Terms & Conditions

These Terms & Conditions govern your use of Insta AI 365, the websites at https://instaai365.com, and the CRM application. By creating an account, accessing the application, or using any part of the service, you agree to these terms. If you are agreeing on behalf of a company or other organisation, you confirm that you have authority to bind that organisation, and “you” means that organisation.

If you do not agree to these terms, do not use the service. Where your organisation has signed a separate written agreement with us that conflicts with these terms, that agreement takes precedence for the matters it covers.

“We”, “us”, “our”

KWIKFUTURE AI PRIVATE LIMITED, a private limited company registered in India under GSTIN 06AANCK2107N1ZC, which operates Insta AI 365.

“Service”

The Insta AI 365 CRM application, its APIs, and the public website.

“Workspace”

An organisation account within the Service, containing its users and its records. Data is separated by workspace.

“Customer Data”

Everything you or your users put into the Service, or that the Service ingests on your instruction: leads, contacts, companies, deals, tasks, notes, quotations, invoices, payment records, files, call recordings and their transcripts, and messages.

“User”

An individual you authorise to access your workspace under your subscription.

Insta AI 365 is a customer relationship management application delivered over the internet. It records leads, contacts, companies and deals; schedules follow-ups and tasks; produces quotations, invoices and payment records; stores files against records; runs automation rules; provides reports; and offers AI assistance over the data in your own workspace.

Optional capabilities can be enabled by your workspace administrator, including lead capture from website forms, lead capture from Meta Lead Ads, click-to-call telephony with call recording and transcription, and WhatsApp messaging through the WhatsApp Cloud API. These are described in the Privacy Policy in terms of the data each one handles.

We may change, add or remove features. If we remove a feature your workspace materially depends on, we will give you reasonable notice.

The Service is intended for business use by organisations and their staff. You must be capable of forming a binding contract to use it. The Service is not directed at children, and you must not create an account for anyone under 18. See Children’s privacy.

Accounts are created with an email address and a password. Passwords are stored only as cryptographic hashes and cannot be read by us or recovered — they can only be reset. Sessions are held in secure, HTTP-only cookies; access sessions are short-lived and are renewed using a separate refresh session.

You are responsible for:

• keeping credentials confidential, and not sharing a single login between people;
• inviting only people you authorise, and assigning them appropriate roles and permissions;
• removing users promptly when they leave your organisation or change role;
• all activity that occurs under your workspace, whether or not you authorised it.

Tell us at legal@instaai365.com as soon as you suspect any unauthorised access.

You must not, and must not permit anyone else to:

• use the Service unlawfully, or to store or transmit unlawful material;
• upload records about people where you have no lawful basis to hold them, or send messages to people who have not consented where consent is required;
• send spam, bulk unsolicited messages, or content that is deceptive, harassing, defamatory or infringing;
• attempt to access another workspace’s data, probe or circumvent authentication, permissions or rate limits, or test the security of the Service without our written permission;
• upload malware, or deliberately attempt to defeat the virus scanning applied to uploads;
• reverse engineer, decompile or copy the Service, or resell or sublicense access to it without our written agreement;
• use automated means to place load on the Service beyond normal use, or otherwise interfere with its operation for others.

You own your Customer Data. We do not claim ownership of it, and we do not sell it.

A CRM is largely made up of information about other people — your leads, your customers, their staff. In respect of that information you are the party who decides why and how it is processed; we process it on your instruction in order to provide the Service. You are therefore responsible for:

• having a lawful basis to collect, store and use the personal information you put into the Service;
• giving the people concerned whatever notice the law requires, and honouring their requests about their information;
• the accuracy of the records you hold, and removing what you no longer need;
• complying with the laws that apply to your own communications, including telemarketing and messaging rules.

You grant us a limited, non-exclusive licence to host, store, copy, transmit, display and process Customer Data strictly to operate and support the Service for you — including creating backups, and passing data to the third-party providers named in the Privacy Policy where you have enabled the feature that requires them. This licence exists only to run the Service, lasts only as long as we hold the data, and grants us no other rights. We do not use your Customer Data to train AI models.

