Terms of Service

Scope of services

We provide AI consultancy services, which may include readiness audits, the design and build of AI assistants, workflow automation, integration with your existing systems, and staff training.

The specific work we will do for you is set out in a written proposal or statement of work. Anything not listed in that document is out of scope. If you would like to add to it, we will agree the change and any effect on price and timeline in writing before we start the additional work.

Quotes, fees and payment

• Every engagement begins with a free consultation. We scope the work, then issue a written quote for a fixed price.
• Quotes are valid for 30 days from the date of issue unless stated otherwise.
• Unless we agree otherwise in writing, we invoice 50% on acceptance of the quote and the balance on delivery. Retainers are invoiced monthly in advance.
• Invoices are payable within 14 days. We may suspend work on overdue accounts after giving you reasonable notice.
• Fees exclude third-party costs such as AI provider usage, software subscriptions and hosting. Where these are expected, we will identify them in the quote.
• Fees exclude any applicable sales tax or VAT, which will be added where required.

Your responsibilities

Good outcomes depend on access and input from your side. To deliver on time we need you to provide the following in reasonable time.

• A named point of contact with authority to make decisions and approve work.
• Timely access to the documents, data, systems and accounts the project requires.
• Accurate information about your processes, and prompt feedback at agreed review points.
• Confirmation that you have the right to share any data or content you give us, and that doing so does not breach an obligation you owe someone else.

Delivery, acceptance and changes

We will agree a delivery schedule in the statement of work. Timelines assume the access and feedback described above; delays on either side move the schedule by a corresponding amount.

On delivery you have 10 business days to review the work and tell us about anything that does not meet the agreed specification. We will correct genuine defects at no charge. Requests that go beyond the agreed specification are treated as a change, quoted separately.

Intellectual property

• You keep ownership of everything you give us: your data, documents, content, trade marks and systems.
• On full payment, you own the deliverables we create specifically for you — configurations, prompts, automations and documentation produced for your project.
• We keep ownership of our own pre-existing and general-purpose materials: internal tooling, methods, templates and know-how. We grant you a perpetual, non-exclusive licence to use those materials to the extent they are embedded in your deliverables.
• We may describe the nature of the work at a high level in our own marketing. We will not name you or disclose confidential detail without your written permission.

Confidentiality

Each of us may receive information from the other that is confidential. Both of us agree to keep that information confidential, to use it only for the purposes of the engagement, and to protect it with at least the same care we apply to our own confidential information.

This obligation does not apply to information that is already public through no fault of the receiving party, was already known without a duty of confidence, is independently developed, or must be disclosed by law — in which case we will tell you first where we are legally permitted to.

These obligations continue for three years after the engagement ends, and indefinitely for anything that constitutes a trade secret.

Nature of AI systems

AI systems are probabilistic. Even when well configured and tested, they can produce output that is incorrect, incomplete or unsuitable for a particular situation.

We design for this: we test against real scenarios from your business, build in escalation to a human where the stakes justify it, and document the limits of what we deliver. You remain responsible for how the system is used in your business, for reviewing output where the consequences of an error are material, and for meeting any regulatory obligations that apply to your industry.

Warranties

We warrant that we will perform the services with reasonable skill and care, in line with generally accepted professional standards. Apart from that, and to the extent the law allows, the services and deliverables are provided without further warranties, including implied warranties of merchantability or fitness for a particular purpose.

Limitation of liability

Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue, business, goodwill or anticipated savings, however it arises.

Our total aggregate liability arising out of or in connection with an engagement is limited to the total fees you paid us for that engagement in the 12 months before the event giving rise to the claim.

Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, or for fraud.

Termination

Either of us may end an engagement by giving 30 days' written notice, or immediately if the other party commits a material breach and does not fix it within 14 days of being told about it.

On termination you pay for work completed and costs committed up to that date. We will hand over completed deliverables for which payment has been received, and return or delete your data at your request.

Use of this website

The content on this website is provided for general information. It is not professional advice for your specific situation, and you should not act on it without a conversation about your circumstances. We may update or withdraw content at any time.

General

• We are an independent contractor. Nothing in these terms creates a partnership, joint venture or employment relationship.
• Neither party is liable for failure to perform caused by events beyond its reasonable control, provided it tells the other party promptly.
• Neither party may assign an engagement without the other's written consent, which will not be unreasonably withheld.
• If a provision is found to be unenforceable, the rest of these terms continue to apply.
• These terms, together with the applicable statement of work, are the entire agreement between us and replace any earlier discussions on the same subject.
• These terms are governed by the laws of the jurisdiction in which The AI Companion is established, and the courts of that jurisdiction have exclusive jurisdiction over any dispute. Before starting proceedings, both parties agree to attempt to resolve the dispute in good faith.

Contact

Questions about these terms can be sent to hello@theaicompanion.co and we will come back to you within one business day.