Terms of Use

1. Identity, purpose and acceptance

The service provider is the legal entity or legal representative identified at the end of this document, hereinafter the “Operator”. Bia is the product brand. These Terms govern the purchase and use of subscription software that supports aesthetic clinics with WhatsApp customer service, scheduling, customer relationships and administrative routines.

By creating an account, the customer declares that they have the capacity and authority to act on behalf of the clinic and accepts these Terms and the Privacy Policy.

2. Trial, plans, billing, cancellation and refunds

• The clinic's first confirmed subscription receives one 7-day free trial. Creating or abandoning a checkout does not consume this right.
• The first charge occurs at the end of the 7-day trial and does not depend on connecting WhatsApp or using the artificial intelligence assistant.
• Text generation, sandbox use, classification, follow-up, shadow mode, and blocked, failed or ambiguous delivery do not alter the 7-day trial.
• The first-charge date is not brought forward by an artificial-intelligence reply or an internal processing failure.
• Cancellation and resubscription before expiry preserve only the remaining time in the first trial. After expiry, resubscription is charged immediately and never grants a second trial.
• Payments in Brazilian reais may be processed by Asaas in the new flow; payments in US dollars or euros are processed by Stripe. While the legacy configuration remains active, Stripe may also continue to process the legacy flow. The provider, amount and currency are shown in the applicable checkout.
• Subscriptions renew on the chosen cycle until cancelled. An upgrade to a higher plan is immediate, charges only the prorated difference for the remaining period, and preserves the renewal date, cycle, and currency. A downgrade is scheduled for renewal, causes no immediate charge or credit, and may be cancelled before it takes effect.
• The clinic may cancel at any time in the system's subscription area, with confirmation of the action. If cancellation occurs during the trial, access remains available until the end of the contracted trial days and no charge is made. There is no retention screen, mandatory form or need to speak to a consultant.
• The guarantee may be requested in the dashboard or through support during an inclusive 14-day window starting when the payment and local financial state become consistent. The time the request was received controls eligibility even if processing finishes later.
• The guarantee fully refunds the first charge and any prorated upgrade amounts paid within the same window. It immediately cancels recurrence and turns off only artificial intelligence and follow-ups; the dashboard, schedule, medical records, public link, manual actions, and deterministic reminders remain available.
• While the provider classifies the subscription as past_due, every feature remains active. Artificial intelligence and follow-ups stop only after the provider declares a terminal non-payment state. A later payment confirmation reactivates them immediately without resending old messages.

3. The clinic's responsibilities

The clinic is responsible for the lawfulness of its contacts, the information and instructions it enters, its team's permissions and the existence of a lawful basis for processing customer and patient data. It must also review the receptionist's configuration, monitor conversations and take over interactions that require human judgment or a qualified professional.

The service may not be used for spam, fraud, unlawful content, discrimination, harassment, infringement of rights, attempts to bypass security controls or sending data without authorization.

4. Artificial intelligence and clinical limits

The receptionist uses automation and artificial-intelligence services. Answers may contain errors, omissions or inappropriate interpretations. The service does not replace clinical assessment, diagnosis, prescribing, emergency care or the clinic's professional responsibility.

The clinic must keep its catalogue, schedule, policies and escalation contacts accurate. Sensitive situations, adverse reactions, emergencies, serious complaints and out-of-scope requests must be escalated to human support.

5. Clinical data and conversation processing

We use contracted, paid artificial-intelligence services. Clinical content stored in the system — medical records, intake forms and other forms — is encrypted and is not sent to any external service. Messages exchanged on WhatsApp are processed by these services only to generate the answer, and each clinic's data is isolated: no clinic can access another clinic's data.

For these Terms, processing required for customer service includes using recent history to produce the answer, classify the conversation stage and prepare continuity tied to the same interaction; audio may be transcribed and images may be interpreted by specific providers. These flows do not authorize the Operator to send providers the stored content of medical records, intake forms or other forms.

6. Third-party services

Operation depends on suppliers used only for the contracted function: WhatsApp and Evolution API for the messaging channel; DeepSeek for text; Groq for audio transcription; OpenAI for image interpretation; Asaas and Stripe as payment suppliers and subprocessors; Resend for transactional email; Google Calendar when the clinic chooses the integration; and hosting, database and queue infrastructure.

Unavailability, rule changes or blocking by these services may affect platform features. These Terms do not state that providers refrain from using data for training, because that condition still depends on verifying and recording each supplier's current contracts.

7. Security, confidentiality and availability

The system applies logical isolation between clinics, role-based permissions, password hashing, encryption of secrets and the clinical content described in these Terms, audit trails and request limits. No Internet-connected service is immune to failures, incidents or downtime.

The clinic must protect its credentials, revoke access that is no longer required and report suspected misuse through the contact shown at the end.

8. Intellectual property

The brand, software, interfaces and original materials belong to the Operator or its licensors. The clinic retains its rights in the data and content it provides and grants only the authorization required to provide, protect and audit the service.

9. Suspension and termination

In a terminal non-payment state, only artificial intelligence and follow-ups are suspended. The dashboard, schedule, medical records, public link, manual actions, and deterministic reminders remain available. Suspensions for security risk, illegal use, or violation of these Terms may have a different scope when necessary to protect the platform and affected people.

Cancellation does not automatically erase data that must be retained for security, audit, legal obligations or the exercise of rights. Processing after termination follows the Privacy Policy.

10. Liability and governing law

To the extent permitted by applicable law, the Operator is not liable for clinical decisions, misuse by the clinic, incorrect information supplied by users or failures exclusively caused by third parties outside its control. Mandatory consumer and data-subject rights remain preserved.

These Terms are governed by Brazilian law, without excluding mandatory rules applicable to consumers or data subjects in their jurisdiction.

11. Changes and contact

Material changes will be communicated appropriately. The current version appears at the top. Questions, privacy requests and refund requests may be sent to the legal contact shown below.