Terms of service

1. Who we are and what these terms cover

Crystal AI LLC (“Crystal AI”, “we”, “us”) is based in Tampa Bay, Florida. We design, build and run AI systems for businesses. These terms cover your use of crystal-ai.us and its tools, the free AI Opportunity Audit, and the work we do for you: builds, larger systems, the ongoing partnership, and paying for them.

By using the site you agree to these terms, and when you pay a deposit or accept a proposal they apply to that work too. If we both sign a written proposal or agreement for a project, it wins wherever it differs from these terms.

2. The free AI Opportunity Audit

The audit is free, and there’s no obligation to go further. It’s a working session plus written findings: your top three automation opportunities with the hours and dollars attached, and a recommended next step. The findings are our professional judgment based on what you share with us. The hours and dollars are estimates, not promises.

3. Instant estimates and information on this site

Everything on this site is general information. The instant estimate is a rough range worked out partly by AI, and it can be wrong. It isn’t a quote or an offer. Your price is set only when we agree it in writing.

4. Builds and larger systems

A Crystal AI Build is $7,500, fixed, for one complete system for one workflow. It includes the blueprint, integration with your existing systems, team training, a dashboard, documentation, monitoring, and a 30-day ROI report measured against a baseline we capture at kickoff. Larger systems start at $15,000 and are scoped with you in writing.

• The price holds. It changes only if the scope does, and only after we’ve both agreed the change and any new price in writing. There’s no hourly billing.
• Timing. Most builds are live within one to two weeks of kickoff. That depends on getting access to your systems and answers from your team on time. If those are delayed, the date moves with them.
• Going live. Your system is live when it’s running on your real work and your team is using it. We’ll tell you in writing when that happens, because it’s when the rest of the fee is due and when the 90-day guarantee starts.

5. The ongoing partnership

At the 30-day ROI report, and never before, we may propose an ongoing partnership. It costs $2,500 to $4,000 a month, depending on the system. We run, monitor and improve it, and add a new automation each quarter.

• It’s billed monthly in advance and runs month to month.
• Either of us can end it with 30 days’ written notice. Email counts.
• When it ends, you keep everything you own (see section 9), and we hand the system over to you, or to whoever runs it next, in an orderly way.

6. Payments

• Builds. A 50% deposit starts the work, and the other 50% is due when your system goes live. For larger systems, the payment schedule is in your written proposal.
• Invoices are due within 15 days unless the invoice says otherwise.
• How to pay. Through the pay link on your invoice. Our payment provider processes the payment, and we never see or store your full card number.
• Prices are in US dollars and don’t include taxes. If a tax applies, it’s shown on your invoice.
• Late payments. We’ll remind you first. If a payment is more than 30 days late, we may pause work until it’s paid.
• Disputes. Please talk to us before disputing a charge with your bank. Most problems are fixed with one email.

7. Refunds and cancellation

• Before kickoff. If you cancel, we refund your build deposit in full.
• After kickoff. The deposit covers work already under way, so it isn’t refundable. If we can’t deliver the scope we agreed, we refund what you’ve paid for work we haven’t done.
• The partnership. Months already billed aren’t refunded in part.
• How refunds are paid. Back to the card or account you paid with. Most banks show the refund within 5 to 10 business days.

To cancel or ask for a refund, email nrobertson@crystal-ai.us.

8. The ROI guarantee

If you can name a measurable bottleneck, we guarantee measurable ROI in 90 days, or we keep working free until the system pays for itself. This is exactly what that means:

• The bottleneck is one you name at kickoff. We measure it against the baseline we capture then.
• Paying for itself means the value the system produces on that bottleneck adds up to at least what you paid for the build. Value is the hours saved, at an hourly value we agree at kickoff, plus any money saved or earned.
• If it hasn’t paid for itself within 90 days of going live, we keep working on the system at no charge until it has.
• It isn’t a cash refund. It also depends on you giving us the access and data we need, and on your team using the system as designed.

9. Who owns what

• Yours. Your data, always. And once the build is paid in full, the custom code, configuration and documentation we create for you.
• Ours. Lattice, our platform, and the tools, templates and know-how we use across clients. Where your system uses parts of Lattice, you get a licence to use them for your system for as long as you run it. The licence isn’t exclusive, and it can’t be transferred apart from the system.
• We may reuse general know-how we gain from the work. We never reuse your data or your confidential information.

10. Confidentiality and your data

• We keep your confidential information confidential and use it only to do your work.
• We sign an NDA and a data processing agreement (DPA) with you before we see any of your records.
• We ask only for the access the work needs.
• Your data is never used to train outside models.
• We use trusted providers, such as cloud hosting and AI model providers, to run systems. They process data only to provide their service to us.

11. AI, approvals and your decisions

AI can make mistakes. That’s why a person on your team approves anything customer-facing or money-touching until the system has earned your trust, and why every action the system takes is logged. Decisions you make using the system’s output are yours. Nothing we build or say is legal, medical, tax or financial advice.

12. What we ask of you

• Give us the access, information and decisions the work needs, on time.
• Share only the data and systems you have the right to share.
• Use the system lawfully, including the rules on calling, texting and emailing your customers.
• Keep your own accounts and passwords secure.

13. Using this website

Please don’t misuse the site or its tools. That includes trying to break, overload or probe them, scraping them at scale, submitting unlawful or harmful content, and using them to build a competing service. Other services the site links to, such as Calendly and LinkedIn, have their own terms.

14. Warranties and liability

• We do the work carefully and professionally. Beyond that and the ROI guarantee, the site and our services are provided as they are, without other warranties, as far as the law allows.
• Neither of us is liable to the other for indirect or consequential losses, such as lost profits or lost data, as far as the law allows.
• Our total liability for any claim is limited to what you paid us in the 12 months before the claim.

15. Florida law

These terms are governed by the laws of Florida. If we disagree about something, we’ll first try to sort it out by talking. If that doesn’t work, the state and federal courts serving Hillsborough County, Florida, have jurisdiction.

16. Changes to these terms

We may update these terms. The date at the top shows when they last changed. Changes don’t affect work we’ve already agreed in writing.

17. Contact

Crystal AI LLC · Tampa Bay, Florida
nrobertson@crystal-ai.us · (813) 412-6595