Terms & Conditions

1. Introduction

These Terms & Conditions apply to the services provided by Kalpavriksha AI.

By engaging Kalpavriksha AI, requesting services, approving a proposal, paying an invoice, booking a project, using our website, or continuing to work with us, you agree to these Terms & Conditions.

These Terms are designed to explain the responsibilities of both Kalpavriksha AI and the client. If you do not agree with these Terms, you should not use our services.

2. Business Details

Business Name: Kalpavriksha AI
Location: Australia
Business Type: AI automation, digital growth, websites, CRM, reputation management, paid advertising, and business systems services

Contact details are listed on the Kalpavriksha AI website or client proposal.

3. Services We Provide

Kalpavriksha AI may provide services including, but not limited to:

• Smart business websites, website design and development, landing pages
• AI receptionists and AI chat assistants
• CRM setup, sales pipeline setup, appointment booking systems
• SMS and email automation, workflow automation
• Google review automation and reputation management
• Google Business Profile support and local listing / NAP optimisation
• SEO / local visibility support
• Google Ads, Facebook/Meta Ads, and Instagram Ads campaign management
• Conversion tracking, reporting, and consulting
• Free AI Growth Audits and digital strategy services

The exact services included in a project will be outlined in the relevant proposal, invoice, agreement, statement of work, or written confirmation.

4. Scope of Work

The scope of work will be based on the agreed proposal, package, invoice, or written agreement. Any services not clearly included in the agreed scope are not included.

Additional work may require a separate quote, revised proposal, additional fees, a new timeline, and written approval. Examples of additional work include extra website pages, additional automations, extra revisions, new ad campaigns, new integrations, copywriting outside the agreed scope, and urgent or priority work.

5. Client Responsibilities

The client agrees to provide all information, access, content, approvals, and feedback required to complete the project. This may include business information, website and domain access, CRM and Google Ads access, Meta Business Manager access, images, logo files, brand assets, written content, customer lists where required, review links, booking links, service descriptions, legal disclaimers, and approval of copy, ads, workflows, or AI scripts.

The client is responsible for ensuring that all information provided to Kalpavriksha AI is accurate, complete, lawful, and authorised for use.

6. Delays Caused by Missing Information

Project timelines depend on receiving the required information, access, approvals, and feedback from the client. Kalpavriksha AI is not responsible for delays caused by missing content, delayed feedback or approvals, incorrect access, platform issues, delayed third-party verification, client-side decision delays, delayed payment, or changes in project scope.

If a project is delayed because the client does not provide required materials or approvals, project timelines may be extended accordingly.

7. Fees and Payment

Fees will be outlined in the proposal, invoice, agreement, or written confirmation. Fees may include setup fees, project fees, monthly retainers, campaign management fees, support fees, consulting fees, and additional work fees.

Unless otherwise agreed in writing, work may not begin until the required initial payment has been received. Kalpavriksha AI may pause work, support, campaigns, automations, or access if payments are overdue.

8. Setup Fees

Setup fees may apply for initial configuration and implementation work including website, CRM, pipeline, automation, AI receptionist, AI chat assistant, reputation management, review request workflow, Google Business Profile support, paid ads, tracking, and reporting dashboard setup.

Unless otherwise agreed in writing, setup fees are not refundable once work has begun.

9. Monthly Retainers

Monthly retainers may apply for ongoing services including website support, CRM and automation support, AI agent monitoring, reputation management, review request campaigns, Google Business Profile support, paid ads management, SEO/local visibility support, reporting, strategy support, and ongoing optimisation.

Unused monthly service time or support does not automatically roll over unless agreed in writing.

10. Advertising Spend

Advertising spend is separate from Kalpavriksha AI management fees unless clearly stated otherwise in writing. The client is responsible for paying advertising platforms directly, including Google Ads, Meta/Facebook Ads, Instagram Ads, and other advertising platforms.

Kalpavriksha AI may manage or advise on campaigns, but the advertising platform controls ad auctions, approvals, delivery, policy enforcement, and billing. Kalpavriksha AI is not responsible for charges made directly by third-party advertising platforms.

11. Third-Party Platforms

Kalpavriksha AI services may rely on third-party platforms such as GoHighLevel, Google, Google Business Profile, Google Ads, Google Analytics, Meta/Facebook, Instagram, domain registrars, hosting providers, email/SMS providers, calendar and booking platforms, payment processors, and other software platforms.

The client understands that third-party platforms have their own terms, fees, rules, policies, restrictions, downtime, and approval processes. Kalpavriksha AI is not responsible for platform outages, policy changes, account suspensions, verification delays, ad disapprovals, API changes, or loss of access caused by third-party platforms.

12. No Guarantee of Results

Results may vary depending on many factors including business type, industry competition, market demand, offer quality, website quality, ad budget, follow-up and sales process, client responsiveness, platform rules, search engine algorithms, and advertising platform performance.

13. Australian Consumer Law

Nothing in these Terms is intended to exclude, restrict, or modify any rights that cannot be excluded under Australian Consumer Law or other applicable laws. Where services are supplied to consumers or small businesses covered by Australian Consumer Law, any applicable consumer guarantees continue to apply.

