Platform Terms & Conditions

By creating an account on the Associates AI platform (“Platform”), you (“User,” “you,” or “your”) agree to be bound by these Platform Terms and Conditions (“Terms”). If you do not agree to these Terms, do not create an account or use the Platform.

These Terms are a legally binding agreement between you and Associates AI LLC, an Ohio limited liability company (“Associates AI,” “we,” “us,” or “our”).

1. Definitions

• “Account” means your registered user account on the Platform.
• “AI Agent” means any AI-powered assistant, automation, or workflow configured and operated through the Platform.
• “AI Output” means any text, data, analysis, recommendation, draft, code, or other content generated by AI systems through the Platform.
• “Agent Server” means a hosted compute environment provisioned through the Platform on which one or more AI Agents operate. Agent Servers are the unit of deployment, sizing, and infrastructure billing.
• “LLM Provider” means any third-party large language model provider (including but not limited to Anthropic, OpenAI, Google, and model aggregators such as OpenRouter) whose models are used through the Platform.
• “Platform” means the Associates AI web application, APIs, dashboards, integrations, and all related services accessible through your Account.
• “Third-Party API Key” means any API key, access token, or credential for an LLM Provider or other third-party service that you provide for use with the Platform.
• “User Content” means all data, files, configurations, prompts, instructions, agent definitions, and other content you create, upload, or submit through the Platform.

2. Account Registration

Eligibility. You must be at least 18 years old and have the legal capacity to enter into a binding agreement. If you are registering on behalf of an organization, you represent and warrant that you have authority to bind that organization to these Terms.

Account Information. You agree to provide accurate, current, and complete information during registration and to update such information as necessary.

Account Security. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your Account. You agree to notify Associates AI immediately of any unauthorized use of your Account.

One Person, One Account. Each Account is for a single individual or organization. You may not share your Account credentials with others or create multiple Accounts.

3. Pricing, Billing, and Cost Responsibility

3.1 Platform Pricing. The Platform uses a three-component pricing model:

• Seats — a per-user monthly fee for Platform access, dashboard, agent interaction, and support.
• Compute (Agent Servers) — hosted infrastructure billed at published platform rates based on the server specification you select. You choose the Agent Server size and whether Agent Servers are shared across users or dedicated to specific workloads. Storage is billed separately based on usage.
• LLM Usage — charges for AI model usage billed at LLM Provider published list rates with no markup, or via your own Third-Party API Keys on applicable tiers.

3.2 Platform Tiers. The following tiers are available. Associates AI may update tier names, pricing, and included resources upon notice per Section 15.

3.3 Free Trial. New accounts receive a fourteen (14) day free trial period. During the trial, you receive access to the full Platform with one Agent Server (2 vCPU / 4 GB RAM). You are responsible for providing your own Third-Party API Keys for LLM usage during the trial period, and you are solely responsible for all LLM costs incurred on your own API keys during the trial. At the end of the trial period, you may select a paid tier to continue using the Platform. If you do not select a paid tier, your Account will be suspended.

3.5 Agent Server Pricing. Agent Servers are available in two series. Storage is billed separately. All prices are monthly.

Agent Server and storage costs are separate from LLM usage costs. Associates AI provisions and manages Agent Server infrastructure; you are responsible for the recurring charges associated with your selected Agent Server size(s) and storage for the duration they are active. Associates AI may adjust pricing upon thirty (30) days’ notice.

3.6 No Associates AI Liability for Third-Party Charges. Associates AI is not a party to your agreement with any LLM Provider. You acknowledge and agree that Associates AI bears no responsibility for billing disputes, unexpected charges, service outages, or pricing changes imposed by LLM Providers.

3.7 API Key Security. Associates AI will use commercially reasonable efforts to store your Third-Party API Keys using encryption and access controls consistent with generally accepted industry practices. However, you acknowledge that providing your API keys to any third-party system carries inherent risk, and you do so at your own discretion. Associates AI will use your Third-Party API Keys solely to provide Platform functionality and will not use them for any other purpose.

3.8 Billing and Payment. Paid subscriptions are billed monthly. By selecting a paid tier, you authorize Associates AI to charge your payment method on file on a recurring monthly basis. You are responsible for maintaining a valid payment method. If a charge fails, Associates AI may retry up to three (3) times over seven (7) days and may suspend access until payment is received.

4. Platform Access and Use

License Grant. Subject to your compliance with these Terms, Associates AI grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for your internal business or personal purposes.

Early Access / Beta. Certain features of the Platform may be designated as early access, beta, or preview. Such features are provided “as is” and “as available” without any warranty. Associates AI may modify, suspend, or discontinue early access features at any time without notice.

Acceptable Use. You agree not to use the Platform to:

• Violate any applicable law, regulation, or third-party rights
• Transmit harmful, defamatory, obscene, fraudulent, or unlawful content
• Introduce malware, viruses, or malicious code
• Attempt to gain unauthorized access to Associates AI’s systems, other users’ accounts, or third-party systems
• Use AI Outputs to make final decisions in high-stakes contexts (including medical diagnoses, legal determinations, or financial advice) without appropriate human expert review
• Generate or disseminate content that is false, misleading, or intended to deceive
• Reverse-engineer, decompile, disassemble, or otherwise attempt to discover the source code or underlying architecture of the Platform
• Resell, sublicense, or redistribute access to the Platform without Associates AI’s prior written consent
• Use the Platform in a manner that degrades service for other users or imposes an unreasonable load on Platform infrastructure

Usage Limits. Associates AI may establish usage limits, rate limits, or fair-use policies for Platform features. We will communicate these limits through the Platform interface or documentation.

5. AI Disclaimer

Nature of AI Outputs. You acknowledge and agree that:

• AI Outputs are generated by probabilistic models and may be inaccurate, incomplete, outdated, biased, or otherwise erroneous
• AI Outputs do not constitute legal, medical, financial, regulatory, or professional advice of any kind
• Associates AI does not warrant the accuracy, reliability, or fitness for any particular purpose of any AI Output

Your Review Obligation. You are solely responsible for reviewing, validating, and verifying all AI Outputs before relying on or acting upon them. You assume all risk associated with your use of or reliance on AI Outputs.

No Liability for AI Outputs. Associates AI expressly disclaims all liability for any damages, losses, or claims arising from your use of or reliance on AI Outputs, regardless of whether you conducted human review or verification of such AI Outputs.

6. Intellectual Property

Platform Ownership. Associates AI retains all right, title, and interest in and to the Platform, including all underlying technology, software, models, methodologies, tools, frameworks, documentation, and any improvements or derivatives thereof.

User Content Ownership. You retain all right, title, and interest in your User Content. You grant Associates AI a limited, non-exclusive license to use, process, and store your User Content solely as necessary to provide the Platform and related services during the term of your Account.

Feedback. If you provide Associates AI with suggestions, ideas, or feedback regarding the Platform (“Feedback”), you grant Associates AI a perpetual, irrevocable, worldwide, royalty-free license to use, incorporate, and commercialize such Feedback without restriction or obligation.

7. Data Handling

Data Processing. Associates AI will process your User Content only as necessary to provide the Platform services. We will use commercially reasonable efforts to implement technical and organizational measures designed to protect your data against unauthorized access, disclosure, or destruction, but we do not guarantee that unauthorized access, hacking, data loss, or other breaches will never occur.

Data Retention. Your User Content is retained for the duration of your Account. Upon Account deletion, Associates AI will delete your User Content within thirty (30) days, except to the extent required by applicable law.

Third-Party AI Providers. You acknowledge that AI Outputs are generated using third-party AI model providers. Your data may be transmitted to these providers as necessary to generate AI Outputs, subject to such providers’ terms of service and privacy policies. Associates AI will use commercially reasonable efforts to select providers with appropriate data handling practices and, where feasible, to enter into data processing or confidentiality agreements with such providers that restrict their use and disclosure of your data. Associates AI does not control third-party providers’ data practices and shall not be liable for such providers’ acts or omissions.

No Regulated Data Without Agreement. You shall not submit protected health information (PHI), financial account numbers, Social Security numbers, data relating to children under 13, or other regulated data to the Platform without first entering into a separate Data Processing Agreement with Associates AI.

8. Confidentiality

Platform Confidentiality. You agree to treat non-public information about the Platform’s features, architecture, roadmap, pricing, and internal operations as confidential. You shall not disclose such information to third parties without Associates AI’s prior written consent. Your confidentiality obligations shall continue for five (5) years following termination or expiration of your Account, except that obligations with respect to trade secrets shall continue for as long as such information remains a trade secret under applicable law. The foregoing obligations do not apply to information that: (i) is or becomes publicly known through no act or omission of yours; (ii) was rightfully in your possession prior to disclosure; (iii) is independently developed by you without reference to Associates AI Confidential Information; or (iv) is required to be disclosed by law or court order, provided you give Associates AI prompt prior written notice and cooperate with Associates AI’s efforts to seek a protective order.

Your Confidential Information. Associates AI agrees to treat your User Content and Account information as confidential and will use at least the same degree of care it uses to protect its own confidential information of a similar nature, but no less than reasonable care, to prevent unauthorized access, use, or disclosure. Associates AI will not disclose such information to third parties except as necessary to provide the Platform services or as required by law. The parties acknowledge that a breach of the confidentiality obligations in this Section 8 would cause irreparable harm for which monetary damages would be an inadequate remedy, and that the non-breaching party shall be entitled to seek injunctive or other equitable relief in any court of competent jurisdiction, in addition to all other remedies available at law or in equity, without the requirement to post bond.

9. Fees and Payment

Platform pricing, billing, payment terms, trial terms, and cost responsibility are described in Section 3 above. All fees are stated in United States Dollars (USD) and are exclusive of applicable taxes. You are responsible for all applicable sales, use, or similar taxes imposed on the services, excluding taxes on Associates AI’s income.

10. Disclaimer of Warranties

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. ASSOCIATES AI DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WITHOUT LIMITING THE FOREGOING, ASSOCIATES AI MAKES NO WARRANTY OF ANY KIND WITH RESPECT TO AI OUTPUTS OR THE SERVICES, MODELS, OR INFRASTRUCTURE PROVIDED BY THIRD-PARTY LLM PROVIDERS, AND EXPRESSLY DISCLAIMS ALL WARRANTIES WITH RESPECT THERETO.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ASSOCIATES AI BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING LOSS OF REVENUE, LOSS OF PROFITS, LOSS OF BUSINESS, LOSS OF DATA, OR COST OF SUBSTITUTE GOODS OR SERVICES), REGARDLESS OF CAUSE AND REGARDLESS OF WHETHER ASSOCIATES AI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

ASSOCIATES AI’S TOTAL CUMULATIVE LIABILITY TO YOU ARISING OUT OF OR RELATED TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES YOU HAVE PAID TO ASSOCIATES AI IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED DOLLARS ($100).

FOR THE AVOIDANCE OF DOUBT, ASSOCIATES AI SHALL HAVE NO LIABILITY WHATSOEVER FOR LLM COSTS, CHARGES, OR FEES INCURRED THROUGH YOUR USE OF THIRD-PARTY API KEYS, REGARDLESS OF WHETHER SUCH COSTS WERE EXPECTED OR UNEXPECTED.

12. Indemnification

You agree to defend, indemnify, and hold harmless Associates AI and its members, officers, employees, and agents from and against any third-party claims, damages, liabilities, and expenses (including reasonable attorneys’ fees) arising from: (a) your use of the Platform in violation of these Terms; (b) your use of AI Outputs; (c) User Content that infringes any third-party intellectual property or privacy rights; (d) your breach of the Acceptable Use obligations in Section 4; or (e) your use of Third-Party API Keys. Associates AI reserves the right, at its own expense, to assume exclusive control of the defense of any matter subject to indemnification, and you agree to cooperate with Associates AI’s defense of any such claim. You shall not settle any claim that imposes any obligation, restriction, or liability on Associates AI without Associates AI’s prior written consent.

13. Account Termination

Your Right to Terminate. You may delete your Account at any time through the Platform or by contacting Associates AI at hello@associatesai.team.

Our Right to Terminate. Associates AI may suspend or terminate your Account at any time, with or without cause, upon notice to you. We will endeavor to provide reasonable notice except in cases of Acceptable Use violations, security concerns, or legal requirements. Unless otherwise stated, all fees paid are non-refundable upon termination, except as required by applicable law.

Effect of Termination. Upon termination: (a) your access to the Platform will cease; (b) Associates AI will delete your User Content in accordance with Section 7; (c) any outstanding fees remain due and payable; and (d) Sections 3, 5, 6, 7, 8, 10, 11, 12, 14, and 15 survive termination.

14. Governing Law and Dispute Resolution

Governing Law. These Terms shall be governed by and construed in accordance with the laws of the State of Ohio, without regard to its conflict of laws principles.

Informal Resolution. Before initiating any formal dispute resolution, you agree to contact Associates AI and attempt to resolve the dispute informally for at least thirty (30) days.

Binding Arbitration. If informal resolution fails, any dispute shall be submitted to binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, with proceedings conducted in Columbus, Ohio or by remote means. The arbitrator’s decision shall be final and binding. All disputes shall be arbitrated on an individual basis only, and not as a class, collective, representative, or mass action. The arbitrator has no authority to consolidate claims or to arbitrate any claim on a class or representative basis. You expressly waive any right to participate in a class action.

Exception for Injunctive Relief. Either party may seek emergency injunctive or equitable relief from a court of competent jurisdiction in Franklin County, Ohio to prevent irreparable harm.

15. General Provisions

Entire Agreement. These Terms, together with any applicable Order Forms or service agreements, constitute the entire agreement between you and Associates AI regarding use of the Platform.

Modifications. Associates AI may update these Terms at any time by posting the revised version on the Platform. Changes to fees, or pricing will be communicated via email or Platform notification at least fifteen (15) days before they take effect. All other changes take effect upon posting, and Associates AI will use commercially reasonable efforts to notify you of material changes via email or Platform notification. Your continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.

Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

Waiver. No failure or delay by Associates AI in exercising any right under these Terms constitutes a waiver of that right.

Assignment. You may not assign or transfer these Terms or your Account without Associates AI’s prior written consent. Associates AI may assign these Terms in connection with a merger, acquisition, or sale of assets.

Force Majeure. Associates AI shall not be liable for any failure or delay caused by circumstances beyond its reasonable control.

Relationship. These Terms do not create any partnership, joint venture, employment, or agency relationship between you and Associates AI.

Notices. Associates AI may provide notices to you via email to the address associated with your Account or through the Platform interface.

16. Relationship to Other Agreements

Managed Services. If you enter into a separate Master Services Agreement, Order Form, or other written agreement with Associates AI for managed AI agent services, the terms of that agreement will govern the managed services and will take precedence over these Terms to the extent of any conflict.

Data Processing Agreement. If your use of the Platform involves regulated data, you must execute a separate Data Processing Agreement with Associates AI before transmitting such data.

Contact Us

If you have questions about these Terms, contact us at: