Terms of Service

1.Who can use Circlebase

In short: You must be 16 or older. If you sign up for a company, you agree for it.

You must be at least 16 years old and able to form a binding contract. Circlebase is a business tool and is not meant for children.

If you use the Service for a company or other organisation, you confirm you may accept these terms for it, and “you” includes that organisation.

2.Accounts and workspaces

In short: Keep your login safe. A workspace’s owner is responsible for it and for who they invite.

Give accurate details when you sign up and keep them current. Keep your password safe, and turn on two-factor authentication. You are responsible for what happens under your account; tell us at once at info@circlebase.ai if you think someone else has used it.

Work happens in workspaces. The person who creates a workspace is its owner. Owners and admins decide who joins and with which role (owner, admin, member or viewer), and are responsible for the people they invite following these terms.

Don’t share logins. Each person who uses Circlebase needs their own account.

3.Plans, trial and billing

In short: Paid plans are per person, renew automatically and are billed by Stripe. Cancel anytime; no refunds for time already paid.

Circlebase has a Free plan and paid plans. Paid plans are charged per person who works in the workspace (owners, admins and members); viewers are free. Current prices and limits are on our pricing page.

• Trial: a new workspace gets 14 days of Pro without a card. When it ends, the workspace moves to Free unless you choose a plan. Nothing is deleted.
• Renewal: paid plans renew automatically each month or year until cancelled. Stripe, our payment processor, charges your card; we never see or store card numbers.
• Changes: upgrading or adding people is charged right away for the rest of the period. Downgrading or removing people gives a credit on future invoices.
• Cancelling: cancel anytime in Settings. Your plan stays active until the end of the period you paid for, then the workspace moves to Free.
• Refunds: payments are non-refundable, including for partly used periods, except where the law requires otherwise.
• Taxes: prices are in US dollars and exclude taxes, which are added where they apply.
• Failed payments: if a payment fails and isn’t fixed, the workspace may move to Free.
• Price changes: we will tell owners at least 30 days before a price change applies to them. It takes effect at your next renewal.

4.Usage limits

In short: Each plan has limits, like assistant messages and MCP calls. We may slow or pause use that harms the Service.

Plans include limits such as contacts, assistant messages a month and MCP calls a day, shown on the pricing page and in Settings. When you reach one, that feature pauses until it resets or you upgrade.

“Unlimited” and “fair use” mean normal use by your team. We may rate-limit or pause activity that puts the Service or other customers at risk, and we will tell you when we do.

5.Your data

In short: What you put in Circlebase is yours. We use it only to run the Service for you, and you’re responsible for having the right to use it.

You own the content you and your team add or connect: contacts, companies, deals, messages, notes, files and the rest (“Your Data”). You give us permission to host, copy, process and show Your Data only as needed to run, secure and support the Service for you, and as our Privacy Policy describes.

Your Data often includes other people’s personal information. For that information you are in charge (the “controller”) and we act on your instructions (the “processor”). You are responsible for having a lawful basis to collect and use it, for any notices and consents the law requires, and for honouring requests from those people. Ask us at info@circlebase.ai if you need a data processing agreement.

You can export Your Data as CSV at any time (and, on Business, the whole workspace), delete records, or delete the workspace.

6.Acceptable use

In short: No spam, nothing illegal, and follow the rules of WhatsApp, Gmail and Microsoft. Honour every opt-out.

You agree not to use the Service, or let anyone use it, to:

• send spam or messages to people who haven’t agreed to hear from you where the law requires it, or ignore unsubscribe and STOP requests (Circlebase records these, and you must not work around them);
• break the law, including anti-spam laws (such as CAN-SPAM), privacy laws (such as the GDPR) and consumer protection laws;
• break the terms and policies of services you connect, including Meta’s WhatsApp Business and Commerce policies, Google’s and Microsoft’s terms;
• send or store content that is unlawful, deceptive, harassing, hateful, or that infringes someone else’s rights;
• upload malware, probe or attack the Service, or get around its limits or security;
• copy, resell or reverse-engineer the Service, or use it to build a competing product;
• store highly sensitive data the Service isn’t built for, such as payment card numbers, government ID numbers or health records.

Found a security problem? Tell us at info@circlebase.ai rather than testing it on live data.

7.Connected services

In short: When you connect Gmail, Outlook, WhatsApp or an AI tool, their own terms apply too.

You can connect services run by others: Google and Microsoft mailboxes, other mailboxes over IMAP and SMTP, a WhatsApp Business number through Meta’s Cloud API, and AI clients such as Claude, ChatGPT or Cursor over MCP. Those services are governed by their own terms, and any fees they charge (for example Meta’s WhatsApp conversation fees) are between you and them.

