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.

Terms of Use

Effective Date: January 10, 2026
Last Updated: January 10, 2026

Introduction

These Terms of Use (“Terms”) govern your use of Varia Suite plugins and services. By purchasing, downloading, installing, or using our plugins, you agree to be bound by these Terms.

Varia Suite Products Covered:

  • Varia Suite AI Chatbot
  • Varia Suite Flow Chatbot
  • Varia Quick Connect
  • Any future Varia Suite plugins and updates

Please read these Terms carefully before using our plugins.

1. Acceptance of Terms

1.1 Agreement to Terms

By using Varia Suite plugins, you acknowledge that you have read, understood, and agree to be bound by:

  • These Terms of Use
  • Our Privacy Policy
  • Freemius Terms of Service (for licensing)
  • Any additional terms presented during purchase or activation

1.2 Eligibility

You must be:

  • At least 18 years old (or legal age in your jurisdiction)
  • Authorized to enter into binding contracts
  • A legal entity or individual with authority to agree to these Terms

1.3 Business Use

Our plugins are intended for business and professional use. By using our plugins for business purposes, you represent that you have the authority to bind your organization to these Terms.

2. License Grant

2.1 License Types

Varia Suite offers the following license types:

Standard License

  • Use on 1 WordPress website
  • All plugin features and updates
  • Email support
  • Personal or commercial use

Extended License (Multi-Site)

  • Use on up to 50 WordPress websites
  • All Standard License features
  • Priority support

2.2 License Grant

Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable license to:

  • Install and use the plugins on the authorized number of WordPress websites
  • Receive updates and support during your active subscription
  • Customize the plugins for your own use (not for redistribution)

2.3 License Restrictions

You may NOT:

  • Redistribute or resell the plugins
  • Share license keys with third parties
  • Sublicense or rent the plugins to others
  • Reverse engineer, decompile, or disassemble the plugins
  • Remove or modify copyright notices, branding, or attribution
  • Use on more websites than your license allows
  • Create derivative works for commercial redistribution
  • Transfer licenses without our written consent

2.4 License Activation

  • Each license requires activation via Freemius
  • You must provide a valid website URL during activation
  • License keys are unique and must not be shared
  • We reserve the right to deactivate licenses used in violation of these Terms

2.5 License Transfers

  • Licenses may be transferred between your own websites (subject to site limits)
  • To transfer: Deactivate from old site, activate on new site
  • Selling or transferring licenses to third parties requires written approval
  • Contact support@variasuite.com for transfer requests

3. Subscription and Payments

3.1 Pricing

  • All prices are listed in USD (or local currency where applicable)
  • Prices are subject to change.
  • Price changes do not affect active subscriptions until renewal

3.2 Payment Terms

  • Payment is processed by Freemius and third-party payment processors
  • We accept: Credit/debit cards, PayPal (subject to availability)
  • All fees are non-refundable except as stated in Section 4 (Refund Policy)
  • You are responsible for applicable taxes and transaction fees

3.3 Subscription Renewal

  • Licenses are sold as annual and monthly subscriptions (or as otherwise specified)
  • Auto-renewal: Subscriptions automatically renew unless canceled
  • Renewal charges occur on the anniversary of purchase
  • You will receive email notification before auto-renewal
  • To cancel: Manage subscription via Freemius dashboard or contact support

3.4 Failed Payments

If a payment fails:

  • Freemius will attempt to retry the payment 3-4 times
  • You will receive email notifications
  • After payment failure: License will be suspended

3.5 Currency and Conversion

  • Currency conversion rates may apply (determined by payment processor)
  • We are not responsible for foreign transaction fees charged by your bank

4. Refund Policy

4.1 No Refunds

We stand behind our plugin’s quality and your satisfaction with it is important to us. However, because it’s a digital good, delivered via download, we generally offer no refunds.

Refund requests made after downloading the plugin are handled on a case by case basis and are issued at our sole discretion. Refund requests, if any, must be made within 14 days of your original purchase.

How to Request:

  • Email: contact@variasuite.com within 14 days of purchase
  • Subject: “Refund Request – [Order Number]”
  • Include: Reason for refund, order number, license key

4.2 Refund Exclusions

Refunds are NOT available for:

  • Purchases made more than 14 days ago
  • Renewal charges (cancel before renewal instead)
  • Misuse or abuse of plugins
  • Violation of these Terms
  • Licenses that have been transferred or shared
  • Change of mind after 14 days

4.3 Refund Processing

  • Refunds are processed within 5-10 business days
  • Refunds are issued via the original payment method
  • License keys are deactivated upon refund approval
  • You must uninstall and delete the plugin as it will no longer function.

