Terms of Service
Plain-English terms for working with us. By ticking the agreement box on our Stripe payment page, paying for a service, or signing up in writing, you agree to them.
"We," "us," and "Spa Operator Systems" mean Kindrastone LLC, a Florida limited liability company doing business as Spa Operator Systems. "You" means the spa or business buying the service. Our Privacy Policy is part of these terms.
What we do
We provide AI marketing and operations services for independent spas and med-spas. All prices are in US dollars and cover one location unless stated.
- AI-Visibility Snapshot (free). A one-page look at where your spa shows up in AI answers, emailed within 2 business days. No obligation.
- AI Visibility & Marketing Audit ($247, one time). A review of your Google Business Profile, website and booking path, reviews, and a 3 to 5 competitor comparison, with 10 to 15 AI questions across 4 assistants, a ranked 30-day action plan, and a 45-minute walkthrough call. Delivered in 5 business days, counted from when we have the information we ask for in the intake form.
- AI Marketing & Ops Setup ($997, one time). We build your system with you in two weeks: a content system in your voice, a review-response workflow, a competitor watch, client follow-up templates, an AI-visibility fix plan, and a staff SOP with a recorded walkthrough. Includes two 90-minute working sessions and 14 days of support. The two weeks are counted from your setup kickoff, once we have the information, access, and approvals we ask for.
- Monthly AI Marketing Operator ($375 per month). Each month: 4 blog or FAQ articles, 8 social captions, and 4 Google Business posts for your approval, a competitor and AI-visibility report, one 45-minute strategy call, prompt and SOP updates, and email replies within 2 business days. Extra locations are $150 per month each. Monthly items are for that month only: if you don't approve or use an article, post, or call in the month, it doesn't roll over.
Tool subscriptions, paid ads, ad-spend management, and website rebuilds aren't included.
The audit refund promise
A "concrete fix" is a specific change you can act on, naming what to change and where, such as a rewritten Google Business Profile category list, a missing FAQ page, or a review-response template. If the 30-day plan in your audit doesn't give you at least 5, we'll refund the $247 in full. We count the fixes in good faith, and if you disagree with the count, we'll walk through it with you. To ask, email hello@spaoperatorsystems.com within 30 days of the day we deliver the audit. The refund goes back to your original payment method. If you take the refund, the audit credit toward setup no longer applies. This promise applies to the audit only.
Setup fee and audit credit
If you bought the audit, your $247 is credited toward the $997 setup if you start the setup within 14 days of receiving the audit. You pay the difference, $750. We apply the credit through a one-time promotion code in Stripe. The credit has no cash value and ends if the audit is refunded.
Monthly retainer and cancellation
The retainer is billed monthly by Stripe at the start of each monthly period and has a 3-month minimum. After the minimum, it renews month to month until you cancel. To cancel, email hello@spaoperatorsystems.com. Cancellation takes effect at the end of the monthly billing period in which your 30 days' notice runs out, and never before the 3-month minimum ends. You pay for that full period. We won't bill you after it, and we don't prorate partial months.
Example: Your retainer starts January 15 and bills on the 15th. The 3-month minimum runs through April 14. You email notice on March 20. Thirty days later is April 19, which falls in the April 15 to May 14 period, so you pay for that period and service ends May 14. If you email notice on January 5 instead, service still runs through the end of the minimum, April 14. You can update your card through the Stripe customer portal.
We may change the monthly price with 30 days' notice by email. If you don't want the new price, you can cancel before it takes effect, subject to the 3-month minimum.
Payment
Payments are processed by Stripe. Setup and audit fees are due when you pay the Stripe link. Retainer fees are charged at the start of each monthly period. Stripe's terms apply to the payment itself.
Refunds on other fees
Apart from the audit refund promise above, setup and monthly fees are not refundable once we start work. If we end the services under "Ending the services" below, we'll refund any amount you paid for a month we didn't deliver, and nothing else.
No guarantee of results
We work to improve your marketing and operations, but we don't guarantee any result, including appearing in AI answers, rankings, reviews, bookings, or revenue. AI assistants change how they answer, and results vary by time, location, and account. Snapshots and audits reflect public information and AI answers observed on the dates we tested.
What you agree to do
- Give us accurate information and respond in good time, since our timelines depend on it.
- Review and approve everything before it's published or sent. Nothing goes out without your approval, and you're responsible for what you publish, including claims about treatments and results.
- Make sure you're allowed to share what you give us and to grant the account access you give us. Please use invites or manager access, never passwords by email.
- Follow the laws and professional rules that apply to your business, including advertising rules. For med-spas, anything mentioning treatments or outcomes should be reviewed by your medical director before use.
- Never confirm in a public review reply that a reviewer is a patient or client, or mention a treatment they had, even if they mention it first. That can break privacy law (HIPAA) for your business. Our review-response templates are written to avoid this, and you approve each reply before it's posted.
- Pay the fees for the services you buy.
Calls and recordings
We may record calls and working sessions, including the recorded walkthrough in setup. We tell everyone at the start and record only with the consent of everyone on the call, as Florida law requires. If you don't want a call recorded, say so and we won't record it.
No medical, legal, or health information
We provide marketing and operations services, not medical, legal, or compliance advice. Please don't send us patient or client health information (PHI), including client lists with treatment details, medical records, or before-and-after photos tied to a named person. We are not a HIPAA business associate. If you send any by mistake, tell us and we'll delete it.
Ownership and deliverables
What we build lives in your accounts. Once you've paid for a service, the deliverables for it (such as prompts, templates, content, and guides) are yours to keep and use. You keep ownership of your own content, brand, and accounts. We keep ownership of our general methods, tools, and know-how, and may use them for other clients. You give us permission to use the materials you share with us to deliver the services.
Confidentiality and naming you
We keep your non-public business information confidential and use it only to deliver your services. You do the same for our non-public methods, prompts, and templates until you've paid for them. We don't name you as a client, quote you, or use your results in our marketing without your written OK.
Your responsibility for what you publish
You agree to cover our reasonable costs, including legal fees, from any claim or regulatory action brought by a third party, a regulator, or an advertising authority that comes from content you approved and published, from information or access you gave us without the right to give it, or from your breach of these terms. This doesn't apply to the extent the claim comes from our own mistake or breach.
Limitation of liability
Services are provided "as is," without warranties other than the refund promise above. To the extent the law allows, we aren't liable for indirect, incidental, special, or consequential damages, or for lost profits, revenue, or bookings. Our total liability for any claim relating to the services is limited to the fees you paid us for the service the claim relates to. For the monthly retainer, that means the fees you paid in the 3 months before the claim arose. Nothing in these terms limits liability that can't be limited by law.
Ending the services
You may stop using our services at any time, subject to the retainer terms above. We may pause or end services if fees go unpaid or these terms are broken. When services end, you remove our access to your accounts, and we also stop using any access you gave us and delete the copies of your information we hold, except records we're required to keep.
General
We are an independent contractor, not your employee, partner, or agent. These terms and our Privacy Policy are the entire agreement between you and us about the services. If a part of these terms is found unenforceable, the rest stays in effect. If we don't enforce a right, that doesn't waive it.
Governing law
These terms are governed by the laws of the State of Florida. Any dispute will be brought in the courts located in Pinellas County, Florida, and you and we consent to those courts.
Changes
We may update these terms. The version in effect when you buy applies to that purchase. Changes won't alter a service you've already paid for.
Contact
Kindrastone LLC, doing business as Spa Operator Systems
hello@spaoperatorsystems.com