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Terms & Conditions

Last updated: 2026

Business: White Alpha AI Solutions
ABN: 44 124 807 873
Version: 1.1
Effective Date: 30 July 2026
Review Frequency: Annually
Document Owner: White Alpha AI Solutions

1. Agreement

These Terms and Conditions ("Terms") govern your access to and use of the services provided by White Alpha AI Solutions ("White Alpha AI", "we", "our", or "us").

By:

  • accessing our website;
  • requesting a demonstration;
  • starting a free trial;
  • purchasing or subscribing to our Services; or
  • continuing to use our Services,

you agree to be legally bound by these Terms. If you do not agree with these Terms, you must not access or use our Services.

These Terms should be read together with: our Privacy Policy; any written quotation; any proposal; any Statement of Work (if applicable); and any Service Agreement entered into between White Alpha AI and the Client.

2. Definitions

For the purposes of these Terms:

  • Business Day means a day other than a Saturday, Sunday or public holiday in Victoria, Australia.
  • Caller means any individual contacting a Client using the Services.
  • Client means any business, organisation or authorised user using the Services.
  • Confidential Information means any non-public commercial, technical, financial or business information disclosed by either party.
  • Hannah means White Alpha AI's AI virtual receptionist.
  • Material Breach means a breach that substantially deprives the other party of the benefit of these Terms or otherwise seriously affects the operation, security or legality of the Services.
  • Services means all AI-powered software, automation, communication and business solutions provided by White Alpha AI.
  • Subscription means any recurring or fixed-term paid plan for the Services.

2.1 Interpretation

Unless the context otherwise requires:

  • headings are for convenience only and do not affect interpretation;
  • the singular includes the plural and vice versa;
  • references to legislation include amendments, replacements and subordinate legislation; and
  • references to a person include an individual, company, partnership or other legal entity.

3. About Our Services

White Alpha AI provides AI-powered communication and automation solutions designed to help Australian businesses respond to customer enquiries more efficiently.

Depending on your Subscription, our Services may include: AI Receptionist, AI Call Answering, Lead Capture, Appointment Booking, Missed Call Recovery, Call Routing, SMS Notifications, AI Call Summaries, AI Call Transcripts, Website AI Chat, CRM Integrations, Business Automation, Reporting, and future AI-powered products and services.

Hannah is an artificial intelligence system and is not a human receptionist.

4. Eligibility

To use our Services you must: be at least 18 years of age; operate a legitimate business; have authority to enter into agreements on behalf of your organisation; provide accurate onboarding information; and comply with all applicable Australian laws. White Alpha AI reserves the right to refuse, suspend or discontinue Services where these requirements are not satisfied, subject to Clause 24.

5. Website Use

By using our website, you agree to:

  • use the website lawfully;
  • not interfere with website security;
  • not attempt unauthorised access;
  • not upload malicious software or harmful code;
  • not reverse engineer our software or Services;
  • not scrape, copy or reproduce website content without written permission;
  • not misuse enquiry forms or communication channels; and
  • not use the website in any manner that could damage White Alpha AI or other users.

Continued use of our website constitutes acceptance of these Terms where applicable.

6. Free Trial

White Alpha AI may offer free trials or promotional periods. During a trial: we may configure your AI assistant; you may evaluate the Services; some features may be limited; and no lock-in contract applies unless otherwise agreed in writing.

Trial periods, eligibility and available features may vary. Unless otherwise agreed in writing, no paid Subscription begins until you accept a paid plan through our sign-up process, quotation or Service Agreement. White Alpha AI may modify or discontinue trial offers at any time for prospective clients.

7. Pricing, Payment & Renewals

7.1 Pricing

Pricing is provided on our website, quotation or invoice. Unless otherwise stated: prices are in Australian Dollars (AUD); GST applies where required by law; Subscriptions are billed in advance; and invoices must be paid by the due date.

7.2 Recurring Subscriptions & Automatic Renewals

Subscriptions automatically renew at the end of each billing cycle (e.g., monthly or annually) for an equivalent period, unless cancelled by the Client prior to the renewal date.

For annual or multi-month subscriptions, White Alpha AI will send an electronic reminder notification at least 14 days prior to the renewal billing date, outlining the upcoming charge and instructions on how to modify or cancel the Subscription. Clients may cancel their recurring subscription at any time through their account portal or by emailing hello@whitealphaai.com.au. Cancellation will take effect at the end of the current billing period.

7.3 Price Adjustments

White Alpha AI may review and adjust pricing from time to time. Where a price adjustment affects an existing recurring Subscription, White Alpha AI will provide at least 30 days' advance written notice. If the Client does not agree to the price adjustment, they may cancel their Subscription without penalty prior to the price change taking effect.

8. Setup and Onboarding

To configure the Services we may require information including business details, contact information, operating hours, appointment preferences, service locations, staff contacts, emergency procedures (where applicable), call forwarding configuration, AI behaviour preferences, and integration credentials.

Clients are responsible for ensuring onboarding information remains accurate and up to date. Where telephone call forwarding is required, Clients remain responsible for configuring their telecommunications provider correctly.

9. AI Transparency

White Alpha AI believes people should always know when they are interacting with artificial intelligence. Accordingly, Hannah identifies herself as an AI assistant at the beginning of conversations.

Clients must not intentionally configure Hannah to mislead Callers into believing they are speaking with a human employee where disclosure is required by law. Clients remain responsible for ensuring their own business complies with applicable disclosure obligations.

10. AI Limitations

Artificial intelligence improves efficiency but is not perfect. You acknowledge that:

  • AI-generated responses may occasionally contain inaccuracies;
  • speech recognition may misunderstand Callers;
  • background noise may affect transcription quality;
  • AI-generated summaries may contain errors;
  • AI performance depends partly upon information supplied by the Client; and
  • third-party technology providers may occasionally experience outages.

White Alpha AI does not guarantee that every call will be answered, every enquiry will be captured, or that operations will be completely uninterrupted or error-free. Clients remain responsible for reviewing important customer communications before relying upon them. The Services are not intended to replace professional advice (including legal, financial, medical, or emergency services). Where immediate emergency assistance is required, Callers should contact emergency services directly.

White Alpha AI may use automated systems to categorise enquiries, assess urgency, route calls, generate summaries, schedule appointments and perform other operational tasks based on Client-defined configurations. Clients acknowledge that AI-generated outputs are intended to assist business operations only and should not be relied upon as the sole basis for legal, financial, medical, employment, safety-critical or other significant decisions without appropriate human review.

11. Service Availability

White Alpha AI aims to provide reliable and continuously improving Services. However, availability may be affected by internet outages, telecommunications failures, cloud provider outages, software defects, cyber security incidents, scheduled maintenance, or emergency maintenance.

Unless expressly stated in a separate written Service Level Agreement (SLA), White Alpha AI does not guarantee any minimum uptime, response time or service availability. Where reasonably practicable, advance notice will be provided for scheduled maintenance.

12. Third-Party Providers

To deliver our Services, White Alpha AI relies on trusted third-party providers including Twilio, Retell AI, Airtable, Make.com, Cal.com, cloud hosting providers, payment processors, analytics providers, email providers, and other technology providers.

These providers process information solely to the extent reasonably necessary to deliver the Services. White Alpha AI is not responsible for outages, delays or failures caused solely by third-party providers beyond our reasonable control. We may change providers from time to time where reasonably necessary to improve or maintain the Services.

13. Customer Responsibilities

13.1 Industry Regulatory Compliance

Clients remain responsible for ensuring their use of the Services complies with all applicable laws and regulations relevant to their industry, including privacy, consumer protection, telecommunications, marketing, employment and any sector-specific regulatory obligations.

13.2 General Responsibilities

Clients agree to:

  • provide accurate information;
  • maintain current business details;
  • configure call forwarding correctly;
  • maintain appropriate security over their own accounts;
  • ensure staff understand the Services;
  • comply with Australian privacy laws;
  • comply with the Spam Act 2003 (Cth), applicable ACMA requirements and all laws relating to electronic communications and marketing;
  • comply with Australian Consumer Law where applicable; and
  • use the Services lawfully.

Clients must not use the Services to mislead Callers, impersonate another person, distribute unlawful content, commit fraud, harass individuals, or infringe intellectual property rights.

13.3 Export Control & Sanctions

Clients must not use the Services in breach of applicable sanctions, export control laws or other applicable trade restrictions.

14. Call Recording

Where call recording is enabled:

  • Callers are notified before recording begins;
  • recordings are securely stored;
  • recordings may be used for quality assurance, dispute resolution, AI improvement, customer support, and investigation of technical issues; and
  • Where Service data is used to improve the performance, reliability or functionality of the Services, White Alpha AI will take reasonable steps to ensure personal information is handled in accordance with applicable privacy laws and our Privacy Policy.

Clients remain responsible for ensuring call recording complies with all applicable Commonwealth, State and Territory laws, including obtaining any required consent or providing required notices. Clients must not direct White Alpha AI to enable recording in circumstances that would breach applicable law.

15. Customer Data Ownership

Clients retain ownership of business information, Caller information, customer information, appointments, leads, uploaded content, and business documentation.

White Alpha AI processes this information solely for the purpose of delivering, supporting, securing and improving the Services. Nothing in these Terms transfers ownership of Client data to White Alpha AI.

16. Intellectual Property

Unless otherwise agreed in writing, White Alpha AI owns all intellectual property relating to software, source code, workflows, prompts, automation logic, AI configurations, documentation, branding, logos, website content, designs, reports, and proprietary technology.

Nothing in these Terms grants Clients ownership of White Alpha AI software, AI models, prompts, workflows, automations or other proprietary technology. Clients receive a limited, non-exclusive, non-transferable and revocable licence to use the Services during their active Subscription.

17. Confidential Information

Each party agrees to keep confidential any Confidential Information obtained from the other party. Confidential Information may only be disclosed where required by law or a regulator, authorised in writing, or already lawfully in the public domain. This obligation survives termination of the Services.

18. Feedback

If a Client provides White Alpha AI with suggestions or feedback relating to the Services, the Client grants White Alpha AI a perpetual, worldwide, irrevocable, royalty-free licence to use that feedback for developing and enhancing the Services without compensation or attribution.

19. Privacy

White Alpha AI handles personal information in accordance with our Privacy Policy and applicable Australian privacy laws. Personal information may also be processed by trusted third-party providers, including providers located outside Australia, as described in our Privacy Policy.

Clients remain responsible for ensuring they have any necessary rights, notices and consents required to use the Services in accordance with applicable privacy laws.

20. Security

White Alpha AI implements reasonable technical and organisational measures designed to protect Client information, including encrypted communications, secure cloud infrastructure, authentication controls, role-based access, and routine security patching.

Clients remain responsible for protecting their passwords, maintaining secure devices and networks, and promptly notifying White Alpha AI of any suspected security incident.

21. Electronic Communications

You agree that White Alpha AI may provide notices, invoices, updates, service announcements, and security notifications electronically (via email, SMS, website notices, or client portals). Electronic communications satisfy any legal requirement that communications be in writing.

22. Limitation of Liability

22.1 Australian Consumer Law Guarantees

Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy implied or imposed by the Australian Consumer Law (ACL) contained in Schedule 2 of the Competition and Consumer Act 2010 (Cth) that cannot lawfully be excluded, restricted or modified.

22.2 Exclusion of Consequential Loss

Subject to Clause 22.1 and to the maximum extent permitted by law, neither party will be liable to the other for any indirect, special, punitive, or consequential loss, loss of profits, loss of revenue, loss of business opportunities, business interruption, reputational damage, or loss or corruption of data.

22.3 Aggregate Liability Cap

Subject to Clauses 22.1 and 22.2, White Alpha AI's total aggregate liability arising out of or in connection with these Terms or the Services (whether in contract, tort including negligence, statute, or otherwise) is limited to the total fees paid by the Client to White Alpha AI in the six (6) months immediately preceding the event giving rise to the claim.

23. Indemnity

23.1 Client Indemnity

Subject to Clause 23.2, the Client agrees to indemnify and hold harmless White Alpha AI, its directors, officers, employees, and agents against any third-party claims, losses, damages, liabilities, and reasonable legal costs arising directly from:

  • unlawful activities conducted by the Client using the Services;
  • material breach of these Terms by the Client;
  • breach of applicable privacy or spam laws by the Client; or
  • infringement of third-party intellectual property rights caused by the Client's content or data.

23.2 Proportionate Limitation

The Client's indemnity under Clause 23.1 will be reduced proportionally to the extent that any loss, damage, liability, or expense was directly caused or contributed to by White Alpha AI's negligence, fraud, wilful misconduct, or material breach of these Terms.

24. Suspension and Termination

24.1 Termination for Cause & Cure Period

Either party may terminate a Subscription immediately by written notice if the other party commits a Material Breach of these Terms that is incapable of remedy, or fails to remedy a remediable Material Breach within fourteen (14) days of receiving written notice specifying the breach.

24.2 Suspension Rights

White Alpha AI may suspend access to the Services upon written notice if: an invoice remains unpaid past its due date (following a written payment reminder allowing 7 days to rectify); fraudulent or illegal activity is reasonably suspected on the Client's account; or suspension is necessary to prevent an imminent security or compliance risk. Suspension will be lifted promptly once the underlying issue is resolved.

