Terms of Service
Effective date: 12 October 2026
Last updated: 12 October 2026
Service provider: Aivents
Registered legal name: Biz Hero (Pty) Ltd
Company registration number: 2020/812828/07
Business address: Flora Haase Road, Amorosa, Roodepoort, South Africa, 1724
Email: [email protected]
Website: https://aivents.agency
1. Introduction and Acceptance
Welcome to Aivents. These Terms of Service ('Terms') govern the provision of AI, automation, consulting and related digital services. The website and services are owned and operated by Biz Hero (Pty) Ltd, trading as Aivents (“Aivents”, “we”, “us” or “our”) to clients (“Client”, “you” or “your”).
Aivents provides services primarily to event venues, event facilities and related businesses seeking to improve customer communication, enquiry management, booking processes and operational efficiency through artificial intelligence and automation.
These Terms apply together with the applicable quotation, proposal, statement of work, service agreement, Privacy Policy and any Data Processing Agreement agreed between the parties.
By signing a proposal, accepting a quotation, entering into a service agreement or otherwise agreeing to these Terms, the Client accepts the provisions applicable to the services purchased.
Where an individual accepts these Terms on behalf of a company or other organisation, that individual confirms that they have the authority to bind that organisation.
If a signed service agreement conflicts with these Terms, the signed agreement will take precedence for the specific matter addressed in that agreement.
Nothing in these Terms excludes or limits any right or obligation that cannot lawfully be excluded or limited under applicable law.
2. Services Provided
Aivents provides AI-powered and automated business solutions, which may include:
2.1 AI enquiry handling
Configuration and management of AI systems that respond to customer enquiries, answer frequently asked questions and direct enquiries to the appropriate person or process.
2.2 WhatsApp and email automation
Automated messaging, enquiry responses, follow-ups and communication workflows using supported messaging and email platforms.
2.3 Lead management and CRM automation
Configuration of customer relationship management systems, lead capture, lead categorisation, follow-up workflows and related business processes.
2.4 Booking and calendar automation
Automation of appointment scheduling, booking enquiries, calendar updates, reminders and related administrative tasks.
Unless expressly agreed in writing, an automated booking enquiry or calendar integration does not guarantee a confirmed venue booking, payment, reservation or availability.
2.5 AI voice agents
Configuration of AI-powered voice systems to assist with inbound or outbound communications, subject to the agreed functionality, applicable law and relevant platform policies.
2.6 Website chatbots
Development, configuration and maintenance of website-based chatbots for answering questions, capturing leads and directing customer enquiries.
2.7 Custom AI integrations
Integration of AI systems with approved client software, databases, CRMs, calendars, communication platforms and other supported applications.
2.8 AI consulting and ongoing support
Consulting, implementation assistance, workflow improvements, system monitoring, troubleshooting, maintenance and other support services specified in the applicable proposal.
The exact deliverables, functionality, implementation dates, fees, support arrangements and exclusions will be set out in the applicable proposal or statement of work.
3. Proposals, Implementation and Changes
Before work begins, Aivents may provide a proposal or quotation describing the agreed services, deliverables, implementation requirements, fees and payment schedule.
The Client must provide the information, approvals, credentials, access permissions and cooperation reasonably necessary to perform the work.
Implementation timelines depend on the complexity of the project, the Client's cooperation, third-party availability and other relevant circumstances.
If the Client requests additional functionality, revisions, integrations or material changes outside the agreed scope, Aivents may provide a revised quotation or charge additional fees after obtaining the Client's approval.
Aivents will not treat a material expansion of scope as automatically included in the original project fee.
Delays caused by incomplete information, late approvals, inaccessible systems or third-party restrictions may require corresponding adjustments to the implementation schedule.
4. Fees and Payment Terms
4.1 Pricing structure
Aivents generally intends to use a combination of:
A once-off setup or implementation fee.
An ongoing monthly fee for the agreed services and support.
Additional charges for approved out-of-scope work, where applicable.
Third-party software, messaging, AI usage or other platform charges, where applicable.
The actual pricing structure and amounts will be specified in the Client's quotation or service agreement.
4.2 Setup fees
Unless otherwise agreed in writing, the setup fee covers the implementation work and deliverables expressly described in the approved proposal.
Additional features, substantial revisions, new integrations or changes requested after approval may incur additional charges.
4.3 Monthly fees
Recurring fees cover only the services and support specified in the applicable agreement.
