Terms of Service

NewBrains HQ is run by NewBrainsAI, a US company. In these terms "we" and "us" mean NewBrainsAI, and "you" means the business that holds the HQ account.

These terms cover what runs inside HQ: your account, the free office, hosted chatbots (ready chatbots that run on our server), their upgrades, and Premium.

Systems in your own accounts are covered by the website's terms, not by these terms. That means every automation, connected chatbot, agent or voice receptionist we build in accounts in your name, and its care plan. You find those terms at newbrainsai.com/terms. Ordering such a system from HQ opens the website's own order page.

We sell to businesses only. By creating an account you confirm that you use HQ for a business, not as a private consumer, and that you can accept these terms for it.

One account has one owner. Signing in takes your password, and also a code from an authenticator app once you switch the app on, which we recommend. When you set the app up, we show you 8 recovery codes once. Keep them somewhere safe: each one works a single time.

If you lose both the app and the codes, write to us. We restore access only after you prove the account email is yours by using a link we send to it. We then end every open session of the account.

You are responsible for what is done through your account, so keep your password and codes to yourself.

HQ is free to use. What the Free plan includes is shown inside HQ. Every feature carries a label that says where it comes from: "Included in your package", "Included with your care plan" or "Premium". We never offer you something for sale that you already have.

You can connect systems that run elsewhere, such as an n8n workflow, an agent that reports through a webhook, or a Retell voice agent. They stay where they run, and so does their data.

HQ acts on an n8n workflow only where you chose "watch and fix" for it. It can then switch the workflow on or off, retry a failed run and stop a stuck run. It never edits a workflow. For a webhook agent and for a voice agent, HQ only shows and explains. You can remove a key at any time.

Before you pay anything, you test your own chatbot at the rehearsal desk inside HQ. The free test is private: only you see it. It gives you up to 20 conversations, and it needs no card. The test runs on our own AI key, so it costs you nothing.

There is one free test for each type of chatbot in an account. Nothing is ever charged automatically when a test ends, and there is no trial with a card anywhere in HQ.

A hosted chatbot costs its setup price, paid once, plus $45 a month for care and hosting. The setup prices today:

• Website chatbot: $349
• Coaches: lead qualifier and call booker: $349

The setup price and the first month are charged when your chatbot goes live, together, on one payment page. They are never charged automatically after a test. The full price is shown before you pay, and your chatbot counts as paid only when our payment provider confirms the payment.

After that, $45 is charged each month until the plan ends. There is no conversation limit and no usage charge from us.

Every chatbot is paid in full. A second chatbot is a second setup price and a second monthly plan. Prices are in US dollars and do not include any taxes your country charges on business purchases.

A live hosted chatbot runs on an AI key from your own account with an AI company. The key and the AI usage are yours: you pay the AI company directly for what your chatbot uses, and we add nothing to it.

After you pay, HQ guides you through adding your key. Until a valid key is in, the chatbot stays in test mode. If your key stops working or its credit runs out, the chatbot tells visitors it cannot answer right now and still takes their contact details.

We store your key locked on our server, use it only for your own chatbot, and never show it again after you enter it.

If you are not satisfied, write to us within 14 days of go-live and we refund the setup price in full. Go-live is the moment your first payment is confirmed. The refund is made on request: you ask, we do not argue.

When we refund, the chatbot is switched off and its plan ends. Monthly payments are not refunded.

Restarting a stopped chatbot does not open a new refund period. After a refund, ordering the same chatbot again is a new order at the full price.

You can cancel a plan at any time in HQ, under Billing. A plan you cancel runs to the end of the month already paid, then it stops. Until that date you can change your mind and keep the plan.

Your account, your settings and the record of your purchase stay.

If a monthly payment fails, the plan is cancelled at once. There is no waiting period and there are no retries: we do not try the card again. You keep only the time already paid, so what the plan paid for stops. We tell you by email.

Your settings are kept. Subscribing again restarts it with no new setup charge: you pay the monthly price only.

You can add skills to a hosted chatbot in the Training Room, at the price shown there. An upgrade is added only after its payment is confirmed and the new skill has passed its test.

A monthly upgrade follows the same rules for cancelling and for a failed payment. It ends when the plan of its chatbot ends, and after a restart you order it again.

Premium is one monthly plan. It is shown as two parts, each with its price: Protection, $24, and Office extras, $25. Together they are $49 a month.

Premium has two prices. With an active care plan or a paid hosted chatbot you already have the protection for those systems, so your Premium is the Office extras part: $25 a month. You pay less because you already have one of the two parts.

If that changes, your price changes from your next payment date, never in the middle of a month you paid for, and we tell you by email before the new price is charged.

Premium follows the same rules for cancelling and for a failed payment as a hosted chatbot plan. Premium does not include a care plan, and a care plan does not include Premium.

A hosted chatbot is a service we run for you. Paying for it gives you a licence to use a hosted chatbot while its plan is active. It does not give you ownership of the chatbot, its instructions, its template or its knowledge setup.

You may not copy, extract or reverse engineer a hosted chatbot, and you may not try to make it reveal its instructions.

What you gave us stays yours: your content, your documents and your brand. You can download the documents you uploaded. The processed knowledge and the instructions cannot be downloaded.

This applies to hosted chatbots only. A system we build in your own accounts is yours, under the website's terms.

A hosted chatbot learns from your website and from the documents you upload. Upload only content you have the right to use.

Documents with health data or personal data are refused. Before each upload you confirm that the file holds neither, and HQ screens it. Do not put such data into HQ in any other way.

A chatbot can make mistakes. A person on your side should check anything important before relying on it, especially in medical, legal or financial matters. Every conversation starts by saying that it is an AI.

We aim for HQ and hosted chatbots to be available 99.5% of each month. Service availability is a target we work to, not a guarantee. The AI company your key belongs to, and the other services your systems run on, set their own uptime.

Support is by email, in plain words. With Premium or a hosted chatbot plan we reply by the next working day. On the Free plan support is best effort: we reply as soon as we can, with no promised time.

"The Doctor 24/7" means automatic repair by software, at any hour. It does not mean a person on call. Starting a repair at once is not a promise that the fix is instant: a repair that is not finished stays visible in HQ, with what was tried and who acts next.

You may not probe or try to breach the security of HQ, send it malicious or automated traffic, or use it to break the law or to send unsolicited marketing.

We are not liable for indirect or consequential losses, such as lost profits, lost business or lost leads. Our total liability under these terms is limited to what you paid us for HQ in the 12 months before the claim. Nothing in these terms limits liability that the law does not allow to be limited.

We will always try to settle a disagreement by talking first.

We may update these terms. The date at the top changes when we do. Before a change that affects a plan you pay for applies, we tell you by email.

For a refund, for support or for a question about these terms, email [email protected].