Terms of Service

These Terms of Service ("Terms") govern your use of the website at ashlabs.io ("Site") and your engagement with Ash Labs ("Ash Labs," "we," "us," or "our") for The HVAC Autopilot System or any other service we provide. By using the Site, signing a proposal, or paying an invoice for our services, you ("Client," "you") agree to be bound by these Terms.

If you are entering these Terms on behalf of a business, you represent that you have authority to bind that business, and "Client" refers to that business.

Ash Labs is an AI automation agency working exclusively with owner-operated HVAC businesses. Our services are intended for legitimate, licensed HVAC businesses operating in compliance with applicable law. We reserve the right to decline or discontinue service to any business we determine, in our reasonable judgment, does not fit this scope.

Our flagship offering, The HVAC Autopilot System, is a fixed-scope, done-for-you automation package. Unless a separate signed proposal or statement of work states otherwise, it includes:

• Missed call text-back automation
• Automated lead follow-up sequences
• Online appointment booking with automated confirmations and reminders
• Automated review request messaging
• CRM setup and configuration
• A monthly performance report
• Ongoing monitoring, maintenance, and support during the retainer term

Delivery is structured around two required meetings (kickoff and delivery/walkthrough) with a target go-live timeline of approximately 14 days from kickoff, as further described in your signed proposal. Timelines are estimates and may vary based on Client responsiveness, third-party platform availability, and access provided.

Any additional services ("Tier 2," "Tier 3," or custom automations) beyond the core Autopilot System will be governed by a separate proposal, order form, or statement of work, and are not included in the base fees described in Section 5 unless explicitly stated.

To deliver the Autopilot System, we need your cooperation. You agree to:

• Provide timely, accurate access to your phone system, website, Google Business Profile, calendar, and any other tools required for setup
• Attend the two required meetings (kickoff and delivery) or promptly reschedule with reasonable notice
• Ensure you have a lawful basis to communicate with your own customers via call, text, and email, consistent with the Telephone Consumer Protection Act (TCPA), CAN-SPAM, and any applicable state law - Ash Labs configures the technology, but you control who is contacted and remain responsible for the underlying consent basis for your customer list
• Provide accurate business information, including service offerings, pricing, and brand voice guidance, so automated messaging is accurate
• Maintain your own accounts in good standing with any third-party platform you separately own or subscribe to (e.g., your phone carrier, Google Business Profile, or an existing CRM)
• Notify us promptly of any errors, complaints, or issues with automated messages sent on your behalf

We are not responsible for delays or defects caused by inaccurate information provided by the Client, delayed access, or Client failure to attend required meetings.

• Setup Fee: A one-time fee (as stated in your signed proposal, currently $1,500 for the standard Autopilot System) is due to begin work and secure your build slot.
• Monthly Retainer: A recurring monthly fee (as stated in your signed proposal, currently $500/month) covers ongoing monitoring, maintenance, support, and your monthly performance report. The retainer is billed month-to-month with no long-term contract.
• Payment Method: Fees are billed via Stripe. Invoices are due upon receipt unless otherwise stated.
• Late Payment: Accounts more than 15 days past due may result in suspension of automation services until payment is received.
• Refunds: The setup fee is non-refundable once build work has begun, except as required by law. Monthly retainer fees are non-refundable for the period in which they are billed but will not renew after a valid cancellation under Section 6.
• Price Changes: We will provide at least 30 days' written notice before any change to your monthly retainer amount. Changes will not apply retroactively.

The monthly retainer runs on a month-to-month basis with no long-term contract. Either party may cancel the ongoing retainer with 30 days' written notice to contact@ashlabs.io. Service continues, and billing continues, through the end of the notice period. The one-time setup fee and the initial build are not cancellable once work has begun, as described in Section 5.

We may suspend or terminate services immediately if: payment is significantly overdue, you use the services for an unlawful purpose, you provide us with information we reasonably believe to be fraudulent, or you materially breach these Terms.

