Terms of Service of the MindFull Platform

These Terms govern your use of the MindFull platform, including MindFull Backoffice, Kakapo, Sanchari, and the shared MindFull account that signs you in to all of them, together the "Services". The Services are operated by MindFull Technologies OÜ ("MindFull", "we", "us", or "our").

Acceptance of these terms

By accessing or using the Services you agree to these Terms and to our Privacy Policy. If you do not agree, you must not use the Services.

Eligibility

You must be at least 18 years old and able to form a binding contract to use the Services, whether for yourself or on behalf of an organization. If you accept these Terms for an organization, you confirm that you are authorized to bind it.

Workspaces and accounts

A Workspace is the account and ownership boundary for the business using the Services. Content in a Workspace belongs to that Workspace rather than to the individual who created it, and the Owner controls who may reach it. Your MindFull account is personal to you and may hold membership of more than one Workspace. A bot is a chat assistant a Workspace builds with Kakapo to answer questions from content the Workspace gives it.

• You are responsible for keeping your account credentials confidential.
• You must give us accurate information and keep it up to date.
• You are responsible for everything done under your account.
• A Workspace Owner is responsible for who they invite and for what those members do in the Workspace.

Access to products

Anyone may create a MindFull account. Which products that account may open is a separate grant, made by us, and we may withdraw a grant where you breach these Terms, where we reasonably believe your use puts the Services, other users, or the people they serve at risk, or where a product is withdrawn. Withdrawing access does not close your account and does not remove what you did while you had it, such as bookings you made or reviews you left.

We are not obliged to give the reason for a decision about access, and the page you reach reads the same whether access was withdrawn or never granted. If you believe a decision is wrong, write to us at the address under Contact below and we will review it. A review is a genuine second look, not a promise that the decision will change.

Acceptable use

You agree not to:

• Using the Services for unlawful or harmful purposes.
• Uploading content that infringes intellectual property, privacy, or other rights.
• Putting content into a Workspace that you have no right to process.
• Attempting to disrupt, probe, or reverse engineer the Services.
• Attempting to reach content belonging to another Workspace.
• Introducing malware or abusive automation.

Your content

You keep ownership of everything you put into a Workspace, including customer records, offerings, bookings, and the content you give a bot. You grant us a limited license to host and process that content in order to provide the Services to you. Where your content contains personal information about your own customers, you are responsible for having a lawful basis to hold it and for telling them how you use it.

Your customers and your bookings

The Services help you take inquiries and bookings from your own customers under your own terms. MindFull is not party to those dealings, and the Services make no representation to your customers on your behalf. In particular:

• Availability shown on the Services is your statement. A capacity or party limit is whatever you set, it counts only what is sold through the Services, and you may raise it after a date is full. A customer told that a date is taken or open is reading your count, and an overbooking is between you and that customer.
• A price shown to a customer before you take a booking is indicative, worked out from your catalog for the dates they entered. The price a customer owes is the one stated in the agreement they accept, and nothing else.
• Prices are entered by you, in your Workspace currency, and the Services add no tax to them and make no statement about whether a figure includes or excludes tax. The tax treatment of what you charge is yours.
• The Services take no payments. How a customer pays you is text you write into the agreement. A customer may record that they have paid, and you may acknowledge it; both are records of what each of you said, not evidence that money moved, and MindFull is not party to the payment.
• When a customer accepts an agreement you may ask them for a phone number, postal address, identity document number, and arrival details. You collect those for your own purposes and are responsible for them; we hold them for you as described in the Privacy Policy.
• A link you send a customer to open an inquiry is a one-time credential. Anyone holding it can open the form and read what you prefilled, including the details of the customer themselves, until it is used, revoked, or expires. Who you send it to and what you put on it are your responsibility.
• A public inquiry page you publish is your own advertisement. You are responsible for what it says and shows, including the photos and videos you add and where its links lead, and for the offering it describes. You confirm you have the right to publish every photo and video you add. Pages may be indexed by search engines and appear in search results. Anyone who has the address can send you an inquiry from it, and we check no one's identity, so an inquiry is the sender's own statement. We limit automated and repeated submissions but do not promise to prevent unwanted ones. If you choose to show whether dates are free, anyone can see when you are busy. Switching a page off, or letting it pass its last day, stops new inquiries but does not remove the address from wherever you shared it.

Booking agreements

A customer accepts a booking agreement by signing the text shown to them at that moment. The Services refuse an acceptance if the agreement changed between the customer reading it and signing it, store the signed text with the acceptance, and keep a copy of what was last emailed to the customer. The record of an acceptance is the text stored with it; a customer is bound only to the version they accepted, and a later change to the booking withdraws that acceptance and asks for a new one. An agreement link is personal to the customer and the booking and should not be forwarded.

Files sent through the Services

• Files you attach to a reply are stored by us and kept for as long as the inquiry exists. We check that a file is an image or a PDF and nothing about what it shows; what you send is yours to answer for.
• A customer receives the file by email, outside the Services. Nothing we offer can recall it once sent.

