General Terms of Use of CoachBot.ai
Welcome to CoachBot.ai! These General Terms of Use (“Terms”) govern your access to and use of our CoachBot Platform, Website and artificial intelligence (“AI”) -powered coaching tools. By using CoachBot.ai, you agree to these Terms. If you do not agree, with all or parts of the Terms, please do not use our Website, Platform, or Services.
Object
CoachBot AI GmbH ("CoachBot", “We” or “Us”) provides its Users with an AI-powered coaching web platform ("CoachBot Platform"), coaching tools and all related features (CoachBot Platform and all features collectively, the “Service” or "Services") on its website coachbot.ai (the “Website”, including any associated subdomains) through which Users can gain access to AI-powered but human coaching sessions with certified coaches and other experts (“Coaches”) to support User’s personal growth. The CoachBot Platform enables its Users to use, in particular, (i) online booking system for AI-powered coaching sessions; (ii) matching between Users and Coaches; (iii) a Coach directory and other features.
These Terms govern all contractual relationships between CoachBot and end users ("User" or "Users", “You”) regarding the use of the CoachBot Platform, the Website and Services. They apply to all access to our CoachBot Platform, Website and Services, regardless of whether such access occurs directly via our Website, or through a third-party interface.
To improve readability, gender-specific language is not used. All personal terms, such as "Coach" and "User" (or "Coaches" and "Users"), are intended to be inclusive of all genders and gender identities.
Use of the Website
By accessing and using the Website, the User unconditionally agrees to these Terms. If the User does not agree with all or parts of the Terms, they must stop using the Website and Services.
The Website is accessible free of charge to any User with an internet connection. All costs required to access the Website (e.g. hardware, internet connection) shall be borne by the User.
CoachBot is in no way liable for the accuracy of the information provided on the profile pages of Coaches. The accuracy and updating of this data is the sole responsibility of the Coach. CoachBot provides AI-powered guidance for personal growth but does not offer professional mental health support, medical care, or licensed coaching itself. Any content related to health is explicitly excluded from CoachBot’s scope of responsibility. If Users require medical or psychological assistance, they should seek help from a qualified professional or emergency Services. The Services shall not be used for the provision of legal advice. Any attempt to do so by a Coach should be questioned by Users.
Registration for the Services
Registration and use of the CoachBot Platform is free of charge for the User. By registering with CoachBot and ticking the box under the link "I agree to CoachBot's General Terms of Use and take note of the Privacy Policy ", the User confirms that they have read, understood and accepted the Terms. Upon activation of the registration by CoachBot, CoachBot and the respective User enter into a User agreement (the "User Agreement").
The User Agreement entitles the User in particular to the following:
Create and manage your personal User account (the "Account") on the Website;
Receive personalized matching results to connect with suitable Coaches;
Access to AI-powered coaching program tailored to your needs;
Track your progress towards your goals;
Complete assessments to help guide your development;
Share your own content, including ratings, comments, explanations, social media sharing, and profile information ("User Content").
In order to register, the User must provide a username, email address and a password. Additionally, the User may optionally provide age, gender, and profile picture. The User is responsible for providing all information required for registration correctly and updating it immediately if changes are required at a later date. The User undertakes to ensure the confidentiality of their User profile access data and to protect it against unauthorised use by third parties. Do not share your login credentials with others. In the event of misuse, loss of the password, or reasonable suspicion, the User must immediately report the incident to support@coachbot.ai. Users are not permitted to use photos, names and/or other personal data on their profile if this violates the rights of third parties.
The Services may only be used by persons aged 18 and over, or the legal age in your country. By using our Services, You confirm that You meet this requirement.
Authorisation to use the Services is guaranteed exclusively in accordance with the current state of technology and technical availability. CoachBot reserves the right to restrict access to the Services - for a limited period of time - if capacity limits, maintenance work or security reasons make this necessary.
