Terms of Service

These terms govern your use of Sapentis AI's websites, strategy sessions, audits and services. By using our sites, booking a session or buying a service, you agree to them.

Effective date: November 8, 2026.

Who we are and who may use our services

Sapentis AI ("Sapentis," "we," "us"), based in Henrico Virginia, designs and implements AI systems and automation for regulated and service-based businesses, including law firms, CPA and accounting firms, healthcare practices, med spas and home services companies.

Our services are for businesses. You must be at least 18 and able to bind the business you represent; "you" means both you and that business.

A signed proposal, statement of work or service agreement (an "Order") sets the scope, fees and timeline for each engagement. If an Order conflicts with these terms, the Order controls.

Our services

Depending on the Order, our services may include:

1. Operational audit: a review of your workflows, bottlenecks and automation opportunities.

2. System architecture: the design of AI systems around your workflows and compliance needs.

3. AI implementation: automation for intake, follow-up, scheduling, client communications and conversion, connected to your existing tools.

4. Optimization and reporting: monitoring, refinements, dashboards and reports.

We also offer AI search visibility services (generative engine optimization, or GEO), including free AI visibility audits. A free audit or strategy session carries no obligation.

No guaranteed results. Figures and examples on our sites are illustrations. We do not promise a specific number of leads, bookings, clients, revenue or cost savings. AI assistants such as ChatGPT, Google AI, Gemini and Perplexity are run by other companies and change without notice, so we cannot promise that any of them will mention or recommend your business. AI systems can make mistakes. We do not provide legal, tax, medical or compliance advice.

Your responsibilities

The systems we build run in your name and contact your customers, patients and leads. You remain responsible for how they are used.

• Consent for texts, calls and emails. You must have the consent the law requires before your systems text, call or email anyone, including under the Telephone Consumer Protection Act (TCPA), CAN-SPAM and state laws, and you must honor opt-outs.

• Your industry's rules. You are responsible for following the rules of your profession and industry. These include attorney advertising and confidentiality rules, CPA and IRS rules, HIPAA and state health privacy laws, and medical advertising and licensing rules.

• Health information. Do not send protected health information through our systems until we have both signed a business associate agreement.

• Review AI output. Review and approve messages, scripts, content and automations before they go live, and monitor them after. AI tools can produce wrong or incomplete answers, and your systems should not give legal, tax or medical advice.

• Accurate information and access. Give us accurate information, and only give us access to accounts you are authorized to share. You can remove our access at any time.

• Acceptable use. Do not use our services or sites for spam, unlawful content, or attempts to break security.

Fees and payment

Fees, billing dates and minimum terms are set in your Order. Unless the Order says otherwise, setup fees are due before work starts, monthly fees are billed in advance and are non-refundable once a month has started, and we may pause services on an account more than 15 days past due.

Third-party tools

Our systems run on third-party platforms, such as CRM, automation, telephony, AI model and website providers. Their terms apply, and usage costs (for example text-message, calling or AI usage fees) are billed as your Order says. We are not responsible for their outages, price changes or policy decisions.

Ownership

• Yours: your data, your customers' data, your brand, and content we write for you once it is paid for.

• Ours: our methods, templates, prompts, workflow designs, software and know-how. You may use the systems we build for you during the engagement, and as the Order says after it ends.

Confidentiality and data

Each side will keep the other's non-public business information confidential and use it only for the engagement. We handle your customers' personal information as described in our Privacy Policy and any data or business associate agreement we sign with you.

Disclaimers

Our sites, sessions, audits and services are provided "as is." To the extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that automations or AI output will be error-free or uninterrupted.

Limitation of liability

To the extent the law allows, neither side is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue, clients or data. Our total liability for any claim is limited to the fees you paid us in the 3 months before the claim arose, or $100 for free services.

Indemnity

You will defend and hold us harmless from claims arising from messages, calls or content sent through your systems, your lack of required consent, your compliance with the rules of your profession or industry, data you give us, or your breach of these terms.

Term and termination

Each Order runs for the term it states. Either side may end it as the Order allows, or right away if the other seriously breaches these terms and doesn't fix it within 15 days of notice. You pay for work done up to the end date. When an engagement ends, we will help you export your data and will turn off automations we run for you. Fees owed, ownership, confidentiality, disclaimers, liability and indemnity survive termination.

Governing law

These terms are governed by the laws of the Commonwealth of Virginia. Disputes will be resolved in the state or federal courts serving Henrico, Virginia.

Changes and general terms

We may update these terms and will post the new version here with a new effective date. Changes don't alter a signed Order unless both sides agree. If any part of these terms can't be enforced, the rest still applies.

Contact us

Sapentis AI LLC, 8401 Mayland Dr. Ste C, Henrico, VA 23294. Email mike@sapentis.ai or call (571) 255-6310.