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Standard Terms and Conditions of Services

Last Updated: 23 July 2026

These Standard Terms and Conditions ("Terms") govern all products and services provided by YBIX ("YBIX", "we", "our", or "us").

These Terms apply to all quotations, proposals, sales orders, subscriptions, invoices, projects, consulting engagements, software implementations, hosting, support services and other services provided by YBIX unless expressly superseded by a separate written agreement.

By accepting a quotation, placing an order, signing an agreement, making a payment or using our services, the customer agrees to these Terms.

1. Scope of Services

The scope of work, deliverables, implementation schedule, pricing, licensing, subscriptions and project-specific requirements shall be defined in the relevant quotation, proposal, sales order, statement of work, subscription agreement or other written agreement.

Any work outside the agreed scope may require a separate quotation and customer approval.

2. Quotations

Unless otherwise stated, quotations remain valid for 15 calendar days from the date of issue.

A quotation shall be considered accepted when the customer:

  • Signs or electronically accepts it;
  • Confirms acceptance in writing;
  • Makes the required payment; or
  • Instructs YBIX to commence work.

3. Customer Responsibilities

The customer shall:

  • Provide accurate information and requirements.
  • Provide timely approvals and feedback.
  • Supply necessary access credentials where required.
  • Ensure all supplied data, content and software are lawfully owned or licensed.
  • Maintain appropriate backups unless backup services are specifically included.

Delays caused by missing information or approvals may extend project timelines.

4. Fees and Payment

Unless otherwise agreed in writing:

  • All invoices are due upon receipt.
  • Payments shall be made using the payment methods specified on the invoice.
  • Bank charges, transfer fees and applicable taxes remain the responsibility of the customer unless otherwise stated.

YBIX reserves the right to suspend ongoing work or hosted services if payment remains outstanding.

Where permitted by applicable law, YBIX may charge reasonable late-payment fees or interest on overdue invoices.

5. Changes to Scope

Any request that changes the agreed scope, functionality, integrations, timelines or deliverables may require:

  • revised pricing;
  • revised implementation schedules; and
  • written customer approval.

Minor clarifications that do not materially affect effort may be completed without additional charge at YBIX's discretion.

6. Delivery and Acceptance

Deliverables shall be deemed accepted when:

  • the customer confirms acceptance;
  • the solution is placed into production use;
  • the related milestone payment is made; or
  • no material issue is reported within seven (7) calendar days after delivery.

Enhancement requests shall not be treated as defects.

7. Third-Party Services

Projects may rely on third-party software, cloud providers, APIs, payment gateways, communication platforms, hosting providers or other external services.

YBIX is not responsible for:

  • third-party outages;
  • API limitations or changes;
  • licensing changes;
  • service discontinuation by third parties; or
  • delays beyond YBIX's reasonable control.

Third-party licensing or subscription fees remain the responsibility of the customer unless expressly included in the quotation.

8. Intellectual Property

Each party retains ownership of intellectual property owned before the engagement.

Upon full payment, the customer receives the rights expressly granted under the applicable quotation or agreement for customer-specific deliverables.

YBIX retains ownership of:

  • reusable frameworks;
  • generic software components;
  • templates;
  • methodologies;
  • libraries;
  • development tools;
  • know-how;
  • improvements and reusable modules.

Open-source software remains subject to its respective licence.

9. Confidentiality

Both parties agree to keep confidential information private and use it solely for the purpose of performing the agreed services.

This obligation does not apply to information that:

  • becomes publicly available;
  • is already lawfully known;
  • is independently developed;
  • is received lawfully from another source; or
  • must be disclosed by applicable law.

10. Data Protection

The customer retains ownership of all business data.

YBIX will use reasonable administrative and technical measures to protect customer information while performing the agreed services.

Unless expressly agreed otherwise, the customer remains responsible for maintaining its own backups and disaster recovery arrangements.

11. Artificial Intelligence Services

Where YBIX provides AI-powered features or recommendations:

  • AI-generated outputs are intended to assist decision-making only.
  • Customers remain responsible for reviewing and approving any AI-generated content, recommendations or decisions.
  • AI outputs should not be considered legal, financial, medical or regulatory advice.

12. Warranties and Support

YBIX will perform services using reasonable professional care and skill.

Warranty periods, support coverage and service levels shall be governed by the applicable quotation, subscription plan or service agreement.

The warranty does not cover issues resulting from:

  • customer modifications;
  • misuse;
  • third-party software changes;
  • unsupported infrastructure;
  • external service failures; or
  • requirements outside the agreed scope.

13. Limitation of Liability

To the maximum extent permitted by applicable law, YBIX shall not be liable for indirect, incidental, consequential or special damages, including loss of profits, revenue, goodwill, business opportunity or data.

YBIX's total liability arising from a specific engagement shall not exceed the total amount actually paid by the customer for that engagement.

Nothing in these Terms excludes liability that cannot legally be excluded.

14. Force Majeure

Neither party shall be liable for delays or failure to perform obligations caused by circumstances beyond reasonable control, including but not limited to:

  • natural disasters;
  • war;
  • civil unrest;
  • government restrictions;
  • internet outages;
  • cyber incidents;
  • power failures;
  • labour disputes; or
  • failures of third-party infrastructure.

15. Suspension and Termination

YBIX may suspend or terminate services where:

  • invoices remain unpaid;
  • the customer materially breaches these Terms;
  • continued service would violate applicable law; or
  • security risks require immediate action.

The customer remains responsible for payment of all work completed prior to termination.

16. Export Compliance

YBIX reserves the right to refuse, suspend or terminate services where providing those services would violate applicable export control laws, sanctions or other legal restrictions.

17. Communications

Electronic communications including emails, customer portals, electronic signatures and approved collaboration platforms shall be considered valid business communications.

The customer is responsible for ensuring that approvals are provided by authorised representatives.

18. Governing Law and Dispute Resolution

The parties shall first attempt to resolve any dispute through good-faith negotiation.

If a dispute cannot be resolved amicably, it shall be finally resolved through binding arbitration in accordance with the arbitration rules agreed by the parties or, where no specific rules have been agreed, under the applicable arbitration laws governing the relevant contracting entity identified in the applicable quotation, agreement or invoice.

The language of arbitration shall be English unless otherwise agreed.

19. Order of Precedence

In the event of any inconsistency, the following order shall prevail:

  1. Signed Agreement or Master Services Agreement (MSA)
  2. Statement of Work (SOW)
  3. Accepted Quotation or Sales Order
  4. Subscription Agreement
  5. These Standard Terms and Conditions

20. Amendments

YBIX may update these Terms from time to time.

The version applicable to a customer engagement shall be the version in effect on the date the relevant quotation, agreement or order is accepted unless otherwise agreed in writing.

Contact Information

YBIX

🌐 Website: www.ybix.ai

📧 Email: info@ybix.ai