Terms of Service
Last updated: 2026-04-14
1. Who We Are
These terms govern the AI consultancy services provided by Bartram AI, a trading name of Robert William Bartram Alsop (sole trader).
Contact details:
- Email: [email protected]
- Website: bartram.ai
References to “Bartram AI,” “we,” “us,” or “our” mean Robert William Bartram Alsop trading as Bartram AI. References to “you” or “your” mean the client engaging our services.
2. What These Terms Cover
These terms apply to all AI consultancy services provided by Bartram AI, including the design, build, and ongoing operation of AI systems for your business. By engaging our services, you agree to these terms. If you have questions, contact us at [email protected] before proceeding.
3. The Service
3.1 What we provide
Bartram AI provides an AI consultancy service on a monthly retainer basis. We build a dedicated AI system for your business — one that learns how your business operates, takes on real work, and gains new capability every week.
The service includes: defining how your business operates (processes, priorities, workflows), building AI-powered capabilities that do real work, building software tailored to your business (apps, scripts, automations, dashboards), maintaining and upgrading all AI systems and models, a monthly deep-dive session, and same-day support during working hours.
3.2 What the service is
Our service is hands-on AI implementation and operation. We embed into your business and build systems that do real work — processing, monitoring, drafting, checking, acting, and building tools. Everything we build is documented, governed, and portable.
3.3 What the service is not
Our service is not management consulting, legal advice, financial advice, or IT support. We do not provide advice on regulatory compliance, employment law, or business strategy. We build AI systems that work within the rules and processes you define.
3.4 AI disclosure
We use large language models (primarily the Claude API, provided by Anthropic) to power the AI systems we build. AI has inherent limitations — it can make mistakes, misinterpret context, or miss edge cases. Every AI system we build operates within documented rules and boundaries that you approve. All actions are logged. Human oversight is part of the design.
4. Engagement Terms
4.1 Commitment period
The initial commitment period is six months. After the initial period, the engagement continues on a rolling monthly basis. Either party may end the engagement by giving 30 days’ written notice after the initial period.
4.2 Monthly retainer
The service is provided on a fixed monthly retainer. The retainer amount is agreed before the engagement begins and confirmed in writing. The retainer covers all AI capability, compute, tokens, models, software development, maintenance, and support described in these terms.
4.3 Payment
Payment is due monthly in advance. We invoice at the start of each month and payment is due within 14 days. Payment is processed via Stripe or bank transfer. We do not store card details — payment processing via Stripe is handled entirely by Stripe.
4.4 Price changes
We may adjust the retainer amount with 60 days’ written notice. If you do not agree to a price change, you may end the engagement at the end of the current notice period.
5. Two-Week Guarantee
If you are not satisfied with the service within the first two weeks of engagement, you may request a full refund of your first month’s retainer. No questions asked. This guarantee applies only to the first month of a new engagement.
6. What We Need From You
To deliver the service effectively, we need: access to the people who understand how your business operates, timely responses to questions about your processes and priorities, access to the business systems your AI will work with (email, documents, data sources as agreed), and approval of AI rules and boundaries before capabilities go live.
We will agree the specifics of access and communication at the start of the engagement.
7. Intellectual Property
7.1 What you own
You own everything we build for your business. All AI system documentation, workflows, capability definitions, rules, and knowledge bases are yours. All software, scripts, automations, and dashboards built for your business are yours. If the engagement ends, you take everything with you.
7.2 What we retain
We retain our general methodology — how we approach building AI systems, our processes, templates, and tools. We do not retain any business-specific content, data, or configuration created for you.
7.3 Portability
At the end of an engagement, we will provide a complete handover of all documentation, configuration, and system knowledge. The system is designed to be portable from the outset.
8. Confidentiality
We treat all information about your business as confidential. We will not share your business information with any third party without your consent, except where required by law, with our professional advisers under their own confidentiality obligations, or where necessary to deliver the service (for example, processing data through the Claude API as described in our Privacy Policy).
9. Data Protection
We process personal data in connection with delivering our services. Full details are set out in our Privacy Policy. Where we process personal data on your behalf, we will enter into a data processing agreement that sets out the scope, nature, and purpose of that processing.
10. Limitation of Liability
10.1 Our liability to you
To the fullest extent permitted by law, our total liability to you arising out of or in connection with our services in any 12-month period is limited to the total fees paid by you in that period.
We exclude liability for: indirect, consequential, or economic loss; loss of profit, revenue, or anticipated savings; any loss arising from AI errors, including incorrect outputs or missed information; and any loss arising from your use of AI-generated outputs without appropriate human review.
10.2 What we do not exclude
Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by applicable law.
10.3 AI limitations
AI systems can make mistakes. While we design systems with logging, rules, and human oversight, we cannot guarantee that every AI output will be correct. You are responsible for reviewing AI outputs where the consequences of an error would be significant.
11. Ending the Engagement
11.1 During the initial period
During the first two weeks of engagement, you may end the engagement under the Two-Week Guarantee (section 5) and receive a full refund. After the two-week guarantee period, and during the remainder of the six-month initial commitment period, you may end the engagement early by paying the remaining months of the commitment period. We may end the engagement early if you breach these terms and do not remedy the breach within 14 days of written notice.
11.2 After the initial period
Either party may end the engagement by giving 30 days’ written notice.
11.3 Handover
On ending the engagement, we will complete a full handover of all documentation, AI system configuration, and knowledge within 30 days. This is included in the service at no additional cost.
12. Dispute Resolution
If you are unhappy with any aspect of our service, please contact us at [email protected]. We aim to resolve concerns promptly and informally. If we cannot reach a resolution, either party may refer the dispute to mediation before pursuing legal action.
13. General
13.1 Entire agreement
These terms, together with our Privacy Policy and any written engagement confirmation, constitute the entire agreement between you and us.
13.2 Amendments
We may update these terms from time to time. Changes apply to new engagements and to renewal periods of existing engagements. We will give existing clients reasonable notice of any material changes.
13.3 Severability
If any provision of these terms is found to be invalid, the remaining provisions continue in full force.
13.4 Governing law
These terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.