or unethical activity.

Violations may result in immediate account suspension or termination at CoolBiz Inc's sole discretion. Upon termination, access is revoked, no refunds are issued for unused service periods, and data retention or deletion will comply with applicable legal and regulatory requirements.

14.Dispute Resolution

15.Modifications, Updates, and Amendments

CoolBiz Inc reserves the right to update or modify these Terms of Service as needed to reflect changes in business operations, regulatory requirements, or service enhancements. When material changes occur, we will notify affected users through direct email, in-app notifications, and updates to the published Terms of Service. Unless otherwise specified, all modifications become effective upon posting.

16.Severability

If any provision is found invalid, illegal, or unenforceable, that provision shall be severed and the remaining provisions will continue in full force and effect.

17.Complete Agreement

These Terms of Service, together with our Privacy Policy and Refund Policy, each as in effect from time to time, constitute the entire agreement between you and CoolBiz Inc regarding the use of our chatbot services at coolbiz.ai. This agreement supersedes all prior communications or understandings, whether written or oral.

18.Contact Information

For questions or concerns about these Terms of Service, contact our support team at:

Email: support@coolbiz.ai

Address: CoolBiz Inc Headquarters, 1534 Purple Way, Redding, CA 96003

By using our services, you agree to these Terms of Service.