The rules of working with us, written the way we'd want to read them.

The short version

The full document is below because it has to be. Here's what it actually says:

01 Who we are

NeoPolaris AI ("NeoPolaris," "we," "us," "our") is a company based in Nairobi, Kenya, providing AI strategy, governance, custom development, and cybersecurity services to businesses. These Terms of Service ("Terms") govern your use of this website (the "Website") and set the baseline for any services we provide. By browsing this Website or engaging us for services, you accept these Terms.

02 Eligibility

You need to be at least 18 years old to use this Website. If you're reaching out on behalf of a company, you're confirming you have the authority to act for that company in discussions with us. If that's not actually you, loop in whoever it is - we'd rather start the conversation with the right person than redo it later.

03 Acceptable use

You're welcome to use this Website for any lawful purpose. You agree not to:

• Use the Website in a way that damages, disables, or overburdens it
• Attempt to gain unauthorised access to our systems, accounts, or data
• Copy, scrape, reproduce, or redistribute our content without permission
• Use the Website to transmit malware, spam, or any other malicious payload - we build cybersecurity practices, we notice

04 Our services

AI Strategy, AI Governance, Custom AI Development, and Cybersecurity engagements are delivered under individual service agreements signed between NeoPolaris and the client. Those agreements set out scope, deliverables, timelines, fees, and ownership specific to that engagement.

These Terms apply to general use of this Website and act as the baseline for our business relationship. Where a signed service agreement exists, it governs - and takes precedence over these Terms - wherever the two conflict.

05 Client responsibilities

Good advice depends on good information. You agree to give us accurate, complete, and timely information relevant to your engagement, and to flag changes as they happen rather than after delivery. If a recommendation or deliverable falls short because it was built on incomplete or inaccurate information from your side, that's on the input, not the work.

06 Meridian OS

Meridian OS is a product currently in development. Access during its demo or early-access phase is provided "as is" and "as available" - without warranty of uptime, accuracy, security, or fitness for any particular purpose. Features and availability may change, break, or disappear without notice; that's the nature of early access.

Separate terms will apply once Meridian OS is publicly released, and those terms will supersede this section for that product going forward.

07 Intellectual property

Everything on this Website - text, graphics, logos, layout, and code - belongs to NeoPolaris AI unless we say otherwise. Browsing doesn't grant you a licence to use it; anything beyond normal viewing needs our written permission.

Custom software, tools, or systems built for a client under a service agreement are governed by the ownership terms in that agreement, not by the Website's default position above.

If you send us feedback, a testimonial, or a suggestion, you're giving us a non-exclusive, royalty-free licence to use it - including in our marketing - unless we agree otherwise in writing.

08 Confidentiality & data

We treat information you share with us during an engagement as confidential, and we expect the same in return for anything proprietary we share with you. The specifics - scope, duration, exceptions - are set out in each service agreement.

Where an engagement involves processing personal data on your behalf, the roles of data controller and data processor, and each party's responsibilities under Kenya's Data Protection Act, 2019, are defined in that agreement or a separate data processing addendum. For how we handle data collected through this Website specifically, see our Privacy Policy.

09 Service disclaimers

Our strategy, governance, and development work reflects professional judgment, the information available to us, and the state of AI technology and regulation at the time we deliver it. We don't guarantee specific business outcomes, return on investment, or ongoing regulatory compliance - both AI and the rules around it keep moving, and final compliance responsibility sits with you and your own legal counsel, not with us.

Where our work depends on third-party AI models, platforms, or infrastructure, we're not responsible for their outages, price changes, deprecations, or errors.

10 Limitation of liability

We provide advisory, development, and governance services based on professional judgment and industry practice - not a guarantee of results. To the fullest extent permitted by Kenyan law:

Our total liability arising from or related to a service engagement, however it's caused, is capped at the total fees you paid us for that engagement in the three (3) months immediately before the event giving rise to the claim.

11 Indemnification

You agree to cover us - including reasonable legal fees - for claims, damages, or losses arising from your misuse of our deliverables, your breach of these Terms, or your violation of any law or third party's rights in connection with your use of our services.

We extend the same protection to you for claims that our original deliverables infringe a third party's intellectual property rights, provided you used them as intended and in line with the relevant service agreement.

12 Force majeure

Neither of us is liable for delays or failures caused by events genuinely outside our control - power outages, internet or infrastructure failures, government action, natural disasters, that sort of thing. If something on our end is affected, we'll tell you. Going quiet isn't how we operate.

13 Termination

We can suspend or terminate access to this Website or our general services if these Terms are violated. Termination of a specific client engagement is governed by that engagement's service agreement, not by this Website's terms.

14 Disputes & governing law

If something goes wrong, we'd rather sort it out directly than through lawyers. Before either of us files a claim, we agree to spend fifteen (15) business days attempting to resolve the dispute in good faith through direct negotiation.

If that doesn't get us there, these Terms - and any dispute arising from them - are governed by the laws of Kenya, with the courts of Nairobi having exclusive jurisdiction.

15 General provisions

A few things that apply throughout these Terms, even if they don't come up often:

• Severability - if any part of these Terms turns out to be unenforceable, the rest stays in effect.
• Entire agreement - these Terms, plus any signed service agreement, are the whole deal between us. They replace earlier proposals, drafts, or hallway conversations that never made it into something signed.
• No waiver - if we don't act on a breach right away, that's not us letting it go for next time.
• Assignment - you can't transfer your rights under these Terms without our written consent; we may assign ours as part of a merger, acquisition, or sale of assets.
• Independent relationship - working with us doesn't make us your employee, partner, or agent. We're an independent contractor, here for the engagement and nothing beyond it.

16 Changes to these terms

We may update these Terms from time to time. If we do, we'll update the effective date at the top of this page. Continuing to use this Website or our services after a change is posted means you accept the update.

17 Contact us

Questions about these Terms go straight to us - no support ticket queue in between.

• Email: info@neopolaris.ai
• Phone & WhatsApp: +254 746 392 370
• Location: Nairobi, Kenya