Terms & Conditions

📅 Last updated: April 2025

1. About Us

These Terms & Conditions govern your use of the Smart Process AI website and the services we provide. Smart Process AI is a marketing and automation agency providing services including reputation management, AI voice receptionist setup, social media management, and CRM & automation solutions.

For any queries regarding these terms, contact us at: [email protected]

2. Services

Smart Process AI provides digital marketing and automation services as agreed between us and the client at the point of engagement. The specific scope, deliverables, and timelines for each service will be outlined in a separate proposal, agreement, or order confirmation provided to you before work begins.

We reserve the right to:

• Modify, suspend, or discontinue any service with reasonable notice
• Refuse service to any person or business at our discretion
• Use subcontractors or third-party tools to deliver services, provided this does not affect quality or data security

3. Fees & Payment

All fees for our services will be agreed upon in writing prior to commencement. Unless otherwise stated:

• Setup fees are due prior to work beginning
• Monthly retainer fees are due on the agreed billing date each month
• All prices are quoted in GBP (£) and are exclusive of VAT unless stated otherwise
• Invoices are payable within 14 days of the invoice date
• Late payments may incur a late payment charge of 8% above the Bank of England base rate, in line with the Late Payment of Commercial Debts Act 1998

We reserve the right to suspend services where payment is overdue by more than 14 days after the due date.

4. Cancellation & Refunds

For monthly services, you may cancel with 30 days’ written notice. Cancellation does not entitle you to a refund of any fees already paid for the current billing period.

Setup fees and one-time project fees are non-refundable once work has commenced, unless Smart Process AI has failed to deliver the agreed service.

If you are dissatisfied with our service, please contact us in the first instance so we can work to resolve any issues.

5. Client Responsibilities

To enable us to deliver our services effectively, you agree to:

• Provide accurate and complete information during onboarding
• Supply any required assets (logos, photos, brand guidelines, login credentials) in a timely manner
• Respond to requests for approval or feedback within 5 business days
• Ensure you have the legal right to use any content, images, or materials you provide to us
• Comply with all applicable laws in relation to your business and our services

Delays caused by failure to fulfil these responsibilities may affect delivery timelines. Smart Process AI will not be held liable for delays arising from the client’s failure to cooperate.

6. Intellectual Property

All creative work, strategies, templates, and systems produced by Smart Process AI remain our intellectual property until full payment has been received, at which point ownership of client-specific deliverables (such as content and graphics) transfers to you.

We retain the right to use anonymised examples of our work in our portfolio and marketing materials unless you request otherwise in writing.

You grant Smart Process AI a non-exclusive licence to use your brand assets (logo, imagery, content) solely for the purpose of delivering our agreed services.

7. Confidentiality

Both parties agree to keep confidential any proprietary or sensitive information shared during the course of the engagement, and not to disclose such information to any third party without prior written consent, except where required by law.

8. Results & Guarantees

While we work diligently to achieve the best possible results for every client, Smart Process AI cannot guarantee specific outcomes such as a set number of leads, a guaranteed increase in revenue, or specific search engine rankings. Digital marketing results are influenced by many factors outside our control, including market conditions, platform algorithm changes, and client industry.

Any case studies or examples shared are illustrative of past results and are not a guarantee of future performance.

9. Limitation of Liability

To the fullest extent permitted by law, Smart Process AI shall not be liable for:

• Any indirect, incidental, or consequential losses arising from use of our services
• Loss of revenue, profits, data, or business opportunities
• Any losses arising from third-party platforms (including but not limited to Google, Facebook, Instagram, or TikTok) changing their policies, algorithms, or terms of service
• Any unauthorised access to data resulting from circumstances beyond our reasonable control

Our total liability to you in connection with any claim arising from our services shall not exceed the total fees paid by you in the three months prior to the claim.

10. Third-Party Platforms & Tools

Our services may involve the use of third-party platforms and software. Your use of such platforms is subject to their own terms of service. Smart Process AI is not responsible for changes, interruptions, or terminations made by third-party providers that affect your service.

11. Termination

Either party may terminate the engagement with 30 days’ written notice. Smart Process AI reserves the right to terminate services immediately if:

• Payment remains outstanding beyond 30 days after the due date
• You act in breach of these Terms & Conditions
• You engage in conduct that is unlawful, abusive, or harmful to our team or reputation

Upon termination, we will provide you with any relevant files or assets that belong to you, provided all outstanding fees have been settled.

12. Governing Law

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Changes to These Terms

We reserve the right to update these Terms & Conditions at any time. Changes will be published on this page with an updated date. Continued use of our services after changes are posted constitutes your acceptance of the revised terms.

14. Contact Us

If you have any questions about these Terms & Conditions, please get in touch: