Last updated: 15 September 2026.
1. The parties and the agreement
These terms cover services supplied under the Reasoning Firms brand. In these terms, “we”, “us” and “our” mea Reasoning Firms. You can contact us about these terms or reply to correspondence about your booking or project.
We provide AI development and related consultancy to business customers. You confirm that you purchase for your business and have authority to agree on its behalf. An enquiry alone creates no paid commitment.
For a visit, the agreement consists of the booking details, these terms and our cancellations policy, supplied before payment. The visit purchase is accepted when payment succeeds; the payment acknowledgement records that purchase. Your cancellation and refund rights start at payment, including if the acknowledgement is delayed. The appointment date, time and address are confirmed separately by email. If we cannot provide the visit, we refund it in full.
A development project starts only when both parties accept a written scope and quote. We provide a copy you can keep. A specifically agreed written variation takes priority, followed by the project scope and quote, then these terms. The data-processing agreement takes priority on personal-data matters. We cannot change an existing agreement simply by changing this page.
2. The visit, price and payment
The initial visit is two hours at your agreed business premises for a discussion of your work, potential uses of AI and possible next steps. The advertised fee is £150, payable upfront. We arrange the date, address and any access requirements by email. It is a standalone service: you do not have to order a project afterwards. See the cancellations policy for unscheduled bookings, date changes, refunds and supplier cancellations.
The £150 paid for a completed visit is credited against your first development project, without an expiry date. A refunded fee or cancellation charge is not eligible. We record the credit in the project quote or invoice.
Project examples such as £500 or £2,500–£3,000 are indicative reference prices. Your quote states the actual scope and price, payment stages and any recurring supplier charges. No subscription or ongoing Reasoning Firms support fee begins automatically.
All prices include VAT where applicable. We confirm the full payable amount before you agree or pay.
Project invoices are due within 14 calendar days unless the quote agrees another schedule. Raise an invoice query promptly and pay the undisputed part on time. We will discuss late payment and give at least seven calendar days' written notice before pausing work for an overdue undisputed amount.
3. Scope, delivery and changes
The project scope identifies deliverables, assumptions, dependencies, milestones, acceptance checks, hosting arrangements and responsibilities. It says whether dates are firm commitments or estimates. We work with reasonable care and skill and keep you informed of problems affecting delivery.
Please provide timely information, an authorised decision-maker and the agreed access. You are responsible for permissions to supply your materials and for telling us about professional, regulatory or security requirements relevant to the intended use. If either party identifies a delay, we discuss its effect and agree a realistic revised plan.
Changes to requirements, integrations, data sources or intended use need written agreement on the additional work, price and timing before we proceed. We do not add charges for unapproved work or automatically bill idle time. New third-party costs must be disclosed and agreed first.
4. Review, correction and support
We deliver the agreed work for testing against the written acceptance checks. You have 10 working days to report material differences or agree another review period. We investigate reported issues, correct failures to meet the agreed scope and return affected work for review. Silence alone is not acceptance; we confirm acceptance in writing.
For 30 calendar days after acceptance, we include correction of reproducible defects that cause the delivered work to fail the agreed scope. Tell us the steps and circumstances needed to reproduce the issue. Changes in third-party products, new requirements or client modifications may require separately quoted work, but do not remove our responsibility for defects we caused. This correction period does not shorten any legal claim period or remove other agreed remedies.
Ongoing monitoring, hosting management, maintenance, new features and response-time commitments are included only if stated in the scope or a later written support agreement. Any ongoing agreement must identify fees, billing frequency and how to end it.
5. Ownership and handover
Your data and materials remain yours. You allow us to use them only as needed to perform the agreement.
After full payment for the relevant deliverables, we transfer to you the copyright we own in the specifically commissioned project code and documentation. We sign the necessary assignment, identifying those deliverables. Handover includes the agreed source code, operating instructions, dependency and licence information, and access or deployment details needed for the agreed hosting arrangement.
