Terms & Conditions

By performing any of the following actions, you agree to be bound by these Terms and our Privacy Policy:

• Browsing or using the Website;
• Registering for an account on the Platform;
• Downloading, installing, activating, or configuring any Plugin;
• Subscribing to any paid plan; or
• Using any API key or bearer token issued by PhiXtra.

If you are agreeing on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms, and "you" refers to that entity.

You must be at least 18 years of age (or the age of majority in your jurisdiction) to use the Services. By using the Services, you confirm that you meet this requirement.

PhiXtra offers the following services:

3.1 PhiXtra AI Support Widget (Free Plugin)

A WordPress plugin that embeds a customisable AI-powered chat interface on a Merchant's website. End Users can type questions and receive AI-generated responses powered by the PhiXtra Platform. The plugin itself is free and open-source (GPL-licensed). Use of the AI chat functionality requires a valid API key obtained via a PhiXtra subscription or trial.

3.2 PhiXtra Export (Free Plugin)

A WordPress plugin providing admin-only tools to export WooCommerce products, customers, orders, posts, and pages to JSON, CSV, XML, or Excel format. It also includes an optional "PhiXtra Sync" feature that transmits store data to the PhiXtra Platform to power AI search and assistant capabilities. The plugin is free and open-source (GPL-licensed). The Sync feature requires a valid bearer token.

3.3 PhiXtra SaaS Platform

A hosted service providing AI chat infrastructure, data indexing (via Azure AI Search), user account management, API key provisioning, and subscription management. Access is subject to a valid Subscription or active trial period.

3.4 Free Trials

PhiXtra may offer time-limited free trials of paid Platform features. At the end of a trial, access to paid features will cease unless a Subscription is activated. PhiXtra reserves the right to modify, limit, or discontinue any trial offer at any time.

Both Plugins are published on WordPress.org and are distributed under the GNU General Public Licence version 2 (or later) ("GPL"). The GPL grant includes the rights to use, copy, modify, and distribute the plugin code, subject to the conditions of that licence.

4.1 What the GPL Covers

The GPL covers the plugin source code — the PHP, JavaScript, and CSS files distributed via WordPress.org. You are free to install, use, and (in accordance with the GPL) modify these files on any number of WordPress sites you own or administer.

4.2 What the GPL Does Not Cover

The GPL licence does not grant you any rights to:

• Access or use the PhiXtra Platform APIs (chat.phixtra.com, data.phixtra.com) beyond the authentication granted by a valid API key or bearer token;
• Reverse-engineer, decompile, or replicate any PhiXtra server-side infrastructure or proprietary AI models;
• Use PhiXtra trademarks, logos, or branding without our prior written consent;
• Represent that your modified version of a Plugin is officially supported or endorsed by PhiXtra.

4.3 Compatibility & Support

The Plugins are designed for WordPress 6.0+ and PHP 7.4+. The Export Plugin requires WooCommerce to be installed and activated. PhiXtra provides best-effort community support via the WordPress.org support forums. No guarantee of support response time or resolution is provided for the free Plugin tier.

4.4 Plugin Updates

PhiXtra will endeavour to release updates via WordPress.org to maintain compatibility with current WordPress and WooCommerce versions. PhiXtra is not obligated to maintain any particular Plugin version and may discontinue a Plugin at any time with reasonable notice on the WordPress.org plugin page.

5.1 Account Required

Use of the Platform (chat endpoint, data sync endpoint, API key management) requires a registered account on portal.phixtra.com. You must provide accurate and complete information and keep it up to date.

5.2 Subscription Plans

Subscription plans, pricing, and included features are described at phixtra.com/subscription-plans/. All prices are shown exclusive of VAT or applicable taxes unless otherwise stated. PhiXtra reserves the right to change pricing with at least 30 days' written notice to existing subscribers.

5.3 Billing & Payment

• Subscriptions are billed in advance on the chosen billing cycle (monthly or annual).
• Payment is processed via our third-party payment provider (e.g., Stripe). By providing payment details you authorise PhiXtra to charge the applicable fees on each renewal date.
• If payment fails, we will attempt re-billing and will notify you. Failure to resolve payment within 14 days may result in suspension of access.
• All fees paid are non-refundable except as required by law or as expressly stated in a refund policy published on the Website.

5.4 Cancellation

You may cancel your Subscription at any time via your account dashboard or by contacting us. Cancellation takes effect at the end of the current billing period. You will retain access to paid features until that date. No partial refunds are issued for unused time within a billing period, unless required by applicable consumer protection law.

5.5 Service Availability

PhiXtra targets high availability but does not guarantee uninterrupted access. The Platform may be unavailable during scheduled maintenance (for which we will provide advance notice where reasonably possible) or as a result of events outside our reasonable control. We are not liable for any loss arising from Platform downtime, except as required by law.

5.6 API Usage & Rate Limits

API keys are subject to rate limits and usage quotas defined in your Subscription plan. Excessive or abusive API usage may result in throttling or suspension. You must not share your API key with third parties or use it to serve multiple organisations under a single-site licence.

You are responsible for:

• Maintaining the confidentiality of your account credentials, API keys, and bearer tokens.
• All activities that occur under your account, whether or not you have authorised them.
• Notifying PhiXtra immediately at [email protected] if you discover any unauthorised access or security breach relating to your account or API keys.

You must not create accounts using automated means, create accounts under false identities, or allow multiple organisations to share a single account unless your plan expressly permits it.

PhiXtra may, at its discretion, revoke API keys or suspend accounts that appear to have been compromised, are associated with abuse, or are otherwise in violation of these Terms.

You agree to use the Services only for lawful purposes and in compliance with these Terms. You must not use the Services to:

• Violate any applicable local, national, or international law or regulation;
• Transmit, distribute, or store any content that is unlawful, defamatory, fraudulent, obscene, or otherwise objectionable;
• Infringe the intellectual property rights of any third party;
• Harvest, scrape, or collect personal data from End Users without a lawful basis and without adequate disclosure;
• Transmit spam, unsolicited marketing, or bulk communications via the AI chat;
• Attempt to gain unauthorised access to any part of the Platform, any other user's account, or any system or network connected to the Platform;
• Engage in denial-of-service attacks, introduce malware, or otherwise interfere with the integrity or performance of the Services;
• Reverse-engineer, disassemble, or decompile any non-GPL server-side component of the Platform;
• Use the AI chat to generate, distribute, or promote illegal content, hate speech, harassment, or content that exploits or harms minors;
• Impersonate PhiXtra, another user, or any person or entity;
• Resell or sub-licence access to the Platform APIs without written authorisation from PhiXtra;
• Use the Export Plugin to extract and exfiltrate customer or order data for purposes not related to the legitimate operation of your own WooCommerce store.

PhiXtra reserves the right to investigate suspected violations and to take any action we deem appropriate, including issuing warnings, throttling, suspending, or terminating your account.

7.1 Merchant Responsibilities for End Users

As a Merchant deploying our Plugins on your website, you are solely responsible for:

• Ensuring your deployment complies with all applicable laws, including data-protection, consumer-protection, and e-commerce regulations;
• Providing End Users with a clear, accurate privacy notice that discloses the use of AI chat and the transmission of chat messages to PhiXtra's servers;
• Obtaining any necessary consents from End Users before transmitting their personal data to the Platform;
• Ensuring that any customer or order data synced to the Platform has been collected and processed in compliance with applicable law;
• Configuring the Export Plugin's Sync feature in a manner consistent with your own privacy obligations (in particular, keeping the Orders and Customers sync options disabled unless you have appropriate safeguards in place).

8.1 PhiXtra IP

The PhiXtra name, logo, wordmarks, the Platform (including its architecture, source code, databases, AI models, and infrastructure), and all original content on the Website are owned by or licensed to PhiXtra and are protected by copyright, trade-mark, and other intellectual property laws. These Terms do not transfer any ownership rights to you.

8.2 Plugin Code (GPL)

The Plugin source code distributed via WordPress.org is licensed to you under the GPL (see Section 4). Your rights under that licence are separate from, and in addition to, these Terms.

8.3 Your Content

You retain ownership of all Content you submit to the Services (including store data, product descriptions, and chat messages). By using the Services, you grant PhiXtra a non-exclusive, worldwide, royalty-free, sub-licensable licence to process, store, and transmit your Content to the extent necessary to provide the Services. This licence terminates when you delete the Content or close your account, subject to any retention obligations described in our Privacy Policy.

8.4 Feedback

If you submit feedback, suggestions, or ideas about the Services ("Feedback"), you grant PhiXtra an irrevocable, perpetual, worldwide, royalty-free licence to use and incorporate that Feedback without any obligation to compensate you.

8.5 WordPress Trademarks

WordPress® is a registered trademark of the WordPress Foundation. PhiXtra is an independent software author and is not affiliated with, endorsed by, or sponsored by Automattic Inc. or the WordPress Foundation.

Our collection, use, and protection of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference.