Ira AI and the other AI features answer questions, summarise records and draft text using the data in your own workspace. To do this, the relevant content is sent to a third-party AI provider — currently OpenAI — which processes it and returns a result.

You should understand and accept the following:

• AI output can be wrong. Summaries, extracted values, suggested actions and drafted messages may be inaccurate, incomplete or misleading. They are suggestions, not advice and not decisions.
• Review before you act. Do not send an AI-drafted message, rely on an AI summary, or act on an AI recommendation without a person checking it. You remain responsible for anything done in your workspace.
• AI is not professional advice. Nothing it produces is legal, financial, tax or medical advice.
• Where the assistant proposes a change to a record, that proposal is recorded for review and is applied only when a person applies it.

If your workspace enables click-to-call, calls are placed through a third-party telephony provider. Where recording is enabled, the recording is stored against the record it relates to, and may be transcribed and summarised — transcription currently uses OpenAI, which means call audio or its text is sent to that provider for processing.

Recording a call without proper notice or consent may be unlawful. Recording obligations differ by jurisdiction and by who is on the call. You are responsible for:

• determining whether you may lawfully record a given call, and obtaining consent where it is required;
• informing participants that the call is being recorded, before recording begins;
• handling, retaining and deleting recordings and transcripts in line with the law that applies to you;
• restricting access to recordings within your workspace to people who need it.

We provide the capability. We do not determine whether your particular use of it is lawful.

If you connect Meta Lead Ads, WhatsApp Cloud API, or another third-party channel, you are additionally bound by that provider’s own terms and policies, and you are responsible for holding the necessary permissions on the accounts, pages and phone numbers you connect.

In particular:

• you must only connect assets your organisation owns or is authorised to administer;
• leads received from an advertising platform must be used consistently with the notice given to the person who submitted the form;
• business messaging must follow the channel’s rules on opt-in, message templates, and opt-out;
• if a channel provider suspends or withdraws your access, or changes its terms, the corresponding feature may stop working through no fault of ours.

Disconnecting an integration stops further data flowing. It does not delete what has already been received — see Data Deletion.

The Service can connect to systems we do not control. Enabling an integration authorises us to exchange data with it on your behalf. We are not responsible for third-party services, their availability, their security, or what they do with data once it reaches them, and their inclusion is not an endorsement. Review the terms of any service you connect. The providers we ourselves rely on to deliver the Service are listed in the Privacy Policy.

Paid plans are offered on a per-user, per-month basis, at the prices shown on the pricing page or in the written quotation given to your organisation. Your plan determines which features and limits apply to your workspace.

How billing is arranged.Plans that include the WhatsApp Business API can be bought online through our checkout. They are subscriptions charged per user for each billing period — monthly, or yearly where that option is offered — plus GST, for the number of users you choose, subject to the plan’s minimum. The charge is collected automatically at the start of each billing period through a Razorpay recurring payment (a subscription or mandate you authorise at checkout) until the subscription is cancelled. Payments are processed by Razorpay. A tax invoice is issued by KWIKFUTURE AI PRIVATE LIMITED for each successful charge. Other subscriptions, invoices and payment terms may still be arranged directly with us; for a quotation or a change that is not available online, contact sales@instaai365.com.

WhatsApp and Meta.Buying a plan does not connect WhatsApp. After payment you connect your own WhatsApp Business account and number in the CRM through Meta’s Embedded Signup. Verification and approval of the number, the business and message templates are decided by Meta on Meta’s timeline. WhatsApp and Meta messaging charges are separate from your plan and are billed by Meta.

Taxes. Prices shown are exclusive of taxes unless stated otherwise. GST and any other applicable indirect taxes are charged in addition, at the rate in force at the time of invoice, under GSTIN 06AANCK2107N1ZC.

Renewal and cancellation. Subscriptions bought online renew automatically at the end of each billing period until cancelled. To cancel, write to sales@instaai365.com. Cancellation takes effect at the end of the billing period you have already paid for, and access continues until then. Other subscriptions continue for the agreed term and renew on the terms recorded for your organisation. Cancelling stops future billing; it does not by itself delete your data — see Data Deletion for that.

