Legal & Policies

Refund & Cancellation Policy

Setup Fees

All one-time setup fees are non-refundable once the onboarding process has begun. Setup fees cover the discovery, configuration, and launch work required to deliver your package. This work is performed and considered delivered regardless of whether the client continues beyond the initial period.

Any pricing adjustments, promotional arrangements, or custom fee structures agreed upon in writing between Agen Solutions and the client do not alter the client's obligations under the minimum commitment terms below. All clients — regardless of the fee structure agreed upon — are bound by the same minimum commitment and cancellation terms.

Minimum Commitment

All monthly retainer agreements carry a minimum commitment of two consecutive billing cycles from the date the first retainer payment is due. Clients may not cancel before completing two full billing cycles.

• The minimum commitment applies to all packages regardless of tier
• The minimum commitment applies regardless of any custom pricing or promotional arrangements agreed upon at the time of engagement
• Clients who cancel before completing two billing cycles remain responsible for the balance of those two cycles

Cancellation Process

To cancel your monthly retainer, you must provide written notice to Agen Solutions a minimum of 30 days before your next billing date. Notice must be sent via email to [email protected] with the subject line "Cancellation Notice — [Your Business Name]".

• Cancellations submitted fewer than 30 days before the next billing date will result in one additional billing cycle being charged
• Verbal cancellations or cancellations communicated through other channels are not accepted
• Cancellation takes effect at the end of the current billing period following the required notice window

Refunds on Monthly Retainers

Monthly retainer payments are non-refundable once a billing cycle has begun. Work performed during an active support period — including system monitoring, optimization, adjustments, and client communication — is considered delivered and is not eligible for refund.

If Agen Solutions fails to deliver the agreed scoped launch outcome within the 30-day post-launch support window, we will continue working to correct it at no additional charge until the original scope is met. This is our service guarantee and constitutes our full remediation obligation.

Disputes

Before initiating any payment dispute or chargeback, clients agree to contact Agen Solutions directly at [email protected] to attempt resolution. Chargebacks initiated without prior written notice to Agen Solutions may result in account termination and recovery of associated fees.

Terms of Service

Agreement

By engaging Agen Solutions for any service, you agree to these Terms of Service. These terms govern the relationship between Agen Solutions ("we," "us," "our") and the client ("you," "your").

Services

Agen Solutions designs, deploys, and manages AI-powered systems for local businesses and operations-driven organizations. Services are delivered remotely and are scoped per engagement as described in your service agreement and on our website at agensolutions.net. Our services include but are not limited to: online visibility and reputation system management, private AI agent system design and deployment, workflow automation support, discovery and scoping sessions, system configuration, team onboarding, and ongoing monitoring and optimization support. The scope of each engagement is clearly defined before work begins and does not include unlimited custom development, legal or regulatory compliance certification, or services outside the agreed scope.

Service Offerings

Agen Solutions operates two primary service offerings:

• Local Visibility System — managed SEO, reputation management, and social media for local and service-based businesses seeking to improve online visibility, trust, and customer discovery. This service improves the business signals that search engines, review platforms, and AI-powered tools rely on. We do not guarantee specific search rankings or control over AI-generated recommendations.
• Private AI Systems — custom OpenClaw-based AI agent environments designed around the client's internal workflows, SOPs, tools, and approval rules. These are privately deployed, managed systems — not general-purpose AI platforms. Clients in regulated industries should consult qualified legal counsel regarding their specific compliance obligations.

Payment Terms

• Setup and implementation fees are due at the time of engagement before work begins
• Ongoing support fees are billed automatically via Stripe on a recurring monthly basis
• Monthly support billing begins 30 days after the engagement launch date
• All prices are in USD and exclusive of applicable taxes
• Any third-party costs such as hosting, platform fees, or infrastructure costs are separate from our implementation and support fees and are the client's responsibility unless otherwise agreed in writing

Client Responsibilities

Clients are responsible for providing timely access to any accounts, systems, assets, or information required to deliver the agreed services. Delays caused by the client's failure to provide required access may extend delivery timelines without affecting billing dates. Clients are also responsible for ensuring their use of any implemented AI system complies with applicable laws and regulations in their industry.