9.1 Data Processing Agreement

Where PhiXtra processes personal data on behalf of a Merchant (i.e., when Order or Customer sync is enabled), a Data Processing Agreement ("DPA") applies. The DPA is available at phixtra.com/dpa. By enabling the Sync feature with Orders or Customers, you acknowledge and accept the terms of the DPA.

9.2 Merchant Data Responsibilities

Merchants act as independent Data Controllers with respect to their customers' personal data. PhiXtra acts as a Data Processor only when processing personal data on a Merchant's behalf under the Sync feature. Merchants are solely responsible for:

• Ensuring they have a lawful basis to share personal data with PhiXtra;
• Providing adequate privacy notices and, where required, obtaining consent from End Users;
• Responding to data-subject rights requests concerning their customers' data.

9.3 Anonymised & Aggregated Data

PhiXtra may create anonymised, aggregated data derived from usage of the Services (e.g., aggregate query volumes, feature adoption rates) and may use such data for any lawful purpose, including product development and business analytics. This data cannot be used to identify any individual or Merchant.

PhiXtra makes no warranty that AI responses will be correct, appropriate, or fit for any particular purpose. Merchants deploy the AI Support Widget on their websites at their own discretion and are responsible for:

• Providing accurate underlying data (e.g., product descriptions synced to the Platform) from which the AI draws responses;
• Monitoring AI responses for quality and accuracy;
• Putting in place appropriate human oversight where AI errors could cause significant harm or consumer detriment;
• Complying with applicable consumer-protection laws regarding AI-generated commercial communications.

PhiXtra may use third-party AI APIs (e.g., Microsoft Azure OpenAI) to power the chat service. The availability and accuracy of responses may depend on these third-party services.

PhiXtra is not liable for any decisions made, actions taken, or harm caused in reliance on AI-generated responses, to the maximum extent permitted by law.

The Services integrate with or depend upon third-party services, including Microsoft Azure (cloud infrastructure and AI), WooCommerce, and payment processors. These third-party services have their own terms of service and privacy policies, and your use of them is subject to those terms.

PhiXtra has no control over third-party services and is not responsible for their availability, accuracy, security, or compliance with law. References to third-party services in our documentation do not constitute an endorsement.

The Website may contain links to third-party websites. We have no control over those websites and accept no responsibility for their content or practices.

PhiXtra specifically disclaims all implied warranties, including but not limited to:

• Merchantability or fitness for a particular purpose;
• Non-infringement of third-party rights;
• That the Services will be uninterrupted, error-free, or free from viruses or other harmful components;
• That results obtained through use of the Services will be accurate or reliable;
• That any defects will be corrected.

Some jurisdictions do not allow the exclusion of certain warranties. If you are located in such a jurisdiction, some of the above exclusions may not apply to you, but only to the minimum extent required by law.

Consumer Rights: If you are a consumer within the UK or EU, statutory rights that cannot be excluded by law (including any statutory warranties or guarantees) are not affected by these Terms.

To the fullest extent permitted by applicable law:

1. Exclusion of certain damages: PhiXtra shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to loss of profits, loss of revenue, loss of data, loss of goodwill, business interruption, or cost of substitute services, even if advised of the possibility of such damages.
2. Cap on liability: PhiXtra's total cumulative liability to you for all claims arising out of or relating to these Terms or the Services shall not exceed the greater of: (a) the total fees paid by you to PhiXtra in the 12 months immediately preceding the claim; or (b) £100 (one hundred pounds sterling), where you have not paid any fees (e.g., free plugin or trial users).
3. Multiple claims: The existence of more than one claim will not enlarge the cap above.

Nothing in these Terms limits or excludes:

• Liability for death or personal injury caused by our negligence;
• Liability for fraud or fraudulent misrepresentation;
• Any liability that cannot be lawfully excluded under applicable law (including the Consumer Rights Act 2015 (UK) or equivalent consumer protection legislation).

You acknowledge that the limitations of liability set out in this Section reflect a reasonable and fair allocation of risk, and are an essential basis of the agreement between you and PhiXtra.

You agree to indemnify, defend, and hold harmless PhiXtra and its officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, judgments, awards, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to:

• Your use of the Services in violation of these Terms;
• Your violation of any applicable law or regulation;
• Your infringement of any third party's intellectual property or other rights;
• Any Content you submit to the Services;
• Your failure to obtain required consents from End Users or to provide adequate privacy notices;
• Any claim brought by an End User or regulatory authority arising from your deployment of a Plugin on your website.

PhiXtra reserves the right, at its own cost, to assume exclusive defence and control of any matter otherwise subject to indemnification by you, in which event you will cooperate with PhiXtra in asserting any available defences.

