Terms, privacy & security.

Core features

• Create and manage a customer account.
• Create and operate a business chatbot within the scope of the selected plan.
• Provide business information through plain, text-based PDF or TXT documents.
• Make the chatbot accessible to customers through its individual public link.
• Manage plan, invoices and subscription.
• On Business and Pro, view saved questions and answers for your own bot if chat-history storage is enabled.

1. Provider and applicability

The provider is IT-Bxboom, Fährstraße 217, 40221 Düsseldorf, Deutschland. These terms apply to registered users, trial users and subscribers of bxboom.de and bxboom.com. Mandatory statutory rights, including consumer rights, remain unaffected.

2. Description of services

Users may set up a customer chatbot, provide information about their business and make answers to customer questions available via an individual link. Features depend on the current subscription plan and service offering. Certain features may require separate activation.

3. Registration and account

An account is required to manage a chatbot. Users must provide accurate, current information, protect their login credentials and promptly report unauthorized use. Contracts may only be concluded by adults or duly represented businesses.

4. Chatbot and public link

An active chatbot may be accessible through an individual public link. The link is not a confidential access method; anyone who has it may submit questions. Users decide how to share it and what information they make available to customers. The link may be disabled if the bot, account or subscription is suspended or terminated.

5. Customer content and rights

Users retain their rights in submitted content and authorize BXBOOM to store, prepare and use it to the extent required to provide their chatbot’s answers. Only content that may lawfully be used and processed may be provided. Passwords, access codes, full payment details or unlawfully collected personal data must not be included as chatbot knowledge.

6. Prohibited use

• Unlawful, fraudulent, misleading, discriminatory or violence-promoting content.
• Fraud, spam, automated abuse and attempts to bypass protective measures.
• Infringement of copyrights, trademarks, personal rights or data-protection rights.
• Unlawful use as a substitute for regulated medical, legal, financial or other professional advice.

7. Answers and customer responsibility

Automatically produced answers may be incomplete, outdated or incorrect. Users are responsible for the accuracy, currency and lawfulness of the information they provide and should regularly check important answers. BXBOOM does not guarantee error-free responses.

8. Availability and maintenance

BXBOOM aims to provide a reliable service but does not guarantee uninterrupted availability. Maintenance, protective actions, outages and events beyond its control may temporarily restrict service.

9. Hosting location

BXBOOM’s main hosting environment is located in Germany. External service providers may be involved in individual services, including payments, sign-in, communications or chatbot responses. This does not mean every processing operation takes place exclusively in Germany. Further information is provided in the Privacy Policy.

10. Access to chat histories

Customers on the Business and Pro plans can view saved questions and associated answers from their own bot in the authorized account area, if chat-history storage is enabled. Saved conversations are stored in encrypted form and made available for viewing only after an appropriate authorization check. The Starter plan does not include this viewing feature. Bot owners must inform end users of any storage and review of their conversations.

11. Suspension and termination

In cases of nonpayment, serious misuse, security risks, unlawful content or material violations of these terms, BXBOOM may temporarily suspend or terminate access in accordance with applicable law.

12. Liability

BXBOOM remains fully liable for intent and gross negligence, injury to life, body or health, and liability that cannot be excluded by law. In the case of slight negligence affecting essential contractual duties, liability is limited to foreseeable damages typical for the contract. Otherwise, liability is excluded to the extent permitted by law.

13. Changes and governing law

Material changes to these terms or paid services will be communicated in accordance with applicable law. German law applies without prejudice to mandatory consumer-protection rules in a consumer’s country of habitual residence. To the extent legally permitted, Düsseldorf is the place of jurisdiction for business customers.

1. Payment and billing

All three plans are billed monthly. Payments are processed by the payment provider identified at checkout. Applicable taxes and the services included in a plan are presented before the order becomes binding. Statutory invoicing and record-retention obligations remain unaffected.

2. Free trial before subscription

• Before purchasing a paid subscription, users may request a free trial through the subscription page.
• Trial requests are reviewed manually; BXBOOM aims to respond within 24 hours. Approval is not guaranteed.
• An approved trial is free of charge and lasts for the individually confirmed period, up to a maximum of two days.
• During the trial, the features and usage limits of the Starter plan apply.
• Bot teaching, including adding or updating the chatbot’s knowledge, is limited to a maximum of three actions per day. This daily limit applies separately on each trial day; unused actions do not carry over.
• The trial ends when the approved period expires. A paid subscription is created only if the user explicitly purchases one.
• BXBOOM may reject a request or end trial access early in cases of abuse, repeated trial requests or security concerns, to the extent permitted by law.

1. Ordinary cancellation

Monthly subscriptions may be cancelled at any time with effect at the end of the current billing period. Cancellation stops the next renewal. Statutory rights to earlier termination remain unaffected.

2. Automatic renewal

Unless otherwise agreed at checkout, the subscription renews monthly until validly cancelled. Statutory contract-duration and cancellation provisions apply to consumers.

3. Right of withdrawal

Consumers entering into an online contract may generally have a statutory 14-day withdrawal right from the date of conclusion. If service begins within the withdrawal period, statutory conditions apply to performance, possible compensation and any loss of the withdrawal right. Any early expiry of the right requires the relevant legal conditions to be met.

4. Refunds

Other than statutory entitlements or expressly granted goodwill, no partial refund is generally provided for a billing month already started. Mandatory consumer rights are not restricted.

