Terms And Conditions

Policy 3

Effective: January 1, 2026

Version: 2.0

Latest Updated: 2026

These Terms and Conditions ("Terms") govern access to and use of the Gryphyn Automations website (gryphynautomations.com or equivalent) and the Client Portal, as well as all AI workflow automation services provided by Gryphyn Automations ("we," "us," or "our"), a business based in Hyderabad, Telangana, India.

1. Introduction and Scope

These Terms apply to:

Any person who visits or contacts us through the website;
Any Client who accesses the Client Portal and uses our Services.

By using the website, creating a portal account, or engaging our Services, you confirm that you have read, understood, and agreed to be bound by these Terms. If you do not agree, please discontinue use immediately.

In these Terms, the following words have the meanings set out below:

"Client" means a business entity that has entered into a signed service agreement with Gryphyn Automations for the provision of Services.

2. Definitions

"Client Portal" means the Softr-based online dashboard made available to Clients, providing access to CRM data, business analytics, bookings, revenue reporting, and other business data connected to the Client's operations.

"Services" means the AI workflow automation setup, configuration, management, and dashboard access provided by Gryphyn Automations. This does not include the underlying AI models, voice agents, or third-party software platforms used to deliver those services.

"AI Outputs" means any content, data, recommendations, summaries, or automated actions generated by AI models or voice agents as part of the Services.

"Confidential Information" means any business data, financial information, client data, operational data, or other non-public information shared by a Client with Gryphyn Automations in connection with the Services.

"Setup Fee" means the one-time fee charged to a Client for the initial configuration and deployment of their workflow automation system.

"Monthly Retainer" means the recurring monthly fee charged to a Client for continued access to the Services and the Client Portal.

"Website" means the public-facing web presence of Gryphyn Automations, used for brand identity and contact purposes only.

"Plan" means the service tier selected by the Client — either Base or Growth — each with distinct monthly call minute allocations, support response times, and fees as set out in the Service Agreement.

"Technician Count" means the number of field technicians employed or contracted by the Client's business, as declared at onboarding, which determines the applicable pricing sub-tier within each Plan.

"Setup Fee Instalment 1" means the 50% deposit of the Setup Fee, due upon signature of the Service Agreement, required before onboarding is scheduled.

"Setup Fee Instalment 2" means the remaining 50% balance of the Setup Fee, due before the system goes live, required before service activation.

3. Website Use

The Website is intended solely for the purpose of presenting information about Gryphyn Automations and enabling prospective clients to get in touch with us. It is not a service platform and does not support account creation or login.

3.1 Contact Form

The Website includes a contact form that collects the following information: first name, last name, email address, phone number, business name, and a description of your inquiry. This information is used only to respond to your query and is not shared with third parties for marketing purposes.

3.2 No Account Creation

The Website does not offer or require account registration. Any references to a "portal" or account access on the Website are intended for existing contracted Clients only.

3.3 Content Changes

We may update, modify, or remove any content on the Website at any time and without prior notice. We do not guarantee that the Website will be available at all times or that any information on it is current.

4.1 Eligibility

4. Client Portal and Account Access

Access to the Client Portal is restricted exclusively to Clients who have signed a service agreement with Gryphyn Automations and whose account has been activated by us. If your service agreement is terminated, your portal access will be revoked.

4.2 Account Creation

Clients create their portal account using an email address and a password of their choosing. We do not store, access, or have visibility into your password. You are solely responsible for maintaining the security of your login credentials.

As a Client with portal access, you agree to:

Keep your login credentials strictly confidential and not share them with any unauthorised individual;
Ensure that only authorised users within your organisation access the portal under your account;
Notify us immediately at [support@gryphynautomations.com] if you suspect any unauthorised access to your account;
Take reasonable steps to protect the devices from which you access the portal.

4.3 Your Responsibilities

You remain fully responsible for all activity that occurs under your account, whether or not authorised by you.