15.1 Termination by You

You may terminate your account at any time by contacting us or using the account closure option in the dashboard. Upon termination: (a) your right to access the Platform ceases immediately; (b) any unpaid fees remain due; and (c) we will process your data in accordance with our Privacy Policy and any applicable DPA.

15.2 Termination or Suspension by PhiXtra

PhiXtra may suspend or terminate your access to any or all Services, with or without notice, if:

• You materially breach these Terms and fail to remedy the breach within 14 days of written notice (where the breach is capable of remedy);
• You commit a non-remediable breach (e.g., illegal activity, distribution of prohibited content);
• We are required to do so by law or a regulatory authority;
• We reasonably believe your account has been compromised or is being used fraudulently;
• You fail to pay fees when due (after a grace period as specified in Section 5.3);
• We cease to offer the relevant Service.

15.3 Effect of Termination

On termination: Sections 7, 8, 9, 12, 13, 14, 16, and 18 survive. PhiXtra will delete or return your data in accordance with the Privacy Policy and applicable DPA. API keys will be revoked and the Plugins will cease to function with the Platform (though the GPL source code on your server remains yours).

15.4 Plugin Deactivation

Deactivating or deleting a Plugin from your WordPress installation does not close your PhiXtra account or revoke your API key. You must do this separately via the portal if desired.

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict-of-law rules.

16.1 Informal Resolution

Before initiating formal proceedings, we ask that you contact us at [email protected] to attempt resolution in good faith. Both parties agree to use reasonable efforts to resolve disputes informally within 30 days of written notice.

16.2 Jurisdiction

If informal resolution fails, any dispute arising out of or relating to these Terms or the Services shall be subject to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer resident in the EU, you may also have the right to bring proceedings in your country of residence.

16.3 EU Online Dispute Resolution

The European Commission provides an Online Dispute Resolution (ODR) platform at ec.europa.eu/consumers/odr. Our contact e-mail for ODR purposes is [email protected].

We may update these Terms from time to time. When we make material changes, we will:

• Update the "Effective" date at the top of this page;
• Display a prominent notice on the Website and/or send an e-mail to registered account holders at least 14 days before the change takes effect (30 days for material changes that affect billing or core service terms);
• For changes affecting Plugin behaviour or compatibility, publish release notes on the relevant WordPress.org plugin pages.

If you continue to use the Services after the effective date, you are deemed to have accepted the updated Terms. If you do not accept the changes, you must stop using the Services and may cancel your account before the effective date to avoid charges for future periods.

18.1 Entire Agreement

These Terms, together with the Privacy Policy and any applicable DPA or order form, constitute the entire agreement between you and PhiXtra with respect to the Services, superseding all prior or contemporaneous understandings, representations, or agreements.

18.2 Severability

If any provision of these Terms is found by a court of competent jurisdiction to be invalid, unlawful, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable. If modification is not possible, the provision shall be severed, and the remaining provisions shall continue in full force and effect.

18.3 Waiver

Failure by PhiXtra to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision, nor shall it prevent subsequent enforcement.

18.4 Assignment

You may not assign or transfer these Terms, or any of your rights or obligations under them, without PhiXtra's prior written consent. PhiXtra may assign its rights and obligations under these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets, with notice to you.

18.5 Force Majeure

Neither party shall be in breach of these Terms nor liable for delay or failure to perform any obligation where such delay or failure results from causes beyond its reasonable control, including acts of God, pandemic, war, civil disorder, regulatory action, or failure of third-party infrastructure providers.

18.6 Notices

Legal notices to PhiXtra must be sent by e-mail to [email protected] with a copy by recorded post to our registered address (available on the Website). We may send notices to the e-mail address associated with your account. Notices are deemed received: by e-mail upon confirmation of delivery; by post within 3 business days of posting.

18.7 Relationship of Parties

Nothing in these Terms creates any partnership, joint venture, agency, franchise, or employment relationship between you and PhiXtra. Neither party has authority to bind the other in any way.

18.8 Language

These Terms are written in English. If they are translated into any other language, the English version shall prevail in the event of any conflict.

18.9 WordPress.org Compliance

Our Plugins are designed to comply with the WordPress.org Detailed Plugin Guidelines. In particular: the Plugins do not include upsell links in inappropriate locations; external API calls are clearly disclosed; no data is collected from Plugin users beyond what is necessary to provide the service; and users maintain full control over the Plugin's behaviour via the WordPress admin dashboard.

If you have any questions about these Terms, please contact us: