Terms & Conditions

4Ys AI Solutions is a technology company based in Muscat, Sultanate of Oman. We build and deploy business automation systems - including WhatsApp chatbots, CRM platforms, ERP systems (the 4Ys Business Suite), workflow automation, and voice AI solutions. By using our website or services, you agree to these terms.

Our services include, but are not limited to:

• WhatsApp automation and AI chatbots
• CRM and sales pipeline management
• ERP deployment (the 4Ys Business Suite - covering finance, HR, inventory, and more)
• Workflow and business process automation
• AI voice receptionist and call handling

The exact scope of services depends on your individual agreement with us.

All client data and systems are hosted on dedicated VPS environments managed by 4Ys AI Solutions. We maintain full control over server configuration, security, and updates to ensure your systems run reliably.

A portion of our services run on privately-owned servers maintained by 4Ys AI Solutions, with redundancy and connectivity provided by vetted third-party infrastructure providers. We engineer our systems for high availability and design our deployments so that downtime is treated as an exception, not a routine outcome.

That said, because parts of our infrastructure rely on third parties (data centres, network providers, cloud services, telecommunication carriers), we do not and cannot guarantee 100% uptime. Service interruptions may occur due to:

• Third-party infrastructure failures, outages, or maintenance windows outside our direct control
• Network or telecommunications disruptions
• Force majeure events (natural disasters, war, government action, or similar)
• Scheduled maintenance required to keep systems secure and up to date

4Ys AI Solutions is not liable for any losses, damages, or business impact arising from service interruptions caused by third-party providers or events outside our reasonable control. Continued use of our services constitutes acceptance of this availability model.

Clients who prefer full ownership of their infrastructure may opt for a self-hosted deployment of our systems on their own servers or cloud environment. Self-hosting is available at an additional cost, which covers deployment, configuration, handover documentation, and any required licensing. Ongoing maintenance, security patching, backups, uptime, and infrastructure costs become the client's responsibility once handover is complete, unless a separate managed support agreement is signed with 4Ys AI Solutions.

Once a client opts in to self-hosting and the handover is complete, 4Ys AI Solutions bears no responsibility, liability, or obligation whatsoever for any of the following events occurring on the client's environment:

• Service downtime, partial outages, or full unavailability of the deployed systems
• Data loss, data corruption, accidental deletion, or backup failure of any kind
• Cyberattacks of any nature, including ransomware, denial-of-service, intrusion, account takeover, malware infection, or supply-chain compromise
• Physical access breaches, including theft, tampering, unauthorised entry to the client's data centre, office, or server room, or insider misuse
• Misconfiguration, failed updates, hardware failure, network failure, or any consequence of the client's own IT decisions or third-party providers

By accepting handover of a self-hosted deployment, the client expressly acknowledges that all operational risk transfers to them in full. No refund, credit, compensation, or warranty claim of any kind shall be entertained against 4Ys AI Solutions in respect of any incident occurring on a self-hosted environment, regardless of cause.

We perform daily automated backups of all client systems. However, 4Ys AI Solutions is not liable for any data loss that occurs:

• Between backup intervals
• Due to force majeure events (natural disasters, war, government action)
• As a result of third-party infrastructure failure beyond our control
• Due to client-side actions, including accidental deletion or misconfiguration

Clients are responsible for validating the accuracy of data within their systems. We provide the tools - you own the data and its correctness.

All service agreements are billed monthly unless otherwise stated in a written agreement. 4Ys AI Solutions reserves the right to suspend or limit access to services in the event of non-payment. We will always attempt to contact you before taking action.

All costs, additional services, add-ons, third-party fees, and scope expansions agreed upon between 4Ys AI Solutions and the client are documented in writing and tracked in the client's account record. This documentation serves as the single source of truth for all billing and service entitlements, and is maintained to ensure fairness, transparency, and protection for both parties. Verbal agreements that are not subsequently confirmed in writing are not binding. Clients may request a summary of their tracked costs and engagements at any time.

