Terms of Service & Policies

1. Agreement Overview

These Terms of Service ("Terms") constitute a legally binding agreement between Zero Point Studio ("Company," "we," "us," or "our") and the client engaging our services ("Client," "you," or "your"). By engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms.

Zero Point Studio specializes in artificial intelligence implementation, machine learning consulting, automation solutions, and strategic AI advisory services. These Terms govern all professional services provided by our company.

2. Service Delivery & Project Management

Zero Point Studio delivers AI implementation and consulting services through a structured, phase-based approach designed to ensure optimal outcomes and client satisfaction.

Project Phases:

• Discovery & Assessment: Comprehensive analysis of current state and requirements
• Strategy Development: Custom AI implementation roadmap and technical specifications
• Implementation: Development, testing, and deployment of AI solutions
• Integration & Training: System integration and team training programs
• Optimization & Support: Performance monitoring and ongoing refinements

Project timelines are established at the outset with clear milestones, deliverables, and success criteria defined in the Statement of Work (SOW). All timeline estimates are provided in good faith but may be subject to adjustment based on project complexity, client responsiveness, and unforeseen technical challenges.

Client Responsibilities:

• Provide timely access to necessary systems, data, and personnel
• Respond to requests for information within agreed timeframes
• Participate in scheduled meetings and review sessions
• Provide feedback on deliverables within specified review periods
• Ensure appropriate stakeholder availability throughout the project lifecycle

3. Payment Terms & Financial Policies

Invoice Terms:

• All invoices are payable within 30 days of issuance unless otherwise agreed in writing
• Invoices are sent electronically to the designated billing contact
• Payment terms begin from the invoice date, not the delivery date
• Partial payments may be required for long-term projects as outlined in the SOW

Accepted Payment Methods:

• Bank transfer (ACH/Wire) - preferred method
• Approved payment platforms (Stripe, PayPal Business)
• Corporate credit cards for qualified accounts
• International payments via SWIFT transfer

Payment Processing:

All payments are processed in EUR unless specifically agreed otherwise. International clients are responsible for any currency conversion fees, wire transfer charges, or banking fees associated with payment processing.

4. Late Fees & Collection Procedures

Payments not received within 30 days of the invoice date will incur a 2% monthly late fee (24% annually) or the maximum rate permitted by law, whichever is lower. Late fees are calculated on the outstanding balance and compound monthly.

Collection Process:

• Day 31: First reminder notice sent with 2% late fee applied
• Day 45: Final notice sent with additional late fees
• Day 60: Account may be placed on hold; new work suspended
• Day 90: Account forwarded to collections or legal action initiated

Continued non-payment may result in immediate service suspension, project termination, and pursuit of all available legal remedies. Client remains responsible for all collection costs, attorney fees, and court costs incurred.

5. Cancellations, Rescheduling & Change Management

Project Cancellation Policy:

• Project cancellations must be submitted in writing via email or certified mail
• Cancellation effective date is the date written notice is received
• Client remains liable for all work completed up to cancellation date
• Cancellation fees may apply based on project phase and resources committed
• Non-refundable deposits and completed deliverables are not subject to refund

Meeting & Session Rescheduling:

• Rescheduling requests must be made at least 48 hours in advance
• Less than 48 hours notice may result in cancellation fees
• Emergency rescheduling will be accommodated when possible
• Repeated rescheduling may impact project timeline and costs

Scope Changes:

All scope changes must be documented through a formal Change Request process. Changes may impact project timeline, budget, and resource allocation. Additional fees for scope expansion will be agreed upon before implementation.

6. Revisions & Quality Assurance

Included Revisions:

Minor revisions and refinements are included within the agreed project scope, typically allowing for up to three rounds of feedback and revision per major deliverable. Minor revisions include:

• Text and content adjustments
• Minor functionality modifications
• Performance optimizations within scope
• Bug fixes and error corrections
• Clarifications and documentation updates

Major Changes:

Major changes, feature additions, or significant modifications beyond the original scope may require additional fees, timeline adjustments, and formal approval. These include fundamental architecture changes, new feature development, integration with additional systems, or significant algorithm modifications.

Quality Standards:

All deliverables undergo rigorous quality assurance testing, code review, and performance validation before delivery. We maintain industry-standard documentation and provide comprehensive testing reports for all implementations.

7. Termination Conditions & Procedures

Voluntary Termination:

• Either party may terminate the agreement with 30 days written notice
• Termination notice must specify the effective date and reason
• Both parties will work together to ensure orderly project closure
• Final deliverables and documentation will be provided for completed work

Immediate Termination:

Either party may terminate immediately for material breach of contract, including but not limited to: non-payment beyond 60 days, violation of confidentiality agreements, misuse of intellectual property, or failure to provide necessary cooperation for project completion.

