Terms & Conditions

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and YourAI Solution LLC, operating under the trade name Vaia AI ("Company," "we," "us," or "our"), a limited liability company based in Chadds Ford, Pennsylvania.

By accessing our website at meetvaia.com, submitting any inquiry form, verbally engaging with our team, signing a service agreement, or otherwise using any of our products or services, you agree to be bound by these Terms and all policies incorporated herein by reference.

We reserve the right to update or modify these Terms at any time. Material changes will be communicated via email or posted on our website. Continued use of our services following such notice constitutes your acceptance of the revised Terms.

Vaia AI provides artificial intelligence-powered business solutions designed for small and medium-sized businesses (SMBs). Our core offerings include, but are not limited to:

• AI Voice Receptionist: An always-on, AI-powered virtual receptionist that handles inbound calls, qualifies leads, schedules appointments, and delivers business information 24/7.
• AI Chatbot: Conversational AI chat widgets embedded on your website to engage visitors, capture leads, answer FAQs, and route inquiries in real time.
• Search Engine Optimization (SEO): Ongoing SEO strategy and execution, including on-page optimization, content strategy, local SEO, and performance reporting.
• Website Design & Development: Custom professional website builds, including design, development, hosting integration, and ongoing maintenance packages.

All services are provided on a subscription basis (monthly or annual plans) unless otherwise specified in a separate written service agreement. Specific deliverables, timelines, and scope are defined in the applicable service proposal or onboarding documentation provided to you.

Vaia AI reserves the right to modify, enhance, or discontinue any service feature with reasonable prior notice to active subscribers.

Vaia AI may communicate with you via SMS (Short Message Service) text messaging for purposes including but not limited to service updates, appointment reminders, follow-ups, onboarding communications, and promotional information.

Opting out of SMS communications does not cancel your service subscription. For full opt-out or account cancellation, please follow the termination procedures outlined in Section 8.

We do not sell, share, or transfer your mobile phone number to third parties for their marketing purposes. For more information on how we handle your data, please review our Privacy Policy at meetvaia.com.

All Vaia AI services are billed on a subscription basis. By enrolling in a service plan, you authorize Vaia AI to charge the applicable fees according to your selected billing cycle.

• Monthly Subscriptions: Fees are billed at the beginning of each calendar month and are due upon invoice. Subscriptions automatically renew each month unless cancelled in accordance with Section 8.
• Annual Subscriptions: Fees are billed in full at the start of the subscription year and provide a discounted rate compared to monthly billing. Annual subscriptions automatically renew unless a cancellation notice is submitted at least 30 days before the renewal date.
• Accepted Payment Methods: We accept major credit cards, ACH bank transfer, and other methods as specified in your service agreement.
• Late Payments: Invoices not paid within 10 days of the due date may incur a late fee of 1.5% per month on the outstanding balance, and services may be suspended until the account is brought current.
• Price Changes: Vaia AI reserves the right to adjust subscription pricing. Clients will receive at least 30 days' written notice before any price change takes effect for existing subscriptions.

To ensure the successful delivery of services, Clients agree to fulfill the following responsibilities throughout the duration of the engagement:

• Accurate Information: Provide complete, accurate, and current information required to configure and deliver services, including business details, contact information, branding assets, and technical credentials.
• Timely Feedback: Respond to requests for approvals, content reviews, and feedback within the timeframes specified in your onboarding documentation or project timeline. Delays caused by late feedback may extend delivery timelines at no fault of Vaia AI.
• Authorized Access: Ensure that any credentials, logins, or platform access provided to Vaia AI are legally authorized for our use in delivering the contracted services.
• Compliance: Ensure that all content, materials, and instructions you provide comply with applicable laws and do not infringe upon any third-party rights.
• Communication: Maintain an active point of contact and promptly notify Vaia AI of any changes to your business, contact information, or service requirements that may affect service delivery.
• Account Security: Safeguard any account credentials or access details provided to you by Vaia AI and promptly report any unauthorized access.

Failure to meet these responsibilities may result in delays, service interruptions, or termination of the agreement, and Vaia AI shall not be held liable for any resulting impact on service outcomes.

The ownership and licensing of intellectual property is defined as follows:

• Vaia AI Proprietary Technology: All AI systems, voice receptionist platforms, chatbot frameworks, software tools, algorithms, automation workflows, templates, training data, methodologies, and related intellectual property developed or owned by Vaia AI / YourAI Solution LLC remain the exclusive property of the Company. No transfer of ownership of these systems is conveyed to the Client under any service agreement.
• Client Content: All original content, branding materials, logos, copy, images, and data provided by the Client remain the sole property of the Client. Vaia AI is granted a limited, non-exclusive license to use such materials solely for the purpose of delivering contracted services.
• Deliverables: Upon full payment of all fees owed, the Client receives a license to use final deliverables (e.g., completed website, published content) as specified in the service agreement. Any underlying frameworks, themes, or third-party tools incorporated in deliverables remain subject to their respective licenses.
• Feedback & Suggestions: Any feedback, ideas, or suggestions the Client provides regarding our services may be used by Vaia AI for improvement purposes without obligation, attribution, or compensation.
• Portfolio Rights: Unless the Client requests otherwise in writing, Vaia AI reserves the right to display completed work in its portfolio and marketing materials.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VAIA AI / YOURAI SOLUTION LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND SERVICE PROVIDERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF REVENUE, LOSS OF DATA, BUSINESS INTERRUPTION, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OUR SERVICES, EVEN IF VAIA AI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Vaia AI does not guarantee specific business outcomes, search engine rankings, lead volumes, call conversion rates, or revenue results from its services. All performance estimates and projections are illustrative only and are not contractual guarantees.

We are not responsible for service interruptions caused by third-party platforms, telecommunications providers, internet outages, force majeure events, or actions taken by the Client outside the scope of our guidance.

Either party may terminate a service subscription or agreement in accordance with the following terms:

• Client-Initiated Cancellation: Clients may cancel their subscription by providing a minimum of 30 days' written notice to Vaia AI via email at info@meetvaia.com. Cancellation requests are effective at the end of the current billing period following the 30-day notice window.
• No Prorated Refunds: Cancellations during an active billing period do not entitle the Client to a prorated refund for unused days or months, unless otherwise agreed in writing.
• Termination by Vaia AI: Vaia AI reserves the right to immediately suspend or terminate services, with or without notice, in cases of: non-payment, violation of these Terms, abusive or unlawful conduct, fraudulent activity, or circumstances that make continued service delivery impractical or harmful.
• Effect of Termination: Upon termination, all licenses granted to the Client under these Terms cease immediately. The Client remains responsible for any outstanding balances owed at the time of termination.
• Data & Access: Following termination, Vaia AI will retain the right to remove or archive Client data in accordance with our data retention policies. Clients should export or back up any data prior to initiating cancellation.

These Terms and any disputes arising from or related to them shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without regard to its conflict of law provisions.

Any legal action or proceeding arising under these Terms shall be brought exclusively in the state or federal courts located in Chester County, Pennsylvania, and both parties hereby irrevocably consent to the personal jurisdiction of such courts.

Before initiating any formal legal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation for a period of not less than 30 days following written notice of the dispute.

If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

If you have any questions, concerns, or requests regarding these Terms and Conditions, please reach out to us through any of the following channels:

These Terms and Conditions were last updated and are effective as of June 3, 2026. By using our services after this date, you agree to these Terms as currently posted. We encourage you to review this page periodically for any updates.