Terms of Service

Last updated: February 2026

These Terms of Service ("Terms") govern your use of the GolfAssist.ai service ("Service") operated by GolfAssist ("we", "us", "our"). By subscribing to or using the Service, you ("you", "the Club", "the Customer") agree to be bound by these Terms.

1. The Service

GolfAssist.ai provides AI-powered Telegram bot management tools for golf clubs. The Service includes:

• Four configured Telegram bots (members, office/GM, greenkeeper, halfway hut)
• AI-powered natural language processing for member interactions
• Data storage and reporting for orders, menu management, course conditions, and competitions
• Notification and messaging between bots
• Spreadsheet import and export functionality

The Service is provided as a software-as-a-service (SaaS) tool. We provide the technology platform — the Club is responsible for its own operations, staffing, food service, and member management.

2. Subscriptions & Billing

Monthly billing. The Service is billed monthly at the advertised rate. Payments are processed securely through Stripe. You will be charged on the same date each month from the date of your initial subscription.

14-day free trial. New subscribers receive a 14-day free trial. You will not be charged until the trial period ends. You may cancel at any time during the trial without being charged.

Price changes. We reserve the right to change pricing with at least 30 days' written notice. You may cancel before the new price takes effect if you do not agree to the change.

Failed payments. If a payment fails, we will attempt to collect payment again. If payment continues to fail for 14 days, we may suspend or terminate your access to the Service.

3. Cancellation & Refunds

Cancel at any time. You may cancel your subscription at any time through your Stripe billing portal or by contacting us at hello@golfassist.ai. Cancellation takes effect at the end of your current billing period — you will retain access until then.

No refunds. We do not provide refunds for partial billing periods. If you cancel mid-month, you will retain access for the remainder of that month but will not receive a refund for the unused portion.

Data after cancellation. Upon cancellation, your data will be retained for 30 days. During this period, you may request an export of your data. After 30 days, your data will be permanently deleted.

4. Your Responsibilities

As the Customer, you are responsible for:

• Food safety and service. GolfAssist is a communication and ordering tool only. We do not prepare, handle, store, or deliver food or drink. You are fully responsible for food hygiene, preparation, quality, allergen management, and compliance with all applicable food safety regulations.
• Menu accuracy. You are responsible for ensuring your menu, pricing, and availability information is accurate and up to date.
• Member management. You are responsible for managing your membership, including distributing access codes (PINs or membership numbers) and revoking access as needed.
• Payment collection. GolfAssist does not process payments between the Club and its members. You are responsible for collecting payment for food orders and competition entry fees through your own systems.
• Compliance. You are responsible for ensuring your use of the Service complies with all applicable laws, regulations, and industry standards, including but not limited to data protection, food safety, and consumer protection regulations.
• Content. You are responsible for all content entered into the system, including menu items, announcements, competition details, and any other information.

5. What We Are NOT Responsible For

To be clear, GolfAssist is not responsible for:

• The preparation, quality, safety, or delivery of any food or drink ordered through the system
• Allergic reactions or food-related illnesses — allergen management is your responsibility
• Incorrect orders resulting from inaccurate menu information provided by the Club
• Lost revenue due to service interruptions or technical issues
• Disputes between the Club and its members
• Payment disputes between the Club and its members
• Any injury, loss, or damage arising from the Club's operations
• Third-party services including Telegram, Stripe, or internet service providers

6. Service Availability

Uptime. We aim to keep the Service available 24/7 but do not guarantee uninterrupted availability. The Service may be temporarily unavailable due to maintenance, updates, or factors outside our control.

AI responses. The Service uses artificial intelligence to process natural language. While we strive for accuracy, AI responses may occasionally be incorrect or unexpected. The Club should verify critical information and should not rely solely on AI-generated responses for important decisions.

Third-party dependencies. The Service depends on third-party platforms including Telegram and AI providers. We are not responsible for outages, changes, or discontinuation of these third-party services.

7. Limitation of Liability

To the fullest extent permitted by law:

• Our total liability to you for any claims arising from or related to the Service shall not exceed the total fees paid by you in the 3 months preceding the claim.
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunity.
• We shall not be liable for any damages arising from your use of or inability to use the Service, including any errors or omissions in AI-generated content.

8. Intellectual Property

We retain all rights to the GolfAssist software, branding, and technology. You retain all rights to your content and data entered into the system. You grant us a limited licence to process your data solely for the purpose of providing the Service.

9. Data Protection

We take data protection seriously. Please refer to our Privacy Policy for full details on how we collect, store, and process data. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

10. Termination

We reserve the right to suspend or terminate your access to the Service if:

• You breach these Terms
• Payment is not received after reasonable notice
• The Service is used for unlawful purposes
• The Service is abused or used in a way that degrades the experience for other users

Where possible, we will provide reasonable notice before termination.

11. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes at least 30 days before they take effect. Continued use of the Service after changes constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

If you have any questions about these Terms, please contact us at hello@golfassist.ai.