These Terms govern your use of flowbackai.com and any consulting engagement with FlowBack AI LLC ("we", "us", "our"). When you engage us for paid work, a separate written Statement of Work or engagement letter takes precedence over anything below. Otherwise, these Terms apply to general site use and inquiries.
01. Services
We offer AI advisory, training and implementation services for small-to-medium businesses. Engagements fall into three categories:
- Advisory. The AI Operations Review is a one-time engagement: a working session, a ranked opportunity list, and a written roadmap. Advisor on Call is a month-to-month advisory retainer covering strategy calls, async access, vendor and tool evaluation, and periodic written briefings. Advisory covers decisions, standards and direction; it does not include building, configuring or hosting systems, which is quoted separately.
- Workshops. A one-time private team training session delivered remotely or on-site, for teams up to 20 people. Larger teams are scoped separately. On-site sessions may incur travel costs, quoted in advance.
- Implementation. Month-to-month retainers — Workflow Launch, Operations Growth Partner, and Fractional AI Operations Partner (by application) — each preceded by a custom setup fee scoped to the build. These include systems built, launched, hosted and managed on your behalf.
Current published rates are shown on the pricing page and may change; the rate in your signed proposal governs your engagement. All engagements begin with a free qualifying call. Specific deliverables, timelines and scope are described in a written Statement of Work or engagement letter signed by both parties.
02. Eligibility & acceptance
You must be at least 18 years old and authorized to enter into a binding agreement on behalf of any business you represent. Submitting a paid engagement, payment, or signed proposal constitutes acceptance of these Terms together with any engagement-specific terms.
03. Payment
Retainer engagements (Advisor on Call, Workflow Launch, Operations Growth Partner, Fractional AI Operations Partner) are billed at the start of each calendar month unless otherwise agreed. Implementation setup fees are invoiced before build work begins.
One-time engagements (the AI Operations Review and team workshops) are paid in full before the session is scheduled. Travel costs for on-site workshops outside the Tampa area are quoted in advance and invoiced separately. Accepted payment methods include credit card, ACH, and invoiced bank transfer.
Late payments accrue a late fee of 1.5% per month (or the maximum allowed by law, whichever is lower) after 5 days past due. Accounts 10 or more days past due may have active work paused until the balance is paid.
04. Refunds & cancellation
- Retainers: Month-to-month. Cancel any time with 30 days written notice to [email protected]. You won't be billed for the month following the notice period. Once a billing cycle has begun, that month's fee is non-refundable. Partial-month refunds are not provided.
- One-time engagements (Review and workshops): Reschedule at no cost with at least 5 business days' notice. Cancelled with more than 10 business days' notice before the scheduled date, the fee is refunded in full less any non-recoverable travel already booked. Inside 10 business days, the fee is non-refundable but may be applied to a rescheduled date within 90 days. Fees for sessions already delivered are non-refundable.
- Day-30 setup-fee guarantee (implementation only): If your first system is not live and running within 30 days of kickoff, the setup fee is refunded in full. This is conditional on timely access to the accounts and systems the build depends on — if work is blocked waiting on you, the 30-day clock pauses until it is unblocked. The guarantee applies to implementation builds only. It does not apply to advisory engagements, workshops, or monthly retainer fees.
05. Intellectual property & deliverables
The AI systems built during an engagement are owned and hosted by FlowBack AI LLC and provided to you as a managed service for the duration of your retainer. While your engagement is active, you have a full license to use the systems and everything they produce for your business. Ownership transfer or self-hosting of a specific system can be arranged by separate written agreement.
Advisory and workshop deliverables are treated differently: any written roadmap, priority list, opportunity ranking, usage standards, session recording and accompanying notes produced for you as part of an AI Operations Review, an advisory retainer, or a workshop are yours to keep and use without restriction, including after the engagement ends and whether or not you continue with any further work. This carve-out does not transfer ownership of our underlying methodology, templates or frameworks.
We retain ownership of pre-existing tools, frameworks, methodology, templates, and any general-purpose components we've built before or independent of your engagement. Your active engagement grants you a license to use those components as part of the managed systems for the duration of your retainer.
Either party may reference the working relationship at a high level (e.g. "we worked with [Client]") unless explicitly prohibited in writing. Specific outcomes, internal processes, screenshots, or proprietary information are confidential and require written approval before public reference.
06. Confidentiality
Every paid engagement is covered by a mutual NDA by default. Each party agrees to protect the other's confidential information, use it only for the engagement, and not disclose it to third parties without written consent. Confidentiality survives termination of the engagement.
07. No guarantee of business outcomes
Be clear-eyed about this. AI consulting and implementation depend on countless factors outside our control — your team's execution, market conditions, third-party API availability, your existing data quality, and many others. We make no guarantees about specific revenue, growth, cost-savings, or business outcomes. We commit to delivering the scoped work professionally and to a high standard. Results follow from the work — and from you.
08. Third-party tools & pass-through costs
Many systems we build rely on third-party APIs, SaaS platforms, and AI providers (OpenAI, Anthropic, CRMs, automation platforms, etc.). Costs for these tools are billed directly to your accounts and are your responsibility. We'll provide cost forecasts during the audit but cannot guarantee third-party pricing or availability — those are set by the providers and may change.
09. Your responsibilities
- Provide accurate information about your business, workflows, and goals
- Grant timely access to systems, accounts, and data needed for the work
- Respond to requests for input within agreed timelines
- Comply with all applicable laws regarding your business, customers, and data
- Maintain backups of your own data — we follow best practices but the canonical copy lives in your systems
10. Limitation of liability
To the maximum extent permitted by law, our total liability for any claim arising from the engagement is limited to the fees you paid us in the three (3) months preceding the claim. We are not liable for indirect, incidental, consequential, or punitive damages — including lost revenue, lost profits, lost data, or business interruption — even if we were advised of the possibility.
11. Indemnification
You agree to indemnify and hold us harmless from claims, damages, or expenses arising from your use of deliverables, your business operations, your customer relationships, or any breach of these Terms by you. This does not limit any obligations we have under a separate written engagement letter.
12. Termination
Either party may terminate any retainer engagement at the end of any billing period by providing written notice. We may terminate immediately if payment is more than 30 days late, or for material breach. Upon termination, you remain entitled to deliverables for which you've paid in full. Unpaid invoices remain due.
13. Governing law & disputes
These Terms are governed by the laws of the State of Florida, without regard to conflicts-of-law principles. Any dispute will first be addressed by good-faith negotiation between the parties for at least 30 days. If unresolved, disputes will be settled by binding arbitration administered in Hillsborough County, Florida, under the rules of the American Arbitration Association — except that either party may seek injunctive relief in court for IP or confidentiality matters.
14. Changes to these Terms
We may update these Terms occasionally. Material changes will be reflected in the "Last updated" date and, for active clients, communicated by email. Continued use of the site or services after an update means you accept the revised Terms.
15. Contact
Questions? Email [email protected].