rAIma AI Automation – Terms of Service
Effective Date: April 3rd, 2025
Last Updated: July 29th, 2025
Welcome to rAIma Integration Technologies. These Terms of Service (“Terms”) govern the provision of AI automation and digital integration services provided by rAIma Integration Technologies (“rAIma”, “we”, “us”) to the client Undocumented features, platforms, or integrations (“you”). Please review these Terms carefully, as they outline the scope of work, support, communication, payment, and platform responsibilities to ensure a successful engagement.
1. Scope of Work
- All services provided by rAIma are based strictly on the scope outlined in approved proposals/invoices/signed agreements.
- Only deliverables explicitly listed in writing are included. Any features, platforms, or integrations not formally documented are out of scope.
- Verbal agreements, assumptions, or expectations outside the approved scope are non-binding.
- Requests to pause, reactivate, or alter existing automations or websites—including updates to content, logic, data flows, linked assets, or documents—constitute a change request and will be billed accordingly
- Verbal agreements or assumptions outside approved scope are non-binding.
- Requests to pause, reactivate, or alter existing automations/websites—including modifications to content, logic, data flows, or connected assets—constitute billable change requests.
2. Client Expectations & Understanding
- We understand that AI and automation may be new areas for many clients. We encourage open dialogue to clarify what is possible and what is not.
- While we provide guidance and recommendations, the client must review the proposed solution and request clarification before commencing .
- Any misunderstanding of the scope due to assumptions will not warrant a refund or additional unpaid services.
3. Task Setup & Usage Limits
- All Task-Level automation packages include setup for up to 1,000 monthly operations using Make.com.
- If monthly usage exceeds this limit, clients must upgrade their Make.com plan or move to a higher rAIma service tier.
- Operations volume is monitored by the client unless otherwise included in a retainer or support agreement.
4. Post-Implementation Support
- A 30-day post-launch support window is provided for task setup projects to address issues within the original scope.
- Support is:
- Provided via email only at info@raima.io
- Limited to the originally defined deliverables
- Guaranteed a response within 24 hours
- Requests beyond this support window or outside the defined scope require a maintenance agreement or additional billing.
5. Communication Policy
- All official support and project-related communication must be directed to info@raima.io.
- Communications sent via personal channels (e.g., WhatsApp, social media, personal emails) will not be recognized as formal service requests.
- Clients must respond to review requests, approvals, or clarifications within three (3) business days. Delays in response will result in a corresponding delay in project timelines. If the client does not respond within this window, the project will move forward based on rAIma’s best judgment.
- If there is no response for ten (10) consecutive business days, the project will be deactivated. Reactivation will incur a $250 fee.
6. Retainers & Service Tiers
- All Basic, Advanced, and Enterprise service packages include a mandatory three-month retainer, unless otherwise agreed upon in writing.
- Retainers include routine maintenance, system checks, and limited scope revisions. Major changes, redesigns, or new builds require separate billing or an upgrade in service tier.
- No additional work will be performed without a formal estimate, written approval, and, if applicable, advance payment.
- Any automation or web project involving outbound email or messaging functionality requires an active retainer agreement to cover monitoring, deliverability, and compliance.
7. Platform Access & Ownership
- For Task-Level services, automations are created directly within a Make.com account registered and owned by the client. Clients must grant full access to rAIma during the project period.
- For Basic, Advanced, and Enterprise services, automations will be built within rAIma’s Make.com agency account, which allows for managed access, version control, and support.
- Clients may request that their automation be transferred to their personal Make.com account. This must be requested before work begins. Post-project transfers incur $100 fee.
- Clients agree not to revoke access or change credentials prior to full payment. Doing so will be considered a breach of contract and may result in service termination or legal recourse.
- For projects hosted on rAIma-managed infrastructure, a discreet “Powered by rAIma Integration Technologies” tag will remain in the footer.
8. Project Handover
- The final handover of project materials—including Make.com scenarios, credentials, API keys, and documentation—will occur only after full payment has been received.
- If payment is delayed, rAIma reserves the right to:
- Suspend support or retainer services
- Withhold access credentials and documentation
- Cease platform monitoring or system maintenance
- Automations or websites will not be publicly deployed or activated until full payment for the relevant deliverables has been received.
9. Change Requests & Platform Adjustments
- A formal change request will be required for any change to the platform, core functionality, integrations, or business requirements.