Existing tools and reusable components identified in the scope remain with their owners. For our own retained components incorporated in your deliverables, we grant a perpetual, worldwide, royalty-free licence to use, copy, modify and maintain them as part of the deliverables, including through a replacement supplier and on a transfer of your business. We do not retain ownership of your confidential information or claim ownership of your business processes.
Open-source libraries, third-party software, AI models and hosted services remain under their own licences and terms. We identify material dependencies and restrictions before agreement; we cannot transfer rights we do not own. We will not knowingly include a component whose licence conflicts with the agreed use. Independent supplier charges and availability can change; work to address a change requires a quote unless already included.
6. Confidentiality, personal data and security
Each party keeps the other's non-public business information confidential, uses it only for the engagement and shares it only with people who need it and owe suitable confidentiality duties. This continues after the work ends. It does not cover information lawfully public, independently developed or already lawfully known; legally required disclosure is permitted, with advance notice where lawful.
We agree suitable access, backup and security arrangements before using live systems. Use anonymised or synthetic examples for initial discussions. Do not send client files or credentials through the website forms.
Before we process personal data on your behalf, we agree a written data-processing agreement covering instructions, permitted purposes, data types, security, subprocessors, international transfers, incident reporting, assistance, audit and return or deletion. We will not use your confidential information or personal data to train a general-purpose model. Any proposed use of an AI supplier must be agreed with appropriate processing terms and settings. Each party remains responsible for its own legal data-protection obligations. Website and booking information is covered by the privacy notice.
7. AI and professional judgement
AI may produce plausible errors, omit information or behave inconsistently. We design and test against the agreed use and safeguards, without promising perfect accuracy or a particular business outcome. You arrange competent human review before relying on consequential outputs, sharing client-facing advice, filing returns, moving money or making decisions about people.
We supply software and technical consultancy. We do not provide accounting, tax, legal, investment or regulated financial advice. Tell us before work starts about any proposed use in such decisions so we can agree appropriate limits and review controls. Human-review responsibilities do not excuse our failure to meet the agreed specification or use reasonable care and skill.
8. Stopping a project
You may stop a development project by replying to our project correspondence or using our contact form. You pay for work actually completed within the agreed scope and previously approved third-party commitments that cannot be recovered. These amounts will not exceed the agreed project price and approved extras; we do not charge the entire unperformed balance or lost future profit. We provide an itemised account, hand over paid-for work with its completion status and refund any remaining advance within 14 calendar days.
Either party may end the agreement for a material breach that is not corrected within 14 calendar days of written notice, or immediately if the breach cannot be remedied. If we cannot complete the work for another reason, we notify you, hand over paid-for work and refund the unearned balance. A refund does not remove any further remedy for breach. Confidentiality, ownership, payment for completed work and other provisions intended to continue survive the end of the engagement.
9. Responsibility and resolving concerns
Nothing limits responsibility for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or liability the law does not allow a party to limit. Nothing restricts a person's statutory data-protection rights or the powers of a regulator.
Subject to that, each party's total liability arising from an engagement is capped at the greater of £10,000 or twice the total fees agreed for that engagement, unless a higher amount is agreed in writing. This applies across claims arising in contract, negligence or otherwise. Neither party is liable for indirect or consequential loss. Reasonable direct costs of correcting defective work or restoring data are not excluded merely because they relate to software or data. Each party takes reasonable steps to reduce loss. The cap does not reduce fees properly owed or refunds promised under the agreement. These limits apply only to the extent permitted by law.
Raise a concern through our contact form; our complaints procedure explains how we respond. We aim to resolve disputes through discussion. Mediation can be agreed, but is not compulsory before obtaining urgent relief or exercising a legal right. English and Welsh law applies and the courts of England and Wales have jurisdiction, subject to any mandatory law that applies. No wording here asks you to waive consumer rights that may apply despite the business-only offering.