Terms of Service.

These terms cover how we work together. A signed proposal or statement of work for any specific engagement takes precedence over anything in this document.

1. Who we are

Why Not Bot is a trading name of Richard Patey, a sole-trader consultancy registered in the United Kingdom. Throughout these terms "we" and "us" refer to Why Not Bot; "you" refers to the organisation engaging us.

2. What we do

We design, configure, and install AI agents and automation systems for UK charities and other organisations. Each engagement is defined in a written proposal that sets out scope, deliverables, timeline, and fees.

3. Fees and payment

Fees are agreed in writing before work starts. Unless otherwise stated, project fees are payable 50% on engagement and 50% on delivery. Retainer fees are invoiced monthly in advance. Invoices are payable within 14 days. Late payments may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.

4. Your responsibilities

You agree to:

• Provide accurate information and the access we need to do the work.
• Authorise the third-party tools (Drive, 365, etc.) we connect to.
• Review deliverables in a reasonable timeframe so the project can progress.

5. Confidentiality

We treat everything you share (documents, strategy, internal data) as confidential. We will not disclose it outside our delivery work without your written consent, except where required by law.

6. Intellectual property

On full payment, you own the configurations, prompts, documents, and outputs created specifically for you. We retain ownership of our underlying methods, frameworks, and any reusable tooling developed in the course of our practice.

7. Third-party services

Our work depends on third-party AI providers (e.g. Anthropic, OpenAI, Google) and tools you operate (e.g. Google Workspace, Microsoft 365). We are not responsible for those providers' uptime, pricing changes, or terms changes, though we will help you adapt to them.

8. AI output

AI systems can make mistakes. Outputs should be reviewed before they are used in decisions, public communications, or anything with legal, financial, or safeguarding implications. We design systems to flag items for human review where appropriate, but you remain responsible for what you act on.

9. Liability

To the extent permitted by law, our total liability for any engagement is capped at the fees paid for that engagement in the six months preceding the claim. We do not exclude liability for death, personal injury, fraud, or anything else that cannot be excluded by law.

10. Termination

Either party may terminate a retainer with 30 days' written notice. Either party may terminate a fixed-scope project for material breach not remedied within 14 days of written notice. On termination, you pay for work done up to the termination date; we hand over deliverables and remove our access from your systems.

11. Governing law

These terms are governed by the laws of England and Wales. Any dispute is subject to the exclusive jurisdiction of the English courts.

12. Contact

Questions: richard@whynot.bot.