Terms of Service

This is a client-facing summary of the key business terms. It should be read alongside any signed proposal or agreement. Where the two disagree, the signed agreement governs.

1. What we do

Zeitra is a systems integrator. We set up and configure the software a business runs on, connect those platforms to each other, clean up and migrate records, build custom automation where no platform covers the need, build dashboards, and provide training and documentation. Ongoing upkeep is offered separately as Continuum Care.

All one-time work is priced from our published price list. Continuum Care is priced monthly from what is actually under our management. Both are published in full on the pricing page. Every engagement is scoped and priced in a written proposal before any work begins.

2. Your accounts stay yours

Every software account, subscription, and license used in your business is created in your name, under your email, and billed to your card. We never hold a license on your behalf, never resell software, and never mark up what you pay a vendor.

Where you would rather not handle setup yourself, we will create an account using your details so that it belongs to you from the moment it exists. We take an administrator seat on it, nothing more. Where a platform does not offer separate administrator seats, credentials are handled under section 8.

Custom automation is built in an automation account that belongs to you. We work inside it as a builder and maintainer. This is deliberate: if you ever stop working with us, everything keeps running and you keep control of it without needing our cooperation.

On full payment you own the deliverables built for you. We keep ownership of our own pre-existing templates, libraries, and internal frameworks, and grant you a license to use them as needed to operate what we delivered.

3. Paying for one-time work

Every job is quoted as a fixed price before work begins. Jobs under $1,500 take a 50% deposit at signing with the balance due at delivery. Jobs at $1,500 and above take a 25% deposit with the remaining 75% at delivery. The minimum engagement is $250.

Once work has begun the deposit is non-refundable, as it covers time, planning, and design already committed.

The delivery balance may be spread across one to six monthly payments, with a 5% financing fee applied to that balance. You choose the term at delivery once the final figure is known, and the system is handed over on signing. The first payment runs 30 calendar days later.

If the job turns out to involve materially more than was scoped, work pauses and you are offered three options in writing: swap something of equivalent size out of scope at no change in price, defer the addition to a later job, or approve an adjusted figure. Work resumes only once you have chosen. Nothing is ever added to your bill without your written approval.

4. Paying for Continuum Care

Care begins the day after the agreement is signed and is billed monthly in advance. There is a one-month minimum, after which it continues month to month. Either party may end it with 14 days' written notice. Monthly fees are non-refundable, as each payment reserves monitoring and response capacity for that month.

Care may be paused for up to 30 days per year with 7 days' notice. Your systems continue running during a pause; monitoring and response are suspended.

5. Changes after handover

There is no separate change product. A change to a live system is scored against the same published price list as any other work. If you hold a Care plan with a monthly change allowance, that allowance is applied first and only the excess is quoted. Unused allowance does not carry into the following month. Anything beyond the allowance is quoted and approved before work starts.

6. Discounts

Clients on active Continuum Care receive 15% off new one-time work. Returning clients receive 10% off new work. A first job may be discounted by up to 50% in exchange for a signed 12-month Care term; if Care is cancelled before that term completes, the discounted portion of the job becomes payable.

Discounts never stack, and Continuum Care is never discounted.

7. What you receive

Delivery includes the working system, a recorded walkthrough, written documentation for each system, and a record of what was built. Completion is measured against the criteria written into your proposal, not against anyone's impression of it.

8. Access, credentials, and security

We take the least access that does the job, and we write down in your file exactly what access we hold and why.

Wherever a platform supports separate administrator seats, you add us as an administrator under our own email and no login is ever shared. Where a platform does not support this and credentials must be handed over, they are stored in an encrypted password manager, never in a note, a message, an email, or a spreadsheet. They are never shared onward, and they are deleted once they are no longer needed for the work.

Multi-factor authentication is enabled on our side for every client system we can access. Shared credentials handed over during setup are rotated at delivery.

9. What we promise, and what we don't

We perform our work with reasonable skill and care. We do not warrant that software will be uninterrupted or error-free, and we do not guarantee business outcomes. We warrant that what we deliver will function as described in the agreed scope.

Third-party platforms change without notice. When a vendor alters or retires something we depend on, repairing it is chargeable work, though clients on Care have it caught and quoted before it causes damage.

10. Liability

Our total liability for any engagement is limited to the fees you have paid us for that engagement. Neither party is liable for lost profits, lost data, or other indirect losses except where the law requires otherwise. You agree to indemnify us against claims arising from content you supplied, misuse of what we delivered, or third-party integrations added without us.

11. Confidentiality

Both parties keep the other's confidential information confidential and use it only to perform this agreement. We do not reuse or disclose your proprietary processes or data outside the engagement without your consent.

12. Ending the arrangement

One-time work may be terminated per the signed agreement; amounts for work already performed remain payable. Care ends with 14 days' written notice after the minimum term. On termination you keep everything delivered, in accounts that were already yours. We may suspend work for overdue amounts after giving notice.

13. Governing law

We will try to resolve any dispute informally first. These terms are governed by the laws of the State of New Hampshire. In litigation, the prevailing party may recover reasonable legal fees.

14. Data protection

Our Privacy & Data Protection Policy covers how we handle data, credentials, and security. Using our services indicates acceptance of it.

15. Force majeure

Neither party is liable for delays caused by events outside reasonable control, provided notice is given promptly and performance resumes as soon as practical.