1. Acceptance of Terms

By engaging NexXaBase ("we," "our," "us") for any service — via signed proposal, verbal agreement, or payment — you ("the Client") agree to be bound by these Terms and Conditions. If you do not agree, do not proceed with any engagement.

2. Scope of Services

NexXaBase provides AI automation systems for real estate agencies and brokerages, including but not limited to: lead capture pipelines, AI chatbots, CRM workflow automation, voice AI systems, document generation, and property listing automation. The specific deliverables for each engagement are defined in the written proposal or Statement of Work (SOW) provided prior to commencement. Work outside the agreed scope requires a written change order and may incur additional fees.

3. Payment Terms

Our pricing model is hybrid:

• Setup fee — due in full before build work commences. This covers architecture, integration, testing, and deployment labor.
• Monthly retainer — billed on the first of each month following go-live. This covers ongoing monitoring, maintenance, prompt optimization, and support.

All invoices are due within 7 days of issue. Unpaid retainer invoices beyond 14 days may result in system suspension. We accept payment via Stripe (card) or bank transfer.

4. Project Timeline

Timelines begin upon receipt of the setup fee payment and required client-supplied materials (CRM access, branding assets, onboarding call completion). Standard delivery is 5–10 business days for Starter and Growth packages. Enterprise timelines are scoped individually. Delays caused by late client inputs will extend the timeline accordingly.

5. Client Responsibilities

The Client agrees to:

• Provide accurate business information, branding assets, and CRM/platform access promptly.
• Designate a primary contact for approvals and communications.
• Respond to approval requests within 3 business days to avoid timeline delays.
• Ensure compliance with all applicable laws, including TCPA (for SMS automation), GDPR, and any real estate industry regulations in their jurisdiction regarding automated communications.
• Not use any delivered system for unlawful, deceptive, or spam-classified communications.

6. Intellectual Property

Upon full payment of all invoices, the Client owns the configured automation workflows, custom chatbot knowledge bases, and integration architecture deployed for their account. NexXaBase retains ownership of all underlying frameworks, templates, methodologies, and proprietary tooling used to build those systems. We may reference the engagement as a case study (without disclosing confidential business data) unless the Client requests otherwise in writing.

7. Confidentiality

Both parties agree to keep confidential any non-public business information shared during the engagement. This obligation survives termination of the engagement for a period of two years.

8. Warranty and System Performance

NexXaBase warrants that delivered systems will function as specified in the agreed SOW at the time of deployment. We do not warrant uninterrupted operation in perpetuity, as third-party platform changes (Make.com, GoHighLevel, WhatsApp, Vapi) are outside our control. Issues caused by third-party platform changes are addressed under the monthly retainer. The Client acknowledges that AI-generated outputs (chatbot responses, voice agent scripts) are probabilistic and should not be the sole basis for legally binding commitments without human review.

9. Limitation of Liability

To the maximum extent permitted by law, NexXaBase's total liability for any claim arising from these Terms or any service engagement shall not exceed the total fees paid by the Client in the three months preceding the claim. NexXaBase is not liable for indirect, incidental, or consequential damages, including but not limited to lost revenue, lost leads, or reputational harm.

10. Termination

Either party may terminate the monthly retainer engagement with 30 days written notice. Setup fees are non-refundable once build work has commenced (see Refund Policy). Upon termination, we will provide a handoff document and transfer ownership of all client-owned assets within 14 business days.

11. Governing Law

These Terms are governed by the laws of the jurisdiction in which NexXaBase is registered. Any disputes that cannot be resolved amicably will be submitted to binding arbitration before being escalated to litigation.

12. Changes to These Terms

We may update these Terms periodically. Active clients will be notified by email at least 14 days before material changes take effect. Continued use of our services after that date constitutes acceptance of the updated Terms.