1. Introduction

Welcome to our website. By using our AI chatbot service, you agree to these Terms and Conditions. Please read them carefully before engaging with the chatbot. If you do not agree to these terms, you must not use the chatbot.

2. Chatbot Service Overview

Our chatbot is designed to assist you by using information provided by you to present information and answer queries based on pre-loaded data sources. The chatbot is powered by third-party services, and utilises a custom knowledge base tailored to our business.

The information provided does not constitute legal, financial, medical, or other professional advice, and should not be relied upon as such. You should always contact us directly if you’re unsure or need personalised support.

3. No Guarantee of Accuracy or Timeliness

While reasonable efforts are made to keep the chatbot’s responses accurate and up to date, no guarantee is given as to the completeness, accuracy, or current relevance of the information provided. Content may become outdated or may not reflect recent developments or specific nuances relevant to individual cases.

4. Data Storage and Retention

  • Chat transcripts are stored securely and retained.
  • Any personal data you provide will be handled in compliance with applicable data protection laws.

5. Information Collection and Use and Data Storage and Retention

You should not input any personal information (such as names, addresses, phone numbers etc) into the chatbot. The chatbot is designed to automatically remove any such information from transcripts before they are received or stored by us.

If you choose to voluntarily enter your email address (e.g. to receive a transcript of the conversation), please note that this address is used solely for the purpose of delivering the transcript directly to you. It is not stored, accessed, or retained by us in any form. Transcripts made available to our organisation are fully anonymised, with all identifying information—including email addresses—permanently scrubbed.

This means that we do not knowingly collect or store any personal data from chatbot interactions; however, we cannot guarantee that all personal data will be successfully removed in every case.

Additionally, chat transcripts are not reviewed for quality assurance or monitoring purposes. Once anonymised, they may be stored for statistical or research purposes only, without any identifying information.

6. Output and Generated Materials

Any materials generated by the chatbot—such as template letters, suggested wording, or documents—are provided for general guidance only. These outputs are automatically generated and may not be accurate, complete, or appropriate for your circumstances. You are responsible for reviewing and verifying any materials before using or relying on them.

7. No Warranties

The Service is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we make no warranties, representations or guarantees, express or implied, about the Service, including (but not limited to) its accuracy, reliability, suitability, availability, or fitness for a particular purpose.

8. Limitation of Liability

You use the Chatbot Service entirely at your own risk.

To the maximum extent permitted by applicable law, we exclude all liability (tortious, contractual or otherwise) for any loss or damage—whether direct, indirect, incidental, consequential, or special—arising from your use of the chatbot, reliance on its outputs, or use of any materials it generates. This includes, but is not limited to, loss of data, income, business, opportunity, or goodwill.

We aim to provide continuous and reliable access to the chatbot; however, we do not guarantee that the Service will be available at all times or without interruption. Access to the Service may be suspended, restricted, or discontinued at any time without prior notice, including for maintenance, updates, or unforeseen technical issues.

We accept no liability for any loss, damage, or inconvenience caused by the unavailability, suspension, or termination of the Service, whether temporary or permanent.

Nothing in this disclaimer shall exclude or limit liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under the law in England and Wales.

9. Claims Brought By Third Parties

While we aim to provide a high-quality service, we cannot guarantee that the chatbot or website will be uninterrupted, error-free, or free from defects.

We accept no responsibility or liability for any claims, demands, losses, or damages made or suffered by third parties arising out of or in connection with your use of the Service.

For the purposes of this clause, “third parties” means any individuals, organisations, or entities other than you (the user) or us (the organisation).

Our Service may contain links to external websites or resources provided by third parties. These links are provided for convenience only and do not constitute an endorsement or recommendation by us. We are not responsible for the content, availability, or practices of any linked websites and have no control over them.

10. Governing Law

These terms and conditions, and any dispute or claim arising out of or in connection with them or their subject matter, shall be governed by and construed in accordance with the laws of England and Wales.

11. Use of Third Party Services

This tool is designed with privacy at its core. Your personal information is not stored or shared.

  • If you choose to provide any personal information (for example, a name or contact detail) during your chat, it will be automatically and permanently deleted once the conversation ends.
  • If you provide an email address so that your chat transcript can be emailed to you, that email address will be securely purged immediately after the transcript has been sent.
  • No other personal data is collected, processed, or retained.

The chatbot uses a Large Language Model (LLM) to generate responses and manage workflows. These services process your interactions only to deliver the chatbot’s functionality — no profiling, advertising, or external data sharing takes place.

Your privacy and confidentiality are fully protected throughout your use of this tool.

12. Prohibited Uses

You agree to use the chatbot only for lawful and appropriate purposes. You must not use the Service to:

  • Submit or share any content that is unlawful, threatening, abusive, defamatory, obscene, offensive, or discriminatory.
  • Share or promote any false, misleading, or harmful information, including misinformation that could cause distress, confusion, or harm to others.
  • Promote or engage in any illegal activity, including (but not limited to) fraud, harassment, or the infringement of intellectual property rights.
  • Attempt to modify, interfere with, or disrupt the functionality of the chatbot or the systems supporting it.

13. Changes to This Disclaimer

We reserve the right to amend this disclaimer at any time. Any updates will take effect immediately upon publication and will be posted to this page. Continued use of the Service after changes are made constitutes acceptance of the revised terms.

14. Contact Us

If you have questions about these Terms and Conditions or the chatbot service, please contact us:

  • Address: Citizens Advice Rhondda Cynon Taff , Knight St, Mountain Ash CF45 3EY
  • Phone: 01443 409284