Terms of Service
Acceptance of Terms
These Terms of Service ("Terms") govern all work carried out by Winter Tech AI ("we", "us") for you or the business you represent ("you", "the Client"). They apply from the moment you accept a written quote, pay a deposit, or otherwise instruct us to begin work.
If you are engaging us on behalf of a business, you confirm you have the authority to bind that business to these Terms.
Where a signed proposal, statement of work or separate written agreement conflicts with these Terms, that document takes precedence for the engagement it covers.
We may update these Terms from time to time. Changes do not affect work already quoted or in progress; they apply to engagements accepted after the change takes effect.
Our Services
Winter Tech AI is a done-for-you agency. We design, build and deliver automation and web projects for small and growing businesses, including:
- E-commerce stores — designed, built and configured for your business
- Business websites — designed, built and deployed
- AI chatbots — lead capture, customer support and messaging-platform integration
- CRM and lead management — capture, pipeline and scoring set-up
- Email automation — sequences, triggers and campaign set-up
- Social media scheduling and content generation
Work falls into two categories. Project work is a defined build delivered for a fixed fee. Ongoing services are things we host, run, monitor or maintain for you on a continuing basis, billed periodically.
We do not offer self-service subscriptions, free trials or public price packages. Every engagement is quoted individually.
Quotes and Engagement
Quotes are free and carry no obligation. After you contact us we will discuss your requirements and issue a written quote setting out the scope of work, the fee, and an indicative delivery timeline.
A quote is valid for 30 days from the date of issue unless stated otherwise, and is based on the requirements described to us at the time. If those requirements change materially, we will re-quote before continuing.
No contract exists and no fee is payable until you accept a quote in writing (email is sufficient) and the deposit described below is paid.
Project Scope, Revisions and Delivery
Scope
The accepted quote defines what is included. Anything not described in it is out of scope. We are happy to take on additional work, but it will be quoted separately and may affect the delivery timeline.
Revisions
Each project includes two rounds of revisions within the agreed scope, to be requested within 14 days of delivery. Revisions are changes to work we have delivered — they are not an opportunity to add new requirements. Further rounds, or changes that fall outside the original scope, are charged at our then-current rate and quoted in advance.
Delivery and acceptance
Timelines given in a quote are estimates made in good faith and depend on you supplying materials, feedback and approvals promptly. We will keep you informed if a timeline changes.
Work is treated as accepted when you confirm acceptance in writing, or 14 days after delivery if no revision request has been received in that time.
Delays
If we are waiting on materials, content, access or approvals from you for more than 30 days, we may pause the project and reschedule it into the next available slot. Work completed up to that point remains payable.
Fees and Payment
Project fees
Project fees are fixed and agreed in the quote before any work begins. Unless the quote states otherwise, 50% is payable before work starts and the remaining 50% on delivery, before final files, access or deployment are handed over.
Ongoing services
Hosting, maintenance, monitoring and managed services are billed monthly in advance at the rate set out in your quote. Either party may end an ongoing service with 30 days written notice, effective at the end of the notice period. Rates for ongoing services may change with 30 days written notice to you.
Payment
Invoices are payable within 14 days of issue unless agreed otherwise. Card payments are processed securely by Paddle; bank transfer is available on request. All fees are in USD unless the quote states otherwise, and are exclusive of any applicable taxes.
Late or failed payment
If an invoice remains unpaid after its due date we may pause work and suspend ongoing services after giving you reasonable notice. We will not withhold access to anything you have already paid for in full.
Third-party costs
Domains, hosting, paid plugins, stock assets, third-party API usage and similar costs are yours unless the quote expressly includes them. We will tell you about any such cost before committing you to it.
Your Responsibilities
To deliver on time we rely on you to:
- Provide content, branding, product data and other materials in a usable format
- Give access to any accounts, domains or platforms the work requires
- Nominate one person with authority to give feedback and sign off work
- Respond to requests for approval within a reasonable time
- Confirm that materials you supply are yours to use and do not infringe anyone else's rights
We are not responsible for delays, additional cost or defects caused by materials, instructions or access you supply, or by changes you make to delivered work yourself.
Account Access
Where a project includes a dashboard, CRM or other hosted tool, we will issue login credentials for it. You are responsible for:
- Keeping those credentials confidential
- All activity carried out under your account
- Telling us immediately about any unauthorised access
- Keeping your account details accurate and up to date
Accounts are provided for the business named in the engagement. We may suspend access where an account is used in breach of these Terms or fraudulently.
