Terms and Conditions

Last updated: 2026-10-18

These Terms govern access to Lokos AI LLC's websites, client portal, applications, APIs and related services. You must be at least 18 and legally able to enter into these Terms. By using the Services, you agree to these Terms. If acting for an organization, you represent that you have authority to bind it; otherwise use only access expressly authorized by that organization. Our Privacy Policy describes personal information practices; it is not blanket consent to optional processing.

1. Portal and project services

The portal supports organization registration and review, invitations, membership and permissions, software specifications and requests, attachments, clarifications, proposals, master services agreements (MSAs), statements of work (SOWs), signature coordination, invoices, payment, project updates and document exchange. Other services may include AI applications, voice agents, conversational research and APIs.

Creating an account or organization does not guarantee admission, a quote, credit, project acceptance or delivery. Drafts and clarifications are planning inputs. Submitting a request, accepting a clarification, viewing a proposal, uploading a signed document or displaying a status alone does not authorize new work or amend a contract.

2. Signed agreements and order of precedence

An executed MSA, SOW, order form or separately agreed data processing addendum governs its subject matter and prevails over conflicting website Terms. A SOW controls its project scope, assumptions, dependencies, acceptance, schedule, fees and deliverable rights, subject to the precedence rules in the signed agreements. These Terms do not retroactively change executed agreements. In their absence, these Terms govern portal access; project commitments require an agreement by authorized representatives.

An MSA can support multiple separately agreed projects while it remains effective. Each new scope and material change requires the applicable written approval or signed change document. Quotes and estimates are subject to their stated validity and assumptions. Customer delays, incomplete specifications, dependencies and approved changes may affect cost and timing under the agreement.

3. Accounts, organizations and authority

Provide accurate identity, company, contact and billing details. Protect credentials and authentication factors, use individual accounts, promptly report suspected misuse and keep notices reachable. Do not share accounts or bypass access controls.

Organization owners and authorized administrators are responsible for verifying invitees, assigning appropriate roles, reviewing access and promptly removing access when duties change. Permissions apply to specific organizations and functions; membership in one organization does not grant access to another. Billing, request management, document access and legal signing authority are distinct. A portal role is not a substitute for actual legal authority to sign or approve spending.

Authorized members may see organizational materials according to their roles. The organization is responsible for its authorized instructions and activity; this does not excuse Lokos AI's own obligations. Removing membership or closing an account does not rescind signed agreements, cancel invoices, erase audit history or revoke copies already lawfully downloaded.

4. Electronic records and signatures

You agree to receive operational notices, proposals, invoices and other business records electronically at your supplied contact details or through the portal. Maintain a current email address and download records you need. You need an internet connection, a supported browser, access to email and a reader for downloadable documents. Contact us for record copies or to discuss alternative arrangements or withdrawing electronic delivery; that may affect future portal use without invalidating earlier records.

Signing occurs through the designated signature process or agreed offline procedure. Only an authorized signer may execute an agreement. A portal confirmation records evidence of execution; it does not replace a required signature. Mandatory electronic disclosure or consumer-consent requirements remain applicable where relevant.

5. Fees, invoices and payment

Fees, currency, taxes, deposits, payment deadlines, minimums, caps, approved actual work, additional funding, cancellation and refunds follow the signed commercial terms and applicable invoice. Do not rely on a draft estimate as a fixed price. Invoice payment uses the designated payment provider; you authorize only the payment presented and confirmed in that flow. Bank or provider fees may apply under their terms.

A payment redirect, receipt upload or pending status is not proof of settled funds. Delivery may require verified payment, executed agreements and staff release. Additional invoices cannot expand signed scope or spending authority. Reconciliation, credits and refunds follow the signed agreement and verified payment evidence; we do not impose a blanket no-refund rule over those terms or applicable law. Contact us promptly about disputed charges; statutory dispute rights remain intact.

Where a separate research program offers participant compensation, its disclosed program terms govern eligibility, verification and payment.

6. Customer materials, confidentiality and AI

You retain rights in specifications, code, documents, messages and other materials you submit. You authorize Lokos AI and its service providers to host, copy, transmit, analyze and transform those materials only as needed to provide the requested services, support, security and compliance, subject to the applicable agreement. This permission does not transfer ownership of your materials or authorize their public disclosure.

Only upload information you may lawfully provide, with required notices, permissions and licenses. Minimize personal data and remove unnecessary secrets. Do not upload passwords, private keys, full payment-card data, regulated health records or other specially regulated or sensitive data unless expressly agreed in writing with suitable safeguards. An upload facility alone is not agreement to handle such data.

AI may help extract document context, clarify requirements and draft specifications or proposals. Outputs can be incomplete or incorrect and require review. Do not treat generated output as legal, tax, medical or financial advice. Project deliverable ownership, licenses, confidentiality, background tools and third-party or open-source components follow the signed agreement. Portal software, branding and pre-existing materials remain with their owners. General feedback may be used to improve the service, but this does not waive confidentiality in project materials.

7. Acceptable use and third parties

Do not submit unlawful or infringing material, malware or fraudulent instructions; impersonate others; evade permissions or payment controls; scrape restricted information; disrupt services; or reverse engineer protected software except where law permits. We may restrict access or remove material for violations, legal requirements or material security risks, with notice where practicable.

Payment, identity, signature, calendar and other external services may have separate terms and privacy notices. Linking to them does not grant them access to all portal content. Availability and third-party dependencies may affect service, subject to our signed commitments.

8. Warranties and liability

Except for express commitments in a signed agreement and rights that cannot lawfully be excluded, portal access and AI outputs are provided as available, without implied warranties of merchantability, fitness for a particular purpose or noninfringement. We do not promise uninterrupted access or error-free outputs.

To the extent permitted by law and unless a signed agreement provides otherwise, neither party is liable under these Terms for indirect, incidental, special or consequential damages or lost profits. Lokos AI's aggregate liability under these Terms is limited to the greater of USD 100 or fees paid to Lokos AI for the affected Services in the preceding three months. These exclusions do not limit liability that applicable law prohibits excluding, or override a signed agreement's remedies, indemnities or liability allocation.

A business customer will defend and indemnify Lokos AI against third-party claims arising from that customer's unlawful materials, infringement of third-party rights or unauthorized instructions, to the extent caused by that customer, with prompt notice and reasonable cooperation. No settlement may impose an admission or nonmonetary obligation on the other party without its consent. This does not cover claims caused by Lokos AI's own breach or misconduct or replace a signed agreement's indemnity provisions.

9. Suspension, termination and retained records

You may stop using the portal and request account closure. We may suspend access for material breach, nonpayment under the applicable agreement, unlawful use or security risks. Where reasonably practicable, we will give notice and an opportunity to resolve the issue. Project cancellation and outstanding obligations follow the signed agreements. Contract, payment, tax, security, audit and dispute evidence may be retained as described in the Privacy Policy; account closure is not automatic erasure.

10. Disputes, changes and contact

Unless an applicable signed agreement or mandatory law provides otherwise, New York law governs these Terms, excluding conflict-of-law rules, and disputes belong in the state or federal courts in New York County, New York. Please contact us first to seek an informal resolution; this does not limit mandatory rights or filing deadlines.

We may revise these Terms prospectively, publish the effective date and provide notice of material changes through appropriate channels. Changes do not rewrite existing signed agreements. If a provision is unenforceable, the remaining provisions continue to apply. Rights concerning payment, confidentiality, intellectual property, retained records and disputes survive as needed to give them effect.

Lokos AI LLC · 200 Broadway, New York, NY 10038, USA · maria@lokos.ai