Terms

1. Acceptance of These Terms

These Terms of Service ("Terms") form a legally binding agreement between you ("you", "your", "the Business") and White Wolf Studio ZA (Pty) Ltd ("BookerBot", "we", "us", "our"), the operator of the BookerBot platform.

By signing up for BookerBot, accessing the platform, or using any of its features, you confirm that you have read, understood, and agree to be bound by these Terms along with our Privacy Policy.

If you are signing up on behalf of a business or other legal entity, you confirm that you have the authority to bind that entity to these Terms.

If you do not agree to these Terms, do not sign up or use BookerBot.

2. Eligibility

To use BookerBot, you must:

Be at least 18 years old
Be operating a legitimate registered or informal business in South Africa
Have the legal capacity to enter into a binding contract
Not be barred from using the service under any applicable law

We may suspend or terminate accounts that do not meet these requirements.

3. The Service

3.1 What BookerBot does

BookerBot provides a WhatsApp-based booking platform allowing service businesses to:

Receive bookings from customers via WhatsApp
Manage staff schedules and availability
Send automated reminders, confirmations, and follow-ups
Track customer history and basic analytics
Access an admin dashboard to manage all of the above

The full feature set varies by subscription tier (see Section 5).

3.2 What BookerBot is not

BookerBot is not:

A payment processor (we facilitate booking, not payment for the service the Business provides)
An employment relationship between BookerBot and the Business or its staff
A guarantee of customer bookings or business outcomes
A communication channel exempt from WhatsApp's own terms

4. Your Account

4.1 Account creation

When you sign up, you must provide accurate, current, and complete information. You are responsible for:

Keeping your account credentials confidential
All activity that occurs under your account
Updating your information when it changes
Notifying us immediately of any unauthorised access or security concern

4.2 Adding staff and users

You may add staff members to your account. You are responsible for:

Ensuring staff have authority to use BookerBot on the Business's behalf
Communicating these Terms to your staff
All actions taken by staff under your account
Removing access for staff who leave the Business

4.3 Account suspension or termination

We may suspend or terminate your account if:

You breach these Terms
You fail to pay fees when due (see Section 5)
You use BookerBot in a way that violates law or harms others
We reasonably believe continued access poses a security or legal risk

5. Subscription Plans and Payment

5.1 Subscription tiers

BookerBot is offered in tiered subscription plans (Starter, Growth, Pro, etc.) at the prices published at bookerbot.co.za/pricing ("Plan Page"). Plan features and limits are described on the Plan Page.

We reserve the right to update plans, features, and pricing. Material changes to pricing or features will be communicated at least 30 days in advance, and you may cancel before changes take effect.

5.2 Billing

Subscriptions are billed monthly in advance unless otherwise specified at sign-up
Payments are processed via Paystack
Payment is due on the date specified at sign-up and on each monthly anniversary thereafter
Failed payments will be retried; persistent failure may result in account suspension
All fees are in South African Rand (ZAR) and exclude VAT where applicable

5.3 Free trials and promotional offers

Where we offer a free trial or promotional pricing:

Trial terms are stated at sign-up
At the end of a free trial, your account converts to a paid subscription unless you cancel
Promotional pricing applies only for the period stated; thereafter standard pricing applies

5.4 Cancellation

You may cancel your subscription at any time via your dashboard. Cancellation takes effect at the end of your current billing period. You will continue to have access until that date.

We do not provide pro-rated refunds for partial months, except where required by South African consumer protection law (see Section 12).

5.5 Refunds

Refunds may be issued in the following circumstances:

Within 7 days of first sign-up if you have not actively used the service (cooling-off period under the Consumer Protection Act, where applicable)
Where BookerBot has materially failed to deliver the service paid for and we have not resolved the issue within a reasonable time
Where required by South African consumer protection law

Refund requests should be sent to billing@whitewolfstudio.co.za.

6. Acceptable Use

6.1 What you can do

You may use BookerBot to operate your service business, manage bookings, communicate with your customers, and grow your business in line with these Terms.

