Terms & Conditions

1. Definitions

• Agreement — these Terms and Conditions, together with any written scope confirmation or engagement letter
• Service — any of the AI integration services offered by Teratai Arc, including Stillwater Discovery, Concentric Build, and Outer-layer Stewardship
• We / Us / Our — Teratai Arc, a professional services practice based in Kuala Lumpur, Malaysia
• User / You — any individual or organisation that accesses our website or engages our services
• Content — all written materials, briefs, documentation, and deliverables produced during an engagement

2. Acceptance of Terms

By accessing this website or engaging our services, you confirm that you have read and agree to be bound by these terms. Use of this website is available to individuals aged 18 and above who have the legal capacity to enter into binding agreements.

3. Service Description

Teratai Arc provides professional services in the area of AI integration for Malaysian businesses. Services are described in detail on this website and in written engagement letters issued at the start of each engagement. Services are available to organisations and individuals located in Malaysia. Geographic restrictions may apply to specific service components and will be noted in the engagement letter where relevant.

4. Engagement and Scope

Each engagement commences upon the issue of a written scope confirmation or engagement letter, agreed by both parties. The scope, timeline, and deliverables for each engagement are defined in that document and form part of this Agreement. Changes to scope are discussed openly and agreed in writing before any additional work is carried out.

5. User Responsibilities

You agree to:

• Provide accurate and complete information relevant to the engagement
• Ensure that any materials shared with us are lawfully held and may be disclosed for the purposes of the engagement
• Inform us promptly of any material changes to your organisation's context that may affect the engagement
• Treat all communications and deliverables with reasonable care and discretion

You agree not to use our services for any unlawful purpose or in any manner that could harm third parties.

6. Intellectual Property

All written deliverables produced during an engagement — including briefs, documentation, decision logs, and closing briefs — are the property of the client upon full payment of the agreed engagement fee.

Teratai Arc retains the right to develop general methodologies, frameworks, and anonymised learnings from engagements for internal use, provided that no confidential client information is identifiable.

Content on this website, including text, structure, and branding, remains the property of Teratai Arc and may not be reproduced without written permission.

7. Payment Terms

Fees for each engagement are stated in the engagement letter in Malaysian Ringgit (MYR). Payment terms are as follows:

• Stillwater Discovery (RM 740): 50% on engagement confirmation, 50% on delivery of written brief
• Concentric Build (RM 1,530): 50% on engagement confirmation, 50% on handover
• Outer-layer Stewardship (RM 1,140): Monthly in advance, or full amount at the start of the six-month arrangement

Accepted payment methods are bank transfer and online payment as specified in the engagement letter. All fees are exclusive of applicable taxes.

Where an engagement is cancelled by the client after commencement, fees for work completed to that point are retained. Where an engagement is cancelled by Teratai Arc, fees for incomplete work will be refunded.

8. Confidentiality

Both parties agree to maintain the confidentiality of all information shared during the engagement. A written confidentiality agreement is put in place at the start of every engagement. This obligation survives the conclusion of the engagement and continues for a period of three years thereafter, or as specified in the confidentiality agreement.

9. Disclaimers

Our services are provided with professional care, but we do not warrant specific outcomes from AI integration. AI tools and models behave probabilistically, and their performance depends on factors outside our control, including your data quality, organisational processes, and ongoing vendor changes.

Information on this website is provided for general informational purposes and does not constitute professional advice for your specific situation.

10. Limitation of Liability

To the extent permitted by Malaysian law, Teratai Arc's total liability for any claim arising from an engagement shall not exceed the total fees paid for that engagement. We shall not be liable for indirect, consequential, or incidental losses arising from the use of our services or any deliverables produced.

11. Indemnification

You agree to indemnify and hold harmless Teratai Arc against any claims, losses, or expenses arising from your breach of these terms or your misuse of deliverables produced under an engagement.

12. Termination

Either party may terminate an engagement by providing written notice. Where termination occurs mid-engagement, the provisions of clause 7 (Payment Terms) apply. Obligations of confidentiality and intellectual property allocation survive termination.

13. Governing Law and Dispute Resolution

These terms are governed by the laws of Malaysia. The parties agree to submit to the jurisdiction of the courts of Kuala Lumpur.

In the event of a dispute, both parties agree to first attempt resolution through informal discussion. If resolution cannot be reached within 30 days, either party may refer the matter to mediation before initiating formal legal proceedings.

14. General Provisions

• Entire Agreement: These terms, together with any engagement letter, constitute the entire agreement between the parties regarding the engagement.
• Severability: If any provision is found unenforceable, it will be severed and the remaining provisions remain in effect.
• Waiver: Failure to enforce any provision does not constitute a waiver of the right to do so in future.
• Assignment: Neither party may assign their rights under an engagement without the written consent of the other.
• Notices: Formal notices should be sent in writing to the addresses specified in the engagement letter.

15. Changes to These Terms

We may update these terms periodically. The date at the top reflects the most recent revision. Continued use of our website or services after an update constitutes acceptance of the revised terms. We will notify active clients of material changes.

16. Contact

For questions about these terms, please contact us at:

• Email: [email protected]
• Address: Teratai Arc, Jalan Yap Kwan Seng 64, 50450 Kuala Lumpur, Malaysia