Terms of Service

CRM communications and administration

Staff and Admins may access the shared [email protected] Microsoft 365 mailbox through the CRM. Actions operate under the mailbox's delegated permissions and Microsoft's service limits. Q temporarily relays message content and attachments; it does not save them in Supabase. Draft text may be recovered in the current browser session until explicitly saved to Microsoft 365 or sent. Operators should verify recipients, placeholders, facts and links before sending, and check Outlook Sent Items before repeating an uncertain send. Generic templates do not authorise marketing or replace required consent.

Admin webhook integrations retain provider event records for review. Generated address-shaped identifiers are not mailboxes. Admin user deletion is irreversible through the CRM and does not cancel external payments or erase Microsoft 365 mail; existing constraints and retained operational records may apply. Staff cannot delete users or change public launch status.

CRM training environment

The /crm-training page is a demonstration for staff familiarisation. Its sample customers and scenarios are fictional. Demo interactions, including adding a sample customer, operate only in the current page and do not create, change, or delete live CRM data or trigger customer communications, account changes, billing, or other production actions. Do not enter real customer information into the training page. The training page does not grant access to the authenticated CRM or authorise staff to perform actions outside their role.

1. Introduction

Welcome to Q Intelligence ("Service"), operated by Scott Harvey-Whittle trading as SHW Digital Services ("SHW Digital Services", "we", "our", or "us").

These Terms of Service ("Terms") govern your access to and use of the Q Intelligence platform, website, APIs, software, documentation, and related services available through https://q-ai.online.

By creating an account, purchasing a subscription, or otherwise accessing the Service, you agree to be legally bound by these Terms.

If you do not agree with these Terms, you must not access or use the Service.

2. Eligibility

You must:

• be at least 18 years old or the age of majority in your jurisdiction;
• have the legal capacity to enter into a binding agreement;
• provide accurate registration information;
• comply with all applicable laws when using the Service.

You represent and warrant that all information you provide is accurate and kept up to date.

3. Definitions

For these Terms:

• Account means your registered Q Intelligence account.
• Service means Q Intelligence, its website, APIs, software, and associated services.
• User means any individual or organisation using the Service.
• Subscription means a paid plan providing access to premium functionality.
• Content means text, files, prompts, images, code, data, and any other material processed through the Service.
• AI Output means responses generated using integrated on-device or hosted AI models.

4. Your Account

You are responsible for:

• maintaining the confidentiality of your login credentials;
• ensuring your account information remains accurate;
• restricting unauthorised access to your account;
• notifying us immediately of any suspected security incident.

You remain responsible for all activity carried out under your account unless caused by our negligence.

We may suspend or terminate accounts that compromise platform security.

5. Acceptable Use

You agree not to:

• violate any applicable law;
• upload unlawful, defamatory, or fraudulent material;
• attempt to gain unauthorised access to any system;
• interfere with platform availability or security;
• distribute malware or malicious code;
• reverse engineer the Service except where permitted by law;
• use automated methods to abuse or overload the platform;
• infringe intellectual property rights;
• impersonate another person or organisation;
• use the Service to facilitate illegal activity.

Additional requirements are set out in our Acceptable Use Policy, which forms part of these Terms.

6. AI Services

Q Intelligence provides AI-assisted features through on-device WebLLM models and optional hosted language models. Hosted generation uses Groq when configured, with OpenAI as a fallback when Groq is not configured and OpenAI is available.

The processing mode displayed in Q Intelligence controls where AI generation occurs. In local mode, generation occurs in the user's browser. In hosted mode, the masked prompt and disclosed context are transmitted to Q Intelligence and the configured provider (Groq or OpenAI). Hosted use requires an authenticated account and is subject to per-minute and daily usage limits. The selected provider's terms and data processing terms apply to its processing; Groq's published inference retention and data-location disclosures are summarised in the Processor Register.

AI responses are generated automatically and may:

• contain inaccuracies;
• be incomplete;
• become outdated;
• produce unexpected or incorrect results.

AI Output is provided for informational purposes only.

You are solely responsible for reviewing, verifying, and validating AI-generated content before relying on it for personal, commercial, legal, financial, medical, or technical purposes.

SHW Digital Services does not guarantee the accuracy, completeness, or suitability of AI Output.

7. User Content

You retain ownership of the content you submit to the Service.

By uploading or submitting content, you grant SHW Digital Services a limited, non-exclusive licence to:

• host;
• store;
• process;
• transmit; and
• display

that content solely for the purpose of providing and improving the Service.

You warrant that you have all necessary rights and permissions to submit such content.

You must not upload material that:

• infringes copyright;
• breaches confidentiality obligations;
• violates privacy rights;
• contains unlawful material.

You remain legally responsible for all submitted content.

8. Intellectual Property

The Service, including its software, branding, logos, design, documentation, source code, databases, and proprietary features, is owned by or licensed to SHW Digital Services and is protected by intellectual property laws.

Except as expressly permitted, you may not:

• copy;
• reproduce;
• modify;
• distribute;
• sell;
• sublicense;
• decompile; or
• exploit

any part of the Service without prior written permission.

Nothing in these Terms transfers ownership of our intellectual property to you.

9. Open Source Components

The Service may include or depend upon third-party open-source software.

Such software remains subject to its respective licence terms.

Nothing in these Terms overrides the rights granted under applicable open-source licences.

10. Feedback

If you provide suggestions, ideas, feature requests, or feedback regarding the Service, you grant SHW Digital Services a perpetual, worldwide, royalty-free licence to use and incorporate that feedback without compensation or attribution.

11. Subscriptions

Certain features of Q Intelligence require an active paid subscription.

Subscription plans, features, usage limits, and pricing are described on the Q Intelligence website and may be updated from time to time.

Unless expressly stated otherwise:

• subscriptions are recurring;
• access continues until cancelled or terminated;
• subscription benefits apply only while payment remains current.

Subscription-specific provisions are also described in the separate Subscription Terms.

12. Payments

Payments are processed securely through PayPal.

SHW Digital Services does not store your complete payment card information.

By purchasing a subscription you authorise PayPal to charge the applicable fees in accordance with your selected subscription.

You are responsible for ensuring:

• payment details remain valid;
• sufficient funds are available;
• applicable taxes are paid where required.

Failure to complete payment may result in suspension or termination of premium access.

Authorised staff may assist with payments using PayPal's payment tools. Card details must be entered only into a PayPal-hosted interface and are not intentionally received or stored by Q Intelligence.

Subscription products, plans, status changes, renewals, failed payments, cancellations, refunds, and related transaction references may be synchronised automatically between Q Intelligence and PayPal. Creating a chargeable recurring subscription requires the customer to approve PayPal's billing agreement.

For customer support and account administration, authorised Staff and Admin users may use Q Intelligence's native CRM to review account, subscription, payment, task, note, and audit information. Access is role-restricted, and administrative actions may be logged.

13. Renewals

Unless otherwise stated, subscriptions automatically renew at the end of each billing period.

Renewal occurs using the payment method managed through PayPal.

You are responsible for cancelling your subscription before renewal if you do not wish it to continue.

14. Price Changes

We may change subscription pricing from time to time.

Where reasonably practicable, existing subscribers will receive advance notice before revised pricing takes effect.

Continued use of the Service after a pricing change constitutes acceptance of the updated pricing.

15. Free Trials

From time to time we may offer:

• free trials;
• promotional subscriptions;
• beta access;
• introductory pricing.

Unless otherwise stated:

• trial features may differ from paid plans;
• trials may be withdrawn at any time;
• eligibility restrictions may apply.

If a trial converts to a paid subscription, billing will occur in accordance with the applicable offer.

16. Refunds

Refund eligibility is governed by our separate Refund & Cancellation Policy.

Except where required by law, subscription fees are non-refundable once the relevant billing period has commenced.

Nothing in these Terms limits any mandatory consumer rights available under applicable law.

17. Suspension

We may temporarily suspend access where reasonably necessary to:

• investigate abuse;
• respond to security incidents;
• protect infrastructure;
• comply with legal obligations;
• prevent fraud;
• perform emergency maintenance;
• protect other users.

Where appropriate, we will attempt to notify affected users.

18. Termination

You may terminate your account at any time through the available account management features or by contacting support.

We may suspend or terminate accounts where:

• these Terms are breached;
• unlawful activity is suspected;
• fraudulent behaviour occurs;
• payment obligations remain outstanding;
• continued access presents security risks;
• required by law.

Termination does not affect accrued rights or obligations existing prior to termination.

19. Availability

While we aim to provide a reliable service, Q Intelligence is provided on an "as available" and "as is" basis.

We do not guarantee:

• uninterrupted availability;
• error-free operation;
• compatibility with every device;
• continuous access to every feature.

Scheduled maintenance, upgrades, security measures, and events beyond our reasonable control may affect availability.

20. Service Changes

We may:

• modify features;
• improve functionality;
• discontinue obsolete services;
• introduce new capabilities;
• replace third-party providers;
• update technical requirements.

We are not obliged to maintain every feature indefinitely.

Material changes affecting subscribers will, where reasonably practicable, be communicated in advance.

21. Disclaimers

To the fullest extent permitted by applicable law, Q Intelligence is provided on an "as is" and "as available" basis.

SHW Digital Services makes no representation or warranty that the Service will:

• operate without interruption;
• be free from errors or defects;
• meet every user's requirements;
• produce accurate or complete AI-generated content;
• remain continuously available;
• be compatible with every device, browser, or operating system.

All implied warranties, conditions, and guarantees that may be excluded by law are excluded to the maximum extent permitted.

22. AI Disclaimer

Q Intelligence incorporates on-device WebLLM and optional hosted AI technologies to assist users with generating, analysing, summarising, transforming, and interpreting information.

AI-generated content:

• may contain factual errors;
• may omit relevant information;
• may become outdated;
• should not be considered professional advice.

You must independently verify any AI-generated output before relying upon it.

The Service must not be relied upon as a substitute for:

• legal advice;
• financial advice;
• medical advice;
• engineering advice;
• professional compliance advice;
• regulated professional services.

You accept all responsibility for decisions made using AI-generated output.

23. Limitation of Liability

Nothing in these Terms excludes or limits liability where such exclusion or limitation would be unlawful, including liability for:

• fraud or fraudulent misrepresentation;
• death or personal injury caused by negligence;
• any liability that cannot legally be excluded.

Subject to the above, SHW Digital Services shall not be liable for any:

• indirect loss;
• consequential loss;
• loss of profits;
• loss of revenue;
• loss of goodwill;
• business interruption;
• loss of anticipated savings;
• corruption or loss of data;
• loss arising from reliance on AI-generated content.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to the Service shall not exceed the total subscription fees paid by you during the twelve (12) months immediately preceding the event giving rise to the claim.

Where you use the Service without charge, our maximum liability shall be limited to £100 GBP, unless a higher amount is required by applicable law.

24. Indemnity

You agree to indemnify and hold harmless Scott Harvey-Whittle trading as SHW Digital Services, its employees, contractors, suppliers, and representatives against any claims, liabilities, damages, costs, or expenses arising from:

• your breach of these Terms;
• unlawful use of the Service;
• infringement of intellectual property rights;
• misuse of AI-generated content;
• violation of applicable law;
• content uploaded through your account.

This indemnity survives termination of these Terms.

25. Privacy

Your use of the Service is also governed by our Privacy Policy.

By using Q Intelligence you acknowledge that personal information will be processed in accordance with that Privacy Policy.

Where there is any inconsistency between these Terms and mandatory data protection law, the applicable law prevails.

26. Third-Party Services

The Service integrates with third-party providers including, but not limited to:

• Supabase;
• Groq, when hosted AI is configured to use it;
• OpenAI, when hosted AI is selected;
• WebLLM and model-distribution services;
• PayPal;
• Zoho Bigin;
• Brevo (formerly Sendinblue), for historical records from the removed Brevo Conversations widget and optional marketing and community-update emails;
• email delivery providers;
• cloud hosting providers;
• analytics providers.

Those services are governed by their own terms and privacy policies.

The Brevo Conversations widget has been removed. For product support, use Q Help, the support page or [email protected]. Historical support-chat records remain subject to the Privacy Policy and provider arrangements. For legal, privacy or executive escalation, contact [email protected].

SHW Digital Services is not responsible for the acts or omissions of independent third-party providers beyond our legal responsibilities.

27. Force Majeure

We shall not be liable for any delay or failure to perform obligations caused by events beyond our reasonable control, including:

• natural disasters;
• fire;
• flood;
• pandemic;
• war;
• terrorism;
• labour disputes;
• internet outages;
• cloud provider failures;
• governmental action;
• power failures;
• cyberattacks.

Performance will resume as soon as reasonably practicable after the relevant event has ended.

28. Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent.

We may assign or transfer our rights and obligations in connection with a merger, acquisition, business restructuring, asset sale, or similar corporate transaction.

29. Severability

If any provision of these Terms is found to be unlawful, invalid, or unenforceable, that provision shall be interpreted as closely as possible to its original intent, and the remaining provisions shall remain in full force and effect.

30. Waiver

Failure by SHW Digital Services to enforce any provision of these Terms shall not constitute a waiver of that provision or any other right.

31. Entire Agreement

These Terms, together with the documents referenced within them, constitute the entire agreement between you and SHW Digital Services concerning the use of Q Intelligence and supersede all previous understandings relating to the Service.

32. Governing Law

Q Intelligence is operated by Scott Harvey-Whittle trading as SHW Digital Services, a business established in the United Kingdom.

These Terms shall be governed by and interpreted in accordance with the laws of England and Wales, without regard to conflict of law principles.

Q Intelligence is available to users worldwide. Where mandatory consumer protection laws or other non-excludable rights apply in your country of residence, those rights remain unaffected by these Terms.

33. Dispute Resolution

We encourage users to contact us first to resolve any dispute informally.

If a dispute cannot be resolved through good-faith discussions, it shall be submitted to the courts of England and Wales, except where mandatory law gives you the right to bring proceedings in your country of residence.