Any work, features, integrations, modules, or customisations requested by the client that fall outside the originally agreed scope will be quoted separately and require written approval before implementation. 4Ys AI Solutions is not obligated to deliver out-of-scope work without a documented agreement on cost and timeline.

Certain services rely on third-party platforms that carry their own usage-based fees - including but not limited to WhatsApp Business API conversation charges, SMS gateway fees, AI inference and token costs, telephony and voice minutes, payment processor fees, and cloud infrastructure usage. These costs are passed through to the client at cost or with a clearly disclosed margin, and are billed separately or itemised on the monthly invoice.

To deliver our services effectively, clients agree to:

• Provide accurate, complete, and up-to-date information required for setup and operation
• Maintain the security of their own login credentials and access tokens
• Promptly notify 4Ys AI Solutions of any suspected security incident, unauthorised access, or misuse
• Ensure that any data they upload or process complies with applicable laws (including data protection and consent requirements)
• Designate a primary point of contact authorised to make decisions and approvals on the client's behalf

Clients agree not to use 4Ys AI Solutions systems, infrastructure, or services for any purpose that is unlawful, harmful, or abusive. This includes, but is not limited to:

• Sending unsolicited bulk messages (spam) in violation of WhatsApp, telecom, or applicable anti-spam regulations
• Distributing malware, phishing content, or fraudulent communications
• Harassment, hate speech, or content that violates the laws of the Sultanate of Oman
• Attempting to circumvent security controls, rate limits, or licensing restrictions
• Reselling or sublicensing 4Ys services without prior written authorisation

Violation of this clause may result in immediate suspension or termination of services without refund, and may be reported to relevant authorities where required.

All client data is treated as strictly confidential. We will never share, sell, or disclose your business data to any third party - unless required by law or with your explicit written consent. This applies to all data processed through our systems, including customer records, financial data, and communications.

All systems, software, designs, and content created by 4Ys AI Solutions remain our intellectual property unless explicitly transferred in a written agreement. You are granted a license to use our systems for your business operations for the duration of your service agreement.

To the maximum extent permitted by law, 4Ys AI Solutions holds no liability whatsoever for any indirect, incidental, special, consequential, or punitive damages - including but not limited to lost profits, lost revenue, lost data, business interruption, or any other losses arising from the use of our services. Clients acknowledge and accept all risks associated with the deployment and operation of technology systems.

4Ys AI Solutions reserves the right to use anonymised or generalised descriptions of the improvements, efficiencies, and results achieved through our work with clients for our own marketing, promotional, and business development purposes. This may include case studies, testimonials, social media content, website copy, and sales materials. No confidential data, trade secrets, or personally identifiable information will be disclosed without prior written consent.

All fees paid to 4Ys AI Solutions - including but not limited to setup fees, monthly service fees, annual fees, third-party pass-through costs, hosting fees, AI inference costs, self-hosting deployment fees, training fees, and any add-on or scope-expansion charges - are strictly non-refundable under all circumstances, except where a refund is explicitly and unambiguously required by applicable Omani law. There are no refunds whatsoever for client-initiated cancellation, dissatisfaction, change of mind, change in business circumstances, non-use or under-use of the services, downtime (whether on managed or self-hosted environments), data loss, cyberattacks, force majeure events, suspension or termination by 4Ys for cause, or any other reason. Pre-paid amounts covering future months may, at 4Ys' sole and absolute discretion, be credited toward outstanding invoices, but they will never be returned in cash, transfer, or any other form. Acceptance of these terms constitutes the client's full and final acknowledgement of this no-refund policy.

