Terms & Conditions

1. Definitions

• "Service" refers to any of the AI integration services provided by Teratai Systems: Visitor Chat Helper, Task Ease Support, or Clear Overview Setup.
• "User" or "Client" refers to any individual or business that engages Teratai Systems for a Service or accesses our website.
• "We", "Us", "Our" refers to Teratai Systems, based in Melaka, Malaysia.
• "Agreement" refers to these Terms & Conditions together with any project-specific scope document agreed between us.
• "Deliverables" refers to the outputs produced under a Service, including configured tools, documentation, and handover materials.

2. Acceptance of Terms

By submitting an enquiry through our website or proceeding with an engagement, you confirm that you:

• Are aged 18 or above
• Have the legal capacity to enter into this Agreement
• Have read and agree to these Terms & Conditions

If you are acting on behalf of a business, you confirm you have authority to bind that business to these terms.

3. Service Description

Teratai Systems provides three fixed-scope AI integration services for small businesses:

• Visitor Chat Helper — AI chat configuration for your website (RM 590, 1–2 weeks)
• Task Ease Support — AI toolkit to lighten routine admin tasks (RM 1,000, 3–4 weeks)
• Clear Overview Setup — Business data dashboard and summary (RM 1,370, 4–6 weeks)

Services are available to clients based in Malaysia. Remote delivery is available across Malaysia. On-site visits, where required, are limited to the Melaka area. Service availability may vary at our discretion.

4. User Responsibilities

To enable us to deliver effectively, you agree to:

• Provide accurate, complete information relevant to the scope of work
• Respond to planning and review requests within a reasonable timeframe (we will agree on this at the start of each project)
• Use the deliverables only for lawful business purposes
• Not share, resell, or misrepresent our deliverables as your own proprietary product
• Not use our services to process data of individuals without appropriate consent

We reserve the right to pause or terminate an engagement if a client's conduct or the nature of the requested use is found to be harmful, unlawful, or contrary to this Agreement.

5. Intellectual Property

Upon full payment, you receive a non-exclusive, non-transferable licence to use the deliverables in your business. You may not sublicence, sell, or distribute them.

Teratai Systems retains rights to its methodologies, tools, and templates. We may use anonymised descriptions of projects for illustrative purposes (e.g. on our website) without identifying you or your business unless you provide written consent.

Data you provide for use in a project (such as business records for the Clear Overview Setup) remains your property. We do not claim any rights over it.

6. Payment Terms

• All prices are in Malaysian Ringgit (RM) and are inclusive of any applicable taxes unless otherwise stated
• A 50% deposit is required before work commences; the remaining 50% is due upon handover
• Payment may be made by bank transfer. Details will be provided on our invoice.
• If payment is not received within 14 days of invoice, we reserve the right to pause or terminate the project

Refund Policy

If you cancel after work has commenced, the deposit is non-refundable. If you cancel before work commences, your deposit will be refunded in full. If we are unable to complete the service due to circumstances on our side, we will refund any fees paid for work not yet delivered.

7. Service Delivery Terms

• Timelines stated in our service descriptions are estimates. Final timelines are agreed in writing at the start of each engagement.
• Changes to scope after work has commenced may affect the timeline. We will communicate any impact before proceeding with changes.
• Each service includes a review period before final handover. Adjustments requested during this period are included in the agreed price. Adjustments requested after formal handover may be quoted separately.
• We aim to respond to client communications within one business day during active projects.

8. Disclaimers

Our services are provided in good faith based on the information you supply. We do not warrant that:

• Any particular business outcome will result from the use of our deliverables
• AI tools configured under any service will be free from errors or perform perfectly in all future scenarios
• Third-party platforms used as part of our services will remain available or unchanged

Our advice and recommendations are based on our professional assessment of your situation. They do not constitute legal, financial, or regulated professional advice.

9. Limitation of Liability

To the extent permitted by Malaysian law, our total liability for any claim arising from a Service engagement is limited to the amount you paid for that specific engagement.

We are not liable for indirect, incidental, or consequential losses, including lost profits or business interruption, except where such exclusion is prohibited by applicable law.

We are not liable for failures caused by circumstances beyond our reasonable control, including third-party platform outages, changes to AI tools by their vendors, or force majeure events.

10. Indemnification

You agree to indemnify and hold Teratai Systems harmless from any claims, losses, or expenses (including reasonable legal costs) arising from your misuse of our deliverables, your breach of this Agreement, or any claims brought by third parties as a result of how you apply or deploy our services.

11. Termination

Either party may terminate an engagement by written notice if the other party materially breaches this Agreement and does not remedy the breach within 14 days of written notice.

On termination, sections covering intellectual property, payment obligations for work completed, limitation of liability, and governing law survive.

12. Dispute Resolution

These Terms are governed by the laws of Malaysia. Any dispute arising from them falls within the jurisdiction of the courts of Melaka, Malaysia.

Before initiating any formal proceedings, both parties agree to make a reasonable effort to resolve the dispute through direct communication. Please contact us at [email protected] in the first instance.

13. General Provisions

• Entire Agreement: These Terms and any project scope document together constitute the full agreement between us on the relevant Service.
• Severability: If any provision is found unenforceable, the remaining provisions continue in full effect.
• Waiver: Failure to enforce any provision does not constitute a waiver of future rights to enforce it.
• Assignment: You may not assign your rights or obligations under this Agreement without our prior written consent. We may assign our obligations to a third party with notice to you.
• Notices: Legal notices should be sent to [email protected].

14. Changes to These Terms

We may update these Terms from time to time. When we do, the updated date at the top of this page will be revised. Continued use of our website or services after an update constitutes acceptance of the revised Terms. For active engagements, changes will not apply unless both parties agree in writing.

15. Contact

For legal enquiries, contact us at: