Terms & Conditions

01 About these terms

These Terms & Conditions form a legal agreement between you (the customer — typically a guesthouse, lodge or accommodation provider) and AgenticFlow (Pty) Ltd (registration number 2026/404680/07), a company incorporated in the Republic of South Africa ("AgenticFlow", "we", "us").

They are entered into under the Electronic Communications and Transactions Act, 2002 (ECTA) and are read together with our Privacy Policy and Cancellation & Refund Policy. Where a customer has signed a separate written Service Agreement or order form, that document governs to the extent of any conflict with these terms.

02 The service

AgentFlo is a software service that connects an AI assistant to your WhatsApp Business number. The assistant answers routine guest questions, captures booking enquiries, and escalates to you when a human is needed.

• What we provideconfiguration of the assistant for your business, the AI conversation engine, and delivery of messages through the WhatsApp Business Platform.
• What we do not guaranteethe service is an assistant, not a replacement for you. It may not answer every question correctly, and you remain responsible for honouring bookings and communicating with your guests.
• Third-party dependenciesthe service relies on Meta's WhatsApp Business Platform and AI providers. Interruptions to those platforms may affect availability.

03 Eligibility & account

To use AgentFlo you must be a business or an individual aged 18 or older, able to enter a binding contract, and operating a legitimate accommodation or hospitality business. You are responsible for the accuracy of the information you provide during onboarding and for keeping your contact and billing details up to date.

You are responsible for maintaining the confidentiality of any access credentials associated with your account and for all activity that occurs under it.

04 Fees & billing

AgentFlo is offered on a subscription basis.

• Subscription feethe standard fee is R599 per month per business, unless a different fee is agreed in writing at signup or in your order form. Fees are quoted in South African Rand and are inclusive of VAT where applicable.
• Billing cyclefees are billed monthly in advance. Your first billing date is the date your service is activated.
• Payment methodpayments are processed securely by Payfast (Pty) Ltd, a licensed South African payment provider. We do not store your card details; they are held by Payfast under their own security standards.
• Failed paymentsif a payment fails, we may retry it and will contact you. Continued non-payment may lead to suspension of the service after reasonable notice.
• Price changeswe may change the subscription fee on at least 30 days' written notice. A price change never applies to a month you have already paid for.

05 Term, renewal & cancellation

Your subscription runs on a month-to-month basis with no fixed lock-in period unless separately agreed in writing.

• Renewalthe subscription renews automatically each month until cancelled.
• Cancellation by youyou may cancel at any time by emailing support@agentflo.co.za. Cancellation takes effect at the end of your current paid month; the service remains active until then.
• Cancellation by uswe may suspend or end the service for non-payment, breach of these terms, or misuse, with reasonable notice where practicable.

Refunds are dealt with in our Cancellation & Refund Policy.

06 Acceptable use

You agree not to use AgentFlo to:

• send spam, unsolicited bulk messages, or content that breaches WhatsApp's or Meta's policies;
• send unlawful, misleading, harassing, or harmful content;
• impersonate another business or person, or misrepresent your relationship with AgenticFlow;
• attempt to reverse-engineer, disrupt, or gain unauthorised access to the service or its underlying systems;
• process the personal information of your guests in breach of the Protection of Personal Information Act, 2013 (POPIA).

You are responsible for ensuring your own use of the assistant with your guests complies with applicable law, including obtaining any consents required for automated messaging.

07 Availability & support

We aim to keep AgentFlo available at all times but do not guarantee uninterrupted service. Planned maintenance, third-party outages (including WhatsApp/Meta or AI providers), and events beyond our reasonable control may cause downtime.

Support is available by email at support@agentflo.co.za or by phone on 079 550 9209 during business hours.

08 Intellectual property

All rights in the AgentFlo software, branding, and underlying technology remain with AgenticFlow (Pty) Ltd. You are granted a non-exclusive, non-transferable right to use the service for your business for the duration of your subscription. You retain ownership of your own business content and guest data.

09 Data & privacy

Our handling of personal information is described in our Privacy Policy. In relation to your guests' personal information processed through the service, you act as the responsible party and AgenticFlow acts as the operator under POPIA. Each party will comply with its POPIA obligations.

10 Liability

AgentFlo is provided on a reasonable-effort basis. To the maximum extent permitted by law, and without limiting any rights you have under the Consumer Protection Act, 2008 (CPA):

• we are not liable for indirect, incidental, or consequential loss, including lost bookings, lost revenue, or reputational harm arising from use of or reliance on the assistant;
• we are not responsible for the accuracy of every automated reply, or for actions you take (or omit) based on the assistant's output;
• our total liability for any claim in any month is limited to the subscription fee you paid for that month.

Nothing in these terms excludes liability that cannot lawfully be excluded, including under the CPA.

11 Changes to these terms

We may update these terms from time to time. The effective date at the top of this page reflects the latest revision. Material changes will be communicated via the website or by direct notice. Continued use of the service after a change constitutes acceptance of the revised terms.

12 Governing law

These terms are governed by the laws of the Republic of South Africa. Any dispute will be subject to the jurisdiction of the South African courts. Nothing in these terms limits your right to approach the National Consumer Commission or another competent forum where the CPA applies.

13 Contact

For any questions about these terms, contact us: