Custom AI Systems: service terms

1. The free part

The Free Automation Audit (a 30 to 45 minute call) and the one-page plan you keep afterwards cost nothing, and you owe us nothing if you decide not to go ahead.

2. Your first standard automation

For our first clients we build one small standard automation (one clear job with a few steps) at no cost. If you are happy with it, we ask for an honest written testimonial and your permission to describe the result; you are never required to say anything you do not believe. You pay only the essential third-party costs (server hosting, AI usage, and API or WhatsApp message fees) directly to the companies that charge them, in accounts under your own name, with no markup from us.

3. Paid builds: price and payment

• The price is fixed and written in the SOW before we build anything. It does not change unless you ask for changes (section 8).
• 50% is due to start. Work begins when we receive it.
• The other 50% is due after you accept the work (section 6).
• The SOW states the currency (USD, EUR, GBP, AUD, SGD, AED or INR) and how to pay. You are responsible for taxes that apply in your country; we add Indian GST where the law requires it.

4. If you found us on Upwork

Payments for an Upwork contract are made through Upwork milestones (for example, 50% to start and 50% on acceptance), under Upwork's own terms. Upwork holds the money until you approve each milestone. We do not move Upwork clients to payments outside the platform.

5. How we build

We build and test on a sandbox using your real examples, and show you the work as it takes shape. You agree to give us the access, information and decisions we need in good time; delays on your side move the timeline.

6. Acceptance: 14 days to test

When we hand over the finished automation we give you a live walkthrough. You then have 14 days to test it against the SOW. You accept it in writing (an email is enough). If you do not report a defect against the SOW within the 14 days, it counts as accepted and the second payment is due.

7. Our promise: fix it or refund your deposit

If the automation does not do what the written plan says, we fix it at no extra charge. If we cannot make it do what the plan says within a reasonable time, we refund your deposit. This applies to the things written in the SOW; it does not cover a result the SOW never promised (for example, how many customers a message will bring in).

8. Changes

If you want something different from the SOW, we tell you in writing what the change costs and how it affects the timeline. Nothing changes until you agree.

9. What you own

After the final payment you own the source and settings of what we build for you, your API accounts and keys, and your business data. We keep the right to reuse our general know-how and generic components that contain none of your data or confidential information.

10. Hosting and running it

The SOW says where the automation runs and who pays for it. Third-party costs (section 2) are paid by you directly. Any hosting or support we provide after delivery is described in the SOW with its price.

11. Your data and your contacts

Where we process personal data for you, our Data Processing Addendum applies, and our sub-processors are listed on our site. You are responsible for having a lawful basis, and where required consent (including WhatsApp opt-in), to message the people whose details you give us. We keep your information confidential and use it only to do the work.

12. Third-party services

Your automation may depend on services we do not control, such as WhatsApp (Meta), Google and AI providers. Their approvals, rules, prices and outages are outside our control, and we cannot promise that they will approve a template, deliver a message or stay available.

13. Limits of responsibility

We are not liable for indirect or lost-profit losses. Our total liability for a project is limited to the fees you paid us for that project, except where the law does not allow a limit.

14. Ending the agreement early

Either side can end a project with written notice. If you end it before work starts, we refund the deposit. If you end it after work has started, we tell you in writing what has been done, and you pay for that part at the SOW's rate, up to the amount of the deposit already paid, and we refund the rest. If we end it because we cannot deliver the plan, we refund the deposit in full.

15. Law

These terms follow the laws of India and the courts in Jhansi, Uttar Pradesh, as set out in our Terms of Service.

16. Get a signed copy

Tell us about your workflow on a free call and we will send your SOW. For a countersigned copy of this agreement, email team@hiremediamind.com.