4.4 Partial Refunds

  • Not available
  • Pro-rated refunds are not offered

5. Support and Updates

5.1 Support Scope

We provide support for:

  • Plugin installation and activation
  • Bug fixes and technical issues
  • Feature explanations and usage guidance

We do NOT provide support for:

  • Third-party plugins or themes
  • Custom code or modifications
  • Server configuration or hosting issues
  • WordPress core problems
  • Client management or end-user support

5.2 Support Channels

  • Email: contact@variasuite.com
  • Knowledge Base: https://variasuite.com/plugins
  • Support Tickets: Via Freemius dashboard (Premium/Pro users)

Response Times:

  • Standard License: 24-48 hours (business days)
  • Multi-Site License: 48 hours (business days)

5.3 Updates

  • Bug fixes and security patches are provided free
  • Feature updates included during active subscription
  • Updates delivered via WordPress admin dashboard
  • Automatic updates available (optional)

Update Compatibility:

  • We support the latest 3 major WordPress versions
  • We support PHP 7.4+ (recommend PHP 8.0+)
  • Older versions may work but are not officially supported

5.4 End of Support

  • Support ends when your subscription expires for monthly or annual customers
  • Plugins will not continue to work when subscription ends
  • Renewal restores support and update access
  • We reserve the right to discontinue plugins with 60 days’ notice

6. Usage Requirements and Restrictions

6.1 WordPress Requirements

Our plugins require:

  • WordPress 5.0+ (recommend 6.0+)
  • PHP 7.4+ (recommend 8.0+)
  • MySQL 5.6+ or MariaDB 10.0+
  • HTTPS (SSL certificate recommended for production)
  • WP-Cron enabled (for scheduled tasks)

6.2 Third-Party Services

OpenAI (AI Chatbot Only)

  • You must provide your own OpenAI API key
  • You are responsible for OpenAI costs and usage
  • You must comply with OpenAI’s Terms of Service
  • We are not responsible for OpenAI service interruptions

Freemius (All Plugins)

  • License validation requires internet connection
  • You must comply with Freemius Terms of Service
  • License data is transmitted to Freemius servers

Optional Integrations

  • Twilio (SMS): You provide credentials and bear costs
  • WhatsApp, Facebook, Telegram, Instagram custom links: Subject to platform policies
  • Calendar services: Subject to third-party terms

6.3 Prohibited Uses

You may NOT use our plugins for:

  • Illegal activities or content
  • Spam or unsolicited communications
  • Harassment or hate speech
  • Phishing or social engineering
  • Malware distribution or hacking
  • Child exploitation of any kind
  • Copyright infringement or piracy
  • Impersonation or fraud
  • Unauthorized data collection (scraping, harvesting)
  • Violating privacy laws (GDPR, CCPA, etc.)

6.4 Acceptable Use

You are responsible for:

  • Complying with all laws in your jurisdiction
  • Obtaining user consent for data collection
  • Maintaining privacy policies on your website
  • Securing your WordPress installation
  • Protecting your API keys and credentials
  • Monitoring chatbot content for appropriateness

7. Intellectual Property Rights

7.1 Ownership

Varia Suite and its licensors retain all rights, title, and interest in:

  • Plugin source code
  • Documentation and guides
  • Trademarks and branding
  • Design elements and interfaces
  • Intellectual property rights

7.2 Trademarks

“Varia Suite” and associated logos are trademarks of Varia Suite. You may not use our trademarks without written permission, except:

  • Attribution: “Powered by Varia Suite” (where required)
  • Fair use: Referencing our plugins in reviews or documentation

7.3 User Content

You retain ownership of:

  • Chatbot configuration and content
  • Knowledge base training data
  • Custom flows and designs
  • User data collected via plugins

You grant us a limited license to:

  • Process your configuration data
  • Provide support and troubleshooting
  • Improve plugins based on anonymized usage data

7.4 Feedback and Suggestions

If you provide feedback, suggestions, or feature requests:

  • You grant us a royalty-free, perpetual license to use them
  • We may implement suggestions without compensation
  • You waive any claims to intellectual property in implemented features

7.5 Open Source Components

Our plugins may include open-source software subject to separate licenses (e.g., GPL, MIT). Those licenses apply to the respective components.