Connected calendars and mailboxes

A Workspace Owner may connect a Google account, so that bookings show in Google Calendar and busy times there are blocked in the Workspace, and a Zoho Mail or Gmail mailbox, so that mail becomes inquiries. What we read and write, and for how long we keep it, is set out in the Privacy Policy. Connecting an account is your choice and can be undone at any time. The following also applies:

• Your bookings, holds, and blocked dates are written into a calendar named Backoffice that we create in the connected Google account, including customer names. What appears there is subject to the terms Google sets, and who can see it depends on how you have shared that account and calendar.
• The Services are the record. An event we wrote is a mirror of a record on the platform, and editing or deleting it in Google changes nothing on the platform; the next sync puts it back. The Backoffice calendar and its events stay in your account after you disconnect.
• Times that are busy on the main calendar of the connected account are shown on your Workspace calendar as read-only blocks, without the details of the event behind them. They are edited where they live, and they are never turned into bookings or holds.
• When a mailbox is connected, messages it receives open inquiries in the Workspace, and replies are sent from it. Disconnecting a mailbox deletes the inquiries that arrived through it, except those attached to a booking.

Subscriptions and fees

A Workspace holds one subscription, and that subscription unlocks every capability the plan includes. There is no per-product purchase and no per-seat price. A capability being included does not mean it is switched on: the plan decides what is paid for, and the Owner decides what is enabled.

• Prices are stated exclusive of VAT and any other applicable tax. Tax is added at checkout at the rate for your location, so the amount charged for the same plan can differ between businesses, and the first tax-inclusive figure you see is on the checkout page.
• Paid plans are billed in advance and are non-refundable except where the law requires otherwise or a separate agreement says so.
• An account may hold one Workspace on the free plan. Every new Workspace starts on the free plan, so creating a second Workspace is refused until the first is on a paid plan. We may limit how many Workspaces an account holds.
• The free plan is offered at our discretion and is not promised for any period. We may reduce what it includes, down to no AI allowance at all, or stop offering it, both for new Workspaces and for Workspaces already on it. A Workspace on the free plan is not charged unless its Owner chooses a paid plan.

AI allowances

Capabilities cost very different amounts to serve, so a plan also carries a metered AI allowance. Allowances are measured per Workspace against one subscription-wide billing period and reset on the same anniversary.

• An allowance is measured in a unit MindFull defines. Usage is weighted by the model that served it, so the same request draws more from an allowance when a larger model answers it. The figure will not reconcile with the billing of any model provider, and the weights change when model prices do.
• We may change the allowance on any plan, including a free plan a Workspace already holds, and the weights that decide what an allowance buys. Where a change materially reduces what your plan includes, we will give reasonable notice. Answer counts quoted on our pricing page are estimates and not a committed volume.
• When an allowance is spent, AI features pause until the period resets or the plan is upgraded. There is no overage charge. A published bot stops answering, and visitors to your website are told only that the assistant is unavailable; we do not tell your customers why.

Published bots and metered usage

A published bot is meant to be used by people with no account, such as visitors to your website. The endpoint that answers their questions is therefore public, and a bot is identified by an id that appears in the page source of every site it is embedded on.

The domains you list for a bot are enforced in the browser. A browser will refuse to render your bot on a site you have not listed, and that is a real protection against your bot appearing where you did not put it. It is not an authorization boundary. Anything that is not a browser, holding a bot id, can send that bot a question whatever the domain list says, because the origin a request claims is chosen by whoever sends it. We do not represent the domain list as a guarantee that a published bot's answers are reachable only from the sites on it, and you should not rely on it as one.

Answering a question spends your Workspace's AI allowance whoever asked it, because we cannot tell a question you invited from one you did not. Usage from a published bot is therefore your responsibility, and the controls that limit your exposure are yours to use:

• Unpublish or delete a bot, which stops it answering immediately.
• Revoke an API key, which stops the systems holding it from reaching the bot.
• Restrict the domains a bot may be embedded on, which stops browsers rendering it elsewhere.

Where a Workspace tells us promptly that its allowance was consumed by abuse, we will investigate and may adjust the affected allowance at our discretion. Nothing in this section obliges us to do so, and it does not create a right to a refund.

A visitor may remove a conversation with your bot from their own device. That removes their browser's copy only; the conversation stays in your Workspace's message logs, and a request to remove it from there is a request to you.

AI output

Answers, drafts, and suggestions are generated from the content in your Workspace. They can be wrong, incomplete, or out of date, and they are not advice of any kind. You are responsible for reviewing AI output before you rely on it or send it to a customer.

Availability and changes to the Services

We may add, change, or withdraw features. Where a change materially reduces a capability your subscription includes, we will give you reasonable notice.

Deleting a Workspace

An Owner may delete a Workspace. Deleting it ends every member's access and removes it from the Services, but it does not erase its records. Bookings, agreements, inquiries, reviews, and billing history are kept, without a fixed period, because customers and travelers have an interest in them that outlasts the business and because the law may require it. The Privacy Policy says how they are held.

Our support team can restore a deleted Workspace for as long as its records exist, and an Owner or former member may ask for that. Asking does not oblige us to restore it, and we do not commit to a time within which a request is answered. A restore puts back what was there, with access for the members it had.

Disclaimers

The Services are provided "as is" and without warranties of any kind. We do not guarantee that the Services will be uninterrupted, secure, or free of error.

Limitation of liability

To the fullest extent the law permits, MindFull will not be liable for indirect, incidental, special, or consequential damages, or for loss of profits, data, or goodwill.

Termination

You may stop using the Services at any time. We may suspend or terminate access where you breach these Terms, or where we reasonably believe your use puts the Services or other users at risk. On termination, access ends and retained records are handled as described in the Privacy Policy.

Changes to these terms

We may update these Terms from time to time. Where a change is material we will post the updated Terms on this page, and the date at the top of it will tell you when they last changed.

Contact

Questions about these Terms? Email hello@mindfulltechnologies.com or reach us through the contact page.