These Terms of Service ("Terms") are the agreement between you ("Client," "you") and Cynthara Systems LLC, a Montana limited liability company doing business as Cynthara ("Cynthara," "we," "us"). By requesting a demo, paying for the service, or using our website, you agree to these Terms. If you do not agree, please do not use the service.
1. The service
Cynthara provides a website and AI service for small businesses (the "Service"). Depending on your plan, it includes:
- A custom-built website
- An AI chatbot that answers visitors' questions 24/7 and books appointments
- AI follow-up that replies to new leads within about 60 seconds, asks your qualifying questions, and sends a short follow-up sequence until they book or opt out
- Google Business Profile management, including posting updates and replying to reviews in your business's name
- A self-editable admin panel and a live dashboard of your leads, chats, bookings and follow-ups
- On the Website + AI SEO plan: an AI SEO employee set up and personalized for your business, monitored by our team, a rankings and traffic dashboard, and an AI receptionist that answers your business phone, asks your qualifying questions, books appointments and sends you a summary of each call
We aim to launch your site in about 14 days from the date you approve the demo and we start the build. That is a target, not a guarantee, and it depends on getting the content and decisions we need from you.
2. Free demo
Before you pay anything, we build your real homepage as a free demo in about 48 hours. The demo costs $0 and does not require a card. Seeing the demo does not obligate you to buy. We build it using information about your business that is publicly available or that you give us.
3. Fees and billing
- Website + AI plan: $297 per month, billed monthly. It covers the website, hosting, the AI chatbot, AI follow-up, Google Business Profile management, the admin panel and live dashboard, and updates.
- Website + AI SEO plan: $997 per month, billed quarterly in advance ($2,991 every 3 months), with a minimum term of one quarter. It includes everything in the $297 plan plus the AI SEO employee, the rankings and traffic dashboard, and the AI receptionist.
- Why the $997 plan is quarterly: SEO takes time to show results, and we invest significant time up front setting up and personalizing your AI SEO employee and AI receptionist for your business. Quarterly billing covers that setup and gives the work enough time to move your rankings.
- Renewal: Plans renew automatically for the same billing period (monthly or quarterly) until you cancel.
- Payments: Payments are processed by Stripe. You authorize us to charge your chosen payment method. We never see or store your full card number.
- Taxes: Prices do not include taxes, if any apply.
- Price changes: If we change a plan's price, we will tell you in writing in advance, and you may cancel before the new price applies to you.
Refunds are covered by our Refund Policy, which is part of these Terms.
4. Approval, launch, and cancellation
We build your site and show you the finished version before it goes live. You decide whether to approve it for launch.
You may cancel your plan by email. On the monthly plan, cancellation takes effect at the end of the current month. On the quarterly plan, cancellation takes effect at the end of the current quarter, and the remaining months of a quarter you have started are not refunded. There are no partial-period refunds. See the Refund Policy for details and an example.
5. Your responsibilities
You are responsible for:
- Your content. The text, photos, logos, prices, claims, and other material you give us or add yourself. You confirm that you own it or have the right to use it, and that it is accurate and lawful.
- Your business information. Keeping your hours, services, prices, and licenses accurate and up to date.
- Consent for texting and emailing your leads. You are responsible for making sure the people we contact on your behalf have agreed to be contacted. We send texts only to people who submitted their number and agreed to be contacted, and replying STOP opts them out. You must honor opt-outs.
- Compliance with the law. This includes the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, state telemarketing and privacy laws, and the rules of your trade or profession, such as licensing and advertising rules.
- Google Business Profile access. If you give us access to your Google Business Profile, you authorize us to manage it, post updates and reply to reviews in your business's name. You can ask us to change or remove any reply, and you can remove our access at any time.
- Call recording notices. The AI receptionist may record and transcribe calls so it can summarize them for you. Some states require every party to consent to recording. You are responsible for any notices or consents your business needs, and we can play a short disclosure at the start of each call.
- Sensitive information. The Service is not designed to receive or store protected health information, payment card numbers, or similar sensitive data. Do not ask visitors or callers to give that kind of information to the chatbot, the AI receptionist or forms.
- Your account. Keeping your login details private and telling us promptly if you think someone else has access.
6. Ownership
Your content and leads. The text, photos, logos and other content you provide, and the lead data collected through your site, chatbot and AI receptionist, remain yours.
Our technology. We own the website design, underlying code, templates, tools, AI configurations, and know-how we use to build and run the Service, along with improvements we make to them. While you are a client, we give you a non-exclusive, non-transferable license to use them as part of your site.
You give us permission to host, display, copy, and process your content and lead data as needed to provide the Service. When the Service ends, we will give you an export of your content and lead data on request.
7. Acceptable use
You agree not to use the Service to:
- Break the law or violate anyone's rights
- Send spam, or contact people who have not agreed to be contacted
- Post content that is deceptive, defamatory, hateful, or infringing
- Collect information you are not permitted to collect
- Interfere with, attack, or reverse engineer the Service or its security
- Pretend to be someone else
We may suspend a site or feature that violates these rules, and we will try to tell you first when we can.
8. AI features
The chatbot, AI receptionist, follow-up messages and review replies are generated by AI. AI replies may be incomplete, out of date, or wrong. They are not legal, medical, financial, or other professional advice.
Your AI SEO employee makes changes to your website and Google Business Profile automatically, and our team monitors its work. We do not guarantee any particular ranking, number of leads, or result, because search engines and AI search tools decide rankings on their own.
You are responsible for reviewing what the AI says on your behalf, correcting it when it is wrong, and keeping the information it relies on current. We encourage you to review your conversations, call summaries and review replies regularly, especially in the first few weeks. We are not responsible for decisions made or actions taken based on AI replies.
9. Availability
We run the Service on a best-effort basis. We aim for it to be available around the clock, but we do not guarantee uninterrupted or error-free service. There may be downtime for maintenance, and problems with third-party providers such as hosting, payment, messaging, or AI services are outside our control.
10. Disclaimers
The Service is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not promise any particular number of leads, rankings, appointments, or revenue.
11. Limitation of liability
To the fullest extent the law allows, Cynthara will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, even if we were told they were possible.
Our total liability for any claim related to the Service is limited to the fees you paid us in the 3 months before the event that gave rise to the claim. Some states do not allow certain limits, so part of this section may not apply to you.
12. Termination
You may cancel by emailing admin@cynthara.business. Cancellation takes effect at the end of your current billing period (month or quarter), and there are no partial-period refunds, except as stated in the Refund Policy.
We may suspend or end the Service if you do not pay, break these Terms, or use the Service unlawfully. We may also end the Service for any other reason by giving you reasonable notice, and we will refund any fees you paid for the period after the Service ends.
When the Service ends, we will give you an export of your content and lead data on request. After a reasonable period, we may delete the site and related data from our systems.
13. Governing law and disputes
These Terms are governed by the laws of the State of Montana, without regard to its conflict-of-law rules. Before filing a claim, please contact us and give us a chance to fix the problem. Any dispute that cannot be resolved informally will be handled in the state or federal courts located in Montana, and you agree to their jurisdiction.
14. Changes to these Terms
We may update these Terms from time to time. If we make important changes, we will tell you in advance by email or on the site. If you keep using the Service after the changes take effect, you accept the updated Terms. If you do not agree, you may cancel.
15. Contact
Cynthara Systems LLC 1001 S. Main St, Ste 600 Kalispell, MT 59901
Email: admin@cynthara.business Phone: (406) 306-5366 Hours: Monday to Friday, 8am to 6pm Mountain Time