Terms of Use

TasksmithAI (“we”, “us”, “our”) is a trading name. The business is owned and run by its founder as a sole proprietor, and it is not a registered company. The owner’s full legal name and postal address appear in every agreement we sign, and we’ll give them to you on request.

We work remotely and serve clients in several countries. You can reach us at hello@tasksmithai.com.

“You” means the person using the site. If you’re acting for a business or other organisation, “you” also means that organisation, and you confirm you have its authority to act for it.

The site describes what we do. We build working software and tools using AI, and we train and coach people to use AI in their own work.

Nothing on the site is an offer to contract. Descriptions, examples, timeframes and any prices shown are there to give you an idea, not a quote. We take on a small number of clients at a time and may decline any enquiry without giving a reason.

Paid work starts only once we’ve both agreed an engagement agreement in writing (see section 6). If that agreement says something different from these terms, the agreement wins.

How we handle personal information is set out in our Privacy Notice, which sits alongside these terms. You’ll find the link in the footer of every page.

The site is free to use. It’s meant for businesses and for adults aged 18 or over.

You’re welcome to read it, link to it and share its pages. Please don’t:

• try to break, overload or get unauthorised access to the site or the systems behind it
• upload anything that contains malware, or anything unlawful
• copy large parts of the site for commercial use, or pass our content off as your own
• use the site in a way that breaks a law that applies to you

Automated access, such as search engines and AI crawlers, is welcome where our robots.txt file allows it. Anything beyond that needs our written permission.

We own, or have permission to use, everything on the site. That includes the text, design, code, and the TasksmithAI name and logo. You may quote short extracts if you credit us and link back.

We try to keep the site accurate and available, but we provide it as it is. We don’t promise it will always be online, free of errors or up to date. It’s general information, not advice to rely on for a specific decision.

The site links to other websites, including our Substack newsletter, Loom and other companies’ sites. We don’t control them and aren’t responsible for their content or for how they handle your information. Their own terms and privacy policies apply.

Three forms on the site send information to us: the enquiry form, the careers form and the newsletter sign-up. They are handled by Formspree, a form-processing service based in the United States. What you submit reaches us by ordinary email.

That is not a secure or confidential channel. So please do three things.

Redact first. Remove or mask names, account numbers, identity numbers and anything else sensitive before you send a sample. We only need enough to understand the shape of the problem.

Leave some things out altogether. Please don’t send any of these through the forms:

• passwords, login details or access keys
• payment card details
• health information, or other special categories of personal information
• information about children
• legally privileged material
• anything you’re under a legal or contractual duty not to disclose

Ask for confidentiality first if you need it. Tell us, and we’ll sign a non-disclosure agreement and arrange a safer way to share before you send anything.

When you send us anything (a description, a file, a link or a recording) you confirm that:

• you have the right to share it with us
• sharing it doesn’t break any law, or any duty you owe to someone else
• where it includes personal information about other people, you’re entitled to share that with us for this purpose

We use what you send only to understand your enquiry, reply to you, and decide whether and how we could help. We may use AI tools to help us read and assess it, on terms that don’t allow those tools to train on it. We don’t sell it or publish it.

We handle it with care. But until we’ve agreed confidentiality terms with you in writing, we don’t take on a formal legal duty of confidentiality for material sent through the site.

Many clients bring us similar problems. Describing yours to us doesn’t stop us working on similar problems for other people, as long as we don’t use your confidential information to do it.

If things don’t go further, you can ask us to delete what you sent, and we will. The exception is anything the law requires us to keep.

Careers. If you apply through the careers form, we use your details, CV and work sample only to consider you for work with us. Your work sample stays yours. Applying doesn’t create a job, a contract, or a promise of either.

Newsletter. If you sign up, we use your email address only to send you the newsletter. You can unsubscribe at any time using the link in any issue, or by emailing us.

