Terms & Conditions

1. Agreement to Terms

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you and Sytoso (“Company”, “we”, “us”, “our”) governing your access to and use of our website and services.

By accessing our website or engaging our services, you confirm that you are at least 18 years old, have the authority to enter into this agreement on behalf of your organisation, and agree to be bound by these Terms. If you do not agree, do not use our services.

2. Services Description

Sytoso provides AI-powered business automation and client acquisition systems to professional services firms across three verticals:

Healthcare (Clinical Pulse Architecture™)

• 24/7 HIPAA-compliant AI voice intake and patient booking
• Encrypted EHR-to-advertising attribution middleware
• Automated patient reactivation sequences
• Clinical operations intelligence dashboard

Legal & Accounting (Authority Engine™)

• AI client intake system and automated consultation booking
• Google Business Profile optimisation and Maps ranking campaigns
• Authority content creation and local SEO
• Full marketing attribution dashboard

Real Estate (Deal Flow Engine™)

• AI lead response and qualification (sub-60-second response)
• Automated buyer and seller nurture sequences
• CRM integration and multi-source lead capture
• Google Maps positioning and reputation management

Specific services, deliverables, timelines, and fees are set out in a separate Service Agreement and Statement of Work (SOW) executed between the parties.

3. Eligibility and Geographic Scope

Our services are available to qualified professional services businesses — including healthcare practices, law firms, accounting firms, and real estate agents and brokerages — operating in the United States, Canada, United Kingdom, Australia, and other Tier 1–2 markets as determined by Sytoso at its discretion. Engagement is subject to availability and successful pre-qualification assessment.

4. Healthcare Compliance (HIPAA / BAA)

Where Sytoso provides services to healthcare clients and acts as a Business Associate under HIPAA, a separate Business Associate Agreement (BAA) must be executed prior to any access to Protected Health Information (PHI). The BAA forms part of these Terms and governs the handling of PHI.

Healthcare clients represent and warrant that they are a Covered Entity under HIPAA (if applicable) and that they have the authority to enter into a BAA on behalf of their practice. Healthcare clients agree to notify Sytoso immediately of any known or suspected breach involving PHI. Legal, accounting, and real estate clients agree to comply with applicable data protection laws in their jurisdiction.

5. Fees and Payment

• Fees are set out in the applicable Statement of Work or Order Form
• Implementation fees are due upon execution of the Service Agreement
• Monthly retainer fees are due on the first business day of each month
• All fees are non-refundable except as expressly stated in the ROI Guarantee (Section 6)
• Late payments accrue interest at 1.5% per month (or the maximum permitted by law)
• Fees are quoted in USD unless otherwise agreed in writing

6. Results Guarantee

Sytoso offers a conditional 30-Day Results Guarantee, the specific terms of which vary by vertical:

• Healthcare: If Sytoso does not recover at least 3x the implementation fee in trackable lost revenue within 30 days of full system activation, Sytoso will provide continued services at no additional charge until the threshold is reached.
• Legal & Accounting: If the client does not see measurable improvement in qualified consultations within 30 days of system launch, Sytoso will continue working at no charge until results are achieved.
• Real Estate: If the client does not see measurable improvement in lead-to-meeting conversion within 30 days of system launch, Sytoso will continue working at no charge until results are achieved.

The guarantee is subject to the following conditions:

• The client provides all necessary access, data, and cooperation required for deployment
• The client does not make material changes to their systems, branding, or operations during the deployment period without Sytoso's written agreement
• The client has not breached these Terms
• Measurement of results is based on agreed-upon dashboards and attribution methods set out in the SOW

7. Intellectual Property

All systems, software, methodologies, algorithms, dashboards, and content created by Sytoso remain the sole intellectual property of Sytoso. Nothing in these Terms transfers ownership of Sytoso's IP to the client.

Clients retain ownership of their own data, including patient records, practice data, and marketing data. Sytoso is granted a limited, non-exclusive licence to access and process client data solely to deliver the contracted services.

8. Confidentiality

Both parties agree to maintain the confidentiality of the other party's Confidential Information, using at least the same degree of care as they use to protect their own confidential information (no less than reasonable care). This obligation survives termination for a period of five (5) years. Confidential Information does not include information that is publicly available, independently developed, or lawfully received from a third party.

9. Limitation of Liability

To the maximum extent permitted by applicable law:

• Sytoso's total liability for any claim arising under these Terms shall not exceed the total fees paid by the client in the three (3) months preceding the claim
• Neither party shall be liable for indirect, incidental, consequential, or punitive damages, including loss of profits or data
• Nothing in these Terms excludes liability for fraud, gross negligence, wilful misconduct, or statutory rights that cannot be excluded by law

10. Termination

• Either party may terminate the service agreement with 30 days' written notice after the initial commitment period
• Sytoso may terminate immediately for material breach (including non-payment), insolvency, or actions that compromise HIPAA compliance
• Upon termination, the client retains all rights to their own data; Sytoso will assist with a reasonable transition period
• Fees earned up to the termination date are non-refundable

11. Governing Law and Dispute Resolution

These Terms are governed by the laws of the jurisdiction in which the client's primary practice is located, subject to the following:

• US clients: Laws of the State of Delaware, with disputes resolved by binding arbitration under AAA rules
• UK clients: English law, with disputes subject to the exclusive jurisdiction of English courts
• Australian clients: Laws of New South Wales, with disputes subject to NSW courts
• Canadian clients: Laws of Ontario, with disputes subject to Ontario courts

Both parties agree to attempt good-faith resolution of any dispute before initiating formal proceedings.

12. Disclaimer of Warranties

Our services are provided “as is” and “as available”. Sytoso makes no warranty that services will be uninterrupted or error-free, or that any specific results will be achieved (except as expressly guaranteed in Section 6). We disclaim all implied warranties to the maximum extent permitted by law.

13. Website Use

You may use our website for lawful purposes only. You agree not to:

• Scrape, crawl, or extract data from our website by automated means
• Attempt to gain unauthorised access to any part of our systems
• Use our website in a manner that could damage, disable, or impair its operation
• Reproduce our content, copy, or redistribute it without prior written permission

14. Changes to Terms

We reserve the right to update these Terms at any time. Material changes will be communicated via email to active clients at least 14 days before taking effect. Your continued use of our services after the effective date constitutes acceptance of the updated Terms.

15. Contact

For questions about these Terms: