Terms and conditions

These terms

By using optiorg.ai, creating an OptiOrg account, or asking us to run Gayn, you agree to these terms. If you are agreeing for a business, you confirm you have authority to bind it.

A signed proposal or statement of work can change price, scope, or timing for that job. If it conflicts with these terms on that job, the signed document wins, except where these terms protect a right the law does not let either of us sign away.

If you are a consumer, you keep the rights the law gives you. These terms do not take those away.

ClubDesk is covered by the ClubDesk terms and the ClubDesk privacy policy. A club controls its families’ records. Parents book classes there.

Who we are

HMG AI LTD, company number 16147848. Registered office: Suite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdom. We trade as OptiOrg, Gayn, and NexQ. We are not VAT registered, so prices we publish are the total amount payable. No VAT is added.

Contact leads@optiorg.ai or +443300243335:+44 330 024 3335. Working hours for calls, matching NexQ, are Monday to Friday, 7:30am to 6:30pm, and Saturday, 7:30am to 2pm, UK time. Sunday is closed.

The OptiOrg app

The OptiOrg app is the system we use to run the work: contacts, calls, email, calendar, projects, and the record of a job. Access is by an account we issue. You must be 18 or over.

You agree that:

• the people you add to an account are your responsibility
• you will only connect a Google account, a mailbox, a phone number, a WhatsApp sender, or a GitHub account that you have authority to connect
• you will not upload special-category data, such as health or legal case material, unless you have a lawful basis and the service needs it
• you will keep your sign-in details private and tell us if you think an account has been misused

Connecting Google lets the app read, send, and modify mail in that mailbox, and read and write events on that calendar, as described in the privacy policy. You can ask us to disconnect it. We can suspend an account that is overdue, abused, or putting other people at risk. We will tell you when we do that, unless the delay would make the risk worse.

The app is a tool. Mail can fail, a calendar can be unreachable, and a third-party API can change. We will work to restore the service. We do not promise uninterrupted uptime.

Gayn

Gayn answers inbound calls for a UK service business, takes the details, and texts the business a summary and transcript. On the Book and Engage plans it can also book into a calendar and handle common questions. Plans published on gayn.co.uk, and confirmed in writing, are the prices that apply. At the date of these terms the published plans start at £129 a month for Answer, £249 a month for Book, and £399 a month for Engage. Setup is free. There is no long contract. You can cancel a monthly plan at any time.

If Gayn is not live and answering real calls on the number we agreed within 14 days of sign-up, the first month is free. “Live” means it is answering real calls, not a demo. Time we spend waiting for your brief, your prices, or access to your phone provider does not count towards those 14 days.

You will:

• give us accurate information about the business, the jobs you take, the area you cover, and the prices the receptionist is allowed to say
• approve the setup before it goes live, and tell us when those facts change
• keep the receptionist identified as an AI. You must not ask us to make it claim it is a human
• tell your callers, where the law or your regulator requires it, that an AI answers and that the call may be transcribed or recorded
• make sure Gayn is not the only way a person can reach help in an emergency. Callers with an emergency should use 999. Gayn is not an emergency service

You are the controller of your callers’ personal data. We process it to provide Gayn. The privacy policy explains the calls, transcripts, texts, and retention.

Cancelling stops the service at the end of the period you have already paid for, unless we agree an earlier stop. A month already used is not refunded, except for the 14-day promise above and except where the law requires a refund. When the service ends we release call forwarding if we control it, and we delete or return call records on the timetable in the privacy policy.

NexQ

NexQ builds and cares for websites for UK businesses. The commercial terms for a website — the £99 deposit, the 48-hour first draft, the plans, the monthly care, and what happens to the site files — are the terms at //nexq.co.uk/terms:nexq.co.uk/terms. If a sentence there conflicts with these terms on price, the draft, the deposit, or the monthly care, the NexQ terms win for that website.

The privacy notice for the NexQ marketing site is at //nexq.co.uk/privacy:nexq.co.uk/privacy. This OptiOrg policy still covers the app and any Google account connected to it.

Acceptable use

You will not use the sites, the app, or Gayn to:

• break the law, or help someone else break it
• send malware, probe our systems without permission, or overload them
• scrape the sites with a bot, unless we have agreed it in writing
• pretend Gayn is a human, or hide that a call is being transcribed
• send marketing that ignores an opt-out, or message people you have no right to contact
• upload content you do not have the right to use

We can remove content or pause the service when we need to, to meet this section. Where we can, we will tell you what we removed and why.

Your content

Words, logos, photos, call recordings, contacts, and mailbox content that you supply stay yours. You give us a licence to host, copy, and process them only so we can provide the service, keep a backup, and meet the law.

You confirm you have the rights and the lawful basis to give us that content, including a mailbox you connect and the callers Gayn will hear.

On a finished NexQ site, the site-file rules in the NexQ terms apply. We may show a finished site as an example of our work, and we may place a small “Website by NexQ” credit, unless you ask us in writing to remove either.

AI

Gayn speaks live. You approve the knowledge base before it goes live, and you remain responsible for the prices and promises it is allowed to make. It will say it is an AI.

Drafts produced inside the app, including email drafts, can be wrong, out of date, or unsuitable. You review anything that will be sent in your name or your customer’s name before it goes out. We do not use your content to train a public model.

AI output is not legal, medical, or financial advice. A caller who needs a qualified person should be passed to one.

Fees

Fees are the ones in the plan you choose, or in the proposal we both accept. Invoices are due on the date they state. If an invoice is overdue and we have reminded you, we can pause the service until it is paid.

NexQ payments may be collected by GoCardless. We do not store the full bank or card number. Failed payments are retried under GoCardless’s process, and we will tell you if a payment does not clear.

Intellectual property

The OptiOrg name, the Gayn name, the NexQ name, the site design, and the app itself belong to HMG AI LTD or our licensors. You do not acquire them by using the service. You receive a right to use the app for your own business while your account is in good standing.

You must not copy the app, resell it, or present our receptionist design as a product of your own, except for the receptionist running on your own number under a live Gayn plan.

Confidentiality

Each of us will keep the other’s non-public business information confidential and use it only to perform the contract. That includes call content, mailbox content, and pricing. It does not include information that is already public, that we already knew, or that we must disclose by law. If we have to disclose it, we will tell you first where the law allows.

Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not let us limit.

Otherwise, our total liability arising out of a service in any 12-month period is capped at the fees you paid us for that service in the 3 months before the claim. For a NexQ website, the cap in the NexQ terms applies to that website instead. We are not liable for lost profit, lost bookings, or other indirect loss, to the extent the law allows that exclusion.

We are not liable for a caller we could not reach because your phone provider, a forwarding rule, or a detail in the brief was wrong, or for a result that depended on data you gave us.

Ending the service

You can close an OptiOrg account or cancel Gayn by emailing leads@optiorg.ai:leads@optiorg.ai. Account deletion is described in the privacy policy, including the 30-day deletion window and the records we have to keep.

We can end the service if you break these terms and do not fix it within 14 days of us writing to you, or immediately if the break is serious, unlawful, or a risk to other people. Fees for a period already provided stay payable.

Changes to these terms

We can update these terms. The date at the top of the page is the latest version. If a change materially affects a paid service, we will email the account address at least 14 days before it applies. If you do not agree, you can cancel before that date. Using the service after the date means you accept the update.

Law and contact

These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that a consumer in the UK may also bring a claim in their home courts where the law gives them that right.

HMG AI LTD, Suite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdom. leads@optiorg.ai:leads@optiorg.ai. +443300243335:+44 330 024 3335.

Also read the privacy policy and the terms and conditions. Questions go to leads@optiorg.ai:leads@optiorg.ai.