Before we build anything on your data, including a proof, we agree written terms with you that cover confidentiality and data handling. From that point:

• we keep your material confidential and use it only for the work we’ve agreed
• everyone who works on it, whether our own people or a subcontractor, is bound by confidentiality obligations
• we don’t use your material to train AI models
• where work runs on a third-party AI platform, we agree the platform with you in advance and use services whose terms say they don’t train on customer content
• we don’t name you as a client, or describe your work publicly, without your written permission

We may talk about the kind of work we do in general terms. We may also show examples with all identifying details and confidential information removed.

The usual exceptions apply. Confidentiality doesn’t cover information that is already public, that we already knew, that we developed independently, or that the law requires us to disclose. If we’re legally required to disclose something, we’ll tell you first where we’re allowed to.

An engagement usually runs like this. You describe a problem and send a sample. We have a discovery call. We build a working proof on your own data. Then we either agree a full build or stop there.

Neither of us is obliged to go further at any stage until an engagement agreement is signed.

The engagement agreement. Each paid engagement has its own written agreement. It sets out the scope, deliverables, fees, timing, where and how your data will be processed, and the data protection terms.

Where your data is processed. This depends on the engagement. It happens either on your own machines or inside your network using locally-run open-source models, or on third-party AI platforms and cloud services that we’ve agreed with you in advance.

Personal information. Where we process personal information on your behalf, we act as your processor (an “operator” under South African law) under a written data processing agreement. You remain responsible for having a lawful basis to collect that information and to share it with us.

Who does the work. We are a small remote team of people working with AI systems we’ve built and trained. We may use carefully chosen subcontractors. We stay responsible for the work, whoever does it.

What we need from you. We need accurate information, timely access and decisions, and the right to use the data you give us. Please keep your own backups of any data or systems you give us access to. Please also test what we deliver before you rely on it or put it into live use.

Fees and running costs. Fees, expenses and payment terms are set out in the engagement agreement. Some deliverables depend on third-party services, such as AI model usage, hosting or software subscriptions. Once we hand a deliverable over, those running costs are yours unless we agree otherwise.

Training and coaching. Our sessions give practical guidance on using AI. What you do with that guidance is your decision. Private one-to-one coaching is agreed directly with the individual, and what’s said in those sessions stays between us. If you’re being coached privately, you’re responsible for making sure anything you share about your employer’s business is yours to share.

Your material stays yours. You give us only the permission we need to do the work.

You own what we build for you. Once you’ve paid for an engagement in full, you own the work product we created for you under it, outright. That includes the code, configurations, documents, reports and dashboards. We’ll sign whatever is reasonably needed to confirm the transfer.

Three things sit alongside that:

• Third-party parts. Open-source software, AI models, platforms and libraries stay under their own licence terms. We’ll tell you what’s in the build.
• Our existing tools. If we include something we built before, or separately from, your engagement, we keep ownership of it. Examples are templates, scripts and prompt libraries. You get a permanent, worldwide, royalty-free licence to use it as part of what we delivered.
• Know-how. We keep the right to reuse general skills, methods and lessons learned, provided we never use or reveal your confidential information.

Proofs. A proof built before an engagement agreement is a demonstration. Unless we agree otherwise, it stays ours until it’s paid for or becomes part of a paid build.

Training material. Slides, guides and exercises we create for training and coaching stay ours. You may use them inside your organisation, or personally if you’re coached privately. Please don’t resell or publish them.

AI is useful and imperfect, and we’d rather be straight about the limits.

AI output can be wrong. AI systems sometimes produce output that is wrong, incomplete or invented, even when it looks convincing. We design and test our work to reduce this, but nobody can remove it completely. A person with the right knowledge should review AI output before it’s relied on for anything that matters.

Third-party models change. Where a deliverable uses a third-party AI model or platform, that provider’s terms apply to your use of it. The provider may change, reprice, restrict or withdraw its service at any time. We don’t control that and aren’t responsible for it. If it happens, we can help you adapt, at our rates at the time.