Nothing in these Terms prevents either party from seeking urgent injunctive or equitable relief where appropriate.

34. Electronic Communications

We communicate electronically with you where necessary to administer the Service, including communications relating to:

• your account;
• subscriptions;
• billing;
• security notifications;
• legal notices;
• service announcements;
• policy updates.

Optional marketing, newsletters and community-update emails are managed through Brevo (formerly Sendinblue) and sent where you have opted in or specifically requested them. Accepting these Terms, creating an account or purchasing a subscription does not by itself constitute marketing consent. Permission for launch or waitlist updates is limited to the communications described when it was collected.

You can stop optional emails through their unsubscribe link or by contacting [email protected], without closing your account. Necessary security, billing and service notices may still be sent. Marketing consent is separate from any required consent to non-essential email tracking. The Privacy Policy, Cookie Policy and Processor Register explain the relevant processing and choices.

35. Export Control and Sanctions

You agree not to use the Service in violation of applicable export control, trade sanctions, or import laws.

You represent that you are not:

• located in a country subject to comprehensive trade sanctions that prohibit our provision of the Service;
• subject to applicable sanctions that would make providing the Service unlawful.

We reserve the right to restrict or terminate access where required to comply with applicable laws.

36. Changes to These Terms

We may amend these Terms from time to time to reflect:

• changes in applicable law;
• new features or services;
• operational improvements;
• security requirements;
• changes to third-party providers;
• business developments.

The latest version will always be published on https://q-ai.online.

Where changes materially affect your rights or obligations, we will provide reasonable notice by email, through the Service, or by another appropriate method.

Your continued use of the Service after the effective date of the revised Terms constitutes acceptance of the updated Terms.

37. Contact Information

For questions relating to these Terms, please contact:

Scott Harvey-Whittle
Trading as SHW Digital Services

Website: https://q-ai.online

General Support: [email protected]

Legal Enquiries: [email protected]

Privacy: [email protected]

38. Related Documents

These Terms should be read together with the following documents, all of which form part of the Q Intelligence legal documentation:

• Privacy Policy
• Cookie Policy
• Acceptable Use Policy
• AI Disclaimer
• Subscription Terms
• Refund & Cancellation Policy
• Security Policy
• Accessibility Statement
• File Upload Policy
• Copyright Policy
• Legal Notice
• Data Processing Addendum
• Processor Register
• Community Guidelines

Where there is any conflict between these Terms and a mandatory provision of applicable law, the applicable law will prevail to the extent of the conflict.

39. Version History

40. Document Metadata

Document: Terms of Service
Product: Q Intelligence
Website: https://q-ai.online
Operator: Scott Harvey-Whittle trading as SHW Digital Services
Availability: Worldwide
Governing Law: England & Wales
Current Version: 1.5.5

© Scott Harvey-Whittle trading as SHW Digital Services. All rights reserved.

Referral credit programme

Eligible account holders may refer more than one new customer using the unique link in their Q account. A referral is valid only when the invited email address creates a new account through that link and completes its first eligible subscription payment. The referred customer receives credit equal to 10% of that first payment. The referrer receives credit equal to 20% of that payment after a 14-day holding period.

Credits are not cash, cannot be transferred, expire 12 months after issue, and can reduce no more than 50% of an eligible subscription payment. Unused credit carries forward until expiry. Q may reject or reverse credit connected with self-referrals, duplicate or existing accounts, cancellations, refunds, disputes, abuse, or fraud. PayPal may initially collect the full invoice amount; applied referral credit is then returned through PayPal as a partial refund. Referral activity and adjustments are retained in the CRM audit trail.

Founding 100 and manually authorised discounts

The first 100 eligible non-staff customers who begin a paid subscription through the promotional checkout receive 50% off their first three monthly billing cycles or their first annual billing cycle. Staff and administrator accounts are excluded because their premium access is provided separately. Reservations that are not completed may be released. This introductory reduction does not stack with referral credit on the same payment; available referral credit is retained for a later eligible payment.

An administrator may offer a customer a separate percentage reduction for a stated number of monthly or annual billing cycles. The price returns to the product's standard recurring price after those cycles. The discounted schedule is shown for customer approval in PayPal before the subscription begins. Unless expressly stated otherwise, promotional reductions cannot be combined.

Public news and Help Videos

News & Updates publishes news items with related updates beneath them. Updates are not standalone posts. A related update is visible only while both it and its news item are published; removing a news item from public view also hides its updates.

Help Videos provide site-use tutorials with a title and written steps. Only administrators can manage these videos. Videos may be uploaded to Q or accessed through a hosted HTTPS link. External video websites apply their own terms and privacy settings. Tutorials describe use of the site and do not change subscription terms or constitute professional advice.