Terms and Conditions

Effective Date: June 29, 2026 | Last Updated: June 29, 2026

1. Agreement to Terms

Welcome to OptimalFlow AI (“OptimalFlow AI,” “Company,” “we,” “our,” or “us”). These Terms & Conditions (“Terms”) govern your access to and use of our website, products, software, applications, consulting, and professional services.

By accessing our website or purchasing any of our services, you acknowledge that you have read, understood, and agree to be legally bound by these Terms.

If you do not agree with these Terms, you must discontinue use of our website and services immediately.

2. Company Services

OptimalFlow AI provides professional technology and business services, including but not limited to:

Artificial Intelligence Automation
AI Voice Agents
AI Chatbots
Workflow Automation
Business Process Automation
Website Design & Development
E-Commerce Development
Mobile Application Development
Custom Software Development
AI SaaS Development
API Development & Integrations
CRM Automation
Cloud Solutions
Digital Marketing
Search Engine Optimization (SEO)
Branding & Graphic Design
Technical Consulting
Business Strategy Consulting
Maintenance & Support Services

The exact scope of services is defined in the individual proposal, quotation, invoice, contract, or Statement of Work (“SOW”) agreed upon with the client.

3. Eligibility

You represent and warrant that you:

Are at least 18 years of age
Have the legal authority to enter into binding agreements
Will use our services only for lawful purposes
Will provide accurate and complete information

4. Quotes & Project Agreements

All quotations, proposals, and estimates are valid for thirty (30) days unless otherwise stated.

A project begins only after:

Written approval of the proposal
Receipt of any required deposit or initial payment
Receipt of necessary project materials
Execution of any required agreements

5. Client Responsibilities

Clients agree to:

Provide accurate project requirements
Supply requested content and assets
Respond to requests for approvals in a timely manner
Maintain ownership rights for all submitted materials
Cooperate throughout the project lifecycle

Delays caused by missing information, approvals, or assets may extend project timelines.

6. Payment Terms

Unless otherwise agreed in writing:

Deposits are due before work begins
Remaining balances are payable according to the invoice schedule
Payment due dates are stated on invoices
Late payments may result in project suspension
Outstanding balances may accrue applicable late fees where permitted by law

Clients are responsible for any applicable payment processing fees identified on invoices.

7. Subscription Services

Certain services may be offered on a recurring monthly, quarterly, or annual subscription basis.

Subscriptions may include:

Website maintenance
Hosting management
AI monitoring
Technical support
SEO services
Marketing services
Software maintenance
AI Voice Agent services
Cloud infrastructure management

Subscriptions are billed according to the selected billing cycle and automatically renew unless canceled.

8. Refund Policy

Due to the custom nature of our professional services:

Deposits are generally non-refundable once work has commenced
Completed milestones are non-refundable
Digital deliverables cannot be returned
Subscription fees already earned are non-refundable

Refunds, if approved, are issued at our discretion via original payment method.

9. Project Timelines

Estimated completion dates may change due to:

Client delays
Scope changes
Third-party dependencies
Technical issues
Force majeure events

We are not responsible for delays outside our control.

10. Scope Changes

Requests outside agreed scope require:

Revised pricing
Updated timelines
New approval

No additional work begins without mutual agreement.

11. Website Development

Clients acknowledge:

Browser compatibility may vary
Third-party plugins may change
Hosting affects performance
Some features depend on external services

After delivery, maintenance responsibility transfers to client unless otherwise agreed.

12. AI Automation Services

AI systems may produce inaccurate or unexpected outputs.

Clients are responsible for reviewing and validating all AI-generated results.

No guarantees are made for business outcomes, revenue, or performance improvements.

13. AI Voice Agents

Clients are responsible for:

Legal consent for recorded calls
Compliance with telecom/privacy laws
Lawful use of AI voice systems

Availability depends on third-party providers.

14. Digital Marketing & SEO

We do not guarantee:

Search rankings
Revenue increases
Lead generation results

Performance depends on external market factors.

15. Third-Party Services

We are not liable for failures caused by third-party providers including hosting, APIs, payment processors, or cloud services.

16. Intellectual Property

Unless agreed otherwise:

We retain ownership of proprietary systems and frameworks
Clients retain ownership of their provided materials
Final deliverables transfer upon full payment

17. Confidentiality

Both parties must protect confidential information and only share it when legally required or authorized.

18. Acceptable Use

Users must not:

Violate laws
Upload malicious code
Attempt unauthorized access
Interfere with systems
Infringe intellectual property
Distribute harmful content
Reverse engineer systems (unless allowed by law)

We may suspend access for misuse.

19. User Content

Clients confirm they have rights to all submitted materials and indemnify us against related claims.

20. Data Protection

Each party must comply with applicable privacy laws. Processing follows our Privacy Policy.

21. Communications

By providing contact details, you agree to receive service-related communications. Marketing messages can be opted out anytime.

22. SMS Terms

Message frequency may vary
Standard rates apply
Reply STOP to unsubscribe
Reply HELP for assistance

Consent is not required to purchase services.

23. Disclaimer of Warranties

Services are provided “as is” without warranties of any kind.

24. Limitation of Liability

We are not liable for indirect or consequential damages. Total liability is limited to fees paid in the last 12 months.

25. Indemnification

You agree to indemnify us against claims arising from misuse, breach, or unlawful activity.

26. Force Majeure

We are not responsible for delays caused by events outside our control.

27. Termination

We may suspend services for:

Non-payment
Policy violations
Fraud or risk

28. Governing Law

Governed by applicable jurisdiction where the company is established.

29. Dispute Resolution

Disputes should first be resolved through negotiation or mediation.

30. Severability

If any clause is invalid, remaining terms still apply.

31. Entire Agreement

This document, along with related agreements, forms the full contract between parties.

32. Changes to These Terms

We may update these Terms. Continued use implies acceptance.

33. Contact Information

34. Electronic Acceptance

By using our services or signing agreements, you accept these Terms electronically with legal effect.