Terms of business

Last updated: September 2026

Using this website

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How work is agreed

Services are provided under a written proposal or statement of work setting out scope, deliverables, timeline and price. Where a proposal conflicts with these terms, the proposal wins for that engagement. Work begins once the proposal is accepted in writing.

Fees and payment

Assessments and projects are quoted at a fixed price and invoiced against agreed milestones. Retainers are invoiced monthly in advance. Invoices are payable within 14 days. Late payment may attract interest and costs under the Late Payment of Commercial Debts (Interest) Act 1998. Third-party software, licences and subscriptions are bought in your name and billed by that supplier directly unless agreed otherwise in writing.

Your responsibilities

To deliver on time we need timely access to the relevant systems, accurate information about how things currently work, and a named person who can make decisions. Delays caused by access or sign-off may move agreed dates and, where they cause material extra work, may change the price by agreement.

Changes to scope

Additional work outside the agreed scope is quoted separately before it starts. We will not carry out chargeable work you have not approved.

Ownership

On payment in full, you own the configurations, scripts, automations and documentation produced specifically for you. We keep ownership of our own pre-existing tools, templates and methods, and grant you a perpetual licence to use them as part of what we deliver. Third-party software remains subject to its own licence.

Artificial intelligence

Where a deliverable uses AI models, output is probabilistic and can be wrong. We design human review into anything customer-facing or financially significant and document where those checkpoints sit. You remain responsible for what your business sends out and for how the system is used after handover. We will name the third-party AI providers involved and set out what data reaches them before anything is connected.

Confidentiality and data protection

Each party keeps the other's confidential information private and uses it only to deliver the work. We will sign your NDA on request. Where we process personal data on your behalf we will enter a written data processing agreement and act only on your documented instructions. Our access to your systems is removed at handover unless you have retained us for ongoing support.

Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited. Subject to that, our total liability for any engagement is limited to the fees paid for that engagement, and we are not liable for loss of profit, loss of business or loss of data arising indirectly.

Ending an engagement

Retainers may be cancelled by either party on 30 days' written notice. Projects may be ended early by either party in writing; you pay for work completed and any committed third-party costs to that point. On termination we hand over credentials, documentation and completed work once outstanding invoices are settled.

Complaints

If something goes wrong, email complaints@aivexatech.co.uk with the details. We will acknowledge within two working days, give you a named point of contact, and respond substantively within ten working days. If we have got it wrong we will say so and set out how we intend to fix it.

Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact

Aivexa Technologies Limited, 62A Station Road, North Harrow, Harrow HA2 7SJ. Company number 17435305. Email hello@aivexatech.co.uk.