Terms of Use

Varia Suite provides creative web design and AI-powered services with clear terms around payment, revisions, delays, and cancellations. This policy outlines how we work, your responsibilities as a client, and what happens if deadlines or payments are missed. Please read it fully before using our services.

Effective Date: June 19, 2025
Last Updated: June 19, 2025

Welcome to variasuite.com! These Terms of Use (“Terms”) govern your access to and use of our website, services, and any AI or web-based solutions provided by Varia Suite (“we,” “us,” “our”).

By using our website or services, you agree to these Terms in full. If you do not agree, please do not use our site or purchase any services.

1. About Varia Suite

Varia Suite is a creative web design and AI integration studio that offers:

• AI-powered virtual assistants for platforms like Instagram, WhatsApp, and websites
• Custom web design and hosting setup
• Branded AI demo experiences
• Ongoing assistant monitoring and refinement
• Visual identity support and tech onboarding

2. Service Overview

We provide both one-time demo agents and ongoing AI assistant services, alongside website creation and digital consulting. Our services may include:

• Client onboarding via intake forms
• AI assistant configuration and customization
• Data input and training based on your business information
• UI design and chatbot personality styling
• Integration setup (when applicable)
• Website building and domain configuration

We do not guarantee platform-specific outcomes or user behavior—results will vary based on usage, user input, and third-party tools.

3. Client Responsibilities

By using our services, you agree to:

• Provide accurate and complete business information during onboarding
• Only submit content (text, logos, photos, scripts, etc.) that you own or have permission to use
• Review, approve, and test your AI assistant or website before going live
• Avoid sharing login details or backend credentials with unauthorized parties
• Respect our intellectual property rights (see Section 5)
• Respect the terms outlined in this policy

4. Payment/Subscription Terms & Refund Policy

a. General Overview

All services provided by Varia Suite require payment in advance. By engaging our services, you agree to the following payment terms and conditions.

• Accepted payment methods: Payoneer or bank transfer.
• Once the service agreement is signed and payment is made, the client has a 24-hour cancellation window to request a refund.
• After the 24-hour period has passed (calculated to the exact time of payment), no refunds will be issued, and work will be considered underway.

b. AI Assistant Services

• Full payment is required upfront before any AI assistant setup, training, or configuration begins.
• Ongoing AI assistant hosting and management requires a monthly subscription.
• Payments for the upcoming cycle must be received no later than 5 days before the client’s monthly subscription date.
• Failure to pay by the required date will result in the disabling of AI assistant access across all platforms (e.g., WhatsApp, Instagram, website).
• Clients will have five (5) business days from the subscription date to make their payment to restore service. Failure to do so will result in the commencement of service cancellation.
• No prorated adjustments will be made. Full payment for the month is still required regardless of when service is resumed.

c. Website Services

• A 50% non-refundable deposit is required to begin all web design services.
• After deposit payment and contract signing, the client has a 24-hour window to cancel and request a refund.
• Once the 24-hour window has passed, the deposit is non-refundable, and work is considered active.
• Once the final draft is approved, the remaining 50% balance is due within five (5) business days.

d. Cancellation

i. AI Assistants

• Clients may cancel their AI assistant management subscription by notifying us no later than five (5) business days prior to their monthly subscription date
• Cancellation requests must be made in writing via contact@variasuite.com
• Cancellations received after the above timeframe will apply to the following billing cycle
• No prorated refunds will be issued for partial months of service

ii. Web Design

Failure to submit final payment within five business days may result in cancellation of the project. Varia Suite reserves the right to:

• Withhold publishing of the final website
• Commence and complete deletion of the website within 30 days as a result of failure to pay remaining balance.
• If the client returns within this 30-day period and still wishes to retrieve the approved site, a $40 Delay Fee will be added to the final balance.
• After the 30-day window expires, all files will be deleted, and the project will be closed. A new engagement (including a new deposit) will be required to restart.

If a web design project has been marked for cancellation due to client abandonment or missed revision deadlines (See Revision Policy), the following reactivation options apply during the 30-day cancellation phase.

• If the client contacts us to continue the project within the first 14 calendar days, they must pay a $50 Delay Fee to resume work.
• If the client contacts us within the final 15 days of the 30-day cancellation phase, they must pay a $100 Extended Delay Fee to resume work.
• If the client does not respond within the 30-day window, the project will be closed, and all associated data will be deleted.
• After this point, if the client wishes to begin again, it will be treated as a new project and will require payment of a new 50% deposit, with no carry-over of fees and requiring the resubmission of business information.

e. Demo Showroom Access

• Clients may request a branded demo AI assistant experience to preview how an assistant could function in their business before committing to full development.
• Each client will receive a unique, time-limited passcode to access their personalized demo agent.
• Demo assistants are available for a 4-hour access window only and include a simplified version of the AI assistant experience.
• A one-time flat fee is required to activate demo access. This fee is non-refundable.
• However, if the client proceeds with one of our full AI assistant service packages, the demo fee will be credited toward their total balance.
• Your passcode should never be shared with another user.