You can disconnect any of them at any time. We aren’t responsible for services we don’t run, or for changes they make that affect how they work with Circlebase.

8.AI features

In short: AI can be wrong. Review what it writes before you send it. It acts only within your role and never deletes.

Circlebase includes AI features, such as the assistant, reply drafts, summaries and first reads of leads, and lets AI clients you connect work in your workspace over MCP. AI output can be incomplete or wrong. Check it before relying on it or sending it to anyone; you are responsible for what you send.

AI in Circlebase can only do what the person who connected it is allowed to do, asks before risky steps, and cannot delete records. AI clients connected over MCP write drafts rather than send messages. Every change made by AI is recorded and marked as such.

We don’t use Your Data to train AI models.

9.Our service and feedback

In short: Circlebase’s software and brand are ours. Feedback you send us, we may use freely.

The Service, its software, design and the Circlebase name and logo belong to us or our licensors. These terms give you the right to use the Service while you follow them, and no other rights.

If you send us ideas or feedback, we may use them without owing you anything.

10.Changes and availability

In short: We keep improving Circlebase and aim for it to always be up, but can’t promise it never fails.

We may add, change or remove features. If we remove something important you pay for, we’ll tell owners in advance. We work to keep the Service running and your data backed up, but there may be interruptions for maintenance or reasons outside our control. Features marked beta may change or end.

11.Ending the agreement

In short: You can leave anytime. We may suspend accounts that break these terms. Export your data before you go.

You can stop using Circlebase at any time: cancel your plan, delete your workspace in Settings, or delete your account in your profile.

We may suspend or end your access if you seriously or repeatedly break these terms, if you don’t pay, or if we must to protect the Service, other customers or the public, or to follow the law. Where we reasonably can, we’ll warn you first and give you a chance to fix the problem. If we end the Service for you for a reason other than your breach, we’ll give you at least 30 days to export Your Data.

Sections that by their nature should last after the agreement ends (such as payment owed, disclaimers, limits of liability and governing law) continue to apply.

12.Disclaimers

In short: The Service is provided “as is”, without warranties, to the extent the law allows.

To the fullest extent the law allows, the Service is provided “as is” and “as available”, without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, or that it will be uninterrupted or error-free.

13.Limits of liability

In short: Our total liability is capped at what you paid us in the last 12 months, or $100 if more.

To the fullest extent the law allows, neither Circlebase nor its members, employees or suppliers will be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, arising from the Service or these terms.

Our total liability for all claims about the Service or these terms is limited to the greater of the amount you paid us for the Service in the 12 months before the claim, or US$100.

Some places don’t allow some of these limits, so they apply to you only as far as your local law allows.

14.Indemnity

In short: If your data or messages cause a claim against us, you cover it.

If you use Circlebase for business, you will defend and compensate Circlebase against third-party claims, losses and costs (including reasonable legal fees) arising from Your Data, the messages you send, or your breach of these terms or of the law.

15.Governing law

In short: Wyoming law applies, and disputes go to the courts in Wyoming. Let’s talk first.

These terms are governed by the laws of the State of Wyoming and the federal laws of the United States, without regard to conflict-of-law rules. Any dispute will be brought only in the state or federal courts located in Wyoming, and both of us agree to their jurisdiction. If you are a consumer, this does not take away protections that the law of your country of residence gives you.

Before starting a claim, please email info@circlebase.ai so we can try to resolve it informally within 30 days.

16.Changes to these terms

In short: We’ll email you at least 30 days before an important change takes effect.

We may update these terms. For important changes we’ll email workspace owners at least 30 days before they take effect; other changes take effect when posted here, with the date at the top updated. If you keep using Circlebase after a change takes effect, you accept the new terms; if you don’t agree, you can cancel and delete your workspace.

17.General

In short: These terms and the Privacy Policy are the whole agreement. The English version is the official one.

• These terms, the Privacy Policy and any order or agreement you sign with us are the whole agreement between us about the Service.
• If part of these terms can’t be enforced, the rest still applies. If we don’t enforce a right, we don’t give it up.
• You may not transfer this agreement without our consent. We may transfer it to a company that takes over Circlebase, and will tell you if we do.
• Neither of us is responsible for delays caused by events beyond reasonable control.
• We may send you notices by email or in the app. Send yours to info@circlebase.ai.
• These terms are written in English and translated into Arabic. If the two differ, the English version applies.