Terms & Conditions

01Definitions

Throughout this agreement, the following terms carry the meanings described below:

• "Agreement" means these Terms & Conditions, along with any project proposal, statement of work, or engagement letter entered into between the parties.
• "Service" or "Services" refers to the AI consulting, model development, data engineering, or related professional services provided by polymindxa.
• "We", "Us", "Our" refers to polymindxa, a business entity operating from 38 Jalan Merdeka, 88000 Kota Kinabalu, Sabah, Malaysia.
• "Client", "You", "Your" refers to the individual, company, or organisation that engages polymindxa's services.
• "Deliverable" means any model, system, document, code, report, or output produced by polymindxa specifically for the Client under an engagement.
• "Confidential Information" means any non-public information shared between the parties in the context of an engagement.
• "Content" means data, materials, text, or other information provided by the Client for use in delivering the Services.

02Acceptance of Terms

By engaging our services — whether through a signed proposal, verbal agreement, or initiating a paid engagement — you confirm that you have read, understood, and agree to be bound by this Agreement.

• You must be at least 18 years of age to enter into this Agreement.
• If you are engaging on behalf of a company or organisation, you confirm that you have the authority to bind that entity.
• Continued use of our services following any update to these Terms constitutes acceptance of the revised Terms.

03Service Description

polymindxa provides professional AI services including, but not limited to:

• AI-Driven Quality Assurance for manufacturing, food processing, and pharmaceutical sectors
• Intelligent Lead Scoring systems integrated with CRM and marketing platforms
• Data Pipeline Architecture designed for machine learning workloads

Each engagement is scoped individually through a proposal or statement of work. The scope, timeline, and deliverables outlined in that document take precedence over general descriptions on our website or marketing materials.

We reserve the right to adjust the scope if Client-provided data, systems, or access conditions differ materially from what was discussed during scoping.

04Engagements & Client Access

Where polymindxa provides access to project management tools, shared workspaces, or reporting portals, the Client is responsible for maintaining the security of any access credentials provided.

• Access credentials must not be shared with unauthorised parties.
• The Client must promptly notify polymindxa of any suspected unauthorised access.
• polymindxa reserves the right to suspend access if misuse is suspected, pending investigation.

05Client Responsibilities

A successful engagement depends on timely and accurate input from both parties. As a Client, you agree to:

• Provide accurate, complete, and legally obtained data required for the engagement.
• Ensure that any data shared with polymindxa complies with applicable data protection laws, including the Personal Data Protection Act 2010 (PDPA) of Malaysia.
• Designate a point of contact who can respond to queries within agreed timelines.
• Provide access to relevant systems, documentation, and personnel as reasonably needed.
• Review and provide feedback on deliverables within the timeframes agreed in the project scope.

Prohibited Activities

The Client agrees not to use polymindxa's services or deliverables for any purpose that:

• Violates any applicable law or regulation in Malaysia or elsewhere
• Infringes the intellectual property rights of any third party
• Involves deceptive, fraudulent, or harmful applications of AI
• Discriminates against individuals on the basis of protected characteristics
• Circumvents data protection obligations

06Intellectual Property

polymindxa's Background IP

polymindxa retains ownership of all pre-existing tools, frameworks, methodologies, code libraries, and know-how developed independently of any Client engagement. These are not transferred as part of any service delivery.

Deliverables

Upon full payment for an engagement, polymindxa grants the Client a non-exclusive, non-transferable licence to use the Deliverables for the Client's internal business purposes. Full ownership transfer, if desired, must be agreed in writing and may involve additional terms.

Client Data and Content

You retain full ownership of any data, materials, or Content you provide to polymindxa. You grant us a limited licence to use that Content solely for the purpose of delivering the agreed Services.

Restrictions

• Deliverables may not be resold, sublicensed, or publicly distributed without prior written consent.
• Attribution to polymindxa may be retained in technical documentation at our discretion.

07Payment Terms

All fees are quoted in Malaysian Ringgit (MYR) unless otherwise stated in a project proposal.

Invoicing

• An initial deposit (typically 40–50% of total project value) is due upon engagement confirmation.
• Remaining balance is invoiced at project milestones or upon completion, as specified in the proposal.
• Invoices are payable within 14 calendar days of issuance unless otherwise agreed.

Late Payments

Overdue invoices may attract a late payment charge of 1.5% per month on the outstanding balance. polymindxa reserves the right to pause work on an engagement if payments remain outstanding beyond the agreed terms.

Refunds

Refunds for completed milestones are generally not available, as work involves billable time and resources. If you wish to discontinue an engagement before completion, fees for work performed to date remain payable. We handle each situation with care and will discuss options if circumstances change.