5. Intellectual Property & Content Use

a. What You Provide to Us

You retain ownership of all content you submit (e.g., logos, copy, scripts, business info).
By submitting it, you grant Varia Suite a non-exclusive, royalty-free license to use that content for:

• Website creation
• AI assistant development
• Demo experiences
• Brand styling within the agreed scope of work

You are responsible for ensuring your submitted content does not infringe on copyrights or trademarks.

b. What We Create

Unless stated otherwise in writing:

• All website layouts, AI flows, prompt structures, chat logic, and design files are the intellectual property of VariaSuite
• You receive the end product or live result, not the backend workflows or proprietary tools
• You may not copy, redistribute, or resell any part of our system or branding without written permission

If we host your AI assistant on our platform, it remains on our infrastructure. You cannot move it to a third-party platform unless specified in your package.

6. AI Assistant Disclaimer

AI technology is powerful but not perfect. You acknowledge that:

• AI-generated responses are based on your inputs, approved data, and approved external sources
• Responses are not guaranteed to be 100% accurate or error-free
• AI is an evolving technology and subject to limitations or failure
• AI assistants do not provide legal, medical, financial, or professional advice
• You are responsible for reviewing and approving the assistant’s final behavior/output

7. Website Platform & Hosting

All websites designed by Varia Suite are built on the Wix platform and hosted by us until final payment is received. Clients are responsible for paying any Wix subscription fees they select on an annual plan. We provide guidance to help clients choose the Wix plan best suited for their needs. If the client requires a domain, we can purchase this through Wix on their behalf, with the applicable domain fee billed accordingly.

8. Website Transfer

Upon receipt of final payment, full administrative access and ownership of the website will be transferred to the client. From this point forward, the website is owned and managed by the client.

9. Domain Transfer

If the client already owns a domain and wishes to transfer it to Wix, Varia Suite will manage the transfer at no additional cost as part of the package. Clients must grant temporary access to their domain registrar dashboard to facilitate the transfer. The process can take up to two weeks but often takes less. Clients agree that access credentials provided are temporary and will be updated after the transfer is complete.

10. Email Setup

Varia Suite offers domain-branded email setup, including one primary email address and up to five aliases, for a one-time fee. Clients must provide temporary access credentials for email configuration and are advised to update credentials once setup is complete.

11. Content Updates & Copywriting

If clients prefer Varia Suite to handle content updates after site handover, such as copywriting, proofreading, or detailed text revisions on pages or blog posts, this service is offered at a rate of $50 USD per page or blog post.

12. Site Access & User Conduct

By accessing variasuite.com, you agree to use the site and its features lawfully and respectfully. The following are strictly prohibited:

a. Unauthorized Use

• Attempting to gain unauthorized access to restricted areas of the site or to systems used to operate Varia Suite
• Sharing or attempting to bypass individual client access codes (e.g., demo showroom passcodes)
• Using our tools, chat features, or forms for spam, false information, or misleading requests

b. Interference & Abuse

• Introducing any viruses, malware, or harmful code
• Attempting to disrupt, overload, or alter the website’s functionality or performance
• Using automated tools (bots, scrapers, scripts) to extract data or interact with the site without permission

c. Impersonation & Misrepresentation

• Impersonating another person or business
• Falsely representing that you are affiliated with Varia Suite or its team

We reserve the right to suspend or permanently restrict access to any user or visitor found to be violating these terms. Legal action may be pursued in cases of abuse, fraud, or infringement.

13. Communication & Support Hours

Varia Suite operates during standard business hours to ensure quality and timely service delivery.

• Business Hours: Monday to Friday, 10:00 AM to 4:00 PM (Eastern Standard Time)
• Contact: All communication must be directed to our official email: contact@variasuite.com
• Response Time: We aim to respond as soon as possible, but no later than within 12 to 24 hours during business days.

Weekend Support:
Support outside business hours is available only for emergency issues related to AI assistant performance, such as:

• Sudden malfunction affecting core business communication
• Unintended AI behavior causing business disruption
• Inability to utilize the assistant or access the demo platform

Clients may email during weekends (Saturday–Sunday) between 8:00 AM and 7:00 PM EST for urgent AI-related concerns.

If an issue is verified as a legitimate emergency, we may temporarily disable the AI assistant to prevent business impact while working toward a solution. While we do not guarantee immediate resolution due to the evolving nature of AI, we aim to resolve such issues by the following Monday or within 1–2 business days. Clients are responsible for updating their customer base regarding the temporary outage of their automated assistant services.

14. Change Request & Revision Policy

a. Web Design Revisions

Each web design package includes two (2) revision rounds:

1. Initial Build:
   • Begins after a 1-hour detailed consultation with the client
   • First draft is presented for review within 7-10 business days
   • Client has 72 hours (3 business days) to submit full feedback for the first revision
2. Second Revision:
   • We revise the site based on feedback
   • Second draft is shared for approval
   • Client again has 72 hours to review and confirm or submit final minor edits

If additional revisions are requested after the second round, they will be billed at $50 USD per hour.

