Terms & Conditions

1. Definitions

• "Agreement" — these Terms and Conditions, together with any service proposal or engagement letter.
• "We / Us / Our" — Merbau Labs, registered in Malaysia, operating from 30 Jalan Bagan Luar, 12000 Butterworth, Pulau Pinang.
• "You / Client" — the business or individual engaging our services.
• "Services" — the Site Survey and Readiness Check, Job Sheet Summaries, and Care Retainer as described on our website and in any engagement correspondence.
• "Job Data" — job notes, records, and operational data you provide for processing under the Job Sheet Summaries service.

2. Acceptance of Terms

By engaging our services — including submitting a contact form, confirming a survey booking, or making payment — you agree to these Terms. You confirm that you are at least 18 years of age and have the authority to enter into this Agreement on behalf of your business.

If you do not agree with any part of these Terms, you should not engage our services.

3. Service Description

We provide the following services:

• Site Survey and Readiness Check (RM 127): An on-site visit followed by a written readiness note. Delivered within 3 working days of the visit.
• Job Sheet Summaries (RM 410): Configuration of an AI-assisted job note processing workflow, including job type mapping, invoicing system integration, and one month of checked output.
• Care Retainer (RM 632/month): Monthly maintenance of configured services, including connection checks, accuracy reviews, corrections, cost tracking, and a written monthly note.

Services are delivered in Malaysia. We do not currently offer services to clients outside Malaysia.

4. Payment Terms

• Fees are quoted and invoiced in Malaysian Ringgit (RM).
• Payment for the Site Survey and Job Sheet Summaries is due before work commences.
• Care Retainer fees are invoiced monthly, due within 14 days of invoice date.
• AI tool running costs incurred during the retainer period are invoiced separately at cost, with supporting detail in your monthly note.
• Payment is accepted by bank transfer to our designated account.

5. Client Responsibilities

• Provide accurate and sufficient information to enable us to deliver the services.
• Ensure that any Job Data provided does not include data belonging to third parties without their consent.
• Review flagged items in job summaries promptly — we are not responsible for errors arising from delayed review.
• Notify us of relevant software updates on your systems so that connections can be checked in a timely manner.
• Use our services only for lawful business purposes.

6. Intellectual Property

Documentation, readiness notes, and written outputs we produce are delivered to you for your use. You retain ownership of your Job Data at all times.

Our methodologies, processes, and internal tools remain our intellectual property. The documentation and configuration files we hand over are yours to use but are not licensed for redistribution or resale.

7. Care Retainer — Termination and Exit

• The Care Retainer has no minimum term. Either party may terminate with 30 days' written notice.
• On termination, we will deliver all documentation and configuration files in a readable, portable format within 10 working days.
• Outstanding invoices remain due on termination.

8. Disclaimers

AI tools process language and produce outputs that are not always accurate. Flagging systems reduce but do not eliminate errors. You are responsible for reviewing summaries before using them for invoicing or other purposes.

Services are provided on the basis of the information you supply. The accuracy of the readiness note depends on the accuracy and completeness of what you tell us during the survey.

We do not guarantee that following our recommendations will produce a specific business outcome.

9. Limitation of Liability

Our liability to you in connection with any service is limited to the fees paid for that service. We are not liable for indirect losses, loss of profit, or consequential damages.

We are not liable for errors in job summaries that result from unclear or incomplete job notes, delayed review of flagged items, or changes to your systems that you did not notify us of in time.

10. Governing Law and Disputes

These Terms are governed by the laws of Malaysia. Any dispute arising under this Agreement shall be subject to the jurisdiction of the courts of Malaysia.

We encourage resolution of disputes by direct discussion before any formal proceedings. Contact us at [email protected] to raise a concern.

11. Changes to These Terms

We may update these Terms from time to time. Updated terms will be published on this page with a revised date. Continued use of our services after a change constitutes acceptance of the updated Terms.

12. Contact