Terms & Conditions

1. Definitions

• "We", "Us", "Our" — Serambi Studio
• "Client", "You" — the business or individual engaging our services
• "Service" — any of the three services we offer: Document Reading Setup, Bookkeeping Reconciliation Aid, or Staff Coaching
• "Engagement" — the period and scope of work agreed between the Client and Serambi Studio
• "Scope Document" — the written description of deliverables, inclusions, exclusions, and price, signed before work begins
• "Handover" — the point at which we deliver the completed setup, walkthrough, and limitation notes to the Client

2. Acceptance of Terms

By engaging Serambi Studio for any service — whether by signing a scope document, making payment, or providing written confirmation — you agree to these terms and conditions. You confirm that you are at least 18 years old and have the authority to enter into this agreement on behalf of the business you represent.

3. Service Description

We provide three AI integration services for small businesses:

• Document Reading Setup (RM 135): Configuration of a document reading step, tuned on a sample of 100 client documents, connected to the client's existing spreadsheet or accounting software, with a written limitation note at handover.
• Bookkeeping Reconciliation Aid (RM 360): Integration with the client's existing accounting package to suggest bank-to-invoice matches with confidence notes, including a walkthrough for the bookkeeper and a fallback procedure.
• Staff Coaching (RM 625): Four one-hour coaching sessions conducted over one month for two to three designated staff members, using real tasks from their work each week, with session recordings and notes provided.

The specific scope, inclusions, and exclusions for each engagement are defined in a written Scope Document agreed before work starts. These terms are supplementary to the Scope Document; where they conflict, the Scope Document takes precedence.

4. User Responsibilities

The Client agrees to:

• Provide accurate information and access required to carry out the agreed scope
• Review and confirm deliverables within a reasonable timeframe (we will specify this in the Scope Document)
• Ensure that any document samples provided to us have been shared with appropriate internal authorisation
• Not use the outputs of our services in a manner that violates any applicable law
• Designate appropriate staff for coaching sessions and ensure their availability across the agreed month

5. Payment Terms

Payment is due as follows, unless otherwise stated in the Scope Document:

• 50% of the agreed fee on scope sign-off (before work starts)
• 50% on handover (before we deliver session recordings, limitation notes, or integration access)

All prices are in Malaysian Ringgit (RM) and are inclusive of applicable service tax unless otherwise stated. Payment may be made by bank transfer to the account details provided on the invoice. We do not accept payment in foreign currency without prior agreement.

Late payment: If the final payment is not received within 14 days of handover, we reserve the right to withhold delivery of session recordings, written notes, or integration access until payment is received.

6. Refund Policy

The deposit (50%) is non-refundable once work has started, as it covers time already spent on scoping, preparation, or tuning. If we fail to deliver the agreed scope in full, we will either complete the outstanding work at no additional charge or issue a partial refund proportionate to the undelivered portion.

Coaching sessions cancelled by the Client with less than 48 hours' notice will not be rescheduled at no charge. Sessions cancelled with more than 48 hours' notice will be rescheduled within the engagement month.

7. Intellectual Property

The setups, integrations, and outputs we create during an engagement become the Client's property upon final payment. Serambi Studio retains no ongoing rights over the setup itself.

We retain rights to our methodology, documentation templates, and training materials. Session recordings are provided to the Client for internal use only and may not be redistributed or published without our consent.

Third-party software used in setups (accounting packages, document reading APIs) remains subject to those providers' own terms.

8. Limitation Notes and Disclaimers

All setups come with written limitation notes documenting known constraints and edge cases. These notes are provided as part of the handover. The Client acknowledges that:

• No automated system is 100% accurate, and human review remains the Client's responsibility
• The limitation notes describe expected shortcomings at the time of handover; performance may vary as document types or data formats change
• We make no representations about accuracy beyond what is achieved during the tuning sample
• The reconciliation aid does not replace professional accounting judgement

9. Limitation of Liability

To the extent permitted by Malaysian law, Serambi Studio's liability for any claim arising from a service engagement is limited to the total fees paid by the Client for that engagement.

We are not liable for indirect, consequential, or incidental losses, including loss of profit, loss of data, or damage caused by automated decisions made using our setups without human review.

10. Confidentiality

Both parties agree to keep confidential any sensitive business information shared during an engagement. We will not disclose your documents, transaction data, or business processes to third parties except as required by law or as necessary to deliver the service (e.g., using a third-party document reading API).

Document samples provided for setup tuning are deleted within 30 days of handover, unless longer retention is explicitly agreed in writing.

11. Termination

Either party may terminate an engagement before completion by giving written notice. In such cases:

• If the Client terminates: the deposit is non-refundable; fees for work completed to that point will be invoiced at the pro-rata daily rate, up to the total engagement fee
• If Serambi Studio terminates without cause: the deposit and any additional fees paid will be refunded in full

12. Dispute Resolution

If a dispute arises from this agreement, the parties agree to first attempt resolution through direct communication within 14 days of the dispute being raised in writing. If unresolved, the matter may be referred to mediation before any legal action is taken.

These terms are governed by the laws of Malaysia. Any legal proceedings will be conducted in the courts of Johor Bahru, Johor, Malaysia.

13. General

• Entire agreement: These terms and the Scope Document together form the complete agreement for each engagement.
• Severability: If any provision is found to be unenforceable, the remaining provisions continue in effect.
• Assignment: The Client may not transfer their rights under this agreement without our written consent.
• Notices: All formal notices should be sent by email to [email protected].

14. Changes to These Terms

We may update these terms from time to time. Material changes will be noted at the top of this page with a revised effective date. Continued use of our services after an update constitutes acceptance of the revised terms.

15. Contact

For any legal enquiries related to these terms:

• Email: [email protected]
• Address: Serambi Studio, 41 Jalan Dhoby, 80000 Johor Bahru, Johor, Malaysia
• Phone: +60 7 224 8163