Terms of Service
Effective: 1 January 2026 · Last updated: 12 May 2026 · Governed by the laws of Tanzania
Please read these Terms carefully. By subscribing to, accessing, or using any MotivateChat service, you agree to be bound by these Terms. If you do not agree, do not use our services.
1. About MotivateChat
MotivateChat ("we", "us", "our") is a chatbot design and deployment service operating in East Africa, headquartered in Dar es Salaam, Tanzania. We provide automated customer communication tools ("Chatbots") installed on clients' websites and WhatsApp Business accounts.
Our contact email is calvin@motivatechat.com. These Terms constitute the entire agreement between MotivateChat and the subscribing business or individual ("Client", "you").
2. Services Provided
MotivateChat provides the following services, subject to the plan subscribed:
- Design and configuration of a chatbot trained on information provided by the Client
- Installation of a chat widget on the Client's website and/or WhatsApp Business number
- Ongoing hosting, maintenance, and monthly performance reporting
- Updates to chatbot knowledge upon written request (frequency subject to plan)
Scope limitations: We do not build bespoke software applications, manage the Client's social media accounts, or provide legal, financial, or medical advice via chatbot content.
3. Client Responsibilities
You, as the Client, are solely responsible for:
- The accuracy, legality, and completeness of all business information you provide to us for chatbot training
- Ensuring that any information your chatbot communicates to guests or customers is true, lawful, and not misleading
- Obtaining any necessary consents from your customers before deploying a chatbot that interacts with them
- Maintaining a valid WhatsApp Business account and website where applicable
- Notifying us promptly of any changes to your business information (prices, hours, policies) that require chatbot updates
4. Subscription, Payment & Billing
Subscriptions are offered on monthly or annual billing cycles as selected at sign-up. Prices are denominated in USD. Payment is due in advance of each billing period. We accept M-Pesa, Airtel Money, bank transfer, and Flutterwave.
Late payment: If payment is not received within seven (7) days of the due date, we reserve the right to suspend your chatbot service without notice until payment is received. Suspended accounts are reactivated within 24 hours of confirmed payment.
Price changes: We will provide at least 30 days' written notice via email before increasing subscription prices. Continued use after the effective date constitutes acceptance of the new price.
5. Conversation Limits & Fair Usage
Each plan includes a monthly conversation allowance as stated on our pricing page. A "conversation" is defined as a single guest-initiated interaction that ends when the guest stops responding for more than 24 hours. Automated welcome messages and system notifications are excluded from the count.
If your usage consistently exceeds your plan limit, we will notify you and recommend an upgrade. We will not suspend service for a single month of overuse but reserve the right to do so if overuse is repeated without plan upgrade.
6. Intellectual Property
Your content: All business information, logos, branding, and materials you provide remain your exclusive property. You grant MotivateChat a limited, non-exclusive licence to use this content solely for the purpose of building and operating your chatbot.
Our work: The chatbot configuration, workflow logic, conversational design, templates, and methodologies we develop are the intellectual property of MotivateChat. Upon full payment, you receive a non-exclusive licence to use the deployed chatbot for your business. We retain the right to use anonymised, aggregated performance data for internal improvements.
Third-party tools: Our services may rely on third-party platforms (including but not limited to Botpress, WhatsApp Business API, and Formspree). Use of these platforms is subject to their own terms. MotivateChat is not liable for any changes, downtime, or policy changes by these third parties.
7. Limitation of Liability
To the maximum extent permitted by applicable law, MotivateChat, its owner, employees, and contractors shall not be liable for:
- Any indirect, incidental, special, or consequential damages arising from your use of our services
- Loss of revenue, customers, data, or business opportunities caused by chatbot downtime or miscommunication
- Inaccurate chatbot responses resulting from incorrect or incomplete information provided by the Client
- Any actions taken by your customers based on chatbot responses
- Service interruptions caused by third-party platform outages beyond our reasonable control
Our total aggregate liability to you for any claim arising out of or in connection with these Terms shall not exceed the total amount paid by you to MotivateChat in the three (3) months immediately preceding the claim.
8. Indemnification
You agree to indemnify, defend, and hold harmless MotivateChat and its representatives from and against any claims, losses, damages, and expenses (including reasonable legal fees) arising out of: (a) your use of the service in violation of these Terms; (b) inaccurate or misleading information you provided for chatbot training; or (c) any violation of applicable law by you or your business.
9. Confidentiality
Both parties agree to keep confidential all non-public business information exchanged during the course of the engagement. MotivateChat will not disclose your business data, customer interaction logs, or proprietary information to any third party except as required by law or with your written consent.
10. Cancellation & Termination
By the Client: You may cancel your subscription at any time by sending written notice to calvin@motivatechat.com. Cancellations take effect at the end of the current billing period. No partial refunds are issued for unused days in the current period unless covered by our Refund Policy.
By MotivateChat: We reserve the right to terminate your subscription immediately, without refund, if you: (a) violate these Terms or our Acceptable Use Policy; (b) use the chatbot to distribute false, harmful, or illegal content; or (c) fail to pay outstanding balances after a 14-day grace period.
Upon termination, your chatbot will be deactivated and your data retained for 90 days before permanent deletion, unless you request earlier deletion.
11. Governing Law & Disputes
These Terms are governed by the laws of the United Republic of Tanzania. Any dispute arising from these Terms shall first be attempted to be resolved through good-faith negotiation between the parties. If unresolved within 30 days, disputes may be referred to the competent courts of Dar es Salaam, Tanzania.
12. Amendments
We may update these Terms from time to time. We will notify you via email at least 14 days before any material changes take effect. Continued use of our services after the effective date constitutes acceptance. The latest version will always be available on this website.
Privacy Policy
Effective: 1 January 2026 · Last updated: 12 May 2026
MotivateChat is committed to protecting the privacy of both our Clients (businesses that subscribe to our service) and End Users (customers who interact with chatbots we deploy). This policy explains how we collect, use, store, and protect personal data.
1. Data We Collect — From Clients
When you sign up or contact us, we may collect:
- Name, business name, and contact details (email, phone number)
- Business information provided for chatbot training (services, prices, policies, FAQs)
- Payment information (processed securely via M-Pesa, Airtel Money, or Flutterwave — we do not store card details)
- Website URL and WhatsApp Business number for integration purposes
- Communications exchanged with our team via email or WhatsApp
2. Data We Collect — From End Users (Your Customers)
When your customers interact with a MotivateChat chatbot deployed on your platform, the chatbot may collect:
- Messages and conversation content (used to respond and improve the bot)
- Name, phone number, or email if voluntarily provided during a lead capture flow
- Approximate location if relevant to the service (e.g. requesting directions)
- Device type and browser metadata (collected automatically by the chat widget)
Important: As the deploying Client, you are the data controller for your end users' data. MotivateChat acts as a data processor on your behalf. You are responsible for ensuring your customers are informed that a chatbot is in use and that their data may be collected.
3. How We Use Data
- To set up, configure, and operate your chatbot
- To respond to your enquiries and provide customer support
- To send invoices, receipts, and service notifications
- To generate monthly performance reports for your subscription
- To improve our services using anonymised, aggregated conversation data
- We do not sell, rent, or share your personal data with any third party for marketing purposes
4. Data Storage & Security
Client data is stored on secure, password-protected systems. Conversation logs may be stored on third-party chatbot infrastructure (such as Botpress) which maintains its own security standards. We use encrypted email and secure payment gateways. We do not store payment card information.
While we take all reasonable steps to protect your data, no digital system is 100% immune to breach. In the event of a data breach affecting your data, we will notify you within 72 hours of becoming aware of it.
5. Data Retention
- Client account data is retained for the duration of your subscription plus 90 days after termination
- Conversation logs are retained for up to 12 months and then deleted unless otherwise agreed
- Payment records are retained for 7 years as required by Tanzanian tax regulations
- You may request deletion of your data at any time by emailing calvin@motivatechat.com
6. Third-Party Services
Our services integrate with third-party platforms including Botpress (chatbot engine), WhatsApp Business API (Meta), Formspree (form submissions), and Flutterwave (payments). Each of these platforms has its own privacy policy. We recommend reviewing them. MotivateChat is not responsible for the data practices of these third parties.
7. Your Rights
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (subject to legal retention obligations)
- Object to certain uses of your data
- Withdraw consent at any time where processing is based on consent
To exercise any of these rights, email calvin@motivatechat.com. We will respond within 14 business days.
8. Cookies
Our website may use essential cookies to function correctly. The chat widget may use session cookies to maintain conversation continuity. We do not use third-party advertising cookies. By using our website, you consent to the use of essential cookies.
Refund Policy
Effective: 1 January 2026 · Last updated: 12 May 2026
We stand behind our work. This policy explains when refunds are available and how to request one. Our goal is always to resolve issues fairly and promptly.
1. Setup Fee
MotivateChat waives the setup fee for all subscribing Clients. No setup fee is charged, so no setup fee refund is applicable.
2. Monthly Subscriptions
Generally non-refundable: Monthly subscription fees are non-refundable once the billing period has commenced, as the chatbot service is deployed and operational from the first day of the period.
Exceptions — we will issue a full refund if:
- Your chatbot was not delivered within the agreed 48-hour setup window due to an error on our part
- A material technical failure caused your chatbot to be non-functional for more than 72 consecutive hours in a billing period, through no fault of your own
- You cancel within 48 hours of your very first subscription payment and the chatbot has not yet been deployed
3. Annual Subscriptions
Annual subscriptions are discounted and are generally non-refundable after the first 14 days. Within the first 14 days of an annual subscription, if you are unsatisfied for any reason, we will issue a pro-rated refund for the remaining months minus any setup costs incurred.
After 14 days, no refund will be issued for the remaining annual term. You may cancel to prevent renewal, and the service will remain active until the end of the paid year.
4. Service Dissatisfaction
If you are dissatisfied with any aspect of our service, we strongly encourage you to contact us first at calvin@motivatechat.com before requesting a refund. In most cases, we can resolve the issue through chatbot updates, reconfiguration, or additional support at no extra charge.
5. How to Request a Refund
Email calvin@motivatechat.com with:
- Your full name and business name
- Invoice or receipt number
- Reason for the refund request
- Any supporting evidence if applicable (e.g. screenshots of downtime)
We will review your request and respond within 5 business days. Approved refunds will be processed via the original payment method within 7–14 business days.
6. Chargebacks
We ask that you contact us directly before initiating a chargeback with your bank or payment provider. Unauthorised chargebacks may result in immediate account suspension and recovery of costs incurred. We are always willing to resolve disputes in good faith.
Acceptable Use Policy
Effective: 1 January 2026 · Last updated: 12 May 2026
This policy sets out what you may and may not do with your MotivateChat chatbot. It exists to protect your customers, protect our services, and ensure MotivateChat remains a trustworthy platform across East Africa.
1. Permitted Uses
Your chatbot may be used for:
- Answering genuine customer enquiries about your legitimate business
- Capturing leads and booking enquiries on behalf of your business
- Providing factual information about your services, prices, location, and policies
- Guiding customers through a service or product selection process
- Collecting customer contact details with their knowledge and consent
2. Prohibited Uses
You must not use the chatbot to:
- Distribute false, misleading, fraudulent, or defamatory content
- Impersonate any other business, person, or organisation
- Promote or facilitate any illegal activity, including unlicensed financial services, pyramid schemes, or counterfeit goods
- Harass, threaten, or discriminate against users based on race, gender, religion, or any other protected characteristic
- Collect sensitive personal data (such as payment card details, passwords, or ID numbers) through the chat interface
- Send unsolicited bulk messages or use the chatbot for spam
- Attempt to reverse-engineer, copy, or resell MotivateChat's chatbot configurations
- Use the service for adult content, gambling, or any industry prohibited by WhatsApp's own usage policies
3. Content Standards
All information configured into your chatbot must be accurate and legally compliant. MotivateChat builds chatbots based on information you provide. You are responsible for the truthfulness of that information. We reserve the right to refuse to configure content that we reasonably believe to be false, harmful, or in violation of applicable law.
4. WhatsApp Business Policy Compliance
If your chatbot is deployed on WhatsApp, you must comply with Meta's WhatsApp Business Policy at all times. Industries prohibited by WhatsApp (including certain financial services, weapons, and adult content) cannot be served via WhatsApp integration. Non-compliance may result in your WhatsApp number being banned by Meta — MotivateChat bears no responsibility for such actions.
5. Enforcement
We monitor chatbot deployments for compliance at our discretion. Violation of this Acceptable Use Policy may result in:
- A formal warning requiring you to correct the issue within 48 hours
- Temporary suspension of your chatbot pending review
- Immediate termination of your subscription without refund for serious or repeated violations
We will always attempt to notify you and give you the opportunity to remedy the situation before taking action, unless the violation poses an immediate risk of harm.
6. Reporting Violations
If you believe a MotivateChat-powered chatbot is being used in violation of this policy, please report it to calvin@motivatechat.com. We take all reports seriously and will investigate promptly.