By using the Website, the Client Portal, or the Services, you agree that you will not:

Use any part of the Website, portal, or Services for any unlawful, fraudulent, or abusive purpose;
Attempt to reverse-engineer, decompile, scrape, or extract data from the portal or the underlying automation workflows;
Input or transmit any content that is illegal, harmful, defamatory, or that infringes the rights of any third party;
Attempt to gain unauthorised access to any system, database, or account connected to the Services;
Use the Services in a way that disrupts, overloads, or degrades the functionality of the portal or any third-party platform;
Represent our Services, branding, or outputs as your own to clients or third parties without our prior written consent.

5. Acceptable Use

Your use of the Services is also governed by the Gryphyn Automations Acceptable Use & Responsibility Policy, which forms part of your Client agreement package and is available at gryphynautomations.com/policies. In the event of any conflict between these Terms and the Acceptable Use Policy on matters of permitted system use, the Acceptable Use Policy shall prevail.

We reserve the right to suspend or terminate access for any user or Client who we reasonably believe is in breach of these acceptable use obligations.

6. Third-Party Platforms and Reliance

The delivery of our Services depends in part on third-party platforms and software providers, including but not limited to Softr (Client Portal , cloud storage and infrastructure), Vapi (telephony and voice call handling), n8n (workflow automation), and payment processors including Wise and PayPal.

6.1 No Liability for Third-Party Failures

We are not responsible for the availability, accuracy, performance, or security of any third-party platform or tool. This includes, without limitation:

Downtime, errors, or data loss caused by Softr or any other portal infrastructure;
Inaccurate, incomplete, or delayed outputs from AI models or voice agents;
Transaction failures or processing errors by payment platforms.

6.2 Third-Party Terms

Your use of any third-party platform as part of the Services may be subject to that platform's own terms and conditions. We encourage you to review those terms directly. We are not a party to any agreement between you and a third-party provider.

6.3 Changes in Third-Party Services

If a third-party platform changes its features, pricing, or availability in a way that affects how we deliver your Services, we will make reasonable efforts to notify you and adapt accordingly, but we do not guarantee continuity of any specific third-party feature.

7.1 Our Intellectual Property

7. Ownership, Intellectual Property, and AI Outputs

All automation workflows, logic, templates, system architecture, and proprietary methods developed by Gryphyn Automations as part of the Services remain the exclusive intellectual property of Gryphyn Automations. Engaging our Services does not transfer ownership of any of these elements to you.

7.2 Client Data

You retain full ownership of all business data, CRM records, booking data, and other data that you or your organisation provide to us or that is generated by your business operations. We do not claim any rights over your business data.

7.3 AI Outputs

AI Outputs generated as part of the Services are made available to you under a non-exclusive licence for use in your business operations. We do not warrant that AI Outputs will be accurate, complete, or fit for any particular purpose. You are responsible for reviewing, validating, and acting on any AI-generated content before relying on it for business decisions.

7.4 Licence to Use

Subject to timely payment of all applicable fees, we grant you a limited, non-exclusive, non-transferable licence to access and use the Client Portal and the outputs of the Services solely for your internal business purposes during the term of your service agreement.

8.1 Currency

8. Fees, Payments, and Billing

All fees are quoted and payable in United States Dollars (USD). Gryphyn Automations is currently unregistered for GST; accordingly, no GST is charged on services delivered to clients outside India. The Client is solely responsible for any withholding tax or local fiscal obligation in their own jurisdiction.

8.2 Setup Fee — Payment Schedule

The Setup Fee is payable in two instalments:

Instalment

50% Deposit
(Instalment 1)

Amount

$[Amount]

Due

Upon signature of Service

Agreement

Condition

Required before onboarding
is scheduled

50% Balance
(Instalment 2)

$[Amount]

Before system go-live

Required before service

activation

Setup work will not begin until Instalment 1 is received. The system will not go live until Instalment 2 is received.

8.3 Monthly Retainer

Month 1 of the service period is included at no charge as part of the Setup Fee. Monthly Retainer invoices are issued from Month 2 onwards, on the 1st of each calendar month in advance. All payments are made via Wise (preferred, USD) or PayPal. Details are provided on each invoice.

8.4 Plan and Pricing

Fees are determined by the Client's selected Plan (Base or Growth) and Technician Count, as set out in the Service Agreement and Schedule 1 thereto.

8.5 Late Payment

Days Overdue

1–7 days

8–14 days

Written reminder via WhatsApp and email

Consequence

15+ days

5% late fee added to outstanding invoice

15+ days (Instalment 2)

Additional 5% added (total 10% of original invoice)

15+ days (Monthly Retainer)

System activation withheld until payment received

30+ days

Service may be suspended

Service Agreement may be terminated under Section 16

8.6 Fee Revisions

We reserve the right to revise the Monthly Retainer by giving you not less than thirty (30) days' written notice. If you do not accept the revised fee, you may cancel in accordance with Section 9 without penalty.

All cancellation requests must be submitted in writing to support@gryphynautomations.com. The specific refund entitlements for Setup Fees and Monthly Retainers — including the full five-scenario refund matrix — are set out in your signed Service Agreement, Clause 5.9. A summary is provided below for reference; the Service Agreement governs in all cases.

9. Cancellation and Refunds

Scenario

Cancellation within 14 days of signing — pre live

Refund Summary

Cancellation post-live — Month 1, Days 1–14

50% of Setup Fee (Instalment 1 only). Instalment 2 not due.

Cancellation post-live — Month 1, Days 15–30

50% of total Setup Fee. No retainer charge for Month 1.

Cancellation from Month 2 onwards

No Setup Fee refund. No retainer charge for Month 1.

Termination due to Gryphyn service failure

Full Setup Fee refund. Pro-rata current month refund.

No Setup Fee refund. Current month non-refundable. Future months not charged.

Refunds are processed within 14 business days of written confirmation, via the original payment method. For the full refund matrix, see your Service Agreement.

10. Support and Service Level

10.1 Support Channels

Support is provided via WhatsApp (+91 9908752855) and email (support@gryphynautomations.com), Monday–Saturday, 9AM–7PM IST.

10.2 Plan-Specific Response Times

Support response and resolution times are determined by your Plan:

Plan

Base

Acknowledgement

Within 4 business hours

Resolution

Growth

Within 4 business hours

Within 24 business hours

Within 12 business hours

10.3 Full Support Policy

Priority tiers, issue-specific guidance, escalation steps, maintenance windows, and client responsibilities are governed by the Gryphyn Automations Support Policy, available at gryphynautomations.com/policies. The Support Policy is incorporated by reference into these Terms and your Service Agreement.

10.4 Out-of-Scope Support

Support is limited to the Sentinel and Client Portal included in your service agreement. Issues arising from third-party platform outages (Vapi, Softr), your own hardware or software environment, or services not contracted with us fall outside our support obligations.

11.1 Exclusions

11. Limitation of Liability

To the fullest extent permitted by applicable law, Gryphyn Automations will not be liable for:

Any loss of revenue, profit, data, or business opportunity arising from your use of the Services or AI Outputs;
Any inaccuracy, error, or omission in any AI Output;
Any downtime, failure, or change in any third-party platform or tool used to deliver the Services;
Any indirect, consequential, incidental, or special loss arising from your use of, or inability to use, the Website, the Client Portal, or the Services.

11.2 Cap on Liability

Our total aggregate liability to you in connection with any claim arising under or related to these Terms or your service agreement shall not exceed the total amount of Monthly Retainer fees paid by you to us in the three (3) months immediately preceding the event giving rise to the claim.

11.3 Indemnity

You agree to indemnify and hold harmless Gryphyn Automations and its representatives from any claims, losses, or costs (including reasonable legal fees) arising from your misuse of the Website, portal, or Services, or your breach of these Terms.

We treat all Confidential Information shared by Clients with strict confidence. Specifically:

We will not disclose your Confidential Information to any third party except where required by law or where disclosure is strictly necessary to deliver the Services (e.g., passing relevant data to a third-party integration tool);
We will access your Client Portal only at your explicit request or with your consent, for the purpose of providing support or performing agreed configuration work;
We will not use your business data for any purpose other than delivering the Services and providing related support.

12. Confidentiality

These confidentiality obligations do not apply to information that is or becomes publicly available through no fault of ours, or that we are required to disclose by law or a court order.

Following the end of your service agreement or the deactivation of your account, we will retain your business data and related records for a period of six (6) months, after which the data will be securely deleted from our systems.

13. Data Retention

If you require a longer retention period, this must be agreed in writing and may be subject to an additional fee.

During the retention period, your data will not be actively processed or shared and will only be accessible for the purposes of any applicable dispute resolution or compliance obligation.

14.1 Governing Law

14. Governing Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of India.

14.2 Dispute Resolution

The parties shall attempt to resolve any dispute informally by negotiation in good faith. If unresolved within fourteen (14) days, the parties shall attempt mediation by a mutually agreed neutral mediator in Hyderabad, India.

14.3 Arbitration

If mediation fails within thirty (30) days of appointment of a mediator, the dispute shall be referred to binding arbitration in Hyderabad, Telangana, India, under the Arbitration and Conciliation Act, 1996 (India), as amended. The arbitration shall be conducted by a sole arbitrator in English. The award shall be final and binding on both parties.

Nothing in this clause prevents either party from seeking urgent injunctive or interim relief from the competent courts of Hyderabad, Telangana, India.

14.4 Interim Relief

14.5 Court Jurisdiction

For all matters not subject to arbitration, the courts of Hyderabad, Telangana, India shall have exclusive jurisdiction.

We reserve the right to update or amend these Terms at any time. When we do so, we will update the Effective Date shown at the top of this page and, where practical, notify active Clients via email or the Client Portal.

15. Amendments to These Terms

Your continued use of the Website, the Client Portal, or the Services after any amendment takes effect constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you should discontinue use and notify us of your wish to cancel in accordance with Section 9.

The current version of these Terms is always available at gryphynautomations.com/policies.

16. Termination

16.1 Termination by You

You may terminate your service agreement at any time by providing written notice to support@gryphynautomations.com. Refunds upon termination are governed by the rules in Section 9.

16.2 Termination by Us

We reserve the right to terminate your service agreement and revoke portal access immediately or on short notice if:

You are in material breach of these Terms and have not remedied the breach within 7 days of written notice from us;
You engage in any unlawful, abusive, or fraudulent activity in connection with the Services;
Any outstanding payment remains overdue for more than 14 days despite reminders.

16.3 Effect of Termination

Upon termination, your licence to use the Services and the Client Portal will cease. We will continue to hold your data during the retention period described in Section 13. Any fees already paid for completed service periods are non-refundable except as provided in Section 9.

Entire Agreement: These Terms, together with your signed service agreement, constitute the entire agreement between you and Gryphyn Automations with respect to the subject matter herein and supersede all prior representations and agreements.

17. General

Severability: If any provision of these Terms is found to be invalid or unenforceable, that provision will be severed and the remaining provisions will continue in full force.

Waiver: Our failure to enforce any right or provision of these Terms on any occasion shall not constitute a waiver of that right or provision.

Relationship of the Parties: Nothing in these Terms creates any partnership, employment, or agency relationship between you and Gryphyn Automations. We are an independent service provider.

Notices: Formal notices under these Terms should be sent in writing to connect@gryphynautomations.com . We will contact you using the details provided in your service agreement or contact form submission.

Privacy: Our collection and use of personal data in connection with these Terms is governed by the Gryphyn Automations Privacy Policy, available at gryphynautomations.com/policies . Where you are a Client, the Data Processing & Privacy Addendum signed as part of your service agreement also applies.

For questions about these Terms, please contact us at

hello@gryphynautomations.com · support@gryphynautomations.com · gryphynautomations.com/policies

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