Terms of Service

These terms govern your use of THEA, the AI-powered practice management platform for architecture and AEC firms operated by THEA-AI LTD ("THEA", "we", "us"). By creating an account or using heythea.ai, you agree to these terms.

In short

• You own what you and your team put into THEA. We take only the rights we need to run the service for you.
• We send every email from our own address, showing your firm's name. Nothing is sent through your own mailbox.
• If you switch on the AR Assistant, we email payment reminders about your invoices. You stay the creditor, our fee never depends on what you recover, and anyone we contact can ask us to stop.
• Paid plans are billed through Stripe. Fees are non-refundable except where the law says otherwise.
• You can cancel at any time. Delete your workspace and it stays recoverable for 30 days. If your subscription ends we keep your data for 90 days. After that we erase it permanently.
• Your invoices and records are your own. Export them before you go, because we do not keep a copy for you.
• We sell to businesses, not consumers. These terms are governed by the laws of England and Wales, and by its courts.

This is a summary, not the agreement. The full terms are below, and they are what you are agreeing to.

The service

THEA provides tools for running a design firm: pipeline and lead management, proposals, project and phase planning, time tracking, resourcing, and reporting, together with optional integrations (such as Google, Microsoft, and QuickBooks) and AI-assisted features. We may improve or change features over time.

Your account and workspace

• You must provide accurate information and keep your login credentials secure.
• You are responsible for the content your team adds to your workspace and for having the rights to upload or import it (including files imported from connected cloud storage).
• Workspace administrators control member access and are responsible for their team's use of the service.

Acceptable use

You agree not to misuse the service. That includes trying to reach other customers' data, probing or disrupting our systems, reselling the service without our agreement, and using it for unlawful purposes.

Subscriptions and billing

Paid plans are billed through Stripe on the schedule shown at purchase. A subscription renews automatically at the end of each billing period until you cancel it. Prices exclude VAT and any other tax, which we add where the law requires.

Fees are non-refundable except where required by law. That does not affect any refund the law says we owe you, or your right to claim if we break these terms. We may change pricing with reasonable advance notice, effective from your next billing period.

If a payment fails and stays unpaid, we may suspend your workspace until it is paid. A suspended workspace stays readable, so you can still reach your records.

Payment reminders (AR Assistant)

If you switch on the AR Assistant, THEA sends payment reminders about your own invoices, by email, showing your firm's name. The following apply.

• You remain the creditor. The money is owed to you, not to us. We never buy, take assignment of, or acquire any interest in your invoices, and payment is always made to you.
• We receive every invoice when you issue it. THEA is where the invoice is created, so we hold it from the moment it exists, before it is due. We are never handed an account that has already gone bad.
• An invoice is not treated as in default while the AR Assistant is servicing it. An invoice becoming overdue does not, by itself, put it in default. It is treated as in default only when you escalate it, which you can do at any time.
• We stop when you escalate. Once an invoice is escalated, or marked as disputed, or paid, the assistant stops contacting anyone about it. Referring a debt to a collection agency, a solicitor, or a court is your decision and happens outside THEA.
• Our fee never depends on what you recover. The AR Assistant is included in your plan. We do not charge a commission or a success fee for chasing an invoice, and nothing we charge you goes up because a reminder worked. If a client pays by card through THEA there is a processing fee, which is the same whether the invoice was chased or not. We show it against the invoice.
• Anyone we contact can ask us to stop. They do not have to give a reason, and one request covers every way we contact them, on every invoice you have issued them. We record it against the person, not against a single invoice.
• Stopping reminders does not stop the invoice. The invoice itself, and any updated copy of it, still reaches them, because withholding the bill would leave them unable to pay it. What stops is the chasing.
• You are responsible for the debt itself. You confirm that any invoice you ask us to chase is genuinely owed, is not disputed so far as you are aware, and that you have a lawful basis for us to contact the people you have listed on it.
• You cover us if that turns out to be wrong. Data protection law makes both of us answerable to the person we contact, and either of us can be pursued for the whole of any harm. So if we face a claim, a fine, or a regulator's questions because an invoice you gave us was not genuinely owed, was disputed, or because you did not have a lawful basis for us to contact someone you listed, you will cover what it reasonably costs us. This does not apply to anything that was our own fault.

How we handle the personal information of the people we contact, and which of us is responsible for what, is set out in our Payment reminders notice.

Who your emails come from

We send on your behalf from our own address, showing your firm's name. Every email the product generates for you, including payment reminders, leaves this way. Replies go to your firm.

Nothing is sent through your own mailbox. Connecting Google or Microsoft gives THEA your calendar and the files you choose to import, and nothing else. We do not ask for, and cannot use, any permission to send, read, search, change or delete messages in your mailbox. What we send is limited to the emails the product generates for you, and every one is recorded in your workspace so you can see exactly what went out and when.

Your data

You own your workspace content. You grant us the limited rights needed to host, process, and display it in order to provide the service. Our handling of personal information is described in our Privacy Policy.

Handling personal information for you

Some of what your team puts into THEA is personal information about other people, such as your clients, their staff, and your own staff. In data protection law you are the controller of that information and we are your processor. We handle it only to provide the service to you and on your instructions, we keep it secure, and we do not use it for our own purposes.

Payment reminders work differently. There we are a joint controller alongside you, because we decide what the messages say. That arrangement, and who is responsible for what, is set out in our Payment reminders notice.

Intellectual property

THEA, including its software, design, and branding, belongs to THEA-AI LTD. These terms do not grant you any rights to our intellectual property beyond using the service.

Disclaimers

We will provide the service with reasonable care and skill. That is the standard English law sets for a service, and we are not trying to contract out of it.

Beyond that, the service is provided "as is". AI-generated content can contain errors, so review documents such as proposals before you send them. To the fullest extent the law allows, we give no other warranty about the service. In particular we do not promise that it will be uninterrupted, that it will be free of faults, or that it will suit a purpose you have in mind but have not agreed with us.

Limitation of liability

Some things we can never limit, and do not try to. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit.

Subject to that, our total liability for claims arising out of the service is limited to the amounts you paid us in the 12 months before the claim. We are not liable for loss of profit, loss of business, loss of goodwill, or loss of anticipated savings, whether those losses are direct or indirect.

Termination

You can stop using the service and cancel your subscription at any time. We may suspend or terminate accounts that materially breach these terms. On termination you may request an export or deletion of your workspace data as described in the Privacy Policy.

If your subscription ends and you do not delete your workspace, we keep your data for 90 days so that you can return, and then erase it permanently. If you delete your workspace yourself, it stays recoverable for 30 days and is then erased permanently. Both are described in the Privacy Policy.

Your records are yours

The invoices, proposals and payment records you create in THEA are your own business records. Where the law requires you to keep them for a period of years, that duty is yours, not ours. We are your software supplier, not the keeper of your books.

We do not keep a copy for you. When your workspace is deleted or your subscription lapses, we permanently erase everything in it after the period stated in these terms. Nothing survives that erasure, and we cannot recover it afterwards for any reason.

Export before you go. You can download your invoices at any time from Money, then Invoices, using Export. Do this before you cancel or delete. We will remind you on screen when you start either, but the responsibility to take your copy is yours.

Where your data is stored. We store your data with our hosting providers, which may be outside your own country. Some countries require a business to keep its accounting records inside that country, or to obtain approval before storing them abroad. If that applies to you, check that using THEA as your record of these documents is permitted where you trade.

Who these terms are between

These terms are between you and us, and nobody else can enforce them. That does not touch the rights the people we contact about an invoice have under data protection law. Those rights come from the law, not from this page, and nothing here limits them. They are set out in our Payment reminders notice.

We sell THEA to businesses. By agreeing to these terms you confirm you are using THEA for your trade, business or profession, and not as a consumer.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising out of them.

Changes

These terms will change as THEA grows, and the "Last updated" date above always reflects the version in force. A material change is anything that alters what you are agreeing to, such as new processing of your data, a change to fees, or a change to how long we keep information. We announce a material change on this page and change the date above. If you keep using THEA after that, you accept the new terms. Minor corrections, such as clearer wording that changes no obligation, are made on this page without interrupting you.

Contact

THEA-AI LTD
Registered in England and Wales, company number 17068364
Flat 3604 Icon Tower, 8 Portal Way, London, England, W3 6EF
privacy@heythea.ai