Upon termination, we will make CRM and automation data available for export or deletion consistent with our Privacy Policy.

Ash Labs builds and operates automation systems designed to help capture leads, reduce missed calls, and streamline scheduling and review generation. Any figures referenced in a proposal, on this Site, or in conversation - including recovered revenue estimates, missed-call loss estimates, or review growth projections - are illustrative estimates based on general industry data and are not guarantees of specific results. Actual outcomes depend on factors outside our control, including your market, pricing, staffing, call volume, and customer base. We do not guarantee a specific number of leads, bookings, reviews, or dollar amount of recovered revenue.

Delivery of the Autopilot System relies on third-party platforms (CRM software, automation engines, SMS/communication providers, booking software, and similar tools). These platforms have their own terms of service, pricing, and uptime commitments, which are outside our control. We are not liable for outages, changes, or limitations imposed by third-party platforms, though we will make commercially reasonable efforts to notify you and adjust your system accordingly.

Where a subscription to a third-party platform is billed directly to you rather than bundled into your Ash Labs fees, you are responsible for maintaining that subscription.

Because the Autopilot System sends automated text messages and emails to your customers on your behalf, you represent and warrant that:

• You have, or will obtain, a lawful basis to contact each individual included in your customer list, consistent with the TCPA, CAN-SPAM Act, and applicable state law
• You will not knowingly instruct us to message individuals who have opted out or requested not to be contacted
• You are responsible for the accuracy of the customer data you provide to us for use in the CRM and automations

You agree to indemnify Ash Labs against claims arising from messaging sent to your customer list where the underlying consent or lawful basis was inaccurate or misrepresented by you, as further described in Section 12.

Ash Labs retains all rights, title, and interest in its underlying automation frameworks, templates, workflows, methodologies, and any proprietary tools used to build your system ("Ash Labs IP"). Upon full payment of applicable fees, you receive a non-exclusive, non-transferable license to use the specific automation configuration built for your business for as long as your retainer remains active. Ash Labs IP may not be copied, reverse-engineered, resold, or used to build a competing product or service.

Data you provide to us (your business information, brand assets, and customer data) remains your property.

Each party agrees to keep confidential any non-public business, technical, or customer information disclosed by the other party in connection with these Terms, and to use it only for purposes of the engagement. This obligation survives termination of the relationship.

To the maximum extent permitted by law, Ash Labs' total liability arising out of or related to these Terms or the services will not exceed the total fees paid by Client to Ash Labs in the three (3) months preceding the claim. In no event will Ash Labs be liable for indirect, incidental, consequential, special, or punitive damages, including lost profits or lost business, even if advised of the possibility of such damages.

Nothing in these Terms limits liability that cannot be limited under applicable law.

You agree to indemnify and hold Ash Labs harmless from any claims, damages, or expenses (including reasonable attorneys' fees) arising from: your breach of these Terms, your violation of applicable law (including messaging consent laws under Section 9), or content and customer data you provide to us for use in your automations.

Services are provided "as is" and "as available." Except as expressly stated in these Terms, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the services will be uninterrupted or error-free.

These Terms are governed by the laws of the State of Texas, without regard to conflict-of-law principles. Any dispute arising from these Terms or the services will be resolved in the state or federal courts located in Travis County, Texas, and both parties consent to jurisdiction there.

We may update these Terms from time to time. We will post the revised version on this page with an updated "Last Updated" date. Continued use of our services after changes take effect constitutes acceptance of the revised Terms. For active Clients, material changes affecting fees or scope will be communicated directly and will not apply retroactively without agreement.

• Entire Agreement: These Terms, together with your signed proposal or statement of work, constitute the entire agreement between you and Ash Labs regarding the services.
• Severability: If any provision is found unenforceable, the remaining provisions remain in full effect.
• No Waiver: Failure to enforce a provision is not a waiver of our right to enforce it later.
• Assignment: You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.