To the maximum extent permitted by law, Kalpavriksha AI's liability will be limited to re-supplying the services, paying the cost of having the services supplied again, or another remedy required by law.

14. Revisions and Client Approval

The number of revisions included in a project will depend on the agreed scope. Unless otherwise stated in writing, revisions must relate to the agreed scope of work. Additional revisions outside the original scope may incur extra fees.

Client approval may be required before website launch, landing page launch, paid ad launch, AI receptionist or chat assistant launch, review request campaign launch, automation activation, CRM workflow activation, or public-facing copy publication. Once the client approves work, Kalpavriksha AI may proceed with launch or implementation.

15. Changes After Approval

If the client requests changes after approval or launch, those changes may be treated as additional work. Examples include changing website structure, rewriting approved copy, changing approved ad copy, changing approved AI scripts, changing automations after approval, adding new services, changing branding after build, or reconfiguring campaigns after approval. Kalpavriksha AI will advise if additional fees apply.

16. Website Projects

For website projects, the client is responsible for providing accurate content, business details, images, legal disclaimers, and approvals. The client is responsible for reviewing and approving website content before launch. Kalpavriksha AI is not responsible for errors in content that the client has approved.

Website timelines may depend on content readiness, brand assets, domain and hosting access, client feedback, third-party platforms, revisions, and technical requirements.

17. AI Receptionist and AI Chat Assistant Services

AI receptionists and AI chat assistants are designed to support customer communication, lead capture, booking, and follow-up. AI agents may not answer every question perfectly. The client is responsible for reviewing and approving AI scripts, prompts, service information, escalation rules, and business information.

Kalpavriksha AI does not guarantee that AI agents will convert every lead, answer every question perfectly, replace all staff, handle every situation, avoid all mistakes, or provide professional legal, medical, financial, or regulated advice. AI agents should be used with appropriate oversight, testing, and escalation rules.

18. CRM and Automation Services

CRM and automation services may include forms, workflows, pipelines, SMS, emails, appointment reminders, review requests, lead notifications, and follow-up sequences. The client is responsible for ensuring that messages, contact lists, and communication practices comply with applicable laws, platform rules, and consent requirements.

Automations must be tested before launch, but no automation system can be guaranteed to operate without interruption or error.

19. Review and Reputation Management Services

Reputation management services may include review request systems, review links, review workflows, Google Business Profile support, Facebook review support, and reputation reporting. Kalpavriksha AI does not guarantee a specific number of reviews, positive reviews, rating improvements, removal of negative reviews, Google ranking improvements, or customer responses.

The client agrees not to use Kalpavriksha AI services for fake reviews, misleading reviews, review manipulation, or unlawful review practices. Review requests should seek honest feedback from real customers.

20. Google Business Profile Services

Google Business Profile support may include profile review, business information updates, category review, service review, photo recommendations, review link setup, and local visibility recommendations.

Kalpavriksha AI does not guarantee Google ranking improvements, Google Maps placement, verification approval, removal of competitors, increased calls or enquiries from Google, or platform approval. The client is responsible for ensuring all Google Business Profile information is accurate and complies with Google's rules.

21. Paid Advertising Services

Paid advertising services may include campaign strategy, setup, management, landing page recommendations, tracking, CRM integration, follow-up automation, and reporting. Kalpavriksha AI does not guarantee ad approval, specific lead volume, specific sales, specific revenue, specific return on ad spend, specific cost per lead, platform performance, or continuous campaign delivery.

The client is responsible for advertising spend, platform billing, ad account access, offer approval, compliance approval, landing page approval, claim accuracy, industry-specific requirements, and responding to leads. For regulated industries (legal, medical, health, finance, insurance), the client must review and approve all claims, disclaimers, and advertising content before launch.

22. SEO and Local Visibility Services

SEO and local visibility services may include website SEO foundations, page recommendations, Google Business Profile support, local listing support, content recommendations, and reporting.

Kalpavriksha AI does not guarantee first-page rankings, specific keyword rankings, specific traffic increases, specific lead volume, or search engine algorithm outcomes. SEO is generally a longer-term visibility strategy and results vary based on competition, website quality, content, authority, technical factors, and search engine changes.

23. Reporting

Where reporting is included, Kalpavriksha AI may provide reports showing relevant activity such as leads, forms, calls, bookings, reviews, ad performance, CRM activity, or campaign observations. Reporting data may depend on third-party platforms, tracking setup, client access, cookies, browser restrictions, platform changes, or user behaviour. Kalpavriksha AI does not guarantee that all tracking data will be complete or perfectly accurate.

24. Client Content and Materials

The client confirms that they have the right to use all content, images, videos, logos, trademarks, customer lists, testimonials, and materials provided to Kalpavriksha AI. The client grants Kalpavriksha AI permission to use those materials for the purpose of providing the agreed services. The client is responsible for any claims arising from materials they provide.

25. Intellectual Property

Unless otherwise agreed in writing:

• The client owns the final approved client-specific website content, graphics, and materials created specifically for them after full payment has been received.
• Kalpavriksha AI retains ownership of its internal systems, templates, workflows, prompts, frameworks, methods, processes, know-how, strategies, and reusable assets.
• Third-party software, themes, plugins, platforms, stock assets, and tools remain subject to their own licences.

Kalpavriksha AI may reuse general knowledge, methods, templates, structures, workflows, and non-confidential processes developed during client work.

26. Portfolio Use

Unless the client requests otherwise in writing, Kalpavriksha AI may reference completed work in its portfolio, website, social media, proposals, or case studies. This may include business name, logo, website screenshots, general project description, publicly available results, and public reviews or public-facing content. Kalpavriksha AI will not disclose confidential client information without permission.

27. Confidentiality

Both parties agree to keep confidential information private. Confidential information may include business strategies, login access, customer lists, pricing details, internal systems, campaign data, CRM information, private communications, and non-public business information.

Confidentiality does not apply to information that is already public, independently developed, lawfully obtained from another source, or required to be disclosed by law.

28. Access and Security

The client should provide access using secure methods where possible, including user invitations, role-based access, secure password sharing tools, and platform-approved access methods. The client is responsible for maintaining appropriate security on their own accounts, devices, domains, hosting, and third-party platforms.

29. Suspension or Termination of Services

Kalpavriksha AI may suspend or terminate services if payments are overdue, the client breaches these Terms, the client requests unlawful or unethical work, the client does not provide required access or information, the client behaves abusively or unreasonably, third-party access is removed, or continuing the work would create legal, ethical, or operational risk. Where possible, Kalpavriksha AI will provide notice before suspending services.

30. Cancellation

Cancellation terms may depend on the agreed proposal, contract, package, or retainer. Unless otherwise agreed in writing:

• Setup fees are not refundable once work has begun.
• Monthly retainers may require written notice before cancellation.
• Work already completed remains payable.
• Third-party platform fees are not refundable by Kalpavriksha AI.
• Ad spend already charged by advertising platforms is not refundable by Kalpavriksha AI.

Any cancellation request should be made in writing.

31. Refunds

Refund requests will be considered based on the nature of the service, work completed, applicable law, and the agreed terms. Nothing in this clause limits rights that cannot be excluded under Australian Consumer Law.

Kalpavriksha AI is not required to provide a refund simply because the client changed their mind, delayed providing information, no longer wants the service, did not use the completed work, results did not meet expectations where no guarantee was given, third-party platforms changed rules or rejected content, or the client did not follow recommendations.

32. Limitation of Liability

To the maximum extent permitted by law, Kalpavriksha AI is not liable for indirect, incidental, special, consequential, or economic losses, including loss of profits, revenue, business opportunity, data, goodwill, losses caused by third-party platforms, client delay, inaccurate client information, advertising platform performance, or search engine algorithm changes.

Where liability cannot be excluded, liability will be limited to the extent permitted by law.

33. Client Indemnity

The client agrees to indemnify Kalpavriksha AI against claims, losses, damages, costs, or expenses arising from content provided by the client, incorrect information provided by the client, unauthorised use of materials, client breach of laws or platform rules, client misuse of services, client failure to obtain required consent, or client instructions that cause legal or platform issues.

34. Force Majeure

Kalpavriksha AI is not responsible for delays or failure to perform caused by events outside reasonable control, including natural disasters, internet outages, platform outages, cyber incidents, government restrictions, war or civil unrest, power outages, supplier failures, illness or emergency, or third-party service disruptions.

35. Communication

Kalpavriksha AI may communicate with clients by email, phone, SMS, video call, project management tools, CRM messages, or other agreed channels. The client agrees to respond within a reasonable time where feedback, approval, or information is required. Delayed communication may delay project delivery.

36. Changes to These Terms

Kalpavriksha AI may update these Terms from time to time. The latest version will apply from the date it is published or provided, unless otherwise required by law. For existing projects, the terms agreed at the time of engagement will generally apply unless both parties agree otherwise.

37. Governing Law

These Terms are governed by the laws of Australia and the relevant state or territory in which Kalpavriksha AI operates, unless otherwise agreed in writing. The parties agree to attempt to resolve disputes in good faith before taking formal action.

38. Dispute Resolution

If a dispute arises, the parties agree to first attempt to resolve it through good-faith communication. The client should contact Kalpavriksha AI in writing and explain the issue clearly. Kalpavriksha AI will review and respond within a reasonable time. If the dispute cannot be resolved informally, the parties may seek mediation, legal advice, or other remedies available under applicable law.

39. Contact

For questions about these Terms & Conditions, contact Kalpavriksha AI using the contact details provided on the website, proposal, invoice, or client communication.

40. Final Note

These Terms & Conditions are intended to provide clarity around how Kalpavriksha AI works with clients. They should be read together with any proposal, invoice, agreement, statement of work, onboarding form, or written confirmation provided to the client, as well as our Privacy Policy.