Terms of Service

1. What we sell

Free assessment. We process up to 25 of your documents at no charge and report extraction accuracy and the exceptions our rules would flag. No payment details are required and there is no obligation to continue.

Pilots and fixed-price projects. Pilots, custom builds, cloud deployments and AI integration projects are sold at a fixed price for a written scope with acceptance criteria. Work outside the scope is quoted separately and proceeds only on a written change order.

Monthly plans. AI Document Processing plans (Starter, Business, Scale), the exceptions-handling add-on and Application Care plans are billed monthly in advance. Plans include a stated monthly document allowance; documents beyond the allowance are billed at the per-document overage rate shown for the plan. Prices are listed on our website and on your order confirmation.

2. Payment

Fixed-price work is invoiced 50% on signing and 50% on acceptance unless the statement of work says otherwise. Monthly plans are charged on the same day each month to the card you provide through our payment processor, Square. We accept cards and ACH bank transfers online through Square, direct bank transfer, and checks. Card and online payments are processed by Square through the merchant account of our affiliate PYCAS IMAGING, LLC (same owner), acting as collection agent for Pycas Design Innovations, LLC; the charge appears on your statement as "SQ *PYCAS IMAGING" or "Pycas". Your contract, deliverables and receipt remain with Pycas Design Innovations, LLC. Invoices are due within 15 days; late balances accrue 1.5% per month, and we may pause service on accounts more than 30 days overdue after written notice. Prices exclude any applicable sales tax.

3. Cancellation and refunds

You may cancel a monthly plan at any time from your account or by emailing info@pycasdesign.com; the plan remains active until the end of the paid month and does not renew. Because fees are charged in advance for the coming month, we do not prorate partial months, except that a first-time subscriber who cancels within 14 days of the first charge receives a full refund of that charge. Pilot and project deposits are refundable in full if we have not started work; once work has started, fees for completed milestones are non-refundable and any unearned deposit is refunded. If we fail to meet the acceptance criteria in a pilot's statement of work and cannot cure the shortfall within 10 business days, you may terminate and receive a refund of the pilot fee.

4. Your data and our service

You keep all rights to the documents you upload and the data we extract from them. You grant us only the licence needed to process them for you. You confirm that you have the right to share those documents with us and that they do not contain information you are prohibited from disclosing, and you agree to our Acceptable Use Policy. We process your data as described in our Privacy Policy, never use it to train AI models, and delete it at the end of the retention period in your agreement.

AI extraction is probabilistic. Our service flags low-confidence fields and rule violations for human review, and we report accuracy figures honestly, but you remain responsible for reviewing flagged items and for the business decisions made on the output. We will correct extraction errors on the documents you point out at no charge.

5. Deliverables and intellectual property

On full payment, you own the custom code, configuration and documentation we deliver under a statement of work. Pycas retains ownership of its pre-existing tools, libraries and the AI Document Processing platform itself, and grants you a perpetual licence to use them as part of your deliverable. We may describe the general nature of the work in our portfolio without naming you unless you agree in writing.

6. Service levels and support

Monthly plans are hosted on AWS with a target of 99.5% monthly availability, excluding scheduled maintenance announced 48 hours in advance. Support is provided by email during U.S. Central business hours with the response times stated for your plan. If availability falls below target in a month we will credit 10% of that month's plan fee on request.

7. Warranties and liability

We warrant that services will be performed in a professional manner consistent with industry standards and that deliverables will conform to their written acceptance criteria for 60 days after acceptance; we will correct non-conformities at no charge. Otherwise services are provided "as is". To the fullest extent permitted by law, neither party is liable for indirect, incidental or consequential damages, and Pycas's total liability under any agreement is limited to the fees you paid us in the 12 months before the claim. Nothing limits liability for a party's gross negligence, wilful misconduct or breach of confidentiality.

8. Indemnification

You will defend and indemnify Pycas against third-party claims arising from documents or data you submit (including claims that you lacked the right to process them), from your breach of the Acceptable Use Policy, or from your use of deliverables in a manner we did not specify. Pycas will defend and indemnify you against third-party claims that a deliverable we created, as delivered, infringes a U.S. copyright or trade secret, provided you notify us promptly and let us control the defence; we may modify or replace the deliverable or refund its fee to resolve such a claim.

9. Confidentiality

Each party keeps the other's non-public business information confidential and uses it only to perform under these terms. This obligation survives for three years after the relationship ends, and indefinitely for personal data and trade secrets.

10. Force majeure and suspension

Neither party is liable for delay or failure caused by events beyond its reasonable control, including outages of cloud providers or payment networks, provided it uses reasonable efforts to resume. We may suspend service immediately where continued operation would create a security or legal risk, and will restore it as soon as the risk is resolved.

11. General

These terms are governed by the laws of the State of Illinois. Disputes will be brought exclusively in the state or federal courts in Cook County, Illinois, after a good-faith attempt to resolve them by discussion between principals; each party waives trial by jury to the extent permitted by law. Neither party may bring a claim more than one year after it arose. We may update these terms by posting the new version here; changes apply to renewals and new orders after the effective date. Questions: info@pycasdesign.com · (847) 656-5756.