All service agreements are entered into with no fixed time boundary and remain in effect on a rolling basis until terminated by either party, subject to the following termination conditions:

• Either party may terminate the agreement by providing a minimum of 30 calendar days' written notice.
• Written notice must be sent to admin@4ys.org or the client's registered email address.
• 4Ys AI Solutions reserves the right to suspend or terminate services immediately in cases of non-payment (after multiple failed payment reminders), misuse, or material breach of these terms.
• Upon termination, any data within the client's systems that is technically exportable will be exported and delivered back to the client in whatever format it natively exists in (CSV, JSON, SQL dump, media files, or equivalent), within 14 days of the termination date. Data that is not technically exportable due to platform or third-party constraints will be identified and disclosed.
• Any outstanding invoices remain payable regardless of termination, and all fees previously paid remain non-refundable as set out in Section 17.

The client agrees not to attempt to identify, reverse-engineer, disclose, or share publicly any information about the backend software, open-source tools, frameworks, libraries, or third-party services used by 4Ys AI Solutions in the delivery of its services. Any attempt to do so - including disclosing such information to competitors, on public forums, or to any third party - constitutes a material breach of this agreement. 4Ys reserves the right to immediately terminate services and pursue legal remedies in such cases.

Neither party shall be held liable for any failure or delay in performing its obligations under these terms where such failure or delay is caused by events beyond reasonable control. This includes, but is not limited to: natural disasters, war, civil unrest, pandemics, government action or sanctions, large-scale cyberattacks, internet backbone failures, telecommunications outages, sustained power failures, and failures of major upstream cloud or data centre providers. Obligations are suspended for the duration of the force majeure event, and both parties agree to act in good faith to resume normal operations as soon as practicable.

The client agrees to defend, indemnify, and hold harmless 4Ys AI Solutions, its directors, employees, and contractors from any third-party claims, damages, losses, fines, or legal costs arising out of: (a) the client's misuse of our services; (b) any content, messages, or data the client uploads, sends, or processes through our systems; (c) complaints from the client's own customers or end-users; (d) the client's violation of any applicable law (including data protection, consumer protection, or anti-spam regulations); or (e) the client's breach of these terms. Put simply: if your customers or a regulator come after us because of something you did with our tools, you cover the cost of defending and resolving it.

To deliver our services, 4Ys AI Solutions may engage a small number of trusted third-party sub-processors that process client data on our behalf. The exact list of sub-processors that applies to a given client depends on the modules and AI engines selected in their individual service agreement. Possible sub-processors include:

• Meta Platforms (WhatsApp Business API) - for WhatsApp messaging, broadcasting, and chatbot delivery, where WhatsApp features are enabled.
• OpenAI - used only where the client's agreement explicitly specifies OpenAI as the AI engine for a WhatsApp AI chatbot or other AI-assisted feature. Where the client's agreement instead specifies Midnight (our proprietary business reasoning model), Fora (our proprietary developer and creative model family), or Trinity (our proprietary self-improving business model), no client data is sent to OpenAI for that workload - inference runs entirely on infrastructure managed by 4Ys or on the client's self-hosted environment as agreed.
• Midnight, Fora & Trinity (4Ys proprietary models) - operated by 4Ys AI Solutions on our managed infrastructure or, where the client has opted for self-hosting under Section 5, on the client's own infrastructure. In the self-hosted configuration, no client data leaves the client's environment for AI inference.
• Telecommunications and SMS gateway providers - where SMS or voice features are enabled.
• Payment processors - where online payment collection is enabled.
• Hosting and infrastructure providers - vetted data centres and connectivity partners supporting our managed VPS environments.

By using our services, the client consents to the use of the sub-processors that apply to their selected configuration. The list may evolve as our services change; material updates will be reflected in the "Last Updated" date of these terms.

From time to time, 4Ys AI Solutions may make new, experimental, or beta features available to clients - including early versions of AI models, automation flows, or modules. Such features are provided strictly on an "as-is" basis, without any warranty of accuracy, performance, availability, or fitness for purpose. Beta features may be modified, deprecated, or removed at any time without notice, and 4Ys assumes no liability for any business impact arising from their use. Clients use beta features at their own risk.

Our services include AI-generated outputs - including but not limited to chatbot responses, voice AI conversations, generated text, summaries, and recommendations. AI outputs may be inaccurate, incomplete, biased, or otherwise unsuitable for a given context. The client is solely responsible for reviewing, validating, and approving any AI-generated content before relying on it, sending it to customers, publishing it, or using it to make business decisions. 4Ys AI Solutions is not liable for any consequences arising from the use of AI outputs without appropriate human review.

The client warrants that they, their directors, beneficial owners, and end-users are not subject to economic sanctions, trade embargoes, or restrictions imposed by the Sultanate of Oman, the United Nations, or any other jurisdiction with binding authority over either party. The client further agrees not to use our services in or for the benefit of any sanctioned country, entity, or individual. Any breach of this clause entitles 4Ys to immediately suspend or terminate services without liability or refund.

Both parties agree to comply with all applicable anti-bribery and anti-corruption laws, including those of the Sultanate of Oman. Neither party shall offer, give, request, or accept any bribe, kickback, or improper payment in connection with the services provided under this agreement. Breach of this clause is grounds for immediate termination.

4Ys AI Solutions may assign or transfer this agreement, in whole or in part, to an affiliate, successor entity, or acquirer in the event of a corporate restructuring, merger, or acquisition. The client may not assign or transfer their rights or obligations under this agreement to any third party without 4Ys' prior written consent. 4Ys may engage subcontractors to assist in the delivery of services and remains responsible for their performance.

If any clause or provision of these terms is found by a competent court or authority to be invalid, illegal, or unenforceable, that clause shall be modified to the minimum extent necessary to make it enforceable, or struck out if modification is not possible. All remaining clauses shall continue in full force and effect.

These Terms & Conditions, together with any signed service agreement or written quotation between 4Ys AI Solutions and the client, constitute the entire agreement between the parties. They supersede and replace all prior or contemporaneous understandings, proposals, emails, verbal promises, demos, or representations relating to the subject matter. No verbal statement, sales conversation, or informal communication shall be binding unless subsequently confirmed in writing and signed or formally acknowledged by both parties.

Any formal legal notice required under this agreement must be delivered in writing to admin@4ys.org with read receipt requested, or by registered post to 4Ys AI Solutions, Muscat, Sultanate of Oman. Notices to the client will be sent to the registered email address on file. Notices are deemed received on the next business day after delivery.

Where 4Ys AI Solutions has reasonable grounds to suspect misuse of services - including but not limited to over-usage beyond agreed limits, sharing of licenses, circumvention of rate limits, or breach of acceptable use - 4Ys reserves the right to audit relevant usage logs, access patterns, and account activity. Audits will be conducted with reasonable notice where possible, and findings may result in additional charges, suspension, or termination depending on severity.

The following clauses shall survive termination or expiry of this agreement and remain in full force: Cost Transparency & Documentation (8), Confidentiality (13), Intellectual Property (14), Limitation of Liability (15), Use of Client Results for Marketing (16), Refunds & Payment Finality (17), Confidentiality of Technology Stack (19), Indemnification (21), Export Control & Sanctions (25), Anti-Bribery (26), Severability (28), Entire Agreement (29), Notices (30), and Governing Law (33).

These terms are governed by the laws of the Sultanate of Oman. Any disputes shall be resolved in the courts of Muscat, Oman.

4Ys AI Solutions reserves the absolute right, at its sole discretion and without obligation to provide reasoning, to decline to onboard a prospective client, refuse to deliver a specific feature or module, or discontinue services to an existing client where there is reasonable concern regarding bad-faith conduct, reputational risk, regulatory exposure, or incompatibility with our values and operational standards.

4Ys AI Solutions may update these Terms & Conditions from time to time as our services and the regulatory environment evolve. The "Last Updated" date at the top of this page will reflect any revisions. Continued use of our services after changes are posted constitutes acceptance of the updated terms. For material changes affecting active clients, we will make reasonable effort to notify the registered point of contact.

If you have a concern or dispute, we'd prefer to resolve it directly. Contact us at admin@4ys.org and we'll work with you in good faith to find a resolution.