Terms of Use

Varia Suite provides creative web design, AI-powered services, multimedia solutions and business branding/development 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. By utilizing any of our services, it is understood that you agree with our terms in entirety.

Effective Date: June 19, 2025
Last Updated: July 29, 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 digital studio specializing in AI-powered solutions and multimedia services. Our mission is to help clients enhance their digital presence with innovative, tailored creative and AI-driven solutions.

2. Service Overview

a. Payments

All services provided by Varia Suite require either a non-refundable deposit or full payment in advance. By engaging our services, you agree to our payment terms and conditions.

• Accepted payment methods: Paypal or bank transfer.

b. Services

We provide a comprehensive range of creative digital services, including both one-time demo agents and ongoing AI assistant solutions, as well as website creation, professional voiceovers, video editing, audio production, custom theme songs and jingles, and digital consulting. Our services may include:

• Client onboarding via intake forms
• AI assistant configuration, logic mapping, and customization
• Data input and training based on your business information
• UI design and chatbot personality styling
• Integration setup (where applicable)
• Website building and domain configuration
• Script writing tailored to brand goals
• Professional voiceover recording and editing
• Audio mixing, mastering, and vocal enhancement
• Custom theme songs or jingles using advanced vocal synthesis
• Video editing, promotional clips, and long-form content production
• Branding support, platform setup, and digital strategy consulting

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

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. Web Design & AI Assistants

Payment/Subscription Terms & Refund Policy

a. Overview

• 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.
• 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 ai@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.

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 Varia Suite
• 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.

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

Timelines & 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.

ii. 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 Timelines

• The setup, customization, and testing of your AI Assistant typically takes 3–10 business days before deployment.

The exact timeline may vary depending on:

• The volume and complexity of information to be added to the knowledge base
• Branding guidelines and tone of voice requirements
• Any third-party integrations needed
• Internal testing and quality assurance to ensure performance and alignment with your business standards

Our priority is delivering an AI assistant that is accurate, brand-aligned, and ready to serve your audience effectively.

ii. 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

iii. 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

5. 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.

6. 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.

7. 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.

8. Business in a Box (BIB)

1. Payment & Booking

• The total cost of Business in a Box is $295 USD.
• A non-refundable $100 deposit is required to book your Clarity Call and secure your project spot.
• After the Clarity Call, if you choose to proceed, the remaining $195 balance must be paid in full before the project begins.
• All payments are final and non-refundable.

2. Project Scope & Timeline

• The project officially begins once full payment is received.
• The 14-day timeline starts at this point.
• The process begins with a 60-minute live Clarity Call to discuss your vision, goals, and business idea.
• We will develop your complete brand identity, including:
  • Three business name and slogan options with trademark availability checks
  • Brand tone, personality, mission, vision, and bio creation
  • Brand image suite (colors, fonts, logo, mood board)
• Build-out includes:
  • Gmail or Google Workspace setup with branded domain email (Workspace setup may incur additional fees)
  • Instagram business page setup
  • Linktree landing page as a static business site
  • Mini content calendar with 10 starter post ideas and captions
• Monetization strategies tailored to your niche, including offer structure (what to sell and how to price it) and income platform recommendations.

3. Feedback & Revisions

• We will check in twice during the 14-day period with 30-minute live Zoom sessions:
  • During the first 7 days to present the first draft and gather your input
  • During the 2nd week for the final review
• Upon your approval of the final draft, you will receive the complete Business in a Box package.
• Additional revisions or changes will be subject to custom pricing based on their nature and extent.
• Redoing the entire brand or business outline is treated as a new project, requiring a new booking and full payment.

4. Client Responsibilities

• You agree to share your vision and brand ideas during the Clarity Call, as this will serve as the foundation for executing the project.
• Your role after that is to provide prompt and clear feedback during check-ins to keep the project on schedule.
• Delays in feedback or communication may extend the project timeline.
• Maintaining respectful communication throughout the process is required.

6. Confidentiality

• All information, materials, and deliverables you share with us and that we create for you will be kept strictly confidential.
• We will not share your personal or business details with any third parties without your explicit consent, except where legally required.

7. Ownership & Use

• Upon full payment, all brand assets and deliverables created for you become your sole property to use as you wish. However, you grant us a non-exclusive license to use, store, and make copies of the content solely for the purpose of creating, managing, and delivering the project until it is handed over to you.
• After delivery, we will archive the content for administrative, record-keeping, legal, and portfolio purposes only. The archived content will not be used for any other projects.
• By submitting payment, you agree to allow us to feature/mention your project in our portfolio or marketing materials.

8. Add-Ons

• Additional services such as website design, AI assistant integration, voice advertisement, and SEO content writing or editing are available at an extra cost.
• You can request these add-ons anytime; pricing and timelines will be discussed separately.

9. Cancellation & Refunds

• BIB is a custom, service-based package that requires immediate time, planning, and creative work once booked. Because resources are committed upfront and the work is tailored specifically to you, all payments are non-refundable.
• Canceling after paying the deposit or final payment does not entitle you to a refund.

9. 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.

10. 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.

11. 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.

12. 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 general inquiries must be directed to our automated live chatbot Ria or our official email: contact@variasuite.com
• For inquiries related to specific services, please refer to the respect emails
  • Web Design – webdesign@variasuite.com
  • AI Assistant Integration: ai@variasuite.com
  • Brand Development/Business in a Box: bib@variasuite.com
  • Studio Services: studio@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.

13. Studio Services

a. Scope of Service – Voicing

Varia Suite provides professional voiceover services based on scripts either provided by the client or written in-house. This includes voice recording, basic mixing of vocals, and delivery in a digital audio format.

2. Script Approval & Ethical Guidelines

• The script must be finalized and approved before recording begins.
• We do not accept scripts containing illegal, unethical, or harmful content.
• Varia Suite reserves the right to reject any script that violates our ethical standards or brand values.
• We also reserve the right to terminate service with any client found to be engaging in unethical or illegal activities—even after work has begun—especially if such association could reflect negatively on Varia Suite or its affiliated brands.
• Any script changes made after recording has started will be treated as revisions and billed accordingly.

3. Previews & Work Protection

To protect the integrity of our work during the creative review process:

• Clients will receive a preview version of the audio. This may be watermarked, low-resolution, partially edited, or layered with background audio.
• Final audio will not be delivered until final payment is received.
• Previews are for internal review only and are not licensed for public or commercial use.

4. Payment Terms

• A non-refundable 50% deposit is required to begin all voicing projects.
• Final payment is due before delivery of the mastered audio and must be made within 48 hours of preview approval.
• Late payments may result in delivery delays and will incur an additional $10 fee per 48-hour period past the due date.

5. Revisions

• Includes up to 2 rounds of minor revisions, such as changes to tone, pacing, or pronunciation.
• Partial script changes will be billed based on scope.
• Entire script changes affecting will be considered a new billing.
• Revision requests must be submitted within 18 hours of receiving the preview.
• A maximum of 5 revision rounds are allowed, including both free and paid revisions. Beyond 5 rounds, we may recommend revisiting the project scope or determine that the project may not be a good fit for our services.

6. Delivery

• Final audio is delivered in MP3 format via secure download or client portal.
• Turnaround time is typically 3–7 business days, depending on project scope.
• Expedited service may be available upon request and will incur additional charges.

7. Intellectual Property & Usage Rights

• Varia Suite retains full ownership of all recordings until full payment has been received.
• Upon payment, the client receives a non-exclusive, royalty-free license to use the audio for the agreed-upon purpose.
• Varia Suite may showcase finished clips in its portfolio, but only after the client has publicly released the content.

By default, licensing covers up to three agreed platforms (e.g., social media, website, TV broadcast). Any use beyond those (e.g., radio, film, apps) requires an additional $40 per extra platform or medium. Unauthorized use outside of the agreed scope will be considered a breach of license, subject to legal and financial action.

8. Cancellation & Termination

• If the project is canceled before recording begins, the deposit is retained.
• If the project is canceled after work has begun, all work to that point is retained by Varia Suite and will not be released.
• Projects inactive for 20 days without client communication will be considered terminated and deposits forfeited.

b. Scope of service – Mixing

Varia Suite offers professional audio post-production, including:

• Vocal cleanup (EQ, compression, noise reduction)
• Mixing of voice with music, effects, and ambience
• Mastering for broadcast or digital platforms
• Export to requested format (MP3, WAV.)

Services apply to:

• Projects voiced and produced in-house
• Projects submitted by clients with existing voice recordings

1. Client-provided recordings

If the client provides pre-recorded vocals or content:

• All files must be high-quality, uncompressed audio (e.g., WAV or AIFF)
• Recordings must be free of major distortion, clipping, or background noise
• Varia Suite is not liable for quality issues stemming from the original recording
• Any required cleanup or restoration may incur additional fees

2. Ownership and rights

• Client must have full legal rights to all provided content (e.g., voice, music, effects)
• Upon full payment, the client receives a non-exclusive license to use the final mixed version for the agreed distribution purposes

3. Payment terms

• A non-refundable 50% deposit is required before mixing begins
• Final payment is due before release of final audio files
• For client-submitted projects, deposit is required after file review but before mixing begins
• For in-house projects where we do the voicing, the deposit would have been made from that stage.
• Late payments may delay delivery and are subject to a $10 fee per 48 hours past due

4. Revisions

• Includes up to 2 rounds of mix revisions (adjustments to balance, effects, timing)
• Any new audio submissions or full reworks are treated as a new mix session and billed accordingly
• Revision requests must be made within 18 hours of receiving the preview
• A maximum of 5 revision rounds are allowed, including both free and paid revisions. Beyond 5 rounds, we may recommend revisiting the project scope or determine that the project may not be a good fit for our services.

5. Delivery

• Final files are delivered in MP3 and/or WAV format
• Turnaround time is typically 3 to 5 business days, depending on project scope
• Expedited service is available upon request and may incur additional fees

6. Cancellation and inactivity

• If canceled before work begins, the deposit is retained
• If canceled after partial work, no audio will be released
• Projects inactive for 30 days without client response will be closed and deposit forfeited

c. Scope of Service – Video Editing

Varia Suite provides professional video editing services, including but not limited to:

• Intro Videos: 5–30 seconds
• Mini Promotional Clips: Up to 10 seconds
• Reel Edits: Up to 90 seconds
• Prime Edits: Up to 5 minutes
• Long-Form Edits: Up to 30 minutes

Services may include cuts, transitions, audio syncing, pacing adjustments, and basic effects, depending on the package selected.

1. Client Materials

Clients must provide all raw footage, graphics, and any licensed music or assets needed for the project, unless otherwise agreed upon in writing that Varia Suite will provide them.

All files must be submitted in compatible formats and delivered on time to meet agreed-upon deadlines.

2. Payment Terms

• A non-refundable deposit of 50% is required to begin all video editing projects.
• Final payment is due before the release of final deliverables.
• Revisions and drafts will be shared either as watermarked video files or via live video call for review purposes.
• Late payments may delay project delivery and may incur an additional fee of $10 per 48 hours overdue.

3. Revisions

• Projects include up to 2 rounds of revisions, which may cover:
  • Cuts
  • Transitions
  • Pacing
  • Color correction
  • Audio syncing
• Each of the 2 free rounds includes a maximum of 3 clip swaps or replacements, if applicable.
• Revision requests must be submitted within 24 hours of receiving the draft.
• Revisions beyond the included rounds will be billed separately.
• Significant changes—such as adding more than 3 new clips or altering the overall concept and video—will require an additional charge, or for the latter, be classified as a new project with separate billing.
• A maximum of 5 revision rounds are allowed, including both free and paid revisions. Beyond 5 rounds, we may recommend revisiting the project scope or determine that the project may not be a good fit for our services.

4. Delivery

• Final videos will be delivered in standard formats (e.g., MP4 or MOV) via secure download or client portal.
• Standard turnaround time is 3–7 business days, depending on project complexity.
• Expedited service may be available upon request and may incur additional charges.

5. Usage Rights and Ownership

• Clients must hold the legal rights to all materials provided (e.g., music, footage, logos).
• Varia Suite retains the right to showcase edited videos in its portfolio or promotional materials, unless otherwise agreed.
• Upon full payment, the client receives a non-exclusive license to use the final video for the agreed-upon platforms or media.

6. Media Usage Release Fee (Only applicable if we provide the assets including but not limited to audio and/or video clips)

• By default, licensing covers up to three agreed platforms (e.g., social media, website, TV broadcast).
• Any use beyond those (e.g., radio, film, apps) requires an additional $40 per extra platform or medium.
• Unauthorized use outside of the agreed scope will be considered a breach of license, subject to legal and financial action.

7. Cancellation and Inactivity

• Deposits are non-refundable.
• Projects inactive for more than 30 days without client communication may be closed and deposits forfeited.

d. Scope of Service – Script Writing

Varia Suite provides original script writing services tailored to the client’s brand, product, or campaign goals. Scripts may be used independently by the client or in conjunction with other services offered by Varia Suite (e.g., voicing, mixing, or editing), which are billed separately.

1. Client Brief & Revisions

• Clients must provide a clear brief detailing the topic, tone, audience, and objectives of the script.
• Projects include up to 2 rounds of revisions, covering tone, structure, or flow.
• Additional revisions will be billed separately.
• Revision requests must be submitted within 24 hours of receiving the draft.
• A maximum of 5 revision rounds are allowed, including both free and paid revisions. Beyond 5 rounds, we may recommend revisiting the project scope or determine that the project may not be a good fit for our services.

2. Delivery

• Scripts are delivered in PDF format via email or client portal.
• Standard turnaround time is 2-4 business days, depending on project complexity.

3. Payment & Cancellation

• Full payment is required upfront before writing begins.
• All payments are non-refundable due to the nature of the creative service.
• If the client cancels the project after payment, any partially completed work will be delivered as-is.

4. Usage Rights

• Upon full payment, the client receives a non-exclusive, royalty-free license to use the final script for any agreed-upon commercial or non-commercial purposes.
• Varia Suite retains the right to reuse unused concepts or structures in future works, excluding any brand-specific confidential material.

e. Scope of Service – Theme Song/Jingle

Varia Suite creates custom theme songs and jingles using advanced vocal synthesis technology, based on the client’s brand, product, or campaign goals. Services include:

• Theme Songs: Up to 3 minutes
• Jingles: Up to 30 seconds

Clients may choose to:

• Provide their own lyrics,
• Request original lyrics written by Varia Suite, or
• Submit lyrics for editing.

The pricing remains the same regardless of the option chosen.

1. Production and Style

• Final product includes lyrics combined with music, rendered using high-quality vocal synthesis.
• Designed for commercial use across various platforms including podcasts, intros, advertisements, and branding.

2. Delivery

• Delivered in MP3 or WAV format via download link or client portal.
• Standard turnaround time is 5–7 business days, depending on scope.
• Expedited service may be available upon request.

3. Payment and Revisions

• Full payment is required upfront before writing or production begins.
• All payments are non-refundable once work has started.
• Includes 2 rounds of free revision for minor changes to lyrics, vocal style, or backing instrumental.
• Additional revisions will be billed separately.
• A maximum of 5 revision rounds are allowed, including both free and paid revisions. Beyond 5 rounds, we may recommend revisiting the project scope or determine that the project may not be a good fit for our services.

4. Usage Rights

• Clients must own or have legal rights to any lyrics they submit.
• By submitting lyrics, the client grants Varia Suite non-exclusive rights to use them in production.
• Upon full payment, the client receives a non-exclusive, royalty-free license to use the final song or jingle for agreed purposes.

Note: Use of the audio beyond the 3 originally agreed platforms (e.g., adding film, broadcast, or app use) requires an additional $40 media release fee per platform.

5. Cancellation

• If the client cancels after lyrics or production has begun, any completed work will be released to the client as full payment was already received.
• Payments are non-refundable.

f. Legal & Liability

• The client must have the legal rights to all submitted content, including but not limited to scripts, brand names, logos, music, clips, and images.
• Varia Suite is not liable for any legal issues resulting from unauthorized or infringing content provided by the client.

14. 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 projects 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
• Note: 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.

15. 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.

16. 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.
• 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

17. 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

18. 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.

19. 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.

By checking any box labeled “I agree,” “I accept,” or similar language on our website, service forms, or project intake documents, you:

• Confirm that you have read, understood, and agree to be legally bound by the full Terms of Use outlined herein;
• Acknowledge that all services provided by Varia Suite are subject to these terms, including but not limited to payment, licensing, revision limits, cancellation, and liability clauses;
• Accept responsibility for ensuring that all submitted content is legally owned or licensed by you;
• Understand that your agreement via checkbox has the same legal force as a signed contract.

If you do not agree to these Terms, you must not proceed with submitting the form or engaging Varia Suite’s services.

20. Governing Law

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

21. 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.

22. Contact Us

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

Email: admin@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.