Terms of Service

Last updated: 20 August 2026

These Terms of Service (Terms) govern your access to and use of Robn (Robn, we, us, our). By using Robn, you agree to these Terms.

1. Acceptance of these Terms

By creating an account, connecting a Connected Service or using Robn, you agree to these Terms on behalf of yourself and, where applicable, the business you represent.

If you use Robn on behalf of a business, you confirm you have authority to bind that business to these Terms.

2. Definitions

  • Authorised User means a person authorised by the Customer to use Robn.
  • AI Services means features of Robn that use artificial intelligence to generate, interpret or manage communications and accounts receivable activity.
  • Communications means emails and other communications sent, received or generated through Robn.
  • Connected Services means third-party services connected to Robn, including accounting and email services.
  • Customer, you or your means the person or business using Robn.
  • Customer Data means data provided to or accessed by Robn on your behalf, including invoices, debtor information, accounting data and Communications.
  • Debtor means a person or business that Customer Data identifies as owing money to you.
  • Payment Plan means an arrangement for payment of an amount over time.
  • Services means the Robn platform, AI Services and related services.
  • Subscription means your paid or trial access to the Services.
  • Third Party Services means software, infrastructure and services supplied by third parties and used by or connected to Robn.

3. Description of the Services

Robn is an AI-powered accounts receivable platform that may monitor invoices, communicate with Debtors, manage follow-ups, track payment commitments and Payment Plans, and provide related accounts receivable functionality.

Features may vary or change over time.

4. Eligibility

Robn is provided for business use. You confirm that you are legally able and authorised to use the Services and enter into these Terms.

5. Account Responsibilities

You must provide accurate account information, keep login credentials secure and ensure Authorised Users comply with these Terms.

You must promptly notify us of suspected unauthorised access. You are responsible for activity conducted through your account.

6. Connected Services

You may connect Robn to supported accounting, email and other Third Party Services, including Xero, Gmail and Microsoft Outlook.

You authorise Robn to access, retrieve, process and exchange information with Connected Services as necessary to provide the Services, including retrieving invoice and customer information, reading relevant Communications and sending Communications.

Your use of Connected Services remains subject to their own terms and policies.

7. AI Communications

You expressly authorise Robn to communicate with Debtors on your behalf.

Depending on your settings, Robn may automatically send reminders, follow up invoices, respond to Debtors, discuss payment timing, propose Payment Plans and conduct related accounts receivable Communications.

You remain responsible for Communications sent through your account.

8. Customer Instructions

Robn operates using your Customer Data, settings and instructions. You are responsible for configuring applicable approval requirements, communication preferences, signatures, Payment Plan parameters and escalation settings. Where you enable automatic sending, you authorise Robn to send Communications without prior individual approval.

9. AI Limitations

AI-generated outputs may occasionally be inaccurate, incomplete, inappropriate or misunderstand context. Robn does not guarantee that AI-generated Communications will be error-free. You are responsible for determining the level of human oversight appropriate for your use of Robn.

10. No Legal Advice

Robn is software and is not a lawyer, accountant or debt collection agency. Robn does not provide legal, accounting or financial advice. Communications or information generated by Robn should not be relied upon as professional advice.

11. Payment Plans

Robn may propose, discuss, record and monitor Payment Plans within parameters authorised by you. Robn does not independently forgive debts, extend credit or legally vary an underlying debt unless you have expressly authorised the relevant action. You remain responsible for determining what Payment Plan terms Robn may offer or accept.

12. Customer Data

You retain ownership of Customer Data. You grant us the rights necessary to access, host, copy, transmit, process and otherwise use Customer Data solely to provide, maintain and improve the Services as permitted by these Terms and our Privacy Policy.

13. Customer Warranties

You warrant that:

  • Customer Data is materially accurate and current;
  • debts and invoices submitted to Robn are genuine;
  • you have the right to provide Customer Data to Robn;
  • you have the right to contact each Debtor; and
  • your use of Robn complies with applicable law.

Robn may rely on Customer Data supplied by you or your Connected Services and is not responsible for errors arising from inaccurate or outdated Customer Data.

14. Acceptable Use

You must not use Robn:

  • unlawfully, fraudulently or deceptively;
  • to harass, threaten or abuse any person;
  • to pursue debts you know are invalid;
  • to send unlawful or unsolicited Communications;
  • to compromise another person’s systems or data;
  • to interfere with the security or operation of Robn; or
  • to copy, reverse engineer or commercially exploit the Services except as permitted by law.

15. Email Sending Policy

You are responsible for ensuring that Communications sent through Robn comply with applicable laws.

We may restrict or suspend sending where we reasonably believe activity is unlawful, abusive, fraudulent, generates excessive complaints, threatens email deliverability or may harm Robn, our providers or other users.

16. Third Party Services

Robn relies on Third Party Services, which may include accounting platforms, email providers, AI providers and cloud infrastructure.

We are not responsible for interruptions, changes, errors or failures caused by Third Party Services. Changes to a Third Party Service may affect or prevent some Robn functionality.

17. Availability

We will use reasonable efforts to keep Robn available and functioning. We do not guarantee uninterrupted or error-free availability and may temporarily suspend Services for maintenance, security, updates or circumstances outside our control.

18. AI Training

Robn does not use Customer emails or Debtor conversations to train public or shared AI models.

Customer Data may be processed by approved service providers where necessary to provide the Services, subject to our Privacy Policy.

We may use aggregated or de-identified information that does not identify you or a Debtor to analyse and improve Robn.

19. Feedback

If you provide feedback or suggestions about Robn, you permit us to use them without restriction or payment.

20. Intellectual Property

Robn and its licensors retain all intellectual property rights in the Services, including software, technology, designs, workflows, models, branding and documentation.

Your Subscription gives you a limited, non-exclusive and non-transferable right to use the Services during your Subscription. No ownership rights in Robn are transferred to you.

21. Confidentiality

Each party must keep the other’s confidential information confidential and use it only for purposes connected with the Services.

This does not apply to information that is public through no breach of these Terms, already lawfully known, independently developed or required to be disclosed by law.

22. Privacy

We process personal information in accordance with our Privacy Policy. You are responsible for ensuring that your collection and provision of personal information to Robn complies with applicable privacy and data protection laws.

23. Fees

You must pay the fees applicable to your Subscription. Fees are charged in advance unless stated otherwise and exclude applicable taxes unless expressly stated.

Subscriptions automatically renew unless cancelled in accordance with the applicable Subscription terms. We may change our fees by giving reasonable notice. New fees apply from your next applicable renewal.

24. Suspension

We may suspend or restrict your access to Robn where reasonably necessary because of:

  • unpaid fees;
  • breach of these Terms;
  • unlawful or abusive use;
  • security risks;
  • excessive or improper system use; or
  • risks to Robn, our providers or other users.

Where reasonably practicable, we will notify you of the suspension.

25. Termination

You may cancel your Subscription in accordance with your Subscription terms.

We may terminate or suspend your account if you materially breach these Terms and fail to remedy the breach within a reasonable period, or immediately where the breach is serious, unlawful or creates a security or operational risk.

On termination, your right to use Robn ends and outstanding amounts remain payable. We may delete Customer Data after a reasonable period following termination, subject to applicable law and our Privacy Policy.

26. Disclaimer of Warranties

Robn is provided on an “as is” and “as available” basis to the maximum extent permitted by law. We do not guarantee that:

  • every Communication will be sent, delivered, received or answered;
  • AI-generated content will always be accurate;
  • a Debtor will make or keep a payment commitment;
  • any Payment Plan will succeed;
  • any debt will be paid or recovered; or
  • use of Robn will produce any particular financial result.

27. Limitation of Liability

To the maximum extent permitted by law, Robn is not liable for indirect, consequential or special loss, or for loss of profits, revenue, customers, goodwill, data, anticipated savings or business opportunities.

We are not liable for unpaid debts, Debtor actions, failed Payment Plans, inaccurate Customer Data or decisions made in reliance on AI-generated content.

Our total liability arising from the Services will not exceed the fees you paid to Robn during the 12 months immediately preceding the event giving rise to the claim. Nothing in these Terms excludes liability that cannot legally be excluded.

28. Indemnity

You indemnify Robn against reasonable losses, claims and costs arising from:

  • your unlawful use of the Services;
  • Customer Data you were not entitled to provide;
  • invalid or inaccurate debts or invoices;
  • your breach of applicable privacy, communications or debt recovery laws; or
  • your material breach of these Terms.

29. Force Majeure

Neither party is liable for failure or delay caused by circumstances beyond its reasonable control.

30. Changes to Services

We may update, modify, add or remove features from the Services. Where a change materially reduces core paid functionality, we will provide reasonable notice where practicable.

31. Changes to Terms

We may update these Terms from time to time. We will provide reasonable notice of material changes. Continued use of Robn after the changes take effect constitutes acceptance of the updated Terms.

32. Governing Law

These Terms are governed by the laws of New Zealand. The courts of New Zealand have jurisdiction over disputes relating to these Terms or the Services.

33. Contact

Questions or legal notices regarding these Terms may be sent to info@agentrobn.com.