Fair to you.
Fair to us.

The agreement

By signing up to a SimplyAi Solutions service — by accepting a written quote, by signing a Statement of Work, or by paying your first invoice — you agree to these terms. If a specific Statement of Work or Order says something different to these terms, the Statement of Work or Order wins for that piece of work.

If you don't accept these terms, you can't use the service. That's the bit nobody enjoys writing, but there it is.

What we provide

Depending on what you've signed up for, "the service" can mean any of:

• Managed Worker — one AI worker we set up, look after, and tune on your behalf, billed monthly.
• Full Rollout — a larger fixed-price project covering multiple workers, integrations, and team training.
• Private Setup — AI running inside your own systems for sensitive client data.
• Free Consultation — a 60-minute call with no obligation and no cost.
• Training, Support & Tuning — ongoing care of your AI worker.

The specific deliverables, timelines, and prices for your service are set out in your written quote or Statement of Work.

Your account

You're responsible for:

• Keeping your login details safe
• Making sure the information you give us is accurate
• Telling us if anything changes — billing address, named contact, the lot
• What anyone using your account does

We use two-factor authentication on every account. Please use it.

Pricing & payment

Prices are quoted in GBP, exclusive of VAT. VAT is added at the rate in force when the invoice is issued.

Managed Worker subscription

• Billed monthly in advance from the go-live date
• One-off setup fee at the start (see your written quote)
• Rolling monthly — no minimum term beyond the current month
• 30 days' notice to cancel

Fixed-price projects (Full Rollout, Private Setup)

• 50% on signature, balance on hand-over, unless the Statement of Work says otherwise
• Payment terms 14 days from invoice date

Late payment

Invoices unpaid 14 days past their due date may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. We'll always try to talk first — we'd rather sort it than chase it.

Token usage

Each Managed Worker subscription includes a monthly allowance of AI usage ("tokens" or "credits"). This is how AI work is measured — every email read, every reply drafted uses a small amount.

If you run out of tokens mid-month, your worker may pause until the next allowance is added or until you top up. We'll always warn you well before that happens.

No refunds on tokens. Tokens, credits, and subscription fees are non-refundable, including on cancellation. See the Cancellation section for the detail.

Acceptable use

You agree not to use the service to:

• Do anything illegal under UK law
• Send unsolicited spam in breach of UK PECR rules
• Harass, defraud, or impersonate anyone
• Generate or share content that's defamatory, discriminatory, or sexually explicit involving anyone under 18
• Try to reverse-engineer, copy, or resell the SimplyAi Solutions platform
• Process personal data without a lawful basis under UK GDPR
• Knowingly upload malicious code, viruses, or anything else designed to cause harm

If we reasonably believe you're breaching these rules, we may suspend the service straight away while we look into it. We'll always tell you what's going on.

Confidentiality & NDAs

Everything you share with us — your client data, your business plans, your team conversations — is treated as confidential. We don't share it with anyone outside SimplyAi Solutions who doesn't need it to deliver your service.

We're happy to sign Non-Disclosure Agreements. Send us yours, or use ours. Either is fine.

Confidentiality survives the end of your contract — we don't suddenly stop being careful when you stop paying us.

Intellectual property

What you own

Everything you put into the system — your data, your client information, your house style, your decisions — stays yours. We never claim ownership of anything that originated with you.

The outputs the AI worker produces specifically for your business (drafts, replies, documents) are yours too, in the way they would be if a member of your staff had written them.

What we own

The SimplyAi Solutions platform itself, our workflow templates, our internal prompts, our codebase, and our methodology stay ours. You get a non-exclusive licence to use them for as long as you're a client.

Custom AI training

We don't use your data to train AI models — full stop — unless you specifically ask us to (for example, a custom AI built around your house voice). When you do ask, the agreement covering that work will spell out who owns the trained model and what we can do with it. The default is: you own it.

Third-party AI providers

For the AI work itself, we use API calls to leading providers such as Anthropic, OpenAI, and Google. We pick the right one for each task. They never receive more data than they need for the job in front of them, and their own privacy and security terms apply to that exchange.

If you're on a Private Setup, AI runs inside your own systems and no data goes to outside providers at all.

Service availability

We aim for 99.5% monthly uptime on our managed services. We rely on third-party AI providers and cloud hosts, and very occasionally things break that aren't us. We'll keep you informed, get things back up quickly, and credit material outages where it's fair to.

Planned maintenance is announced in advance and usually happens outside UK business hours. Some maintenance — security patches, for instance — has to happen straight away. We'll tell you afterwards.

Cancellation & refunds

You can cancel your Managed Worker subscription at any time with 30 days' written notice (an email is fine). On cancellation:

• Your worker keeps running until the end of your current billing month
• Then it's switched off and your data is exported to you within 14 days
• We delete what we hold 30 days after that, unless the law requires us to keep records longer

If we materially fail to deliver what's in your Statement of Work, talk to us — we'll work out something fair before either side reaches for the contract.

Liability

We do our best work, but we're not perfect, and AI is a tool with limits. Some things to know:

• You're responsible for reviewing AI outputs before they reach your customers, where we've flagged them for review. We default to "ask before sending" precisely so a human always has the final say on important things.
• Our total liability to you in any 12-month period is capped at the total fees you've paid us in that period.
• We're not liable for indirect or consequential losses — lost profits, lost opportunities, loss of data you should have been backing up yourself — except where the law says we can't exclude that.
• Nothing in these terms excludes liability for death, personal injury caused by negligence, fraud, or anything else the law says we can't limit.

We carry professional indemnity and cyber liability insurance appropriate to our business. Details on request.

Changes to these terms

We may update these terms from time to time. If we make a material change that affects you, we'll email everyone on our client list at least 30 days before it takes effect. Continuing to use the service after that means you accept the new terms.

Governing law & disputes

These terms are governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction over any dispute, except where you have non-waivable rights under the law of your home country.

If you have a complaint, please email us first — we'd rather sort it out than fight about it. If we can't agree, we're happy to use a mediator before going further.