Terms of Service

Introduction

Welcome to Vlexicon. These Terms of Service ("Terms") govern your use of our website (vlexicon.com) and the services we provide. By accessing our website or engaging our services, you agree to be bound by these Terms.

Please read these Terms carefully before using our website or hiring us for any project. If you do not agree with any part of these Terms, please do not use our website or services.

About Us

Vlexicon is an AI and technology services provider based in Sri Lanka. We offer workflow automation, AI assistants and chatbots, voice AI agents, custom machine learning solutions, web and mobile application development, data analytics, and university project support.

Definitions

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  "We," "us," "our" refers to Vlexicon.
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  "You," "your," "client" refers to any individual or organization that uses our website or engages our services.
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  "Services" refers to any work, deliverables, or solutions we provide, including but not limited to software development, AI system building, automation setup, consulting, and academic project support.
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  "Project" refers to a specific engagement or scope of work agreed upon between you and us.
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  "Deliverables" refers to any output, code, documents, reports, or systems produced as part of a project.

Use of Our Website

Our website is provided for informational purposes and to facilitate communication about our services. By using our website, you agree to:

• Use the website only for lawful purposes.
• Not attempt to gain unauthorized access to any part of the website, its servers, or any systems connected to it.
• Not use the website to transmit any harmful, offensive, or illegal content.
• Not copy, reproduce, or redistribute any content from our website without prior written permission.

We reserve the right to modify, suspend, or discontinue any part of the website at any time without prior notice.

Our Services

Scope of Work

Each project is defined by a mutually agreed scope of work. This may be communicated via email, a written proposal, a project brief, or any other documented agreement between you and us.

We will deliver the agreed-upon services with reasonable skill and care. Any work that falls outside the agreed scope will be treated as a separate engagement and may involve additional charges.

Discovery Calls

We offer a free 30-minute discovery call to understand your requirements before any project begins. This call is for discussion purposes only and does not create any obligation on either party to proceed.

Timelines

We will provide estimated timelines for project delivery. While we make every effort to meet these estimates, timelines are approximate and may be affected by factors such as scope changes, delayed feedback, or third-party dependencies.

Pricing and Payment

Pricing

Our pricing is based on the scope and complexity of each project. We will provide a clear quote or pricing breakdown before any paid work begins.

All prices are quoted in Sri Lankan Rupees (LKR) or US Dollars (USD) as specified in the quote. Prices do not include applicable taxes unless explicitly stated.

Payment Terms

• Payment terms will be outlined in the project quote or agreement.
• For most projects, we require an advance payment before work begins. The specific advance amount will be communicated in the project proposal.
• Final payment is due upon delivery of the completed project, unless otherwise agreed.
• For larger projects, payment may be structured in milestones tied to specific deliverables.

Late Payments

If payment is not received within the agreed timeframe, we reserve the right to pause or suspend work on the project until payment is made. We may also charge a reasonable late fee on overdue amounts.

Refund Policy

• Once work has commenced, refunds are assessed on a case-by-case basis depending on the stage of the project and work already completed.
• Discovery calls and consultations provided free of charge are non-refundable (as no payment is involved).
• If we are unable to deliver the agreed services due to reasons on our end, we will offer a full or partial refund as appropriate.

Intellectual Property

Your Content

You retain ownership of any content, data, documents, or materials you provide to us for the purpose of completing a project ("Client Materials"). You are responsible for ensuring that you have the right to share any Client Materials with us.

Our Deliverables

Unless otherwise agreed in writing:

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  Custom-built solutions: Once full payment has been received, ownership of the custom deliverables created specifically for your project (such as application code, trained models, and automation workflows) transfers to you. We may retain the right to use general techniques, methodologies, tools, and non-client-specific knowledge gained during the project for future work.
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  Third-party components: Some deliverables may include third-party tools, libraries, APIs, or platforms (such as Make.com, n8n, open-source frameworks, or cloud services). These components remain subject to their respective licenses and terms of use. We do not claim ownership of third-party components.
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  Pre-existing materials: Any tools, templates, frameworks, or reusable components that we developed independently before or outside of your project remain our property. We grant you a non-exclusive license to use them as part of your delivered solution.