6.2 What you must not do

You agree not to:

Use BookerBot to send spam, unsolicited messages, or content that violates WhatsApp Business API rules or Meta's policies
Send messages that are unlawful, harmful, threatening, abusive, harassing, defamatory, obscene, or otherwise objectionable
Use BookerBot for any illegal activity, including but not limited to fraud, money laundering, or sale of prohibited goods or services
Attempt to gain unauthorised access to BookerBot, other users' accounts, or our infrastructure
Reverse-engineer, decompile, or attempt to extract source code from the platform
Resell, sublicense, or commercially redistribute the BookerBot service without our written permission
Scrape, harvest, or systematically extract data from the platform
Upload malicious code, viruses, or harmful software
Impersonate any person or business
Use BookerBot in a way that interferes with other users or the platform's operation

6.3 WhatsApp Business API compliance

Because BookerBot uses the WhatsApp Business API, you also agree to comply with Meta's WhatsApp Business Terms of Service and WhatsApp Business Messaging Policy. Violations of those policies (including spam complaints, opt-out abuse, or template misuse) may result in account suspension or message-sending restrictions imposed by Meta, which we cannot reverse.

You are responsible for:

Obtaining proper consent before initiating WhatsApp communications with your customers
Honouring opt-out requests promptly
Not using WhatsApp messaging to send promotional content unless your customer has explicitly opted in
Following Meta's template approval process for any custom message templates

7. Customer Data and Your Customers

7.1 Your data

The data you upload or generate on BookerBot — including customer information, booking history, staff details, and business records ("Your Data") — remains your property.

7.2 Our role

We host and process Your Data to provide the service. We act as an Operator under POPIA, and you are the Responsible Party for your customers' personal information. See our Privacy Policy for full detail.

7.3 Your responsibilities for your customers' data

You are responsible for:

Obtaining valid consent to process your customers' personal information
Communicating your own privacy practices to your customers
Responding to data subject requests from your customers (e.g., requests for access, correction, or deletion)
Complying with POPIA and other applicable laws regarding your customers' data

We provide tools to help you fulfil these obligations, but the legal responsibility rests with you as the Responsible Party.

7.4 Data export and deletion

You can export your data at any time via the dashboard
Upon cancellation, you have 30 days to export your data
After 30 days, we may delete Your Data in line with our retention policy

8. Intellectual Property

8.1 Our IP

BookerBot — including its software, design, branding, content, and underlying technology — is the exclusive property of White Wolf Studio ZA (Pty) Ltd. We grant you a limited, non-exclusive, non-transferable licence to use BookerBot for your business operations during your subscription.

You may not:

Copy, modify, or create derivative works of BookerBot
Use our branding, logos, or trademarks without written permission
Suggest endorsement or partnership with White Wolf Studio that we have not granted

8.2 Your IP

You retain ownership of all content, data, and materials you upload to BookerBot. You grant us a limited licence to host, process, and display your content as needed to provide the service.

8.3 Feedback

If you provide us with feedback, suggestions, or ideas, we may use them without restriction or compensation. You acknowledge that we may already be developing similar features independently.

9. Service Availability

9.1 Uptime

We aim for 99% uptime but do not guarantee uninterrupted access. Scheduled maintenance, updates, third-party service issues (including WhatsApp / Meta outages), and events outside our reasonable control may cause downtime.

9.2 No service-level guarantee

These Terms do not include a formal Service Level Agreement (SLA) with service credits. Enterprise customers requiring an SLA should contact us about a custom agreement.

9.3 Discontinuation

We may discontinue features or the service entirely with reasonable notice (typically at least 60 days). In the event of full service discontinuation, we will provide an opportunity to export your data before termination.

10. Disclaimers

10.1 As-is service

BookerBot is provided "as is" and "as available". To the maximum extent permitted by South African law, we make no warranties or representations:

That the service will be uninterrupted, error-free, or secure
That defects will be corrected
That BookerBot will meet your specific business needs
About third-party services (including WhatsApp / Meta) used to deliver BookerBot

10.2 Your business outcomes

We make no guarantees about your business results from using BookerBot. Customer bookings, revenue, and retention depend on factors outside our control.

10.3 Third-party services

BookerBot integrates with third-party services (Meta WhatsApp Business API, Paystack, etc.). We are not responsible for the availability, accuracy, or behaviour of these third-party services, except as set out in our Privacy Policy.

11. Limitation of Liability

11.1 Excluded damages

To the maximum extent permitted by South African law, neither party will be liable to the other for:

Indirect, incidental, special, consequential, or punitive damages
Loss of profits, revenue, business opportunities, or anticipated savings
Loss of data (except where caused by our wilful misconduct or gross negligence)
Business interruption

11.2 Liability cap

Our total aggregate liability under these Terms, for any cause whatsoever, is limited to the total fees you have paid to BookerBot in the 12 months preceding the event giving rise to the claim, or R5,000, whichever is greater.

11.3 Exceptions

The above limitations do not apply to:

Liability for wilful misconduct or gross negligence
Liability that cannot be excluded under South African law
Indemnities expressly stated in these Terms

12. Consumer Protection Act

If the Consumer Protection Act, 68 of 2008 (CPA) applies to your relationship with BookerBot, the following additional rights apply:

You may have the right to a 7-day cooling-off period after sign-up
Certain disclaimers and limitations may be unenforceable against you
You may have the right to complain to the National Consumer Commission

These rights apply only where the CPA is applicable. Most B2B subscriptions to businesses operating in their own commercial capacity are excluded from CPA protections, but rights may apply to sole proprietors and very small businesses.

13. Indemnity

You agree to indemnify and hold White Wolf Studio ZA (Pty) Ltd harmless against any claims, damages, losses, or costs (including reasonable legal fees) arising from:

Your breach of these Terms
Your misuse of BookerBot
Your failure to obtain proper consent for processing your customers' personal information
Content you upload that infringes the rights of any third party
Your violation of any law in connection with your use of BookerBot

14. Termination

14.1 By you

You may stop using BookerBot at any time by cancelling your subscription via the dashboard.

14.2 By us

We may terminate or suspend your account immediately if:

You materially breach these Terms
You fail to pay fees when due
We are required to do so by law
Your conduct poses a risk to other users or our platform

14.3 Effect of termination

Upon termination:

Your access to BookerBot ends
You have 30 days to export Your Data
Sections of these Terms that by their nature should survive (intellectual property, liability, indemnity, dispute resolution) continue to apply

15. Changes to These Terms

We may update these Terms from time to time. When we make material changes:

We will notify you by email and/or in-app notification at least 30 days before changes take effect
The "Last updated" date at the top will be revised
Continued use of BookerBot after changes take effect constitutes acceptance of the updated Terms

If you do not agree to updated Terms, you may cancel your subscription before they take effect.

16. Governing Law and Disputes

16.1 Governing law

These Terms are governed by the laws of the Republic of South Africa.

16.2 Dispute resolution

Any dispute arising from these Terms will first be addressed through good-faith discussion. If unresolved within 30 days, the dispute may be referred to mediation, and failing that, to the South African courts with jurisdiction over Johannesburg.

16.3 Class actions

To the extent permitted by law, you agree to resolve disputes individually and not as part of a class action.

17. General

17.1 Entire agreement

These Terms (together with the Privacy Policy and any pricing pages) constitute the entire agreement between you and BookerBot regarding the service.

17.2 Severability

If any provision of these Terms is found unenforceable, the remainder remains in force.

17.3 No waiver

Our failure to enforce any right under these Terms does not waive that right in future.

17.4 Assignment

You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our business.

17.5 Notices

We may send notices to the email address associated with your account. You can contact us at hello@bookerbot.co.za or via the postal address below.

17.6 Force majeure

Neither party will be liable for failure or delay in performance due to circumstances beyond reasonable control, including natural disasters, power outages, internet infrastructure failures, government action, war, or pandemic-related disruption.

18. Contact Us

For questions about these Terms:

General: hello@bookerbot.co.za
Billing: billing@whitewolfstudio.co.za
Information Officer (POPIA): dhashin@whitewolfstudio.co.za

Postal address: White Wolf Studio ZA (Pty) Ltd 1058 Olivewood Estate Christo Avenue, Olivedale Randburg 2188 South Africa

_BookerBot is a product of White Wolf Studio ZA (Pty) Ltd, registered in South Africa._