Intellectual Property

Upon full payment of all fees owed, clients own the content, configurations, and deliverables produced specifically for their business as part of the agreed scope. Agen Solutions retains ownership of all underlying system architectures, implementation frameworks, workflow templates, methodologies, and proprietary tools used to design and deliver services.

Limitation of Liability

Agen Solutions is not liable for outcomes dependent on third-party platform performance, infrastructure changes, regulatory developments, search engine algorithm updates, AI recommendation system changes, or factors outside our direct control. We make no guarantees of specific operational outcomes, search rankings, review volumes, efficiency improvements, or business results. We do not provide legal, compliance, medical, or financial advice. Our liability is limited to the value of fees paid in the most recent billing cycle.

Termination

Either party may terminate the engagement by following the cancellation process outlined in our Refund & Cancellation Policy. Agen Solutions reserves the right to terminate services immediately for non-payment, abusive conduct, misuse of implemented systems, or violation of these terms, without refund of fees already paid.

Governing Law

These Terms of Service are governed by the laws of the State of California. Any disputes shall be resolved in the courts of Riverside County, California.

Privacy Policy

Overview

Agen Solutions is an AI systems implementation company. We take data handling seriously — both in the systems we build for clients and in how we manage information collected through our own business operations. This policy explains what information we collect, how we use it, and how we protect it.

Information We Collect

When you interact with Agen Solutions — through our website, booking calendar, or service engagement process — we may collect the following:

• Name, email address, and phone number submitted via contact or booking forms
• Business name, address, and operational information provided during discovery and onboarding
• Payment information processed securely through our payment processor — we do not store card details directly
• Appointment and scheduling data collected through our booking system
• Information you share during consultations, scoping sessions, or ongoing support communications

How We Use Your Information

• To deliver the services you have engaged us to provide
• To communicate with you about your engagement, billing, system performance, and support updates
• To process payments securely
• To schedule and manage consultation, onboarding, and support sessions
• To improve our services based on engagement outcomes and feedback

We collect and use only the information necessary to deliver the agreed service scope. We do not use client data for advertising, resale, or purposes unrelated to the active engagement.

AI Systems and Data Handling

Agen Solutions deploys AI systems for clients across two service offerings. The data handling approach differs depending on the service type:

• Local Visibility System — this service uses third-party platforms for SEO management, Google Business Profile optimization, review monitoring, and social media scheduling. Data processed through these platforms is handled in accordance with each platform's applicable privacy practices, which we disclose where relevant. No sensitive personal or client data is required for this service.
• Private AI Systems — these implementations are built with stronger data controls within a private OpenClaw environment. The design is intended to keep sensitive business and client data within a contained, client-specific deployment. We aim to minimize unnecessary data exposure in every private implementation we build.

In all cases, AI systems are configured to process only the information necessary to perform the agreed functions. We do not build systems designed to collect, retain, or expose data beyond what is required for the scoped service.

Third-Party Services

We use third-party platforms to operate our business. These platforms may receive certain information necessary to perform their functions. Each maintains its own privacy policy governing their data practices.

• Payment processor — handles all payment transactions and billing securely on our behalf (stripe.com/privacy)
• CRM and communication management platform — used to manage client contacts, scheduling, and communication workflows
• AI-assisted tools — we use AI-powered systems to support certain operational and implementation functions. These tools process only the information necessary to deliver the agreed service scope

We do not sell, rent, or share your personal information with third parties for marketing purposes. Third-party service providers are restricted to using your data only to perform services on our behalf.

Data Retention

We retain client information for as long as the engagement is active and for a reasonable period thereafter for record-keeping and legal compliance. You may request deletion of your data by contacting us at [email protected]. Note that certain records may be retained as required by law regardless of deletion requests.

Your Rights

You have the right to request access to, correction of, or deletion of your personal information at any time. California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise any of these rights, contact us at [email protected].

Security

We take reasonable technical and organizational measures to protect your information from unauthorized access, use, or disclosure. Payment data is handled exclusively through our payment processor and is subject to their PCI-compliant security standards. For Private AI Systems engagements, additional data handling safeguards are incorporated into the system design as part of the implementation scope.

Changes to This Policy

We may update this Privacy Policy from time to time as our services or legal obligations evolve. Updates will be posted at agensolutions.net/legal with a revised effective date. Continued use of our services following an update constitutes acceptance of the revised policy.

Contact Information