These are the terms that apply when you engage us to set up or run systems for your business. They are written to be read. Please read them before you sign your inclusions sheet, because signing it means you agree to these terms.
1. Who you are dealing with
Coastworks AI (ABN 46 854 018 747) is an AI consulting and automation business based on the Sunshine Coast, Queensland. In these terms, "we", "us" and "our" mean Coastworks AI, and "you" and "your" mean the person or business engaging us. You can reach us any time at [email protected].
2. How we work
Every job starts with a one-page inclusions sheet. It lists exactly what we will build or do, what it costs, what your ongoing running costs will be, and which connections to your tools are confirmed. Nothing is charged and no work begins until you have signed it.
We check that every data connection is actually possible for your specific tools before it goes on your inclusions sheet. If a connection cannot be made, it is not promised, so you never pay for something we cannot deliver.
You sign the inclusions sheet electronically. That signature is a valid agreement under the Electronic Transactions Act 1999. The inclusions sheet, together with these terms, is the whole agreement between us for that job.
We set your systems up with you, by screen-share. Every session is recorded and the recordings are yours to keep. You type your own passwords on your own accounts. We never ask for or store your passwords.
3. What we need from you
Good work needs your side too. You agree to give us accurate information about your business and tools, attend the sessions we book together, create the accounts and connections only you can create, and make decisions when we need them. Timeframes we give you assume this happens; delays on your side extend them by the same amount. If a job stalls for more than 60 days waiting on you, we may close it and treat it as delivered to the point reached, and anything further is quoted as new work.
4. Prices and payment
Our prices are fixed and include the support period stated for that package. They are the total price in Australian dollars. We are not currently registered for GST, so no GST is added.
Payment is due in full before work begins, by bank transfer or PayID to the account we give you. This reserves your place in our schedule and covers our committed time and any third-party costs. If you prefer to pay by card, or for any ongoing care plan, we use Stripe. A card surcharge applies at our cost of acceptance and is shown before you pay. Bank transfer or PayID has no surcharge.
New automations are included in your care plan up to your plan's monthly number. Any larger new work, such as a new website or a new module, is quoted and agreed in writing before any of it starts. You will never receive a surprise invoice.
5. Your running costs
We charge for our work: setup, building, refinement, training and support. The accounts that keep your systems running are yours, in your own name, paid by you directly to each provider. We never add a margin to them and we are not responsible for them. Your running costs include, but are not limited to:
- Your server (a virtual private server), about $15 to $25 a month, and any storage or backup add-ons on it.
- Your AI plan. As a guide: a Starter Pack runs on an entry plan from about $30 a month. A typical Engine, with its daily report and automations plus your own use, usually needs $30 to $160 a month depending on how hard you run it. Heavy use, such as a Scale care plan with many automations, can need a top plan at about $320 a month, or usage-billed API access which is often cheaper at that level. Your inclusions sheet states our recommendation for your situation before you pay us anything, and if your needs change we tell you in writing before it costs you more.
- Your domain name, about $25 a year, and its renewals.
- Email costs: the service that sends your newsletters and customer emails, billed by volume as your list grows, and your staff mailbox provider if you have one.
- Payment processing fees charged by your payment provider on your own sales.
- Any software or subscriptions you choose to keep rather than replace.
- Any paid plan a tool requires in order to switch on its data connection.
- Any premium content or assets you want on your site, such as stock images or fonts.
- Your own overheads, including hardware, internet, taxes and your own insurances.
Because these accounts are yours, everything we build keeps running even if you stop working with us. It also means that if you stop paying one of these providers, the part of your system that depends on it will stop, and that is not something we are responsible for.
6. Your rights under the Australian Consumer Law
Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Among other things, we must provide our services with due care and skill, fit for any purpose you have told us about, and within a reasonable time. Nothing in these terms removes, restricts or changes those rights, and no term here should be read as trying to.
7. Refunds and problems
The short version: changing your mind is not a refund. If something we built has a fault, we fix it free. If we genuinely fail to deliver a major part, you get that part refunded, less a fair amount for work already completed. If we cancel or cannot deliver, you get a full refund for what was not delivered.
Change of mind. Because payment reserves your place and covers committed time, a change of mind after you have paid is not a ground for a refund. If you cancel before work has begun, we refund what you paid less our reasonable costs already incurred and any third-party charges we cannot recover.
A minor problem. If something we built has a fault we can fix in a reasonable time, we will fix it, at no cost to you. We choose how to put it right.
A major problem. If a core part of what we promised genuinely cannot be delivered or fixed in a reasonable time, you may cancel that part and we will refund the amount for work not yet performed, less a reasonable amount for any work already completed as agreed. This applies to the affected part, not the whole engagement.
If the failure is ours. If we cancel, or cannot deliver a major part, you receive a full refund for the undelivered work.
8. Care plans
Care plans keep us looking after your systems after your included support period. They run on a three-month minimum, then continue month to month. You can cancel any time after the minimum by emailing us, with one week's notice, and cancelling is as simple as signing up. We do not lock you into a new minimum term automatically, and we will remind you before your minimum term ends.
If we ever change a care plan price, we give you at least 30 days' notice in writing, and you are free to cancel before the new price starts, even during a minimum term. What each plan includes is set out on our pricing page and on your inclusions sheet.
9. Access, passwords and security
You own every account. You type your own passwords. We never hold your logins.
While we are responsible for managing your server, you grant us secure access to that server only. This is not a password to your other accounts. You can switch it off at any time, and when you take full control of your systems we remove our access completely.
Your business data is connected through read-only connections that you create and can switch off at any time. We do not copy your business data into our own systems.
10. Confidentiality
What we learn about your business stays between us. We do not share your information, your numbers or your plans with anyone outside the engagement, except where you agree or the law requires. If we ever describe our work publicly, it is anonymised so your business cannot be identified, unless you have agreed otherwise in writing.
11. Running your systems
Your systems rely on services that are outside our control, including your own AI plan, your server, and the third-party platforms your data connects to. Those providers set their own prices, limits and availability, and can change them. We are not responsible for a third party's outage, price change or change to how it works, or for delays caused by events genuinely outside our control. Where you are on a care plan, keeping your systems working around those changes is part of what we do.
12. Email systems we build for you
When we build an email system, you are the sender and the person responsible for the messages it sends. You confirm that everyone on your lists has agreed to hear from you, and that you will not use purchased or scraped lists. We build in the things the Spam Act 2003 requires: a record of consent, clear identification of you as the sender, and a working one-click unsubscribe that removes people automatically. You agree to cover us for any claim that arises from lists or contacts you provided.
13. Your data and privacy
How we handle information is set out in our Privacy Policy. In short: your systems run on your own server under your own accounts, we connect to your data read-only, we do not copy it into our systems, and our access is removed when you take control.
14. The chat on this site
The chat on this site is an automated AI assistant. It answers only from information we have published. Its answers are general information, not advice, and it can make mistakes. Anything that matters for your business is confirmed at the consult or in writing.
15. Who owns what we build
What we build for you, on your systems, is yours. We keep the rights to our own methods, templates and reusable tooling, which we use across our work. Using them for you does not give you ownership of them, and it does not stop us using them for others.
16. Our liability
Your rights under the Australian Consumer Law always apply. Beyond those rights, and to the maximum extent the law allows, our total liability to you for any job is limited to the fees you paid us for the affected part of that job. We are not liable for indirect or consequential loss, including lost profits, lost data you did not ask us to protect, third-party outages or price changes, or costs in your own accounts.
17. Complaints and disputes
If something is wrong, email us at [email protected]. We acknowledge complaints within 4 business hours on business days and work with you to put it right. If we cannot resolve something between us, we both agree to talk it through in good faith before going further. This does not affect your rights under the Australian Consumer Law, and you are always free to contact the Office of Fair Trading in your state.
18. General
If any part of these terms turns out to be invalid or unenforceable, the rest still stands. Notices between us can be given by email: ours is [email protected], and yours is the address on your inclusions sheet. We may update these terms from time to time; the version that applies to your job is the one in force when you signed your inclusions sheet, and the current version always lives on this page.
19. Which law applies
These terms are governed by the laws of Queensland, Australia, and any dispute is dealt with in the courts or tribunals of Queensland.
Contact
Coastworks AI, ABN 46 854 018 747, Buderim QLD 4556. Email [email protected].