Who these terms are between
"We" and "FluentMinds" mean FluentMinds Private Limited, registered in Sri Lanka under company number PV00358323. "You" means the company that engages us.
These terms apply from the moment you accept a proposal or pay an invoice, whichever comes first.
What we provide
Operations audit
A fixed-fee review of your document workflows over roughly two weeks, delivering a document flow map, an hours-and-errors count, a carrier invoice spot-check, a costed automation plan and a fixed-price pilot quote. It requires a few hours of one of your ops leads and access to a sample of your real documents.
Pilot build
A fixed-price build of one automated workflow over roughly eight weeks, scoped from the audit and quoted before work starts. Scope, accuracy targets and hours targets are set out in a statement of work signed by both sides.
Operations retainer
Ongoing monitoring, maintenance and extension of what we built, billed monthly. Either side may end it with [N] days' written notice.
Timelines assume you provide documents, access and decisions when agreed. Where you cannot, the timeline moves by the same period and we tell you rather than quietly slipping.
What things cost and when they are paid
| Service | Fee | Payment |
|---|---|---|
| Operations audit | USD 4,750 | In full before the audit starts |
| Pilot build | Fixed, quoted from the audit | [SCHEDULE] |
| Operations retainer | Monthly, quoted with the pilot | Monthly in advance |
Fees are in US dollars and exclude any taxes, duties or bank charges that apply where you are. Invoices are due within [N] days.
Audit credit
The full audit fee is credited against the pilot price if you sign a pilot statement of work within 60 days of the audit report being delivered. After 60 days the credit lapses. The credit applies once and cannot be exchanged for a refund.
The pilot guarantee, in full
If a completed pilot does not meet the accuracy and hours targets recorded in its statement of work, we continue working at no charge until it does, up to four additional weeks beyond the agreed delivery date.
The guarantee applies on these conditions:
- The targets are the ones written in the signed statement of work, measured the way that document describes
- You supplied the documents, access and decisions the build required, within the agreed times
- The scope has not changed since the statement of work was signed
- Measurement runs on your real documents, not on a modified sample
If four additional weeks pass and the targets are still not met, you may end the engagement and we will refund [REFUND TERMS, e.g. the final milestone payment]. We will tell you before the pilot begins if we do not believe the targets are reachable, and in that case you keep the audit report and owe nothing further.
Decide the last clause before this page goes live. Everything else here matches what the site already promises, but the site does not currently say what happens after the four free weeks. Leaving that unstated is the gap a procurement lawyer will find first.
Who owns what
Your data is yours
All documents you provide, and all data extracted from them, remain yours at every stage. We claim no rights over them, we do not use them to train models for ourselves or anyone else, and we return or delete them as the privacy policy describes.
Our platform is ours
The software, extraction logic, validation rules, prompts, tooling and anything else we build our services on remain our property, including improvements made while working with you. This is what allows us to quote a fixed price and an eight-week timeline rather than rebuilding from scratch for each client.
What you get
For the term of your engagement, and for any period covered by a retainer, you have a non-exclusive right to use what we have built for your own business operations. Configuration, rules and mappings specific to your operation are documented and handed to you on request.
If the engagement ends, we will export your data in a standard format and provide the documentation needed for someone else to take over. The platform itself does not transfer.
What we keep quiet about
Each side keeps the other's confidential information confidential, uses it only for the engagement, and protects it at least as carefully as it protects its own. This survives the end of the engagement by [N] years.
Your documents carry your clients' commercial terms. We treat rates, margins, client names and volumes as confidential without needing to be asked, and a non-disclosure agreement is signed before any file changes hands.
We will not name you as a client, publish a case study or use your logo without your written permission for that specific use.
What we need from you
- A named ops lead with the authority to answer questions and make decisions
- Real documents, not sanitised samples. The work only holds up against what your operation actually receives
- Confirmation that you are entitled to share those documents with us
- Access to the systems the automation must write to, at the level agreed
- Review of flagged exceptions; the system routes them to a person, and that person is yours
We are not responsible for outcomes that depend on information you did not give us, or on systems we were not given access to.
What we do not promise
Document extraction is not infallible and we do not claim it is. We commit to the accuracy targets written into your statement of work, measured as that document describes, and to flagging what falls outside them for a person to review. We do not commit to perfect extraction of every field on every document.
We are not your accountant, your lawyer, your customs broker or your freight auditor of record. Findings we produce, including flagged overcharges, are for you to act on using your own commercial and legal judgement.
Neither side is liable to the other for lost profits, lost business, lost savings or indirect losses. Our total liability arising out of an engagement is limited to [LIABILITY CAP, e.g. the fees you paid us in the preceding 12 months]. Nothing here limits liability that cannot be limited by law, including for fraud or death and personal injury.
How an engagement ends
You may end a retainer on [N] days' written notice. Either side may end any engagement immediately if the other commits a material breach and does not fix it within 30 days of being told, or becomes insolvent.
On termination you pay for work completed to that date. We return or delete your data as the privacy policy describes, and confirm deletion in writing if you ask. Confidentiality, ownership and liability provisions survive.
Governing law
These terms are governed by the laws of Sri Lanka, and the courts of Sri Lanka have exclusive jurisdiction.
Before either side goes to court, both agree to a conversation. Most disputes in work like this come from a misunderstanding about scope, and those are cheaper to fix by talking.
Questions about these terms
Write to info@fluentminds.ai or [REGISTERED ADDRESS].