The agreement must state the monthly fee, billing frequency, payment due date, minimum term if any, and whether any usage limits or third-party charges apply.
A recurring fee does not automatically include unlimited development, new workflows, additional locations or integrations.
4.4 Invoices and payment
Aivents will issue invoices according to the agreed billing schedule.
Payment terms: Seven calendar days after invoice date.
Accepted payment methods: Debit order, Direct bank transfers
Debit orders are facilitated via PayFast.
The quotation or invoice must specify whether applicable taxes, including VAT where applicable, are included or charged separately.
Biz Hero (Pty) Ltd is not currently registered for Value-Added Tax (VAT) with the South African Revenue Service (SARS) as our taxable turnover has not exceeded the compulsory registration threshold.
4.5 Overdue payments
If an invoice remains unpaid after its due date, Aivents may issue a payment reminder and provide a reasonable opportunity to remedy the default.
Subject to applicable law and the relevant agreement, Aivents may suspend affected services after giving appropriate notice if the Client fails to remedy an overdue payment.
Any interest or collection costs must be permitted by law and disclosed or otherwise lawfully recoverable.
4.6 Third-party costs
The Client is responsible for third-party charges expressly identified in the proposal or separately approved by the Client.
These may include CRM subscriptions, AI usage, messaging fees, hosting, telephone services, email platforms and other software licences.
Aivents will identify material additional costs and obtain approval where required under the applicable agreement.
5. Client Responsibilities
The Client agrees to:
Provide accurate and up-to-date business information, including venue details, pricing, availability, packages and booking conditions.
Review and approve information and instructions used to configure AI systems.
Obtain the rights, permissions and lawful basis necessary to provide Client Data for the agreed services.
Provide appropriate access to authorised systems and integrations.
Maintain control over its accounts, credentials and user permissions.
Inform Aivents of material changes to venue operations, pricing, availability or policies that may affect automated responses.
Review AI-generated outputs and automated workflows where appropriate.
Ensure that its use of the services complies with applicable laws, regulations and third-party platform terms.
Provide appropriate human oversight for customer communications and consequential decisions.
Promptly report suspected security issues, unauthorised access or material system errors.
The Client must not use Aivents' services to conduct unlawful activity, send prohibited communications, infringe third-party rights or process personal information without the necessary lawful authority.
The Client remains responsible for the accuracy of information it supplies and for its own business decisions, customer contracts and venue operations.
6. AI Services, Accuracy and Limitations
6.1 Nature of AI services
AI systems generate outputs using models, instructions, supplied information and, where configured, connected knowledge bases or external systems.
AI outputs may be incorrect, incomplete, misleading or unsuitable for a particular circumstance. Systems may misunderstand enquiries, misclassify leads, provide outdated information or fail to execute a workflow as intended.
6.2 No guaranteed business outcomes
Unless expressly agreed in a signed written agreement, Aivents does not guarantee:
A specific number of leads or enquiries.
Increased bookings, revenue, conversion rates or profitability.
A particular reduction in staffing requirements or operating costs.
Perfect accuracy of AI-generated responses.
Uninterrupted availability of AI systems or integrations.
That every customer enquiry will be captured, answered or converted.
That every booking, reminder or calendar action will execute successfully.
Any projections, examples or estimates are illustrative unless expressly identified as contractual commitments.
6.3 Human oversight
The Client must determine which communications and workflows require review or approval by a human.
For example, venue availability, prices, contractual booking conditions, refunds, payment disputes and other material commitments should be configured with appropriate checks and escalation procedures.
AI systems should not be treated as a substitute for professional advice or appropriate human judgement.
Where a system is intended to make or materially influence decisions with legal or similarly significant effects on individuals, the parties must assess the intended use and agree on appropriate safeguards before deployment.
6.4 Errors and remediation
If a material error in an Aivents-managed workflow is reported, Aivents will use reasonable efforts to investigate and, where the issue falls within the agreed scope, correct or mitigate it.
The Client must promptly notify Aivents of the issue and provide sufficient information to investigate.
The parties will cooperate in addressing the problem. Any additional development or work outside the agreed support scope may require a separate quotation.
6.5 Monitoring and maintenance
Ongoing monitoring and maintenance are limited to the services expressly included in the Client's package.
The agreement should specify support hours, response targets, emergency procedures, maintenance responsibilities and any service-level commitments.