Delay Policy:
If the client fails to respond within five (5) business days of receiving a draft or revision:

• The project will be placed on hold
• Varia Suite will notify the client twice via email, who then has 3 additional business days to respond
• Failure to respond within the combined 8 business days will result in the project entering the cancellation phase
• All website data will be deleted within 30 business days, and any deposit will be retained
• If the client seeks for us to continue working on the website after the cancellation phase begins, we have available options. (See Cancellation)

b. AI Assistant Updates & Branding Revisions

• Following payment, clients are expected to submit their logo, brand colors, AI assistant name, and business knowledge base content
• AI branding (name, colors, logo) may be changed up to two (2) times per calendar month at no cost
• Additional branding changes beyond this limit will incur a $15 fee per request
• Branding changes include: AI name, appearance, tone, and other visible brand elements

Knowledge Base Updates:
Clients may request updates or additions to the AI assistant’s knowledge base as frequently as needed during business hours.

• Time-sensitive updates (e.g., promotions, announcements) must be submitted at least 2 business days in advance (Emergency updates regarding affected business operations or service outages are allowed)
• Clients are solely responsible for providing accurate and timely content for updates

15. Portfolio Use & Brand Representation

We love celebrating the work we do and your brand could be a part of that celebration.

• Varia Suite reserves the right to display completed websites as part of our public portfolio, both online and in promotional materials
• We may also display the company name, logo, and website homepage screenshot to represent services rendered
• We will not disclose AI assistant integration, backend logic, or usage specifics without explicit written consent from the client
• We may request permission from clients to feature case studies, performance highlights, or testimonials related to services delivered. No such materials will be published without written consent.

16. Professional Conduct & Guidelines

At Varia Suite, we are committed to delivering work with excellence, clarity, and mutual respect. We expect the same from all clients.

We reserve the right to terminate any service or working relationship, under the following circumstances:

• Client consistently fails to meet communication or revision deadlines
• Client is disrespectful, aggressive, or otherwise unprofessional in their behavior
• Client promotes illegal, unethical, or harmful content through their business
• Client causes or incites social media mischief, harassment, or public confusion
• Client fails to maintain a minimum standard of collaboration or project flow
• Client continuously makes late payments

Varia Suite will always operate with professionalism and courtesy. By signing an agreement or using our services, clients agree to do the same and to honor all timelines, policies, and communication standards outlined herein.

17. User-Facing AI Disclaimer Responsibility

• Clients are solely responsible for communicating to their users that AI-generated responses are being used in customer-facing contexts (e.g., websites, live chats, WhatsApp, Instagram)
• If required by law or best practice in their region or industry, clients must clearly indicate that a virtual assistant, not a human, is responding
• Varia Suite bears no responsibility for failure to display AI usage disclosures on a client’s public platforms

18. Limitation of Liability

a. General Disclaimer

Varia Suite provides creative digital solutions using third-party tools and evolving technologies such as AI. While we strive for precision, innovation, and uptime, you understand and agree that:

• Services are provided “as is” and “as available” without guarantees of exact results
• We are not responsible for business outcomes, lost revenue, or customer dissatisfaction resulting from assistant behavior, web performance, or user input

b. Third-Party Dependencies

We rely on platforms such as JotForm, OpenAI, Wix, and others to deliver parts of our services.
We are not liable for:

• Interruptions in those platforms’ availability
• Changes in their features or performance
• AI-generated errors or unpredictability beyond our control

c. Assistant Content & AI Risk

AI assistants created by Varia Suite are trained using the data and goals provided by you. However:

• We do not guarantee 100% accuracy or relevance in responses
• AI is known to evolve, misinterpret prompts, or generate unintended outputs
• Varia Suite cannot be held liable for any actions taken by users based on AI assistant responses
• You, the client, are ultimately responsible for reviewing and approving the assistant’s logic and outputs

19. Force Majeure

Varia Suite is not liable for any failure or delay in performance resulting from causes beyond our reasonable control. This includes but is not limited to, acts of God, natural disasters, government restrictions, wars, pandemics, cyberattacks, internet service disruptions, third-party platform outages (e.g., OpenAI, JotForm, Wix), or other unforeseen events that make it impractical or impossible to deliver services.

In the event of a force majeure occurrence, we will notify clients as soon as possible and take reasonable steps to resume services when conditions permit.

20. Liability Cap

To the fullest extent permitted by law, Varia Suite’s total liability for any claim—whether contractual, tort-based, or otherwise—shall not exceed the total amount paid by the client for services rendered within the 30 calendar days prior to the date the claim arises.

Survival of Claims:
Any legal claim or dispute must be initiated within 90 days of the last date of service or payment. By continuing with our services, you agree to waive any claims initiated beyond this window.

21. Governing Law

These Terms are governed by the laws of Jamaica, without regard to its conflict of law principles.

22. Changes to This Policy

We may update these Terms of Use at any time to reflect legal or service changes. The latest version will always be available at www.variasuite.com.

23. Contact Us

For any questions or requests related to privacy, data, or this policy, please contact:

Email: contact@variasuite.com
Website: www.variasuite.com

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.