CoachBot reserves the right to expand, update, or modify its Services and make improvements if these (i) serve technical progress; or (ii) appear necessary to prevent misuse. Furthermore, CoachBot is authorised to change the Services if (i) applicable law, case law or administrative decisions require this, (ii) the changes are predominantly advantageous for the User, or (iii) the changes are of a purely technical or procedural nature and have no significant impact on the User. CoachBot reserves the right to discontinue certain features of its Services at its sole discretion. While CoachBot is not obligated to provide prior notice, it will make reasonable efforts to inform Users of significant changes that may materially impact their use of the Services.
Book a coaching session
The User can book an online AI-powered coaching session with any Coach registered on the CoachBot Platform at any time. Before scheduling a coaching session, it is the User's responsibility to conduct any necessary checks to ensure the Coach meets their needs. Users acknowledge that CoachBot is not party to the agreement between the Coach and the User but merely functions as a facilitator to connect Coaches and Users. The rights and obligations under such agreement arise exclusively between the Coach and the User.
By using the Services, the responsibility and obligations of the Coaches registered on the CoachBot Platform towards the Users remain unrestricted. Coaches practise their profession independently and in accordance with professional and other legal provisions.
The agreement on a coaching session via the appointment scheduling service constitutes a binding obligation. The User must inform the Coach in advance of any non-appearance at an agreed coaching session. This information can be provided either via the cancellation system offered by the CoachBot Platform or payment provider (e.g. Stripe) or by any other means of contacting the Coach. In all other respects, the contractual terms and conditions of the respective Coach must be observed. CoachBot assumes no liability for the cancellation or unavailability of Coaches after the User has made an appointment for a coaching session.
Notifications by Coaches
Coaches may send notifications to the User via the email address provided by the User in compliance with data protection regulations
for appointment confirmation, cancellation or reminder;
for information about changes of dates;
for other information necessary for the realisation of the coaching session.
These notifications are sent by CoachBot on behalf of the Coach with whom the User has made an appointment for a coaching session. CoachBot declines all responsibility in the event that a notification is not received for technical reasons beyond its control. The User is free to decide whether to receive notifications. The decision is made by the User vis-à-vis the Coach, who is solely responsible for deactivating the sending of notifications. The reliable receipt of notifications depends on correct data entry by the User.
Duties of CoachBot
CoachBot utilises all necessary means to ensure the smooth running and quality assurance of the CoachBot Platform. CoachBot is not itself a healthcare facility, does not provide healthcare services and limits itself to the role of an intermediary and technical service provider.
The User recognises that CoachBot cannot be held liable for interruptions or delays to the Services that are beyond its control and, in particular, that the provision of the Services depends on the reliability, availability and provision of permanent connections by third parties (telecommunications network operators, the public Internet, the User's equipment, etc.) and on the accuracy and completeness of the User data. CoachBot may be required to suspend the Services for scheduled maintenance work or in the event of technical necessity (emergency maintenance).
No specific features, functionalities, or performance characteristics of the CoachBot Platform or Services are warranted unless expressly stated in other provisions of these Terms.
NO Medical or legal Advice
The AI-powered CoachBot Platform is designated to provide guidance tools, and personal insights to support self-reflection and personal development. While these features may offer valuable input, they are not diagnostic tools and are not a substitute for professional human coaching, therapy, or medical advice. If You are in crisis or need medical or psychological help, please consult a qualified professional or emergency services. If you are unsure about the accuracy or suitability of the suggestions or guidance provided, please consult a qualified professional, before you take any action on such recommendations.
When using the Services, always ensure that they are delivered by a qualified human Coach who leverages the capabilities of the CoachBot Platform to support your goals.
The Services must not be used as a source of legal advice. Coaches are prohibited from using the Services to provide legal opinions, counsel, or representation.
User obligations
The User undertakes to
comply with the Terms;
provide CoachBot with all information necessary for the provision of the Services and to update the User data regularly; the User shall be solely liable for any consequences associated with an error or a delay in updating the said data;
protect against the risk of data, file and programme loss or theft by using anti-virus software that is regularly updated;
maintain the greatest possible confidentiality with regard to login credentials in order to prevent unauthorised use of the Services;
comply with the laws and regulations applicable to the User Agreement when using the Services;
not use the Services in any way that could damage the reputation of CoachBot.
The User is solely responsible for the content they provide and share with the Coach. While we take strong measures to protect privacy (see Section 10), we advise Users to avoid sharing highly sensitive personal information in chat interactions. CoachBot is in no way responsible for (i) the content that the User shares with the Coach, and (ii) for the response, lack of response or delay in responding to the message by the Coach.
CoachBot reserves the right to remove any User notifications or User content that jeopardises the purpose of this Service, the algorithm or the User experience. Any improper or unlawful use, manipulation or modification of the Website, the CoachBot Platform, or the Services, including reverse engineering, attempts to bypass safeguards, is prohibited. In particular, it is prohibited to use CoachBot to disseminate illegal content or to disseminate content that infringes the rights of third parties. That said, Users are encouraged to provide feedback regarding coaching sessions and the functionalities of the CoachBot Platform.
The User agrees to indemnify, defend, and hold harmless CoachBot, its affiliates, and its respective directors, officers, employees, agents, successors, licensors and assigns from any third-party claims, lawsuits, or proceedings, including damages, court costs, and reasonable attorney fees, arising out of or relating to the Users use of the Services, any User Content and use thereof, the User’s violation of these Terms or the User’s violation of any third-party rights, unless the User is not at fault for the violation.
Intellectual property
The Website, CoachBot Platform, and associated Services, including their structure, texts, graphics, images, logos, photographs, sounds, videos, and computer applications, are the exclusive property of CoachBot and are protected under applicable intellectual property and copyright laws. Any unauthorized representation, reproduction, adaptation or use, whether partial or complete, of the content, registered trademarks and Services offered on the Website or the CoachBot Platform is strictly prohibited and may result in legal action.
The CoachBot Services and all components thereof, remains the exclusive property of CoachBot, unless expressly stated otherwise. Nothing in this Agreement shall be construed as an assignment or transfer of CoachBot's intellectual property rights.
CoachBot grants the User a personal, non-exclusive, non-transferable and non-assignable right to access and to use the CoachBot Platform and Website for the duration of this Agreement, solely for the purpose of utilizing the Services.
The User grants CoachBot a royalty-free, non-exclusive, perpetual, worldwide right to use the User Content for the purpose of operating and improving the Services. In particular, the User grants CoachBot the right to store, modify, process, translate, improve, and transmit the User Content to the extent necessary to provide and improve the Services.
The User agrees not to:
use the Services or Website or any purpose other than accessing and using the Services;
make copies of the Services or Website;
reproduce, correct, extract, modify, translate, or integrate the Services or Website into other software, nor to create derivative works based on the Services or Website;
attempt to access or copy the source code of the Services;
exploit the Services or Website for any commercial purposes or transfer the Services to third parties;
conduct penetration tests or engage in activities that may result in a denial of service or disrupt the Services in any way.
The User must not change, decompile, disassemble, reengineer, reconstruct or in any other way alter the CoachBot Platform, Services, or underlying software except when permitted by law.
The User acknowledges that violations of these obligations may constitute a breach of applicable laws and may subject the User to both civil and criminal penalties.
The Services may contain Open Source Software components. Use of such components is subject to the corresponding terms of use of the Open Source Software components which are furnished and/or cited in conjunction with the Open Source Software components. In the event of contradictions or conflicting provisions in license terms and conditions for the Open Source Software and the provisions of these Terms, the license terms and conditions for the Open Source Software shall prevail.
Data protection
Your trust is our top priority. We comply with the General Data Protection Regulation (GDPR) and all applicable data protection laws in Germany and the EU. We adhere to the following principles:
No AI Model Training with User Data: Your personal data, including your interactions with CoachBot.ai, will NOT be used to train AI models for use by others, unless you have given your explicit consent. This applies both to automated interactions with the AI and any sessions with human coaches.
No Sale or Commercial Use of Data: We do NOT sell, rent, or share your data with third parties for advertising, marketing, or any other commercial purposes.
Consent for Saving Human Coaching Interactions: Before saving any chat transcripts or interactions from human coaching sessions into our database, we will seek your clear and informed consent. You can withdraw this consent at any time.
The privacy policy available under https://coachbot.ai/legal/privacy-policy describes the processing activities of personal User data by CoachBot in the context of the use of the Website and the Services.
Termination
The User may unsubscribe from CoachBot Platform at any time, without prior notice and without providing reasons, by sending an email to support@CoachBot.ai.
CoachBot reserves the right to deregister the User from the Service at any time. In such cases, CoachBot will provide 14 days’ prior notice before terminating the User agreement. If the User breaches these Terms, CoachBot may immediately terminate or suspend the User’s access without prior notice.
The right of both parties to terminate this Agreement for good cause remains unaffected. Good cause may include, but is not limited to, defamatory, threatening, or offensive behaviour by the User.
Termination of the Agreement by CoachBot or the User shall result in the following:
Revocation of the User's right of access to User Account;
Deletion or anonymization of all User data, information, and documents associated with the User Account, unless legal retention requirements apply. CoachBot reserves the right to retain a copy of confidential information if legally required.
Liability and Warranty
CoachBot shall be liable, irrespective of the legal grounds, for damages caused by it, its legal representatives or its respective vicarious agents in accordance with the following provisions:
In the event of a slightly negligent breach of essential obligations, CoachBot's liability shall be limited to the amount of damage foreseeable at the time of conclusion of the contract and typical for the contract. Essential obligations are those obligations which are essential for the proper fulfilment of the contract and on which the contracting parties may regularly rely.
The aforementioned limitations of liability shall not apply in the event of wilful misconduct or gross negligence or in cases of mandatory statutory liability, in particular in the event of the assumption of a guarantee or in the event of injury to life, limb or health.
CoachBot shall provide its Services within the scope of the existing technical and operational possibilities. Services are provided “as is” and “as available”. No other warranties are provided, unless otherwise stated in the Terms. Liability for service disruptions due to force majeure or other external events that make it temporarily or permanently impossible or unreasonably difficult for CoachBot to provide its Services is excluded, unless CoachBot acts with gross negligence or wilful intent. Events in the aforementioned sense include technical failures of telecommunications systems, power failures and natural disasters.
CoachBot will make every effort, together with its service partners and data processing centres, to provide a stable and high-performance service. Notwithstanding this, error messages and service failures may occur due to malfunctions or maintenance work.
Third-party Websites: CoachBot is not responsible for the operation, the quality of the information and the content of third-party Websites that are not under the control of CoachBot but to which the CoachBot Services refer.
Change of Terms
The Terms in effect, as stored and published on the Website, at the time of the User’s agreement shall apply. CoachBot reserves the right to modify or supplement these Terms. Changes that are purely formal in nature, involve updates to references or minor wording adjustments do not require prior notification. Any substantive modifications or additions will be communicated to the User at least six weeks in advance before taking effect, along with a summary of the key changes. The User has the right to object to the changes within this period and may delete their User account if they do not agree. If no objection is raised before the deadline, the amendments shall take effect automatically. If the User objects, the previous Terms shall remain applicable; however, CoachBot reserves the right to terminate the User Agreement for cause.
Final provisions
Should provisions of this contract be or become legally invalid or unenforceable, this shall not affect the validity of the remaining provisions of this contract. The same shall apply should a loophole be found in the contract.
All contracts concluded between CoachBot and Users are subject to the law of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).
Before initiating any legal action, both CoachBot and the User shall endeavour to reach an amicable settlement. CoachBot is generally willing, but not obligated, to participate in formal dispute resolution proceedings before a consumer arbitration board.
Contact Us
For any questions or concerns about these Terms, please contact us at support@coachbot.ai.
By using CoachBot.ai, you acknowledge that you have read, understood, and agreed to these Terms.
Last Updated: October 2025