Terms of Service

1. This website

This site describes what we do. Nothing on it is an offer, a quote, or a commitment to deliver at a stated price or date — engagements begin only when we both sign a written proposal.

Figures, timelines and case studies describe past work under its own conditions and are not a prediction of your results.

2. What we provide

We design, build, deploy and — where agreed — operate custom software and AI systems. Typical work includes AI SaaS products, mobile applications, automations and agents, scoped pilots, marketing systems, and private LLM platforms deployed in infrastructure you control.

The scope of any engagement is whatever the signed proposal says, and nothing else. Work outside it is a change request under section 4.

3. Proposals, scope and fees

Each engagement gets a written proposal setting out scope, deliverables, timeline and a fixed price. The price holds for that scope.

Unless the proposal says otherwise, invoices are payable within 14 days. Late payment entitles us to statutory interest and to pause work until the account is settled.

Prices exclude VAT and exclude third-party costs — cloud hosting, model API usage, app-store fees, licences — which you pay directly to those providers unless we have agreed otherwise in writing.

4. Changes

Either of us may propose a change to scope. A change takes effect only when we have both agreed it in writing, including its effect on price and timeline.

Timelines assume you supply access, content, decisions and approvals when needed. Delays on your side move the dates.

5. Your responsibilities

You provide timely access to the systems, accounts, data and people the work needs, and you keep your own accounts and credentials secure.

You confirm you have the right to give us any data, content or credentials you supply, and that our agreed use of them does not breach a third party's rights or your own obligations.

You remain responsible for how you use what we build, including decisions taken on the basis of its output.

6. Third-party services and AI models

Our work integrates third-party services — model providers, cloud platforms, app stores, SaaS tools. Their own terms and prices govern their services, they may change them, and we are not responsible for their availability, output or acts.

AI systems are probabilistic. They can produce output that is wrong, biased, or unsuitable for a given purpose, and the same input may not give the same result twice. We build evaluation and human review into a system where the proposal says so, but we do not warrant that any AI output is accurate, complete or fit for a particular purpose.

Where a system falls within the EU AI Act, we will tell you what we understand its classification to imply for the build. Assessing your own obligations as deployer, and meeting them, remains yours.

7. Intellectual property

On payment in full, we assign to you the intellectual property rights in the deliverables built specifically for you under the proposal, to the extent those rights are assignable.

We keep ownership of everything we bring with us: pre-existing code, tools, libraries, templates and know-how, plus anything generic we develop that is not specific to you. You get a perpetual, non-exclusive, transferable licence to use those components as embedded in your deliverables.

Your data, content and trade marks stay yours throughout. Third-party and open-source components stay under their own licences, which we will identify on request.

Unless you tell us otherwise in writing, we may name you as a client and describe the work in general terms.

8. Confidentiality

Each of us will keep the other's non-public information confidential, use it only for the engagement, and protect it with at least reasonable care. This survives the engagement by three years, and indefinitely for anything that is a trade secret.

It does not cover information that is public through no fault of the receiver, was already lawfully held, is independently developed, or must be disclosed by law — in which case we will tell you first where we are permitted to.

9. Data protection

Where we process personal data on your behalf, you are the controller and we are the processor, and we will enter a data processing agreement setting out the subject matter, duration, purpose and safeguards before that processing starts.

We deploy inside infrastructure you control wherever the proposal provides for it, so that your personal data stays under your account and your keys.

How we handle personal data you give us directly — an enquiry, a booking — is described in our Privacy Policy.

10. Acceptance and defects

Deliverables are treated as accepted once you have had the review period stated in the proposal, or 14 days if it states none, and have not reported a material defect in writing.

We will fix defects reported within 30 days of acceptance that stop a deliverable doing what the proposal says it does, at no charge. Beyond that, support is whatever a separate retainer provides for.

11. Warranties and disclaimer

We warrant that we will perform with reasonable skill and care, by suitably competent people, and that we have the right to enter this agreement.

Beyond that, and to the extent the law allows, our services and deliverables are provided "as is": we do not warrant uninterrupted or error-free operation, results from a third-party service, or that any commercial, revenue or efficiency outcome will follow.

12. Limitation of liability

Neither of us limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not permit to be limited.

Otherwise, neither of us is liable for lost profit, lost revenue, lost or corrupted data, or indirect or consequential loss; and our total liability arising from an engagement is capped at the fees you paid us under it in the twelve months before the claim.

You are responsible for keeping your own backups of your data.

13. Term and termination

Either of us may end an engagement on 30 days' written notice, or immediately if the other commits a material breach and has not fixed it within 14 days of being asked in writing.

On termination you pay for work performed and third-party costs committed up to that date. Sections on intellectual property, confidentiality, liability and governing law survive.

A monthly retainer runs month to month and either of us may end it on 30 days' notice, effective at the end of a billing period.

14. Governing law

These terms are governed by Polish law. Any dispute goes to the court with jurisdiction over the company's registered seat.

If a provision is unenforceable, the rest stands.

15. Changes to these terms

We may update these terms for future engagements. The version that applies to yours is the one in force when the proposal was signed.

16. Who we are

aiAdaptiv is a company registered in Poland.

Contact: kacper@aiadaptiv.com