Acceptable Use
You agree not to use anything we build or host for you to:
- Violate any applicable laws or regulations
- Send spam, unsolicited messages or deceptive communications
- Harass, abuse or harm individuals
- Impersonate another person or entity
- Distribute malware, viruses or harmful code
- Attempt to access accounts or systems you do not own
- Resell or sublicense a hosted service we run for you, without prior written agreement
- Use it in any way that could damage, overload or impair our infrastructure
- Process personal data in violation of applicable privacy laws (GDPR, CCPA and similar)
Serious or repeated breach may result in suspension or termination without refund.
Intellectual Property and Ownership
What you own
On receipt of payment in full for a project, ownership of the deliverables produced specifically for you — designs, page templates, copy written for you, and configuration — transfers to you. Before full payment, we retain ownership and you have no licence to use the work.
What we own
We retain ownership of our underlying platform, source code, frameworks, libraries, internal tooling and anything pre-existing or reusable that we bring to the project. Where a deliverable depends on these, you receive a perpetual, non-exclusive licence to use them as part of that deliverable — but not to extract, resell or redistribute them separately.
Third-party components
Some deliverables include third-party software, fonts, themes or assets licensed to you on their own terms. We will identify these where relevant; ownership of them does not transfer.
Attribution and portfolio
Unless your quote states otherwise, we may reference your business by name and show the work we delivered in our portfolio and case studies. Tell us at any time if you would rather we did not, and we will remove it.
Where a "Powered by Winter Tech AI" badge is included in a build, its removal can be arranged — tell us and we will quote for it.
Feedback
Any feedback, suggestions or ideas you give us about our services may be used by us without obligation or compensation to you.
Your Content
You retain ownership of all content you provide to us — your knowledge base, business information, product data, branding, customer records and anything else you supply ("Your Content").
By providing Your Content, you grant Winter Tech AI a limited, non-exclusive licence to use, store and process it solely to carry out the work you have engaged us for.
You are responsible for ensuring Your Content:
- Does not infringe any third party's intellectual property rights
- Does not contain anything illegal, defamatory or harmful
- Complies with applicable data protection laws where it contains personal data
When an engagement ends, Your Content is returned or deleted in accordance with our data retention practices — see our Privacy Policy.
Disclaimers and Limitations
Results
We do not guarantee any particular commercial outcome — leads, sales, traffic, rankings or conversion rates — from work we deliver. Examples and case studies describe past results for other clients and are not a promise of your results.
Service availability
Where we host or run something for you, we aim for high availability but do not guarantee uninterrupted access. We are not liable for downtime caused by maintenance, third-party service failures or circumstances beyond our control.
AI accuracy
AI tools we build generate content automatically. AI-generated content may occasionally be inaccurate, incomplete or inappropriate. You are responsible for reviewing it before it is published or sent, and for the consequences of deploying it.
Limitation of liability
To the maximum extent permitted by law, our total liability to you for any claim arising from an engagement shall not exceed the fees you paid us for that engagement.
We are not liable for indirect, incidental, special, consequential or punitive damages, including lost profits, loss of data or business interruption.
Cancellation and Termination
Cancelling a project
You may cancel a project at any time in writing. The deposit covers work scheduled and begun and is not refundable once work has started. Where work completed at the point of cancellation exceeds the deposit, we will invoice the balance pro-rata; where it is less, we will not invoice further. Cancellation before any work has started is refunded in full.
Ending an ongoing service
Either party may end an ongoing service with 30 days written notice. Fees already paid for the current period are not refunded, and the service runs to the end of that period.
Termination by us
We may suspend or end an engagement immediately if:
- You breach these Terms
- The engagement is used for fraudulent or illegal activity
- An invoice remains outstanding after reasonable attempts to collect
- Continuing would pose a legal or security risk
In non-urgent cases we will give reasonable notice. Where immediate termination is necessary — for example in cases of fraud — no advance notice will be given.
On termination
We will hand over anything you have paid for in full. Where an ongoing service ends, we will give you a reasonable window to migrate your data before it is deleted.
Governing Law
These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms or from an engagement shall be subject to the exclusive jurisdiction of the courts of England and Wales.
If you are based outside the UK, mandatory consumer protection laws in your jurisdiction may also apply alongside these Terms.
Contact
For questions about these Terms, please contact us:
- Email: support@wintertechai.com
- Subject: Terms of Service Enquiry