1. Size of the knowledge document

For relevant, well-grounded responses, we recommend a detailed knowledge base of at least 10 pages of text and at least 20,000 characters. This is a practical recommendation for improving conversation quality, not a guarantee that every answer will be correct. Remove outdated or conflicting information before providing the documents.

2. Define your business scope in two lines

Describe your company’s business scope in exactly two short lines, with a total maximum of 120 characters. This should make clear what the chatbot is responsible for and which questions it should answer. A precise scope helps prevent irrelevant conversations.

3. Accepted document formats

Provide both the detailed knowledge base and the short business-scope statement as simple text-based PDF or TXT files. Use readable text that can be selected or copied. Avoid images, photos, scanned pages, emojis and unusual special characters or symbols such as @. Organize the content with clear headings and short paragraphs.

4. What your knowledge base should cover

• Company overview, services offered and intended customers.
• Specific products or services with unambiguous descriptions.
• Prices, payment terms and possible extra charges where relevant.
• Opening hours, locations, contact options and responsibilities.
• How inquiries, appointments, bookings, changes and cancellations are handled.
• Frequently asked questions with verified answers and helpful examples.
• Business policies, exclusions, limitations and when to refer a customer to a person.

5. Quality and regular updates

A useful chatbot needs not just plenty of text but accurate, complete and consistent information. Write specific answers to common questions and explain specialist terms simply. Review and update your documents regularly, especially when your services, prices, schedules or contacts change.

6. Limits of automated answers

Even with carefully prepared knowledge, a chatbot may misunderstand a question or return an inaccurate detail. It should not make binding promises where information is missing. Provide a way to contact a responsible person for critical matters.

1. Data controller

2. Categories of personal data

• Account and profile information such as name, e-mail, telephone number and business contact details.
• Sign-in, plan, payment and customer-support information.
• Business information and knowledge documents provided by bot owners.
• Questions submitted by end users via public chats and the corresponding bot answers.
• Security and usage information, including IP addresses where needed for secure operation.
• Saved conversations where the relevant feature has been enabled.

3. Purposes and legal bases

Data is processed to establish and provide accounts, perform contracts, deliver chatbot services, handle payments and customer support, maintain security, prevent abuse and comply with legal obligations. Depending on the activity, legal bases include Article 6(1)(b), (c) and (f) GDPR and, where necessary, consent under Article 6(1)(a) GDPR.

4. Hosting in Germany and other recipients

BXBOOM’s main hosting environment and the ordinary storage of data directly managed by BXBOOM are in Germany. External service providers support certain functions. To support chatbot answers using the OpenAI API, necessary questions and relevant excerpts from the bot’s knowledge base may be sent to OpenAI. Depending on the provider and contract, processing may also take place outside Germany or the European Economic Area. Transfers to third countries are subject to applicable GDPR requirements and safeguards. “Hosting in Germany” does not mean that all processing occurs exclusively there.

5. Categories of external providers

• Payment providers, including Stripe, for payments, subscriptions and billing references.
• Sign-in providers, where used, including Google.
• Providers of account-verification, system and support messages.
• Contracted service providers involved in producing chatbot answers, where needed for the service.
• Hosting and operational service providers.

Data-processing agreements are entered into where legally required. Information about particular recipients and any international transfers can be requested at [email protected].

6. Encrypted conversations and viewing permissions

If chat-history storage is enabled, end users’ questions and the chatbot’s responses may be saved. Such records are stored in encrypted form. Authorized account holders on the Business and Pro plans can view saved conversations from their own bot in readable form after signing in. The Starter plan does not include this viewing feature. Access is restricted to the relevant bot and authorized persons. Bot owners must transparently inform their end users about storage and possible review and ensure an appropriate legal basis.

7. Data-protection roles

Where business customers use their chatbot to process their end users’ personal data for their own purposes, they are generally responsible for lawful processing and for informing those end users. BXBOOM may act as a processor for that activity. Where necessary, an agreement under Article 28 GDPR must be concluded before use.

8. Retention and deletion

Personal data is generally retained only for as long as needed for the stated purposes, performance of the contract or legal obligations. When an account is deleted, active bots and public links are disabled and active knowledge and usage data are normally removed unless statutory duties or legitimate reasons require otherwise. Where justified, certain records may be retained for deletion processes or legal defence for up to six months; records subject to statutory retention duties may be held longer. Actual configured retention and deletion rules apply to chat histories.

9. Your data-protection rights

Under the GDPR, individuals may have rights to access, rectification, erasure, restriction of processing, data portability and objection, as well as the right to withdraw consent. They may also complain to a competent data-protection authority. Requests may be sent to [email protected].

10. Cookies and similar features

The website may use necessary features for sign-in, language preferences and secure use. Nonessential analytics or marketing functions are used only in accordance with applicable consent requirements.

Access and protection measures

• Confidential transmission over secure connections.
• Encrypted storage of saved chat questions and bot answers.
• Access to saved conversations only for authorized Business and Pro accounts associated with the relevant bot, where this feature is active.
• Administrative access only after sign-in and authorization checks.
• Protective measures against unauthorized access and abuse.

User responsibilities

• Do not upload passwords, access codes, full card details or other secrets as bot knowledge.
• Only provide content that may lawfully be published or processed.
• Clearly inform end users if conversations may be saved and viewed by the bot owner.
• Review and update business information and important answers regularly.
• Report suspected security incidents promptly to BXBOOM.

Websites

bxboom.de · bxboom.com