8. Warranties and Disclaimers

8.1 Limited Warranty

We warrant that the plugins will substantially conform to the documentation during your active subscription period.

Our sole obligation for breach of this warranty is:

  • Fix bugs within a reasonable timeframe
  • Provide refund if unable to fix (within 30-day period)

8.2 Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR PLUGINS ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

  • MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE
  • UNINTERRUPTED or ERROR-FREE operation
  • SECURITY or freedom from viruses
  • ACCURACY or RELIABILITY of AI-generated content
  • COMPATIBILITY with all WordPress themes/plugins
  • RESULTS or outcomes from plugin use

8.3 AI Content Disclaimer

AI Chatbot Specific:

  • AI-generated responses may be inaccurate, biased, or inappropriate
  • We are not responsible for AI-generated content
  • You must review and moderate AI responses
  • OpenAI’s limitations and disclaimers apply
  • No legal or professional advice is provided by the AI

8.4 No Guarantee of Results

We do NOT guarantee:

  • Increased conversions or sales
  • Improved user engagement
  • Specific performance metrics
  • SEO or ranking improvements

9. Limitation of Liability

9.1 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • Total liability is limited to the fees you paid up to the 90 days preceding the occurrence of the claim
  • We are NOT LIABLE for:
    • Indirect, incidental, or consequential damages
    • Loss of profits, revenue, or business
    • Loss of data or content
    • Cost of substitute goods or services
    • Business interruption
    • Reputational damage

9.2 Exceptions

Some jurisdictions do not allow liability limitations. In those cases, our liability is limited to the minimum extent permitted by law.

9.3 Third-Party Services

We are NOT LIABLE for:

  • OpenAI service failures or content
  • Freemius payment issues or downtime
  • Any integration failures
  • Third-party API changes breaking functionality

9.4 Force Majeure

We are not liable for delays or failures due to events beyond our reasonable control:

  • Natural disasters, pandemics, wars
  • Government actions, regulations
  • Internet or telecommunications failures
  • Third-party service outages
  • Cyber attacks, DDoS, or hacking attempts

10. Indemnification

10.1 Your Indemnification

You agree to indemnify, defend, and hold harmless Varia Suite, its officers, directors, employees, and affiliates from any claims, damages, losses, or expenses (including legal fees) arising from:

  • Your use or misuse of the plugins
  • Violation of these Terms
  • Violation of laws or regulations
  • Infringement of third-party rights
  • Content you publish or transmit via the plugins
  • AI-generated content on your website
  • User data collection without proper consent
  • Breach of privacy laws (GDPR, CCPA, etc.)

10.2 Defense and Settlement

We reserve the right to:

  • Assume exclusive defense of any claim
  • Settle claims at our discretion
  • Require your cooperation in defense

You may not settle any claim without our prior written consent.

11. Plugin-Specific Terms

11.1 Varia Suite AI Chatbot

OpenAI Integration

  • You must provide a valid OpenAI API key
  • You are responsible for OpenAI costs
  • You must comply with OpenAI Usage Policies
  • Monitor API usage to prevent abuse or excessive charges

Content Responsibility

  • You are responsible for knowledge base content
  • You must review AI responses for accuracy
  • You must disclose AI use to users (recommended)
  • Implement human handoff for sensitive topics

Data Processing

  • AI processes user messages via OpenAI
  • You must obtain user consent (GDPR/CCPA)
  • You are the data controller, we are the data processor
  • Implement appropriate privacy disclosures

11.2 Varia Suite Flow Chatbot

Flow Configuration

  • You are responsible for flow design and content
  • Ensure flows comply with accessibility standards (recommended)
  • Test flows for user experience quality

Integrations

  • WhatsApp, calendar, and social integrations redirect users to third-party services
  • You must comply with third-party terms (Meta, Google, etc.)
  • We are not responsible for integration changes or discontinuations

11.3 Varia Quick Connect

Contact Information

  • You must provide accurate contact information
  • You are responsible for monitoring contact channels
  • WhatsApp/phone numbers must be active and monitored
  • Email addresses must be monitored for inquiries