Post-Termination Obligations:

• Client remains responsible for payment of all services rendered through termination date
• Both parties must return confidential information and materials
• Ongoing support and maintenance agreements terminate unless separately negotiated
• Data and system access may be revoked immediately upon termination

8. Refunds, Fees & Financial Remedies

Refund Policy:

Refunds are evaluated on a case-by-case basis and generally limited to specific circumstances outlined below. Our policy prioritizes fair resolution while protecting both parties' interests.

Non-Refundable Items:

• Completed work and delivered services
• Time spent on discovery, analysis, and consultation
• Third-party licenses, tools, or services procured for the project
• Custom development work and intellectual property created
• Training sessions and knowledge transfer activities

Additional Fees:

Additional fees may apply for scope changes, expedited delivery, after-hours support, travel expenses, specialized tool licensing, third-party integrations, or premium support services. All additional fees will be communicated and approved before incurring charges.

Dispute Resolution:

Payment disputes must be raised within 30 days of invoice date. We commit to working collaboratively to resolve any billing questions or concerns through direct communication and documentation review.

9. Intellectual Property & Ownership Rights

Client Ownership:

Upon full payment of all fees, clients receive full ownership rights to custom deliverables created specifically for their project, including but not limited to:

• Custom algorithms and machine learning models developed for client use
• Proprietary code written specifically for client applications
• Custom datasets, training data, and derived insights
• Project-specific documentation and technical specifications
• Custom integrations and API implementations

Zero Point Studio Retained Rights:

Zero Point Studio retains ownership of pre-existing intellectual property, including:

• Proprietary methodologies, frameworks, and development processes
• General knowledge, techniques, and industry best practices
• Reusable code libraries and utility functions
• Templates, tools, and standardized solutions
• Company trade secrets and confidential business methods

Third-Party Components:

Any third-party software, libraries, or tools integrated into client solutions remain subject to their respective licensing terms. Clients are responsible for compliance with all third-party license requirements.

Portfolio Rights:

Zero Point Studio reserves the right to reference completed projects in marketing materials, case studies, and portfolio presentations, subject to confidentiality agreements and with client-identifiable information removed or anonymized unless explicit permission is granted.

10. Confidentiality & Data Protection

Mutual Confidentiality:

Both parties agree to maintain strict confidentiality regarding proprietary information, trade secrets, business strategies, and technical specifications shared during the engagement. This obligation survives termination of the agreement.

Data Handling:

• Client data is processed only for agreed project purposes
• Industry-standard security measures protect all client information
• Data retention policies comply with applicable regulations
• Secure data destruction upon project completion or client request
• Regular security audits and compliance monitoring

Regulatory Compliance:

We maintain compliance with relevant data protection regulations including GDPR, CCPA, and industry-specific requirements. Clients are responsible for ensuring their data sharing complies with applicable laws and regulations.

11. Warranties & Limitations of Liability

Service Warranties:

Zero Point Studio warrants that services will be performed in a professional manner consistent with industry standards. We guarantee that deliverables will substantially conform to agreed specifications for a period of 90 days following delivery.

Limitation of Liability:

Our liability for any claim related to services provided is limited to the total amount paid by client for the specific project giving rise to the claim. We are not liable for consequential, indirect, incidental, or punitive damages.

Technology Disclaimers:

AI and machine learning technologies are rapidly evolving fields. While we employ best practices and industry standards, we cannot guarantee specific performance outcomes, accuracy rates, or compatibility with future technology changes.

12. Force Majeure & Unforeseen Circumstances

Neither party shall be liable for delays or failures in performance resulting from circumstances beyond reasonable control, including but not limited to acts of God, natural disasters, government actions, labor disputes, internet outages, or other unforeseen events.

In such cases, the affected party will promptly notify the other party and work to minimize impact. Performance obligations will be suspended during the force majeure event and resume when circumstances permit.

13. Governing Law & Dispute Resolution

Governing Law:

These Terms are governed by the laws of Croatia, without regard to conflict of law principles. Any legal proceedings must be conducted in the Commercial Court in Zagreb, Republic of Croatia.

Dispute Resolution Process:

• Direct Negotiation: Good faith discussions between designated representatives
• Mediation: Non-binding mediation with mutually selected mediator
• Arbitration: Binding arbitration under applicable commercial rules
• Litigation: Court proceedings as final remedy

14. Contact Information & Agreement Updates

Contact Details:

Terms Updates:

We reserve the right to update these Terms periodically. Clients will be notified of material changes at least 30 days in advance. Continued use of services after changes become effective constitutes acceptance of updated Terms.

Severability:

If any provision of these Terms is found unenforceable, the remainder of the agreement remains in full force and effect. Unenforceable provisions will be modified to achieve the nearest permissible legal effect.

By engaging Zero Point Studio's services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service. These Terms constitute the entire agreement between the parties and supersede all prior negotiations, representations, or agreements relating to the subject matter herein.