24.3 Termination for Convenience by Client

Clients may cancel their Subscription for convenience at any time by providing written notice or cancelling via their account portal. Cancellation will take effect at the end of the current billing cycle, and the Client will maintain access to the Services until that date.

24.4 Consequences of Termination

Upon termination of the Services: access to the Services will cease at the end of the active billing period; outstanding fees accrued prior to termination remain payable; Client data will be retained and deleted in accordance with our Privacy Policy; and licences granted under these Terms automatically terminate. If White Alpha AI terminates the Services for convenience (without cause) mid-billing cycle, the Client will receive a pro-rata refund for any prepaid, unused Subscription fees.

25. Refunds

Except as required under the Australian Consumer Law or as explicitly stated in these Terms: setup, onboarding and custom development fees are non-refundable once the work has been completed; and Subscription fees already paid for an active billing cycle are non-refundable unless White Alpha AI terminates the agreement without cause under Clause 24.4. Refund requests submitted under the Australian Consumer Law or in exceptional circumstances will be assessed fairly and promptly.

26. Service Changes and Beta Features

Technology evolves rapidly. White Alpha AI may improve, modify, replace or update features, integrations or functionality from time to time. Where a change materially degrades the core functionality of the Services to existing Clients, White Alpha AI will provide reasonable notice (which will ordinarily be at least 30 days where reasonably practicable).

From time to time, White Alpha AI may release beta, preview or early-access features. These features are provided on an "as is" basis for evaluation purposes and may change or be withdrawn at any time.

27. Assignment

Neither party may assign or transfer its rights or obligations under these Terms without the prior written consent of the other party (such consent not to be unreasonably withheld or delayed).

However, White Alpha AI may assign or transfer its rights and obligations without consent as part of a corporate merger, acquisition, sale of assets, or corporate restructuring, provided the successor entity agrees in writing to be bound by these Terms and applicable privacy laws.

28. Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable by a court of competent jurisdiction, that provision will be severed to the extent necessary and the remaining provisions will continue in full force and effect.

29. Waiver

A failure or delay by either party to exercise any right, power or remedy under these Terms does not constitute a waiver of that right. Any waiver must be in writing.

30. Force Majeure

Neither party is liable for delays or failures in performing its obligations under these Terms (excluding payment obligations) caused by events beyond its reasonable control, including natural disasters, cyber attacks, widespread telecommunication/internet failures, government restrictions, or major cloud infrastructure outages. Performance will be suspended for the duration of the event.

31. Dispute Resolution

If a dispute arises concerning these Terms or the Services: the parties agree to first attempt to resolve the dispute through good-faith discussions between senior representatives within fourteen (14) Business Days of written notification; and if unresolved within fourteen (14) Business Days, the parties will attempt to resolve the dispute via mediation administered by an independent mediator before commencing court litigation. Nothing in this clause prevents either party from seeking urgent interlocutory or injunctive relief from a court.

32. Governing Law

These Terms are governed by the laws of the State of Victoria, Australia. The parties submit to the non-exclusive jurisdiction of the courts of Victoria and the Federal Court of Australia.

33. Changes to these Terms

White Alpha AI may update these Terms from time to time to reflect statutory changes, technological developments, or operational updates. The latest version will always be available on our website.

Where a change to these Terms is material and adversely affects the Client's rights or financial obligations:

  • White Alpha AI will provide reasonable notice (which will ordinarily be at least 30 days where reasonably practicable) via email or platform notification before the revised Terms take effect; and
  • if the Client does not agree to the material changes, the Client may terminate their Subscription prior to the effective date of the new Terms without penalty and receive a pro-rata refund for any prepaid, unused Subscription fees.

Continued use of the Services after the notice period constitutes acceptance of the revised Terms.

34. Entire Agreement

These Terms, together with our Privacy Policy and any accepted quotation, Service Agreement, or Statement of Work, constitute the entire agreement between White Alpha AI and the Client regarding the Services, superseding all prior discussions, representations, or agreements.

35. Survival

Any provisions of these Terms that by their nature are intended to survive termination or expiry will continue in effect, including clauses relating to: Confidential Information; Intellectual Property; Privacy; Limitation of Liability; Indemnity; Payment obligations; Dispute Resolution; and Governing Law.

36. Contact Us

White Alpha AI Solutions
ABN: 44 124 807 873
Email: hello@whitealphaai.com.au
Phone: 0485 043 043
Website: https://www.whitealphaai.com.au
Location: Geelong, Victoria, Australia