Terms & Conditions

1. Definitions

• "Agreement" means these Terms and Conditions together with any service agreement or statement of work entered into between you and Thoughtform.
• "Service" means the AI consultancy services offered by Thoughtform, including Natural Language Processing Solutions, AI-Assisted Decision Support, and the Staff AI Literacy Program.
• "We / Us / Our" refers to Thoughtform, a business operating in Hong Kong at 88 Queensway, Admiralty.
• "You / User" refers to any individual or organisation accessing our website or engaging our services.
• "Content" refers to all materials, outputs, documentation, and deliverables produced as part of a service engagement.

2. Acceptance of Terms

By accessing our website or engaging our services, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions. If you do not agree, please do not use our website or services. You must be at least 18 years of age and have the legal capacity to enter into a binding agreement in your jurisdiction.

3. Service Description

Thoughtform provides AI consultancy services to organisations in Hong Kong and, where agreed in writing, in other jurisdictions. Services are described on our website and in individual service agreements. The specific scope, timeline, and deliverables for each engagement are confirmed in a written scope document prior to work commencing.

Services are subject to availability, and we reserve the right to decline any engagement that falls outside our capability or conflicts with our professional standards.

4. Service-Specific Terms

NLP Solutions and Decision Support

Technical projects are delivered in phases with milestone reviews. Scope is defined in writing before work begins. Changes to scope requested after commencement may affect timeline and cost, and will be discussed openly before any additional charges are incurred.

Staff AI Literacy Program

Sessions are scheduled in advance. Rescheduling with at least five business days' notice is permitted at no additional cost. Rescheduling with less notice may incur an administrative fee. Cancellation of the full program within seven days of the first session is non-refundable.

5. User Responsibilities

When engaging our services, you agree to:

• Provide accurate and complete information relevant to your project
• Ensure you have the legal right to share any data provided to us
• Participate in milestone reviews within the agreed timeframes
• Not use our services for any unlawful purpose
• Not attempt to reverse-engineer, copy, or repurpose our proprietary methods without written consent

6. Intellectual Property

Deliverables produced for you under a service agreement become your property upon receipt of full payment. Thoughtform retains the right to use anonymised, aggregated insights from projects for internal improvement purposes, subject to any confidentiality provisions in your service agreement.

General methodologies, frameworks, and tools developed by Thoughtform remain our intellectual property and are licensed to you on a non-exclusive basis for the purposes of the engagement. You may not sub-license or resell Thoughtform tools or methodologies without written consent.

7. Payment Terms

Fees for services are as published on our website or as agreed in a written service agreement. Unless otherwise specified:

• Payment is due within 14 days of invoice
• Invoices are issued in Hong Kong Dollars (HKD)
• Accepted payment methods include bank transfer and major credit cards
• Late payment may result in suspension of service delivery

Pricing published on our website is indicative and subject to confirmation based on your specific requirements.

8. Disclaimers

Our services are provided in good faith based on information you supply and the state of AI technology at the time of the engagement. We do not warrant that AI tools or models will produce specific outcomes, and we make no representation that results achieved during an engagement will persist without ongoing maintenance or recalibration.

Information provided through our services does not constitute legal, financial, medical, or regulatory advice. You remain responsible for decisions made using AI-assisted outputs.

9. Limitation of Liability

To the extent permitted by Hong Kong law, our total liability to you in connection with any engagement shall not exceed the fees paid by you for that engagement. We are not liable for indirect, consequential, or incidental losses arising from your use of our services or deliverables.

10. Confidentiality

We treat all information shared with us in connection with a service engagement as confidential. We will not disclose client data or project details to third parties except where required by law or expressly agreed in writing. Service agreements may include additional confidentiality provisions as appropriate to your situation.

11. Termination

Either party may terminate a service engagement by giving written notice if the other party materially breaches the agreement and fails to remedy the breach within 14 days of written notice. Upon termination, you will be invoiced for work completed to the date of termination. Fees paid for work not yet commenced will be refunded, minus any reasonable costs already incurred.

12. Dispute Resolution

These Terms are governed by the laws of Hong Kong Special Administrative Region. In the event of a dispute, we encourage both parties to seek resolution through direct discussion in the first instance. If informal resolution is not possible, disputes shall be referred to the courts of Hong Kong, which shall have exclusive jurisdiction.

13. General Provisions

• Entire Agreement: These Terms, together with any applicable service agreement, constitute the entire agreement between you and Thoughtform.
• Severability: If any provision is found unenforceable, the remainder of the Terms will continue to apply.
• Waiver: Failure to enforce any provision does not constitute a waiver of our right to enforce it in future.
• Assignment: You may not assign your rights under these Terms without our written consent.

14. Changes to These Terms

We may update these Terms from time to time. Material changes will be reflected in a revised "Last Updated" date. Continued use of our website or services following changes constitutes acceptance of the updated Terms. For active service engagements, changes to Terms will not apply without your explicit agreement.

15. Contact

For questions about these Terms, please contact:

Thoughtform
88 Queensway, Admiralty, Hong Kong
Email: [email protected]
Phone: +852 5936 2748