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Terms of Service

Effective Date: March 20, 2026 • Last Updated: March 2026

These Terms of Service ("Terms") govern your access to and use of BallBot, an AI-powered coaching CRM operated by BallBot ("we," "us," "our"). BallBot is available at app.ballbot.coach and related services including the REST API, MCP server, CLI tool, and client portal.

By creating an account or using BallBot, you agree to these Terms. If you do not agree, do not use the service.

1. Definitions

• "Coach" means a user who creates a BallBot account to manage their coaching business. Coaches are BallBot's paying customers.
• "Client" means an individual whose information a Coach enters into BallBot — typically a student, athlete, or participant in the Coach's programs.
• "Service" means the BallBot platform including the web dashboard, REST API, MCP server, CLI, client portal, AI features, and all integrations.
• "Client Data" means any data a Coach enters about their Clients, including names, contact information, messages, session records, and payment information.

2. Account Registration

To use BallBot, you must create an account using Google OAuth. You agree to provide accurate information and keep your account secure. You are responsible for all activity under your account, including actions taken by AI agents connected via your API key.

You must be at least 18 years old to create a BallBot account.

3. Subscription Plans and Billing

BallBot offers the following tiers: Free, Starter ($29/month), Pro ($59/month), and Academy (custom pricing). Annual billing is available at a 17% discount (pay 10 months, get 12).

• Free tier: Limited to 10 clients and 1 class. No credit card required.
• Paid tiers: Billed monthly or annually via Stripe. Your subscription renews automatically unless cancelled.
• Upgrades: Take effect immediately. Stripe prorates the charge. No additional setup fee.
• Downgrades: Take effect at the end of the current billing cycle. You must reduce your client count to fit the lower tier's limit before the downgrade processes.
• Cancellation: You may cancel at any time through the billing settings. Your access continues until the end of the current billing period. No refunds for partial periods.
• Annual plans: If you cancel an annual plan, access continues until the end of the 12-month period. No partial refunds.
• Client limits: Enforced with a 7-day grace period. If you exceed your tier's client limit, we will notify you and encourage an upgrade. After 7 days, new client creation is paused until you upgrade or reduce your client count.

4. Setup Fees

Optional setup services are available: self-serve (free), guided setup ($149), and done-for-you setup ($499). Setup fees are one-time, non-refundable charges for onboarding assistance. They are separate from your subscription.

5. Your Responsibilities

As a Coach using BallBot, you are responsible for:

• Obtaining any necessary consent from your Clients before entering their personal information into BallBot.
• The accuracy of all Client Data you enter.
• Complying with all applicable laws regarding your communication with Clients, including anti-spam laws (CAN-SPAM, TCPA) and data privacy laws.
• Keeping your account credentials and API keys secure. If you believe your API key has been compromised, regenerate it immediately in Settings.
• The actions of any AI agents or third-party tools you connect to BallBot via the API, MCP server, or CLI.

6. AI Features

BallBot uses Google Gemini (an AI model) to power features including draft message generation, lesson plan creation, email parsing, document parsing, and template personalization. When you use these features, relevant data (such as client names, message content, and activity information) is sent to Google's API for processing.

• AI-generated content (draft messages, lesson plans) is provided as suggestions. You are responsible for reviewing and approving all AI-generated content before it is sent to your Clients.
• In "autopilot" automation mode, messages may be sent automatically. You are responsible for configuring this mode appropriately and monitoring its output.
• You may disable AI features at any time in Settings. Disabling AI features will not affect your subscription or access to non-AI features.
• Google's API terms state that data sent through the Gemini API is not used to train their models. BallBot does not store AI processing data beyond the results returned.

7. API, MCP, and CLI Access

BallBot provides a REST API, MCP server, and CLI tool for programmatic access. Your use of these interfaces is subject to:

• Rate limiting: Default 100 requests per minute, with lower limits on specific endpoints (messaging: 20/min, AI generation: 10/min). Exceeding limits returns a 429 response.
• API key security: Keys expire after 90 days. You are responsible for regenerating expired keys. Do not share your API key or commit it to public code repositories.
• Scope: API keys can be full-access or read-only. All API access is scoped to your account — you cannot access another Coach's data.
• Automated actions: You are responsible for all actions taken through the API, whether initiated by you directly or by an AI agent or automation tool acting on your behalf.

8. Client Portal

BallBot provides a client portal that allows your Clients to view their schedule, classes, and messages. Portal access is read-only and granted via time-limited magic links (valid for 7 days). You are responsible for sending portal links only to the intended Clients.

9. Data Ownership

Your data is yours. You retain full ownership of all Client Data you enter into BallBot. We do not claim any ownership rights over your data. If you cancel your account, you may request an export of your data by contacting us at hello@ballbot.coach.

We retain your data for 30 days after account cancellation to allow for recovery. After 30 days, your data is permanently deleted from our systems.

10. Intellectual Property

BallBot, including its software, design, brand, mascot, and documentation, is the intellectual property of BallBot. You are granted a limited, non-exclusive, non-transferable license to use the Service for the duration of your subscription. You may not copy, modify, distribute, or reverse-engineer any part of BallBot.

11. Prohibited Uses

You may not use BallBot to:

• Send unsolicited bulk messages (spam) via email, WhatsApp, or any other channel.
• Store or transmit illegal, harmful, or offensive content.
• Attempt to access another Coach's account or data.
• Circumvent rate limits, security controls, or billing enforcement.
• Use the platform for any purpose other than managing a legitimate coaching, teaching, or training business.
• Resell or sublicense access to BallBot without written permission.

Violation of these terms may result in immediate account suspension or termination.

12. Service Availability

We strive to keep BallBot available and reliable, but we do not guarantee uninterrupted access. The Service is provided "as is" and "as available." We may perform scheduled maintenance, during which the Service may be temporarily unavailable. We will make reasonable efforts to provide advance notice of planned downtime.

13. Limitation of Liability

To the maximum extent permitted by law, BallBot and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of clients, loss of data, or loss of business opportunities, arising from your use of or inability to use the Service.

Our total liability for any claim related to the Service shall not exceed the amount you paid to BallBot in the 12 months preceding the claim.

14. Disclaimer of Warranties

BallBot is provided "as is" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that AI-generated content will be accurate, appropriate, or error-free.

15. Indemnification

You agree to indemnify and hold harmless BallBot, its operators, and affiliates from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of the Service, your violation of these Terms, or your violation of any applicable law.

16. Termination

We may suspend or terminate your account if you violate these Terms, fail to pay your subscription, or engage in conduct that we reasonably believe harms the Service or other users. You may terminate your account at any time by cancelling your subscription and contacting us at hello@ballbot.coach.

17. Dispute Resolution

These Terms are governed by the laws of the State of California. Any disputes arising from these Terms or the Service shall be resolved through binding arbitration in Orange County, California, under the rules of the American Arbitration Association. You agree to waive your right to a jury trial and to participate in class action lawsuits related to BallBot.

18. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes via email or a notice within the BallBot dashboard at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

19. Contact

If you have questions about these Terms, contact us at:

BallBot
Email: hello@ballbot.coach
Irvine, California