Terms + Conditions
1. Acceptance of Terms
These Terms and Conditions (“Terms”) govern your access to and use of optimaproai.com (the “Site”) and the services offered by OptimaPro AI (“OptimaPro AI,” “we,” “us,” or “our”). By accessing the Site, submitting a form, booking a call, or purchasing a service, you agree to be bound by these Terms. If you do not agree, do not use the Site or our services.
2. Description of Services
OptimaPro AI provides AI implementation, business systems, and growth strategy services to service-based, wellness, and healthcare businesses, including but not limited to AI receptionist systems, CRM automation, lead generation workflows, client and patient follow-up systems, SOP creation, sales optimization, intake and scheduling systems, email and SMS nurture campaigns, growth plans, strategy sessions, and related consulting and implementation work (the “Services”).
OptimaPro AI also produces The Practice Pulse podcast and related content. Participation as a podcast guest does not create a client relationship and is governed separately by any guest agreement or release you sign in connection with your appearance.
3. Eligibility
The Site and Services are intended for business use. By using the Site or engaging our Services, you represent that you are at least 18 years old and have the authority to bind the business you represent, if applicable.
4. Engagement of Services
Specific deliverables, timelines, and fees for consulting, growth plans, implementation projects, and other paid Services will be set out in a separate proposal, invoice, or service agreement between OptimaPro AI and the client. These Terms apply in addition to, and do not replace, any signed proposal or service agreement. In the event of a conflict, the signed agreement controls.
5. Payment and Refund Policy
Fees for Services are due as outlined in your proposal or invoice. Payments are processed through Stripe or another designated payment processor.
All fees are non-refundable once work has begun on an engagement, including strategy sessions, growth plans, and implementation projects, unless otherwise agreed to in writing by OptimaPro AI.
Late or failed payments may result in a pause or termination of Services.
You are responsible for any taxes associated with your purchase, excluding taxes on OptimaPro AI's net income.
6. No Guarantee of Results
OptimaPro AI provides strategic, operational, and technology-based services designed to improve business systems, communication, and growth infrastructure. Results depend on many factors outside our control, including your market, team execution, budget, and industry conditions. OptimaPro AI does not guarantee any specific revenue increase, lead volume, conversion rate, return on investment, or other business outcome from use of the Site or the Services.
7. Not Medical, Legal, or Financial Advice
OptimaPro AI provides business, operational, and technology consulting. Nothing on the Site or in our Services constitutes medical, legal, financial, or tax advice, and should not be relied upon as such. Client Businesses remain solely responsible for the clinical, medical, legal, and regulatory decisions made within their own practices, including decisions about patient care and compliance.
8. Protected Health Information
Where OptimaPro AI's Services involve processing Protected Health Information (PHI) on behalf of a medical, wellness, or healthcare client, that processing is governed by a separate, signed Business Associate Agreement (BAA) and the applicable service agreement, not by these Terms. See our Privacy Policy for more detail.
9. Intellectual Property
All content on the Site, including text, graphics, logos, frameworks, templates, course materials, and the OptimaPro AI name and branding, is the property of OptimaPro AI or its licensors and is protected by copyright, trademark, and other intellectual property laws. You may not copy, reproduce, distribute, or create derivative works from Site content without our prior written permission.
Custom deliverables created for a client under a paid engagement, such as growth plans, SOPs, or automation builds, are licensed to that client for their internal business use upon full payment, unless otherwise stated in a signed service agreement. OptimaPro AI retains ownership of its underlying frameworks, templates, and methodologies, and may reuse general, non-confidential concepts and know-how in work for other clients.
Where deliverables consist of systems, workflows, or automations built and hosted inside OptimaPro AI's whitelabeled agency platform, the underlying sub-account, platform infrastructure, and hosting environment remain the property of OptimaPro AI. The client's license to use those systems continues only for as long as the client remains an active, paying client of OptimaPro AI's hosting or service relationship, as further described in the applicable invoice terms and service agreement.
10. Confidentiality
Both parties agree to use reasonable care to protect confidential business information shared during an engagement and to use it only for the purpose of the engagement. This section does not apply to information that is publicly available, independently developed, or required to be disclosed by law.
11. Acceptable Use
When using the Site, you agree not to:
Use the Site for any unlawful purpose or in violation of these Terms.
Attempt to gain unauthorized access to the Site, our systems, or other users' data.
Interfere with or disrupt the operation of the Site.
Copy, scrape, or reproduce Site content without permission.
Misrepresent your identity or affiliation when submitting a form or booking a call.
12. Third-Party Links and Tools
The Site may link to or integrate with third-party tools, including GoHighLevel, Stripe, Calendly, and Riverside. OptimaPro AI does not control and is not responsible for the content, availability, or practices of third-party sites or tools. Your use of those tools is subject to their own terms and privacy policies.
13. Testimonials and Case Studies
Testimonials, case studies, and results referenced on the Site reflect the individual experiences of specific clients and are not a guarantee of similar results for any other business.
14. Disclaimer of Warranties
The Site and Services are provided “as is” and “as available” without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, or non-infringement. OptimaPro AI does not warrant that the Site will be uninterrupted, error-free, or secure.
15. Limitation of Liability
To the fullest extent permitted by law, OptimaPro AI and its owners, employees, and contractors will not be liable for any indirect, incidental, consequential, special, or punitive damages, or for any loss of revenue, profits, data, or business opportunity, arising out of or related to your use of the Site or the Services. OptimaPro AI's total liability for any claim arising from the Services will not exceed the total fees paid by you to OptimaPro AI for the specific Services giving rise to the claim in the six months preceding the claim.
16. Indemnification
You agree to indemnify and hold harmless OptimaPro AI and its owners, employees, and contractors from any claims, damages, losses, or expenses, including reasonable attorneys' fees, arising out of your use of the Site, your violation of these Terms, or your violation of any law or third-party right, including any claim arising from your handling of patient or client data within your own business.
17. Termination
OptimaPro AI may suspend or terminate your access to the Site or Services at any time for conduct that violates these Terms or is otherwise harmful to OptimaPro AI or other users. Either party may terminate a service engagement as outlined in the applicable proposal or service agreement. Sections of these Terms that by their nature should survive termination, including intellectual property, confidentiality, disclaimers, and limitation of liability, will survive.
18. Dispute Resolution and Arbitration
Any dispute arising out of or relating to these Terms or the Services will be resolved through binding arbitration conducted in the state of Kentucky, rather than in court, except that either party may bring an individual claim in small claims court where eligible. You and OptimaPro AI each waive the right to a jury trial and the right to participate in a class action. This section should be reviewed and confirmed by legal counsel before publication, as arbitration clauses are subject to state-specific enforceability requirements.
19. Governing Law
These Terms are governed by the laws of the Commonwealth of Kentucky, without regard to its conflict of law principles, regardless of your location.
20. Changes to These Terms
We may update these Terms from time to time. The “Last Updated” date at the top of this page reflects the most recent revision. Continued use of the Site or Services after changes are posted constitutes acceptance of the updated Terms.
21. Contact Us
If you have questions about these Terms, contact us at:
OptimaPro AI
Prospect, Kentucky