These terms cover your use of the Xeptix Labs website and any engagement with Xeptix Labs LLC ("we", "us", "Xeptix Labs", or sometimes just "Xeptix"). Specific projects and recurring services are governed by separate written agreements; these terms fill in everything else.
Eligibility
Our services are intended for adults aged 18 and over. By using this site or engaging Xeptix Labs for work, you confirm you meet this age requirement and have the authority to enter into agreements on behalf of yourself or any organization you represent.
Use of this site
You may browse this site and contact us through it. Don't try to break, scrape, overload, or reverse-engineer the site. Don't impersonate someone else when filling out forms.
Project work and agreements
Custom software work is governed by a written agreement we send before any engagement begins. The agreement type depends on the work — typically a Statement of Work (SOW) for business projects, an Engagement Letter for individual projects, a Hosting Agreement for recurring service, or a combination. Each agreement covers scope, price, timeline, deliverables, payment, warranty, and intellectual property for that specific engagement. If anything in this site or in these general terms conflicts with a signed agreement, the signed agreement wins for that engagement.
Hosting services
We offer several hosting services, each covered by its own agreement:
- Hosting & Care for sites and applications we built — managed hosting plus ongoing support hours.
- Project Hosting for projects you bring to us (Discord/Telegram bots, game servers, web apps), with fixed monthly tiers.
- Pay-As-You-Go (PAYG) Hosting, with metered usage billed by actual resource consumption.
Each hosting service has its own agreement covering pricing, term, cancellation, acceptable use, data handling, and uptime targets. Hosting services are governed by the applicable Hosting Agreement, not by an SOW.
Acceptable use of hosted services
If you use our hosting services, you agree not to use them for: content illegal under U.S. or Ohio law; child sexual abuse material (which we report to the National Center for Missing & Exploited Children and to authorities as legally required); spam, phishing, or malware distribution; non-consensual intimate imagery; doxxing or content that incites imminent violence; copyright or trademark infringement; or activities that disrupt other customers or our infrastructure. The full Acceptable Use terms, including how violations are handled, are in your Hosting Agreement.
Copyright complaints (DMCA)
Xeptix Labs complies with the U.S. Digital Millennium Copyright Act (17 U.S.C. § 512). To report alleged copyright infringement on hosting infrastructure we provide, send a takedown notice to our Designated DMCA Agent at [email protected] (registered with the U.S. Copyright Office under Service Provider Number DMCA-1072245). Our full policy — required notice elements, counter-notification procedure, and repeat-infringer rules — lives at xeptixlabs.com/dmca.
Pricing & quotes
Prices and ranges shown on the site are indicative. The real number for your project lives in the proposal we send after a quick conversation. Quotes are valid for 30 days unless we say otherwise.
Payment
Payment terms vary by engagement and are set out in the governing agreement. Common arrangements include a deposit plus completion payment, milestone billing, or hourly with monthly invoices. For pay-as-you-go individual hosting, we use a prepaid balance model: you top up, usage draws it down. Payments are processed through Stripe or a similar PCI-compliant provider. Overdue invoices may pause work and accrue a reasonable late fee where permitted by law.
Recurring services and auto-renewal
Our hosting and care services (such as Hosting & Care plans and Project Hosting) are sold as recurring monthly or annual subscriptions. Unless cancelled, these agreements automatically renew at the end of the initial term for additional terms equal in length to the initial term, at our then-current pricing for the selected plan. We notify you of any pricing change at least 30 days before a renewal term begins.
You may cancel any recurring service by providing the written notice specified in your Hosting Agreement (typically 14 days' notice for monthly plans, with cancellation effective at the end of the next billing cycle). 12-month committed terms remain payable through the end of the committed term unless cancelled for cause.
If you signed up for a complimentary term (free months) before paid billing begins, we will send you a written notification at least 14 days before paid billing starts, confirming the date paid billing begins, the rate that will apply, and how to cancel before then.
Changes to scope
We try to accommodate feedback and changes throughout a project — small adjustments after the agreement is signed are usually no problem and we'll fold them in. Larger changes that meaningfully expand scope may require an adjusted invoice or a written change order. We will always let you know in writing before doing any work that would change your invoice, and we won't proceed until you've approved it. No surprise bills.
Termination
Either party may terminate a project for convenience with reasonable written notice. If a project is terminated:
- Deposits cover the calendar slot reserved and discovery / setup work already underway, and are generally non-refundable for work performed. However, deposits are refundable in specific circumstances set out in your SOW or Engagement Letter — including if we don't begin substantive work within 15 calendar days of receiving your deposit, if we go silent for 30 or more consecutive days without justification, if we determine the project isn't feasible as scoped, or if Xeptix Labs ceases operations. See your specific agreement for the full list.
- You pay for all work completed beyond the deposit, at the rates set out in the agreement, plus any unavoidable third-party costs already committed on your behalf.
- We deliver work-product completed and paid for, in its current state.
- Refunds, when owed, are paid in cash via the original payment method (not store credit) and processed within 14 business days.
Either party may terminate immediately for a material breach that the other party fails to cure within 14 days of written notice.
Intellectual property
- The Xeptix Labs name, logo, and the contents of this site (text, graphics, code) are owned by Xeptix Labs LLC. Don't copy or repurpose them without permission.
- For client work, intellectual ownership of project deliverables transfers to the client upon full payment. We retain ownership of (and a perpetual, royalty-free license to reuse) general-purpose components, libraries, frameworks, methodologies, and know-how that we develop and reuse across projects. Specifics live in the governing agreement.
- For individuals, we offer tool-only delivery as an option for one-off scripts, personal automations, and mini-apps — you receive a working compiled tool at a 30% discount, with a perpetual non-transferable license to use it. We retain the source code, with a source-escrow promise: if Xeptix Labs ever ceases operations, we deliver the source code to you within 90 days, free of charge.
Use of AI tools
On some projects we use AI-assisted development tools — for code completion, scaffolding, refactoring, drafting documentation, and similar tasks. When AI tooling is used on your project, an AI-Assisted Development Addendum is attached to your agreement spelling out the specifics. Our core privacy commitments around AI:
- We do not transmit your confidential information, proprietary code, credentials, customer data, personally identifiable information, payment data, or other sensitive client information to public AI services or any AI service that uses inputs to train models.
- AI tooling on client work is limited to: local or self-hosted models, in-house tools, or enterprise-grade AI services that contractually commit to no-training and zero or short-bounded data retention.
- For testing and examples, we use synthetic, redacted, or non-production data — not your real production data.
- Every AI-assisted output is reviewed and tested by a real human on our team, against the same security and stability standards as the rest of our work.
- You can request a no-AI engagement at any time before or during your project; we will accommodate it (timeline and pricing may adjust as a change order).
Privacy and security are core to how we work — we ship secure, efficient code regardless of the tools we use to write it.
Warranty for project work
Warranty terms (what's covered, for how long, and what counts as a bug versus a new feature) are defined per project in the governing agreement. Outside of any active warranty or support agreement, additional work is billed at our then-current rates.
No warranty on the site itself
This website is provided "as is". We do our best to keep it accurate and online, but we don't guarantee it'll be uninterrupted or error-free. Anything you read here is general information, not professional advice for your specific situation — talk to us first.
Our promises to you
Across every project we take on, we commit to the following — these are baked into every SOW and Engagement Letter:
- We start work fast. Substantive work begins within 15 calendar days of deposit. If we don't, you get your deposit back in full within 14 business days.
- We don't go silent. During active project work we send a written status update at least every 7 days. If we go 30 consecutive days without project work or communication, you can cancel and recover any unearned deposit.
- You can see the work in progress. You can request access to staging environments, repositories, and design previews on reasonable notice. Nothing we build for you is hidden from you.
- Source code is preserved. For projects $5,000 and over, we commit code to your repository on at least a weekly basis during active work, so progress isn't trapped on a single laptop.
- We don't take money for impossible projects. If we determine during the work that a project isn't feasible as scoped, we tell you immediately and either propose a workable alternative or refund any unearned deposit.
- We have the capacity to deliver. We don't take on projects we can't actually staff and finish.
- Your work is preserved if something happens to us. If Xeptix Labs ever winds down, we hand over completed work-product, data exports, and credentials so you can continue with someone else. For tool-only deliveries to individuals, we additionally deliver source code within 90 days of cessation, free of charge — so you're never permanently locked out of work you paid for.
- Refunds are cash, not store credit. When we owe you a refund, we pay it in cash via the original payment method, processed within 14 business days. Not credits, not "future work" promises — unless you specifically ask for that.
Limitation of liability
To the fullest extent allowed by law, Xeptix Labs is not liable for indirect, incidental, special, or consequential damages arising from your use of this site or our services. For project work, our total liability for any claim is capped at the fees you actually paid us under the relevant agreement.
Third-party services
We integrate with third-party tools (calendar booking, payments, hosting, partner platforms). We don't control them and aren't responsible for their content, practices, or availability. Your interactions with those services are governed by their own terms.
Disputes & governing law
These terms are governed by the laws of the State of Ohio, USA, without regard to its conflict-of-laws rules.
If a dispute arises, we'd much rather talk it out first. The parties agree to attempt to resolve any dispute through good-faith mediation before filing suit — typically with a mutually agreed mediator in Ohio, with each side bearing its own costs and the parties splitting the mediator's fee evenly. If mediation doesn't resolve the matter within 60 days, either party may bring the dispute in the state or federal courts located in Pickaway County, Ohio, and both parties consent to the personal jurisdiction of those courts.
Changes
We may update these terms from time to time. The "last updated" date above reflects the most recent revision. Continued use of the site after a change means you accept the new terms.
Contact
Questions or concerns? Email [email protected], or write to us at:
Xeptix Labs LLC
6545 Market Ave. North, Suite 100
Canton, OH 44721-2430