Terms & Conditions

1. Introduction

These terms and conditions govern your use of the ArcMind AI website (arcmindai.co.uk) and any consultancy services provided by Coffee Marketing Digital Ltd, trading as ArcMind AI (“we”, “us”, “our”). By using this website or engaging our services, you agree to these terms in full. If you disagree with any part, you must not use this website or engage our services.

2. Services

ArcMind AI provides AI consultancy services for UK businesses, including but not limited to:

• AI readiness assessments (Mind Map)
• AI strategy and solution design (Mind Design)
• AI system implementation and integration (Mind Build)
• Scaling and optimisation of AI systems (Mind Scale)
• Ongoing AI advisory and support (Mind Mastery)

The specific scope, deliverables, and timeline of any engagement will be defined in a separate proposal or statement of work agreed between both parties before work commences.

3. Quotations and Pricing

All quotations are valid for 30 days from the date of issue unless otherwise stated. Prices are quoted in British Pounds (GBP) and are exclusive of VAT unless stated otherwise. VAT will be charged at the prevailing rate where applicable. We reserve the right to adjust pricing for services not yet contracted.

4. Payment Terms

Payment terms are as follows:

1. Invoices are issued upon completion of each milestone or phase, unless otherwise agreed in the statement of work.
2. Payment is due within 30 days of the invoice date (net 30).
3. For ongoing retainer engagements, invoices are issued monthly in advance.
4. Late payments may incur interest at 8% above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

5. Intellectual Property

Upon full payment, the client owns all bespoke deliverables produced specifically for their engagement, including reports, documentation, and custom configurations.

ArcMind AI retains ownership of:

• Pre-existing intellectual property, methodologies, frameworks, and tools (including the Mind Map assessment framework and scoring methodology)
• Generic templates, code libraries, and reusable components developed during the engagement
• Anonymised insights and learnings derived from the engagement

The client is granted a perpetual, non-exclusive licence to use any ArcMind AI tools or frameworks delivered as part of their engagement, solely for their own internal business purposes.

6. Confidentiality

Both parties agree to keep confidential any proprietary or sensitive information shared during the engagement. This includes business data, strategies, systems, processes, and financial information. Confidentiality obligations survive the termination of any engagement and remain in effect for a period of 2 years following termination, unless the information becomes publicly available through no fault of the receiving party.

7. Data Protection

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Where an engagement requires access to the client's customer data or other personal data, a separate data processing agreement will be put in place. For full details on how we handle personal data, see our Privacy Policy.

8. Limitation of Liability

To the maximum extent permitted by law:

1. Our total liability for any claim arising from an engagement shall not exceed the total fees paid by the client for that specific engagement.
2. We shall not be liable for any indirect, consequential, or incidental losses, including loss of profit, loss of data, loss of business, or loss of opportunity.
3. We do not guarantee specific business outcomes, revenue increases, or cost savings. All projections and estimates provided are based on our professional judgement and are indicative, not guaranteed.
4. AI systems involve third-party platforms and models whose behaviour may change. We are not liable for changes to third-party AI platforms, APIs, pricing, or capabilities beyond our control.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

9. Termination

Either party may terminate an ongoing engagement by providing 30 days' written notice to the other party.

Upon termination:

• The client shall pay for all work completed up to the date of termination.
• All deliverables completed and paid for will be handed over to the client.
• Confidentiality obligations continue to apply as stated in Section 6.

Either party may terminate immediately if the other party commits a material breach of these terms and fails to remedy it within 14 days of written notice.

10. Warranties and Disclaimers

We warrant that our services will be provided with reasonable skill and care, in accordance with generally accepted industry standards. This website and its content are provided “as is” without warranty of any kind. We make no representations about the suitability or accuracy of the information published on this website for any particular purpose.

11. Force Majeure

Neither party shall be liable for any delay or failure to perform obligations caused by circumstances beyond their reasonable control, including but not limited to natural disasters, pandemics, government actions, internet outages, or third-party service failures.

12. Dispute Resolution

In the event of a dispute, both parties agree to attempt to resolve the matter through good-faith negotiation in the first instance. If a resolution cannot be reached within 30 days, either party may seek mediation through a mutually agreed mediator. If mediation fails, the dispute may be referred to the courts of England and Wales.

13. Governing Law

These terms are governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over any disputes arising from these terms or any engagement.

14. Changes to These Terms

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

15. Contact

If you have any questions about these terms, contact us at al@arcmindai.co.uk.