University Projects

For university and academic projects, deliverables are provided for educational and submission purposes only. You are responsible for ensuring that the use of our services complies with your institution's academic integrity policies. We do not encourage or support academic dishonesty.

Post-Delivery Support

All projects include 30 days of post-delivery support at no additional charge. This covers:

• Bug fixes for issues directly related to the delivered work.
• Minor adjustments within the original scope.
• Technical guidance on using the delivered solution.

Support beyond this 30-day period, or requests that involve new features or changes outside the original scope, may be quoted as a separate engagement or covered under a retainer agreement.

Confidentiality

We treat all information shared by clients as confidential. We will not disclose your business information, project details, or data to any third party without your consent, except where required by law or where disclosure is necessary to deliver the agreed services (e.g., using a third-party hosting provider).

Similarly, you agree not to disclose any proprietary methods, tools, or internal processes shared by us during the course of a project without our prior written consent.

Limitation of Liability

To the maximum extent permitted by law:

• Our total liability for any claim arising out of or related to our services shall not exceed the total amount you paid us for the specific project giving rise to the claim.
• We are not liable for any indirect, incidental, consequential, or special damages, including but not limited to loss of profits, data, business opportunities, or goodwill.
• We are not liable for any issues arising from third-party tools, platforms, APIs, or services used in your project, as these are governed by their own terms and conditions.
• We are not liable for any delays, disruptions, or failures caused by factors outside our reasonable control, including but not limited to internet outages, power failures, natural disasters, or government actions.

Warranties and Disclaimers

• We warrant that our services will be performed with reasonable skill and care consistent with industry standards.
• We do not guarantee specific business outcomes, results, or returns from any solution we build. AI and technology solutions depend on many factors, including data quality, user adoption, and external conditions.
• Our website and its content are provided "as is" without warranties of any kind, whether express or implied.
• We do not warrant that our website will be error-free, uninterrupted, or free of harmful components.

Termination

By You

You may terminate a project at any time by providing written notice (via email). Payment for work already completed up to the date of termination will remain due.

By Us

We reserve the right to terminate a project if:

• Payment is not received as agreed.
• The client engages in conduct that is abusive, threatening, or unreasonable.
• Continuing the project would require us to act in a way that is illegal or unethical.

In the event of termination by us, we will provide a reasonable accounting of work completed and refund any amounts for services not yet delivered.

Effect of Termination

Upon termination, any deliverables completed and paid for up to that point will be made available to you. Any unpaid work, incomplete deliverables, or proprietary tools remain our property until full payment is received.

Governing Law

These Terms are governed by and construed in accordance with the laws of Sri Lanka. Any disputes arising from or in connection with these Terms or our services shall be subject to the exclusive jurisdiction of the courts of Sri Lanka.

Third-Party Services

Our solutions may rely on or integrate with third-party platforms and services (such as Make.com, OpenAI, Google Cloud, WhatsApp Business API, Twilio, and others). We are not responsible for the availability, performance, or policies of these third-party services. Your use of such services is subject to their respective terms and conditions.

Force Majeure

We shall not be held liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, government actions, internet or infrastructure failures, or acts of war or terrorism.

Changes to These Terms

We may update these Terms from time to time. Any changes will be posted on this page with a revised "Last Updated" date. Continued use of our website or services after changes are posted constitutes your acceptance of the updated Terms.

For active projects, any material changes to these Terms will be communicated to you directly.

Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Entire Agreement

These Terms, together with any project-specific agreements, proposals, or quotes, constitute the entire agreement between you and Vlexicon regarding the subject matter covered. They supersede any prior agreements, communications, or understandings, whether written or oral.

Contact Us

If you have any questions about these Terms of Service, please contact us: