Terms and Conditions

NinjaBot: WhatsApp Automation and CRM Platform
Effective Date: 8 October 2026

1. Introduction

1.1 These Terms and Conditions ("Terms") govern your access to and use of NinjaBot ("NinjaBot", "we", "us", "our"), a software platform operated by Next Wave Global Solutions Sdn. Bhd. (Company Registration No. 1680474-P), including our website (ninjabot.ai), dashboard, mobile app, WhatsApp automation tools, CRM, and related services (collectively, the "Services").

1.2 By creating an account, accessing, or using the Services, you agree to be bound by these Terms. If you do not agree, you must not use the Services.

1.3 If you are using NinjaBot on behalf of a company or organisation, you confirm you have the authority to bind that entity to these Terms.

1.4 You must be at least 18 years old to use the Services.

1.5 Our use of cookies and how we handle your data is set out in our Privacy Policy, which forms part of these Terms.

2. Account Registration and Plan Limits

2.1 You must provide accurate, complete information when creating a NinjaBot account, and keep it up to date.

2.2 You are responsible for maintaining the confidentiality of your login credentials and for all activity that happens under your account.

2.3 You must notify us immediately at support@ninjabot.ai if you suspect unauthorised access to your account.

2.4 Each NinjaBot workspace is designed to serve one business. Unless otherwise stated in your plan, each workspace is limited to:

2.4.1 one connected WhatsApp Business API number;

2.4.2 one connected Facebook/Meta Business account;

2.4.3 usage limits (including active contacts, user logins, automation flows, segments and badges) as defined by your subscription plan (Essential, Growth, or Scale).

2.5 Active Contacts. An "Active Contact" is any unique phone number that sends a message to, or successfully receives a message from, your account during your current billing cycle. This includes manual chats, automated replies, broadcasts and follow up sequences. Contacts saved in your contact book that you have not messaged during the billing cycle do not count. Each phone number is counted once per billing cycle, no matter how many messages are exchanged. Your Active Contact count resets at the start of each billing cycle.

2.6 Reaching Your Limit. If you reach your plan's Active Contact limit:

2.6.1 incoming messages from your customers will continue to be received and handled as normal;

2.6.2 broadcasts and follow up sequences to contacts not yet counted in the current billing cycle may be paused until your next billing cycle, or until you purchase an add on or upgrade your plan.

2.7 Add Ons. Additional Active Contacts and user logins may be purchased as monthly add ons, at the prices shown on our website or in your dashboard. Add ons are billed together with your subscription and may be limited per plan.

2.8 We reserve the right to change these limits from time to time, with reasonable notice to active subscribers.

3. Subscription, Billing and Payment

3.1 NinjaBot is offered on a subscription basis (monthly or yearly, depending on your selected plan).

3.2 Payments are processed through Curlec. By subscribing, you authorise us (via Curlec) to charge your chosen payment method on a recurring basis until you cancel.

3.3 Free Trial. Where a free trial is offered, it begins when you add your payment method. Your first charge will be made automatically at the end of the trial period unless you cancel before the trial ends.

3.4 All fees are exclusive of applicable taxes (e.g. SST), which you are responsible for unless otherwise stated.

3.5 WhatsApp Message Charges. Messaging fees charged by Meta for WhatsApp conversations are separate from your NinjaBot subscription. These fees are billed directly to you by Meta through the payment method in your Meta Business account. NinjaBot is not responsible for these charges or for any message delivery issues caused by payment problems on your Meta account.

3.6 No refunds will be given for partial months of usage, plan downgrades, or unused months on an account that remains open, except where required by Malaysian consumer protection law.

3.7 You may cancel your paid subscription at any time through your account dashboard. Cancellation will take effect at the end of your current billing cycle.

3.8 We reserve the right to change subscription pricing. Where a price change affects you, we will give reasonable advance notice before it takes effect on your next billing cycle.

3.9 If payment fails or is overdue, we may suspend or downgrade your account until payment is resolved.

4. Acceptable Use

4.1 You agree not to use NinjaBot to:

4.1.1 send unsolicited bulk messages, spam, or content violating WhatsApp's or Meta's own commerce and messaging policies;

4.1.2 send content that is unlawful, defamatory, fraudulent, or infringes on others' rights;

4.1.3 attempt to reverse engineer, copy, resell, or white label the platform without our written permission;

4.1.4 interfere with or disrupt the security or performance of our Services;

4.1.5 use the Services in a way that violates Malaysian law, including the Personal Data Protection Act 2010 (PDPA).

4.2 You are solely responsible for how your WhatsApp Business API account and chatbot flows are used, including compliance with Meta's WhatsApp Business Policy and Commerce Policy. Violations may result in Meta suspending your WhatsApp number. This is outside our control.

4.3 If you breach these Terms, or we reasonably suspect you have, we may suspend, restrict, or terminate your account and remove any content, without liability to you.

5. Your Content and Data (Client Data)

5.1 "Client Data" means the contacts, WhatsApp conversations, CRM records, chatbot flows, files, media, and other information you or your end customers submit into NinjaBot.

5.2 You retain ownership of your Client Data. We do not claim ownership over it.

5.3 You are responsible for:

5.3.1 having the right to collect and upload Client Data (including your customers' contact details);

5.3.2 obtaining any consents required by law (e.g. PDPA) before messaging your contacts via WhatsApp automation;

5.3.3 the accuracy and legality of the content you send through NinjaBot.

5.4 We process Client Data only to deliver the Services, as described in our Privacy Policy, and we do not sell it.

5.5 You grant us a limited licence to host, store, and process your Client Data solely for the purpose of operating the Services.

6. Data Storage and Retention

6.1 Your chat history and media are stored for as long as your account remains active.

6.2 Media files (including photos, videos, voice notes and documents) older than 24 months may be moved to archive storage. Archived files remain available but may take longer to load.

6.3 If your subscription ends, your Client Data will be kept for 30 days. During this period, you may download your data or reactivate your account. After 30 days, your Client Data will be permanently deleted, except where we are required by law to retain it.

6.4 We recommend that you keep your own copies of any data that is important to your business.

7. Intellectual Property

7.1 NinjaBot, including its software, branding, design, and underlying technology, is owned by Next Wave Global Solutions Sdn. Bhd. and protected by applicable intellectual property laws.

7.2 Subject to these Terms, we grant you a limited, non exclusive, non transferable, revocable licence to access and use NinjaBot for your own business purposes during your subscription period.

7.3 You may not copy, modify, distribute, sell, or lease any part of the Services, or reverse engineer or attempt to extract the source code, except as permitted by law.

8. Service Availability and Disclaimer

8.1 We aim to keep NinjaBot available and reliable, but the Services are provided on an "as is" and "as available" basis, without warranties of any kind, whether express or implied, including (to the fullest extent permitted by law) warranties of merchantability, fitness for a particular purpose, or non infringement.

8.2 We do not guarantee that the Services will be uninterrupted, error free, or fully compatible with every device, browser, or third party integration (including WhatsApp and Meta, which may change their own APIs or policies at any time).

8.3 Scheduled maintenance or unplanned downtime may occur. We will make reasonable efforts to notify you of planned maintenance in advance.

9. Limitation of Liability

9.1 To the fullest extent permitted by Malaysian law, Next Wave Global Solutions Sdn. Bhd. shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunities arising from your use of, or inability to use, the Services.

9.2 Our total aggregate liability to you for any claim arising from these Terms or the Services shall not exceed the total subscription fees you paid to us in the three (3) months preceding the event giving rise to the claim.

9.3 Nothing in these Terms limits liability that cannot be excluded under Malaysian law.

10. Indemnity

You agree to indemnify and hold Next Wave Global Solutions Sdn. Bhd. harmless from any claims, losses, or damages (including reasonable legal fees) arising from:

10.1 your breach of these Terms;

10.2 your Client Data or how you use it;

10.3 your violation of any law or third party right (including Meta's WhatsApp policies) in connection with your use of the Services.

11. Termination

11.1 You may terminate your account at any time via your account dashboard or by emailing support@ninjabot.ai.

11.2 We may suspend or terminate your account, with or without notice, if:

11.2.1 you breach these Terms;

11.2.2 your payment fails and remains unresolved after reasonable notice;

11.2.3 we reasonably believe your use of the Services poses a legal, security, or reputational risk to us or others.

11.3 On termination, your right to access the Services ends. Your Client Data will be handled as set out in Section 6 and our Privacy Policy.

12. Changes to These Terms

12.1 We may update these Terms from time to time to reflect changes in our Services, business, or legal requirements.

12.2 The updated Terms will be posted on our website with a revised Effective Date. Continued use of NinjaBot after changes take effect means you accept the updated Terms.

12.3 If a change materially affects your rights, we will make reasonable efforts to notify active subscribers in advance.

13. Governing Law and Disputes

13.1 These Terms are governed by the laws of Malaysia.

13.2 Any dispute arising from these Terms or your use of the Services shall be subject to the exclusive jurisdiction of the courts of Malaysia, unless otherwise required by law.

14. Contact Us

Next Wave Global Solutions Sdn. Bhd.
Company Registration No.: 1680474-P
Address: 40, Jalan Tan Iu Ghee, Taman Free School, 10460 George Town, Pulau Pinang, Malaysia
Email: support@ninjabot.ai
Website: https://ninjabot.ai