7. Client Data, Privacy and AI Model Training
7.1 Client Data
“Client Data” means information, documents, messages, records and other materials provided by or on behalf of the Client, or processed through the services for the Client.
This may include customer enquiries, contact details, booking information, conversation histories, venue FAQs, pricing, CRM records, lead information, customer emails and messages, uploaded documents and calendar information.
The Client retains its rights in Client Data, subject to applicable third-party rights.
7.2 Permitted processing
Aivents may process Client Data to the extent reasonably necessary to:
Implement and provide the agreed services.
Configure and operate AI systems and automation workflows.
Generate responses using Client-approved information.
Connect authorised systems and applications.
Provide technical support and troubleshoot issues.
Protect the security and integrity of the services.
Comply with applicable legal obligations.
Any additional use must be agreed where required and permitted by law.
7.3 No client-data training without explicit consent
Aivents will not use Client Data to train or fine-tune AI models without the Client's explicit consent.
This commitment applies to identifiable client project information such as customer records, conversations, CRM information, uploaded documents and other Client Data.
Processing information to generate a response, retrieve approved venue information, maintain conversation context or execute an authorised workflow is distinct from training a general-purpose AI model.
Any separately authorised training-related use must have a clearly documented purpose, scope and appropriate safeguards.
7.4 Third-party AI providers
Aivents may use third-party AI and software providers to deliver the agreed services.
Aivents will take reasonable steps to select and configure appropriate providers and review their relevant data-use terms and available controls.
Third-party providers may have their own processing, security and retention practices. Aivents will not represent that a provider offers a particular no-training or retention commitment unless it has been reasonably verified.
Where appropriate, the parties will document applicable provider arrangements and any additional requirements in the relevant Data Processing Agreement.
7.5 Data protection roles
The parties will comply with applicable data protection legislation, including POPIA.
Depending on the actual processing activity, the Client may act as the responsible party and Aivents as its operator, or the parties may have different roles for different activities.
The applicable roles, instructions, security obligations, incident reporting, retention requirements and subprocessors should be documented in a separate Data Processing Agreement where appropriate.
7.6 Security incidents
Each party must promptly notify the other of a security incident affecting Client Data where notification is required by law or the applicable agreement.
The parties will cooperate reasonably to investigate, contain and address the incident and make any legally required notifications.
7.7 Return and deletion
At the end of the engagement, Aivents will handle Client Data in accordance with the applicable agreement, documented instructions and legal obligations.
Where agreed and technically feasible, Aivents will return or make available relevant Client Data and delete remaining copies within the agreed period, subject to legal retention requirements and routine backup cycles.
The specific export format, transition assistance, deletion period and applicable fees should be set out in the proposal or Data Processing Agreement.
8. Intellectual Property
8.1 Client materials
The Client retains ownership of its pre-existing intellectual property, brand assets, venue content, customer information, documents and materials supplied to Aivents.
The Client grants Aivents a limited, non-exclusive right to use these materials only as reasonably necessary to provide the agreed services, subject to the agreement and applicable law.
8.2 Aivents' pre-existing materials
Aivents retains ownership of its pre-existing tools, reusable automation frameworks, general workflows, templates, methods, know-how, software components and other intellectual property developed independently of the Client's project.
Nothing in these Terms transfers ownership of Aivents' pre-existing intellectual property merely because it is used in a Client deliverable.
8.3 Custom deliverables
Subject to payment in full of the applicable fees and any specific terms in the proposal, Aivents intends to assign to the Client the intellectual property rights it owns in the custom deliverables expressly identified as Client-owned in the approved proposal.
The assignment does not include:
Aivents' pre-existing tools and reusable components.
Third-party software, platforms or licensed materials.
Materials owned by the Client or other third parties.
General skills, knowledge and experience retained by Aivents.
Rights that cannot lawfully be assigned.
Where a deliverable contains Aivents-owned reusable components, Aivents grants the Client a non-exclusive licence to use those components as incorporated in the deliverable for the Client's internal business operations, subject to any restrictions specified in the proposal.
Any broader rights, source-code transfer, exclusivity or transfer of underlying systems must be expressly agreed in writing.
8.4 AI-generated content
The parties acknowledge that the legal status and ownership of AI-generated material may vary depending on the nature of the content, the degree of human contribution, third-party terms and applicable law.
Aivents does not guarantee that every AI-generated output will qualify for copyright protection, be exclusive to the Client or be free from similar outputs generated for others.
8.5 Third-party intellectual property
Third-party software, AI models, stock assets, platform integrations and other licensed materials remain subject to their owners' applicable terms.
The Client must not remove ownership notices or use third-party materials beyond the permissions available under the relevant licence.
8.6 Portfolio use
Aivents may identify a Client publicly or use its name, logo, project details or results in marketing materials only with the Client's prior permission.
Confidential information and personal information will not be disclosed for portfolio purposes without the necessary authorisation and lawful basis.
9. Third-Party Platforms and Integrations
Aivents may integrate services with platforms such as HighLevel, WhatsApp, email providers, social media platforms, calendar systems, hosting services and AI providers.
The availability, functionality, fees, technical requirements and policies of these services may be controlled by third parties.
Aivents is not responsible for outages, account restrictions, API changes, discontinued features or changes in third-party pricing that are outside its reasonable control, except to the extent that responsibility cannot lawfully be excluded or the issue results from Aivents' own breach of its obligations.
Aivents will use reasonable efforts to help identify integration issues within the agreed support scope.
The Client is responsible for maintaining its accounts, ensuring appropriate permissions, complying with applicable platform policies and paying its own platform charges where applicable.
Where a third-party change materially affects the agreed service, the parties will discuss reasonable alternatives, adjustments or revised commercial terms.
10. Fees, Cancellation and Termination
10.1 Initial term
The initial service term and any minimum commitment will be specified in the applicable proposal.
10.2 Client cancellation
The Client may terminate an ongoing service by giving written notice to [email protected] in accordance with the notice period specified in its agreement.
The agreement must specify whether the notice period runs from the date notice is received or from the end of a billing cycle.
The Client remains responsible for fees properly due for services already provided and any other amounts lawfully payable under the agreement.
Any refund or cancellation charge must comply with applicable law and the agreed commercial terms.
10.3 Termination for breach
Either party may terminate the agreement if the other party commits a material breach and fails to remedy it within a reasonable written notice period.
Proposed remedy period: 7 calendar days
Where a breach cannot reasonably be remedied, or immediate action is reasonably necessary to protect personal information, security or legal compliance, the affected party may suspend the relevant activity or take other proportionate action as permitted by law and the agreement.
10.4 Suspension
Aivents may suspend affected services where reasonably necessary because of:
A material security risk.
Suspected unlawful use.
A serious violation of third-party platform requirements.
An overdue payment that remains unresolved after appropriate notice.
A legal requirement or a third-party suspension preventing delivery.
Where practicable and lawful, Aivents will notify the Client and provide an opportunity to address the issue.
10.5 Consequences of termination
Upon termination:
The Client must pay fees properly due under the agreement.
Aivents will cease providing services except as required for an agreed transition or by law.
Each party must return, delete or retain confidential information and Client Data as required by the agreement and applicable law.
Any continuing licence, intellectual property assignment or other rights will be governed by the applicable provisions.
Ongoing platform subscriptions and third-party contracts will remain subject to their own terms.
Any handover assistance, data export, migration or transition work beyond the agreed package may be charged at an agreed rate.
11. Confidentiality
Each party may receive confidential information belonging to the other party.
The receiving party must use reasonable measures to protect that information, use it only for the purposes of the engagement and disclose it only to authorised persons who need access for those purposes or where disclosure is legally required.
Confidentiality obligations do not apply to information that the receiving party can demonstrate is publicly available without breach, was lawfully known beforehand, was independently developed or was lawfully received from another source without a confidentiality restriction.
Where disclosure is required by law, the receiving party will provide notice where legally permitted and reasonably practicable.
These confidentiality obligations continue after termination for as long as the information remains confidential, subject to applicable law.
12. Warranties and Disclaimers
Aivents will perform the agreed services with reasonable care and skill, subject to the applicable agreement and mandatory legal obligations.
Except for commitments expressly made in writing and rights that cannot lawfully be excluded, Aivents does not guarantee that the services will be uninterrupted, error-free, compatible with every third-party system or suitable for every purpose the Client has not disclosed.
The Client is responsible for determining whether the services meet its business and regulatory requirements and for obtaining any independent professional advice it needs.
Nothing in this section excludes any mandatory statutory warranty, remedy or consumer right that applies to the transaction.
13. Limitation of Liability
To the extent permitted by applicable law, each party is responsible for loss caused by its breach of contract, negligence, unlawful conduct or other actionable wrongdoing.