How you use it is up to you. You’re responsible for how you use what we build. That includes complying with the laws and professional rules that apply to you and your sector.

We are not a law firm, an accounting or audit practice, a tax practitioner or a licensed financial adviser. We aren’t regulated as any of these in any country.

Our work on contracts, financial records, correspondence and other documents is analytical and technical. It’s there to support you and your own professional advisers, not to replace them. Please don’t treat it as legal, financial, tax, investment or other regulated professional advice.

Our work isn’t prepared for use as expert evidence in a court or tribunal unless we’ve agreed that in writing beforehand.

We work carefully and aim for reliable, high-quality results. We don’t guarantee a particular business outcome, such as a saving, a revenue figure, an amount of time saved or a regulator’s decision.

A proof or prototype is a demonstration, not a finished production system. It may be incomplete, untested at scale, or not secure enough for live use, unless the engagement agreement says otherwise.

What we don’t limit. Nothing in these terms limits or excludes liability that the law says can’t be limited or excluded. Examples are fraud, and death or personal injury caused by negligence. If you deal with us as a consumer, nothing here takes away rights your country’s law gives you that can’t be signed away.

Subject to that, the following applies.

The site. We provide the site free of charge and as it is. We aren’t liable for loss that comes from using it, being unable to use it, or relying on what it says.

Losses we don’t cover. We aren’t liable for:

• lost profit, revenue, business, opportunity, goodwill or expected savings
• loss of or damage to data, to the extent you could have avoided it by keeping backups
• indirect or consequential loss
• loss caused by third-party services, such as AI platforms, cloud providers or form processors, or by events outside our reasonable control
• loss caused by changes someone else made to a deliverable, or by using it in a way or for a purpose we didn’t agree

The cap. Our total liability for all claims connected with an engagement is limited to the fees you paid us for that engagement. Where no fees have been paid, for example for an unpaid proof or for discussions before an engagement, our total liability is limited to £500.

These limits apply however a claim arises, whether in contract, negligence, breach of statutory duty or otherwise.

Claims against us because of you. If someone brings a claim against us because material you sent us wasn’t yours to share, or because you used a deliverable in breach of these terms or the law, you’ll cover our reasonable costs and losses from that claim.

We don’t work with people or organisations that are subject to sanctions imposed by the United Nations, the United Kingdom, the European Union, the United States or South Africa. We also don’t take on work that would be unlawful where you or we operate.

By contacting us, you confirm that neither you nor your organisation is subject to those sanctions.

If something goes wrong, please talk to us first. Email hello@tasksmithai.com and we’ll try in good faith to sort it out within 30 days.

These terms are governed by the law of England and Wales. So is any dispute or claim connected with them or with the site, including non-contractual claims.

The courts of England and Wales have exclusive jurisdiction. The one exception is that we may go to any court with jurisdiction to recover unpaid fees, or to protect our intellectual property or confidential information.

If you deal with us as a consumer, you keep any mandatory protections of the law where you live. You may also be entitled to bring a claim in your local courts.

We may update these terms from time to time. The date at the top shows the latest version.

The version in force when you use the site or send us material is the one that applies to that use. A change to these terms never alters an engagement agreement that’s already signed.

• If a court finds part of these terms unenforceable, the rest still applies.
• If we don’t enforce a right straight away, we haven’t given it up.
• These terms are between you and us. Nobody else has rights under them.
• You may not transfer your rights under these terms without our written consent. We may transfer ours to a successor to our business, and we’ll tell you if we do.
• Nothing in these terms makes either of us the other’s partner, employee or agent.
• These terms are written in English. If they’re translated, the English version is the one that counts.

Questions about these terms go to hello@tasksmithai.com.

Formal legal notices should be sent to the same address. If you need a postal address for a notice, ask us and we’ll give you one.