Failed renewals. If a renewal payment fails and Razorpay stops retrying it, access to the workspace is suspended until the payment is made. If the subscription ends, the workspace is switched off.

Refunds. Refunds are governed by our Refund Policy. Fees already paid for a period that has begun are not refundable except where a refund is expressly required by applicable law. If a payment is taken online but the purchase cannot be completed — for example, because the account cannot be created — that payment is refunded in full and the recurring payment is cancelled, automatically where our system can establish this on its own and otherwise by our billing team. Approval or activation of a WhatsApp Business account by Meta is subject to Meta’s own requirements and timelines; we do not promise a refund if Meta does not approve or activate a number. Raise any billing dispute with sales@instaai365.com within 30 days of the invoice.

We may suspend or limit access to a workspace where there is a credible security risk, where use breaches these terms, where required by law, or where undisputed fees remain unpaid after written notice (or, for subscriptions bought online, as described under Failed renewals above). Where practical we will tell you first and give you an opportunity to resolve the problem.

You may stop using the Service at any time. Either party may terminate for material breach that is not remedied within 30 days of written notice.

On termination, access ends. Export your data before your workspace closes if you need it — see Data export. After termination we retain and then remove data as described in Data Deletion.

The Service — its software, interfaces, design, documentation, and the Insta AI 365 name and logo — belongs to us and our licensors, and nothing in these terms transfers any of it to you. You receive only the right to use the Service during your subscription, on these terms. You must not remove or obscure any proprietary notice. Your Customer Data remains yours, as set out in section 7.

If you send us suggestions or ideas for improving the Service, we may use them without restriction, obligation or payment. We will not identify you as the source without your permission. This does not give us any right to your Customer Data or confidential information.

Each party may receive information from the other that is not public and is treated as confidential. Each will use the other’s confidential information only to perform under these terms, will protect it with at least reasonable care, and will not disclose it except to staff and advisers who need it and are bound to keep it confidential, or where disclosure is legally required. This does not apply to information that is or becomes public through no fault of the receiving party, or that it already held or independently developed.

We aim to keep the Service available and to keep planned maintenance short and infrequent. Access may nonetheless be interrupted by maintenance, by failures in infrastructure or third-party services we depend on, or by events outside our reasonable control.

We do not currently publish an uptime commitment or service credit scheme, and none should be inferred from this page. If your organisation needs a contractual availability commitment, ask us about it before subscribing rather than relying on these terms.

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that defects will be corrected, or that AI output, reports, or automation results will be accurate or suitable for a particular decision. Nothing in these terms excludes any liability that cannot lawfully be excluded.

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost business or lost goodwill, even if advised of the possibility.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the Service and these terms is limited to the amounts your organisation paid us for the Service in the twelve months immediately before the event giving rise to the claim.

These limits do not apply to liability that cannot lawfully be limited, including liability for fraud.

You will defend and indemnify us against third-party claims, and against the resulting losses, damages and reasonable costs, arising from your Customer Data, your use of the Service in breach of these terms or of law, your communications sent through the Service, or your recording of calls without the notice or consent the law requires. We will notify you promptly of any such claim and allow you to control the defence, and you will not settle in a way that imposes an obligation on us without our consent.

We may update these terms as the Service and the law change. The “last updated” date at the top of this page shows when they last changed. Where a change materially reduces your rights, we will take reasonable steps to notify workspace administrators before it takes effect. Continuing to use the Service after a change takes effect means you accept the updated terms.

KWIKFUTURE AI PRIVATE LIMITED is a private limited company registered in India, and these terms are governed by the laws of India. The courts having jurisdiction over the registered place of business stated at the foot of this page will have jurisdiction over disputes arising from these terms, save that either party may seek urgent injunctive relief in any competent court.

Questions about these terms, or legal notices:

• Legal: legal@instaai365.com
• Privacy and data requests: privacy@instaai365.com
• Sales and billing: sales@instaai365.com
• Telephone: +91 85718 14899