Availability Hours

  • “Closed” status is visual only – users can still click links
  • You are responsible for managing expectations
  • Consider auto-responders for off-hours

12. Data Protection and Privacy

12.1 Data Processing Agreement

By using our plugins, you acknowledge:

  • You are the data controller for user data collected via plugins
  • We are a data processor acting on your instructions
  • You must comply with GDPR, CCPA, and applicable privacy laws

12.2 Your Responsibilities

You must:

  • Implement a privacy policy on your website
  • Obtain user consent for data collection
  • Provide data access and deletion mechanisms
  • Use cookie consent banners (if required)
  • Implement data retention policies

12.3 Our Commitments

We commit to:

  • Process data only per your instructions
  • Implement appropriate security measures
  • Notify you of data breaches within 72 hours
  • Assist with GDPR/CCPA compliance (where applicable)
  • Delete data upon subscription termination (if requested)

12.4 Subprocessors

We use the following subprocessors:

  • Freemius: License management
  • OpenAI: AI processing (AI Chatbot only)
  • Payment processors: Stripe, PayPal (via Freemius)

See our Privacy Policy for complete subprocessor list.

13. Termination

13.1 Termination by You

You may terminate at any time by:

  • Canceling subscription in Freemius dashboard
  • Uninstalling the plugin
  • Not renewing at subscription end

Effect:

  • License deactivated upon subscription expiration
  • No refunds
  • Plugin continues to work until expiration date

13.2 Termination by Us

We may terminate or suspend your license if:

  • You violate these Terms
  • You engage in prohibited use
  • Your license is fraudulently obtained
  • You share or resell license keys
  • You exceed site limits without upgrading
  • Payment fails and grace period expires

Notice:

  • We will provide notice when possible
  • Immediate termination for severe violations (fraud, malware, illegal use)
  • No refunds for terminations due to violations

13.3 Effect of Termination

Upon termination:

  • Your license is deactivated
  • Updates and support cease immediately
  • You must uninstall and delete the plugin
  • No refunds
  • These Terms survive termination (Sections 7, 8, 9, 10, 13, 15)

14. Modifications to Terms

14.1 Right to Modify

We reserve the right to modify these Terms at any time.

14.2 Notification

We will notify you of material changes via:

  • Email to your registered email address
  • Notice in plugin admin panel
  • Post on our website

14.3 Acceptance

  • Changes take effect 30 days after notification
  • Continued use after effective date constitutes acceptance
  • If you disagree, cancel before effective date

14.4 Version Control

  • Current version is posted at https://variasuite.com/terms
  • Last Updated date indicates most recent changes
  • Version number may be used for tracking

15. General Provisions

15.1 Governing Law

These Terms are governed by the laws of [Your Jurisdiction], without regard to conflict of law principles.

15.2 Dispute Resolution

Informal Resolution

Before filing a claim, you agree to:

  • Contact us to resolve the dispute informally
  • Provide 30 days for good-faith negotiation

Arbitration (Optional – Modify as needed)

Any disputes will be resolved through binding arbitration rather than in court, except:

  • Small claims court (if claim qualifies)
  • Injunctive relief (may be sought in court)

Arbitration rules: [American Arbitration Association / Your preferred arbitration body]

Class Action Waiver

You agree to resolve disputes individually, not as part of a class action or representative proceeding.

Note: Some jurisdictions prohibit arbitration clauses. Modify per local law.

15.3 Jurisdiction and Venue

For matters not subject to arbitration:

  • Exclusive jurisdiction: Jamaica

5.4 Severability

If any provision is invalid or unenforceable, the remaining provisions remain in full force and effect.

15.5 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Varia Suite regarding plugin use, and supersede all prior agreements.

15.6 No Waiver

Our failure to enforce any provision does NOT constitute a waiver of that provision or any other provision.

15.7 Assignment

You may NOT assign these Terms or your license without our written consent.

We may assign these Terms or our rights/obligations to:

  • Affiliated companies
  • Successors or acquirers
  • Third-party service providers

15.8 Force Majeure

We are not liable for failure to perform due to causes beyond our reasonable control (see Section 9.4).

15.9 Export Compliance

You represent that you are NOT located in a country subject to U.S. embargo or on any U.S. government prohibited/restricted party list.

You agree to comply with all applicable export and import laws.

15.10 No Agency

Nothing in these Terms creates a partnership, joint venture, or agency relationship between you and Varia Suite.

15.11 Third-Party Beneficiaries

There are NO third-party beneficiaries to these Terms, except as explicitly stated.

15.12 Contact for Legal Notices

Legal notices should be sent to:

Varia Suite
Email: contact@variasuite.com
Address: Jamaica, W.I.

16. Freemius Terms Integration

16.1 Freemius Platform

Our plugins use Freemius for:

  • License key generation and validation
  • Payment processing
  • Subscription management
  • Update delivery
  • Analytics (opt-in)

16.2 Freemius Terms Apply

You also agree to Freemius Terms of Service: https://freemius.com/terms/

In case of conflict:

  • Freemius terms govern license delivery and payment processing
  • Our terms govern plugin use and functionality

16.3 Payment Processing

Freemius processes payments via:

  • Stripe (credit/debit cards)
  • PayPal (where available)

You agree to the respective payment processor terms.

17. OpenAI Terms (AI Chatbot Only)

17.1 OpenAI Usage

By using the AI Chatbot with OpenAI:

  • You must comply with OpenAI Terms of Use: https://openai.com/policies/terms-of-use
  • You must comply with OpenAI Usage Policies: https://openai.com/policies/usage-policies

17.2 Your OpenAI Responsibilities

You are responsible for:

  • Obtaining and securing your own API key
  • Monitoring usage and costs
  • Implementing usage limits to prevent abuse
  • Complying with OpenAI policies on content and use cases

17.3 Prohibited OpenAI Uses

Per OpenAI policies, you may NOT use the AI for:

  • Illegal activities
  • Child safety violations
  • Hateful, harassing, or violent content
  • Malware or cybersecurity attacks
  • Fraudulent or deceptive activity
  • Adult content or services (see OpenAI policies for details)
  • Political campaigning or lobbying (without disclosure)
  • Automated decision-making in high-stakes domains (hiring, lending, criminal justice) without human review

17.4 OpenAI Disclaimers

  • AI responses may be inaccurate or hallucinated
  • AI may exhibit bias or generate inappropriate content
  • We are NOT responsible for AI-generated content
  • You are responsible for reviewing and moderating AI responses

18. White-Label and Custom Branding

18.1 White-Label Option (Extended/Enterprise Only)

If your license includes white-label rights:

  • You may remove “Powered by Varia Suite” attribution
  • You may NOT claim ownership of the plugin
  • You may NOT rebrand and resell as your own product

18.2 Restrictions

Even with white-label:

  • Copyright notices in code must remain
  • No redistribution or resale
  • For your own websites only

19. Beta and Preview Features

19.1 Experimental Features

We may offer beta or preview features marked as “Beta”, “Experimental”, or “Preview”.

19.2 No Warranty for Beta

Beta features are provided “AS IS” with:

  • NO WARRANTY of any kind
  • Potential bugs and instability
  • May be discontinued without notice
  • May change significantly before release

19.3 Feedback

By using beta features:

  • You may provide feedback (encouraged)
  • We may use your feedback without compensation

20. Accessibility Commitment

20.1 Our Efforts

We strive to make our plugins accessible to users with disabilities, following:

  • WCAG 2.1 Level AA guidelines (where applicable)
  • Keyboard navigation support
  • Screen reader compatibility (where applicable)

20.2 Your Responsibility

As the website owner:

  • You are responsible for overall site accessibility
  • Ensure content meets accessibility standards
  • Provide alternative contact methods for users who cannot use chatbot

20.3 Accessibility Feedback

Report accessibility issues to: accessibility@variasuite.com

We will make reasonable efforts to address reported issues.

21. Contact Information

For questions about these Terms:

General Inquiries:
Email: contact@variasuite.com
Website: https://variasuite.com/contact

Legal Inquiries:
Email: admin@variasuite.com

Privacy Questions:
Email: admin@variasuite.com

Support:
Email: support@variasuite.com
Ticket System: Via Freemius dashboard

22. Acknowledgment and Acceptance

By clicking “I Agree,” purchasing, downloading, installing, or using Varia Suite plugins, you acknowledge that:

  1. You have read and understood these Terms
  2. You agree to be bound by these Terms
  3. You have the authority to enter into this agreement
  4. You will comply with all applicable laws
  5. You understand the limitations and risks involved

Last Updated: January 10, 2026
Effective Date: January 10, 2026

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