- Changes will be reviewed, quoted, and must be approved before implementation.
- Significant platform or technology shifts may result in updated pricing or a higher service tier.
- Client-caused disruptions (unauthorized changes/revoked access) incur a minimum $250 troubleshooting fee + restoration costs.
10. Third-Party Subscriptions
- Clients are fully responsible for subscribing to and maintaining access to all third-party platforms involved (e.g., Make.com, Airtable, Typeform, OpenAI, Zapier).
- rAIma does not purchase or manage third-party accounts on behalf of clients.
- Clients must provide required access credentials such as:
- Webhook URLs
- Login details
- API keys
- Integration tokens
- All required data points (e.g., contacts, assets, credentials, content) must be fully provided by the client before work can commence. Missing or incomplete data will delay project timelines and is not grounds for expedited delivery
11. Annual Operations Fee
- Clients on a retainer or managed automation plan are required to pay an annual operations license fee, separate from any platform subscription costs.
| Monthly Operations | Annual Fee |
|---|---|
| Up to 10,000 | $250 |
| Up to 50,000 | $1,250 |
| Up to 150,000 | $2,500 |
Any change to the platform, core functionality, integrations, or business requirements will require a formal change request
- This fee covers access to managed operational infrastructure and automation support.
- Fees are subject to change based on pricing adjustments from third-party platforms such as Make.com.
12. Payment Terms & Late Fees
- Payment is due within three (3) business days of project completion or delivery.
- A 5% late fee for overdue balances will be applied every seven (7) days.
- Retainers/service tiers require an advance payment per billing cycle.
- 30+ day delinquency may trigger service suspension/legal action.
13. Termination, Refunds & Ownership Rights
- Early termination by the client does not entitle them to a refund for work already completed.
- If rAIma terminates the agreement due to breach of contract, outstanding balances remain payable.
- Intellectual property rights, credentials, or documentation will not be transferred until full payment is received.
14. Limitations of Liability
While rAIma applies best practices and industry knowledge to each project, we are not liable for:
- Client misunderstanding of automation or AI functionality
- Third-party platform changes or outages
- Delays resulting from incomplete or late inputs from the client
- Any additional time or cost incurred due to client-caused errors or unauthorized changes may be billed at the applicable troubleshooting or rebuild fees outlined in Sections 9 and 10.
- rAIma’s liability for data breaches limited to incidents directly caused by its negligence.
15. Web Development-Specific Terms
- Web development projects include only the features, layouts, and functionality specified in the approved proposal. Changes, additional features, or revisions beyond two (2) rounds will incur additional fees.
- Clients must approve design and staging site deliverables before deployment. Any changes requested after approval may require a change order.
- rAIma is not responsible for hosting, plugin/theme updates, or security monitoring unless the client is on a maintenance plan. Hosting-related downtime or data loss is the sole responsibility of the hosting provider.
- Browser and device compatibility is ensured for the latest versions of major browsers. Compatibility with outdated or unsupported browsers/devices is not guaranteed.
- Explicit commitment to WCAG 2.1 AA standards for public-sector clients.
16. Confidentiality & Data Protection
- rAIma agrees to maintain the confidentiality of all client information, data, and materials accessed during the engagement. Confidential information will not be disclosed to third parties without the client’s written consent, except where required by law.
- Clients are responsible for ensuring that all data they provide to rAIma has been collected in compliance with applicable data protection laws (e.g., GDPR, CCPA).
- rAIma will implement reasonable safeguards to protect client data but is not liable for any breach resulting from client-side vulnerabilities or third-party platforms.
- Data Processing Agreement (DPA) available upon request for EU clients.
- All access credentials provided by the client must be unique to the project and can be revoked upon project completion. Clients must maintain their own backup and recovery processes.
17. Updates to Terms
- rAIma reserves the right to update these Terms of Service in case of significant changes to our company structure, service offerings, or legal requirements.
- All clients will be notified of any updates via email or through our official communication channels.
- No changes will be applied retroactively or in the middle of an active project. The version of the Terms in effect at the time of project commencement will remain applicable through project completion.
18. Agreement & Acceptance
By initiating services with rAIma, the client confirms that they have read, understood, and agreed to these Terms of Service. Whether formally signed or not, these Terms become binding upon the commencement of services.