Neither party will be liable for indirect or consequential loss to the extent that such loss may lawfully be excluded and the exclusion is enforceable in the circumstances.
Any liability cap must be reasonable, clearly disclosed and appropriate to the services and risks involved.
Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by law, including any applicable mandatory consumer protections or non-excludable obligations.
The parties should expressly address the treatment of data protection breaches, confidentiality breaches, intellectual property infringement, fraud, wilful misconduct and other material risks when negotiating the final agreement.
14. Indemnities
Each party will remain responsible for its own unlawful conduct, infringement of third-party rights and breach of the obligations it has accepted under the agreement.
Any indemnity for third-party claims, including claims arising from Client Data, supplied materials, unlawful communications or infringement, must be expressly set out in the applicable agreement.
An indemnity will apply only to the extent permitted by law and subject to appropriate requirements for notice, cooperation, mitigation and control of the defence or settlement.
Nothing in this section automatically makes either party responsible for every loss arising from the other party's activities.
15. Compliance with Law
Each party must comply with the laws applicable to its activities under the agreement.
These may include, where applicable:
The Protection of Personal Information Act 4 of 2013 (POPIA).
The Consumer Protection Act 68 of 2008 (CPA).
The Electronic Communications and Transactions Act 25 of 2002 (ECTA).
Applicable intellectual property and copyright legislation.
Applicable rules governing direct marketing, electronic communications and automated calling.
Other laws applicable to the Client's business, the services and the individuals whose information is processed.
The Client must ensure that it has the required authority to use customer data and instruct Aivents to process it.
Aivents will not knowingly configure a service to perform an unlawful activity and may refuse or suspend an instruction that reasonably appears to violate applicable law.
Where the GDPR, UK GDPR or other foreign data protection laws apply, the parties will address any additional requirements through the relevant agreement and data protection documentation.
16. Governing Law and Disputes
These Terms are governed by the laws of the Republic of South Africa, subject to any mandatory law that applies to the parties or transaction.
The parties will first attempt to resolve disputes through good-faith discussions between authorised representatives.
If the dispute cannot be resolved within a reasonable period, either party may pursue the remedies available through a competent South African court or another dispute resolution process agreed in writing.
Nothing in this section removes any statutory right to approach a regulator, tribunal or court, or any mandatory dispute resolution process that applies.
17. Changes to These Terms
Aivents may propose changes to these Terms when its services, technology, business practices or legal obligations change.
Material changes to an existing Client agreement will be communicated to the Client. Where required, the Client's agreement will be obtained before the change takes effect.
Unless the parties agree otherwise, a change will not retrospectively alter fees already incurred or remove accrued rights.
If a change materially affects an ongoing service and the parties cannot agree on an appropriate adjustment, either party may exercise any termination rights available under the agreement and applicable law.
18. General Provisions
18.1 Entire agreement
The Terms, applicable proposal, service agreement and any incorporated schedules form the agreement between the parties concerning the relevant services.
18.2 Severability
If a provision is found to be unlawful or unenforceable, it will be severed or limited to the extent necessary, and the remaining provisions will continue to apply.
18.3 No waiver
A party's failure to enforce a provision does not automatically waive its right to enforce that provision later.
18.4 Assignment
Neither party may assign its material contractual rights or obligations in a manner prohibited by the agreement or applicable law.
18.5 Electronic agreements
The parties may agree to these Terms and related service documents electronically where permitted by law.
Aivents will make the applicable terms available for review before acceptance and will retain appropriate records of agreements and material changes.
18.6 Force majeure
Neither party will be responsible for a delay caused by circumstances beyond its reasonable control to the extent permitted by law, provided that the affected party takes reasonable steps to mitigate the effects and notify the other party.
This provision does not automatically excuse payment obligations already due or override statutory rights.
18.7 Notices
Formal notices under these Terms must be sent to the email addresses specified in the relevant service agreement or otherwise notified in writing.
Aivents contact: [email protected]
A notice is deemed received in accordance with the notice provisions agreed by the parties, subject to applicable law.
19. Contact Details
For questions about these Terms, service arrangements or contractual notices, contact:
Aivents
Email: [email protected]
Website: https://aivents.agency
Registered legal name: Biz Hero (Pty) Ltd
Company registration number: 2020/812828/07
Physical business address: 95 Flora Haase Road, Amorosa, Roodepoort, South Africa, 1724
End of Terms of Service
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