Taxes

All fees are exclusive of applicable taxes. Where relevant, SST or other applicable charges will be noted on invoices.

08Service Delivery Terms

polymindxa will perform the Services with reasonable skill and care, consistent with industry standards for professional AI consulting.

Timelines

Estimated timelines are provided in good faith based on typical engagement conditions. Delays caused by late Client input, system access issues, or scope changes may affect delivery dates. We'll communicate proactively if we anticipate any shift.

Scope Changes

Any material change in project scope requested by the Client will be assessed and, if accepted, may result in revised timelines and fees. Changes require written agreement before implementation.

Confidentiality

Both parties agree to maintain the confidentiality of any proprietary, technical, or business information shared during an engagement. This obligation survives the conclusion of the engagement for a period of three (3) years.

09Disclaimers

Services are provided on a professional best-efforts basis. While we bring structured methodology and relevant experience to each engagement, we do not make specific representations about outcomes such as defect detection rates, lead conversion improvements, or pipeline throughput beyond what is agreed in individual proposals.

• AI systems are probabilistic in nature; no model or system performs with absolute accuracy in all conditions.
• Results depend significantly on the quality, volume, and representativeness of the data provided.
• polymindxa does not provide legal, regulatory, or medical advice. Clients operating in regulated industries are responsible for their own compliance assessments.

10Limitation of Liability

To the fullest extent permitted by Malaysian law, polymindxa's total liability in connection with any engagement shall not exceed the total fees paid by the Client for the specific project giving rise to the claim.

In no event shall polymindxa be liable for:

• Indirect, incidental, or consequential loss or damage
• Loss of revenue, profits, data, or business opportunity
• Damages arising from Client misuse of Deliverables
• Third-party claims arising from the Client's use of AI systems built under this engagement

Force Majeure

Neither party shall be held liable for delays or failures caused by events beyond reasonable control, including natural disasters, power outages, civil unrest, or internet infrastructure failures.

11Indemnification

You agree to indemnify and hold polymindxa, its directors, employees, and contractors harmless from any claims, damages, penalties, or costs (including legal fees) arising from:

• Your misuse or misrepresentation of polymindxa's Deliverables
• Your breach of this Agreement
• Data you provided that infringes third-party rights or violates data protection laws
• Your non-compliance with applicable regulations in your industry

12Termination

By Either Party

Either party may terminate an engagement by providing written notice of at least 14 calendar days. Upon termination, fees for work completed and resources committed to date remain payable.

Immediate Termination

polymindxa may terminate an engagement with immediate effect if the Client:

• Breaches a material term of this Agreement and fails to remedy it within 7 days of notice
• Becomes insolvent or enters into administration
• Uses our services for purposes that are unlawful or harmful

Effect of Termination

Upon termination, polymindxa will deliver any completed work product to the Client against settlement of outstanding invoices. Confidentiality obligations and IP provisions survive termination.

13Dispute Resolution

This Agreement is governed by and construed in accordance with the laws of Malaysia. Any disputes arising from this Agreement shall be subject to the jurisdiction of Malaysian courts.

Informal Resolution First

Before initiating any formal proceedings, both parties agree to make a genuine effort to resolve the matter through direct discussion. We believe most disagreements can be addressed through open conversation, and we approach such situations with that intent.

Mediation

If informal resolution is unsuccessful, the parties may agree to engage a neutral mediator before proceeding to formal legal action. The costs of mediation shall be shared equally unless otherwise agreed.

Jurisdiction

For matters requiring judicial resolution, the courts of Kota Kinabalu, Sabah, Malaysia shall have jurisdiction.

14General Provisions

• Entire Agreement: This Agreement, together with any signed project proposal, constitutes the full agreement between the parties and supersedes prior communications on the same subject.
• Severability: If any provision of this Agreement is found to be unenforceable, the remaining provisions continue in full force.
• Waiver: A failure by either party to enforce any provision does not constitute a waiver of the right to enforce it in future.
• Assignment: The Client may not assign their rights or obligations under this Agreement without polymindxa's prior written consent. polymindxa may engage subcontractors to assist with delivery while remaining responsible for the overall quality of services.
• Notices: Any formal notices under this Agreement should be sent in writing to the contact details listed in Section 16.

15Changes to These Terms

polymindxa may update these Terms & Conditions from time to time. When changes are made:

• The "Last Updated" date at the top of this document will reflect the revision date.
• For ongoing engagements, material changes will be communicated directly.
• Continued engagement with polymindxa following a change constitutes acceptance of the revised Terms.

We recommend reviewing this page periodically if you engage with us regularly.

16Contact Information

For questions about these Terms & Conditions, or to raise any legal matter, please get in touch: