Terms of Service

By engaging Cool Flow USA ("Agency") for any service, you ("Client") agree to be bound by these Terms of Service. These terms apply to all services including website design, Google Business Profile optimization, reputation management, social media management, AI receptionist services, and Google & Meta ads management.

Cool Flow USA will deliver the services outlined in your signed service agreement or confirmed invoice. Services not explicitly included are considered out of scope and may be quoted separately. The Agency reserves the right to use qualified subcontractors or third-party platforms to fulfill service obligations.

• All one-time setup fees are due in full before work begins
• Monthly retainer fees are billed on the same date each month
• Invoices are due within 7 days of issue
• Accounts more than 14 days past due may have services paused until the balance is settled
• Ad spend for Google & Meta campaigns is billed separately and paid directly to the ad platforms — it is not included in Cool Flow USA's management fee

Cancellations made mid-billing cycle will not be prorated. The final month's retainer is due in full regardless of the cancellation date within that cycle.

The AI receptionist service is powered by Vapi.ai and operates as an inbound-only system. Cool Flow USA does not use this system to initiate unsolicited outbound calls or messages on behalf of itself or its clients. The Client agrees to display a disclosure on their website and/or voicemail greeting informing callers that their call may be handled by an automated assistant.

Call volume overages beyond the agreed monthly threshold may be subject to additional usage fees, which will be communicated to the Client in advance.

The Client agrees to:

• Provide timely access to all required accounts, platforms, and digital assets
• Respond to Cool Flow USA communications within 3 business days
• Ensure all content provided is accurate, truthful, and legally compliant
• Maintain sufficient ad budget to support agreed-upon paid campaigns
• Notify Cool Flow USA of any significant business changes that may affect campaign strategy

Both parties agree to maintain strict confidentiality of all proprietary information, business strategies, campaign performance data, and pricing shared between them. Neither party will disclose such information to any third party without prior written consent, except as required by law.

To the maximum extent permitted by Georgia law, Cool Flow USA's total liability to the Client for any claim arising out of or related to these terms or the services provided shall not exceed the total fees paid by the Client in the three months preceding the claim. Cool Flow USA is not liable for any indirect, incidental, consequential, or punitive damages.

These Terms of Service shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to its conflict of law provisions. In the event of a dispute, both parties agree to first attempt resolution through good-faith negotiation within 30 days of written notice. If unresolved, disputes shall be submitted to binding arbitration in Georgia in accordance with the rules of the American Arbitration Association.

Cool Flow USA reserves the right to update these Terms of Service at any time. Active clients will be notified of material changes with at least 14 days notice via email. Continued use of our services following notice of changes constitutes acceptance of the updated terms.