Terms & Conditions

These Terms & Conditions govern your use of Systemic Logic's AI phone assistant services. By signing up, you agree to be bound by these terms.

1. Interpretation

"We", "us", "our" means [Your Company Name Ltd], trading as Systemic Logic. "You", "your" means the takeaway business registering for our services. "Services" means our AI phone assistant, dedicated VPS, and related offerings. "Hardware" means the Sunmi terminal provided as an optional rental or purchase.

2. Our Services

2.1 We provide an AI-powered phone answering service that handles incoming calls, takes orders, sends SMS payment links via Stripe, and recognises regular customers.

2.2 You retain full ownership of your customer data. We act as a processor on your behalf.

2.3 You are responsible for redirecting your existing phone number to the dedicated number we provide. Number porting is not currently supported.

2.4 We provide you with a dedicated VPS at yourslug.systemiclogic.uk for your AI agent.

3. Account Registration

3.1 To use our Services, you must complete the onboarding form, providing accurate business and owner details.

3.2 You must be authorised to bind your business to these terms.

3.3 After submission, you will be directed to GoCardless to set up a mandate for weekly payments, then to Stripe Connect for customer payment processing.

4. Fees and Payment Terms

4.1 Service Fee: £25 per week (£100/month equivalent), payable weekly via GoCardless.

4.2 Call Charges: £0.25 per minute for the duration of calls handled by our AI. Billed in full-minute increments (rounded up).

4.3 Hardware Purchase: If you choose to buy the Sunmi terminal, a one-time payment of £350 is due at sign-up.

4.4 Hardware Rental: If you choose to rent, £15 per week (£60/month equivalent) is added to your weekly GoCardless charges.

4.5 Payment Collection: All fees are collected by GoCardless every Monday. You authorise GoCardless to debit your nominated bank account.

4.6 Customer Payments: Stripe processes customer payments directly to your bank account. We never handle or store your customers' payment card data.

4.7 VAT: All fees are exclusive of VAT, which will be added at the applicable rate.

4.8 No Trial Period: There is no free trial. Charges begin immediately upon account activation.

5. Cancellation and Termination

5.1 You may cancel the Services at any time by providing written notice to [email protected].

5.2 Upon cancellation:

• Your access to the Services will be terminated within 48 hours.
• Any outstanding fees up to the date of cancellation remain due.
• If you rented Hardware, you must return the Sunmi terminal to our registered address within 14 days, at your own cost and risk.
• Failure to return Hardware within 14 days will result in a charge of £350 (the full purchase price).
• No refunds will be given for any fees already paid, including weekly service fees, call charges, or rental payments.

5.3 We may suspend or terminate your access if:

• Payment fails and is not remedied within 7 days (status becomes "PAYMENT_FAILED").
• You breach these terms.
• We are required to do so by law.

6. Hardware Terms

6.1 Purchase: If you buy the Sunmi terminal, title passes to you upon payment. The hardware comes with a 12-month manufacturer's warranty. We are not responsible for faults after purchase but will assist with warranty claims.

6.2 Rental: The Sunmi terminal remains our property. You must:

• Keep it in good condition (fair wear and tear excepted).
• Not sell, transfer, or dispose of it.
• Return it immediately upon cancellation.

6.3 If rented hardware is lost, stolen, or damaged beyond repair, you will be charged the full replacement cost of £350.

7. Your Obligations

7.1 You must provide accurate menu information to us (we will help you set it up).

7.2 You must maintain a stable internet connection for the AI service. We recommend a backup 4G connection.

7.3 You are responsible for complying with all laws applicable to your takeaway business, including food hygiene regulations, data protection, and consumer rights.

7.4 You must include appropriate privacy notices for your customers, informing them that calls may be recorded and processed by AI.

8. Our Obligations and Liability

8.1 We will provide the Services with reasonable skill and care.

8.2 We do not guarantee that the AI will be error-free or handle every possible call scenario perfectly (see our FAQ).

8.3 We will not be liable for:

• Indirect or consequential losses (e.g., loss of profits, business interruption).
• Failure to perform due to events beyond our reasonable control (e.g., internet outages, third-party service failures).
• Losses arising from your failure to maintain accurate menu data or internet connectivity.

8.4 Nothing in these terms limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

9. Data Protection and Privacy

9.1 We process personal data in accordance with our Privacy Policy and UK GDPR.

9.2 You are the controller of your customer data; we are a processor. We will only process customer data on your instructions.

9.3 We have Data Processing Agreements with all sub-processors (Vonage, GoCardless, Stripe, infrastructure providers).

9.4 Call recordings are retained for 30 days and then securely deleted, unless needed for dispute resolution.

10. Intellectual Property

10.1 All intellectual property rights in the Services (including AI models, software, and website content) remain our property or our licensors'.

10.2 You retain all rights in your menu data and customer information.

11. Governing Law and Jurisdiction

11.1 These terms are governed by the laws of Scotland.

11.2 Any disputes shall be subject to the exclusive jurisdiction of the Scottish courts.

12. Changes to Terms

12.1 We may update these terms from time to time. Material changes will be notified via email or website notice. Continued use of the Services constitutes acceptance.

13. Contact Information

For questions about these terms: [email protected] or write to: [Your Registered Address].