Terms of Service

The Tool is an AI-powered internal pricing assistant designed to help Sofas & Stuff staff quickly look up indicative product pricing. It uses:

• A verified pricing database derived from the official Sofas & Stuff Excel price matrix
• Artificial intelligence (including OpenAI GPT-4o and Google Gemini) to interpret natural language queries
• Deterministic routing for autocomplete-based queries to provide instant, verified pricing

The Tool is a staff productivity aid — a helpful starting point for looking up prices. It is not a customer-facing quoting system, a point-of-sale system, or a substitute for the official Excel price matrix. All prices shown by the Tool must be independently verified before being communicated to customers.

You may use the Tool to:

• Look up indicative pricing for furniture products, fabrics, and sizes
• Explore available product configurations during customer interactions
• Submit bug reports to help us improve the Tool

Please do not:

• Share your login credentials with any unauthorised individual
• Use the Tool for any purpose outside normal Sofas & Stuff business
• Share, publish, or distribute trade pricing information with competitors, on social media, or in any public forum
• Attempt to extract, scrape, copy, or bulk-download pricing data by any means (manual or automated)
• Reverse engineer, decompile, or attempt to derive the source code or underlying algorithms of the Tool
• Attempt to circumvent security measures, access controls, or rate limits
• Introduce malicious code, data, or queries designed to disrupt the Tool’s operation
• Use the Tool to generate content that is fraudulent, deceptive, or unlawful

Violation of these restrictions may result in immediate revocation of access without prior notice.

The Tool uses third-party AI services (OpenAI GPT-4o and Google Gemini) to interpret queries and generate responses. You acknowledge and agree that:

• AI-generated content is provided “as is” without any warranty of accuracy, completeness, or fitness for any particular purpose
• AI models may produce incorrect outputs (“hallucinations”), including fabricated prices, non-existent products, or incorrect fabric/size matches
• The Tool includes data source indicators (e.g., “from price matrix” vs “AI-generated”) to help you assess confidence — please review these indicators carefully
• AI responses do not constitute professional advice, formal quotations, or binding price commitments
• The behaviour, capabilities, and outputs of AI services may change without notice as providers update their models

Your use of any AI-generated output is entirely at your own risk. We accept no liability for any loss, damage, or consequence arising from reliance on AI-generated content, including incorrect pricing. Always cross-check with the official Excel price matrix.

As a user of the Tool, you agree to the following responsibilities:

• Always verify prices independently. Before communicating any price to a customer — whether in person, by phone, by email, or in writing — you must cross-check the price against the current official Excel price matrix. The Tool is a helpful starting point, but it is not a substitute for the Excel file.
• Maintain access to the Excel price matrix. You should ensure you always have independent access to the official Excel price matrix as your primary pricing reference and fallback. If the Tool is unavailable or returns unexpected results, the Excel file is your definitive resource.
• Use professional judgement. If a price shown by the Tool seems unusual, unexpected, or inconsistent with your experience, do not quote it to a customer without first confirming it via the Excel price matrix or with your manager.
• You bear sole responsibility for customer quotes. Any price, estimate, or commitment you communicate to a customer is your responsibility. We are not liable for any incorrect price you quote to a customer, regardless of whether that price originated from the Tool.
• Report discrepancies. If you notice a pricing discrepancy between the Tool and the Excel price matrix, please report it using the bug report feature so we can investigate and correct it.

We built the Tool to save you time and make pricing lookups more convenient. But the final responsibility for every customer quote rests with you and your team — just as it would with any other reference tool.

While the Tool uses verified pricing data derived from the official Sofas & Stuff Excel price matrix, you acknowledge that:

• Prices may become outdated between matrix updates and may not reflect the most current pricing
• The Tool may misinterpret your query and return pricing for the wrong product, size, fabric, or configuration
• Special configurations, bespoke orders, promotional pricing, sale pricing, and trade discounts are not reflected
• Delivery charges, surcharges, optional extras, and VAT adjustments are not included in displayed prices
• We make no representation that prices shown are current, correct, or complete at any given time

We are not liable for any incorrect prices displayed by the Tool, nor for any loss, damage, or customer dispute arising from the use of pricing information obtained through the Tool. This includes, without limitation, situations where you quote a customer a price shown by the Tool without first verifying it against the official Excel price matrix.

To the maximum extent permitted by applicable law, we expressly disclaim all warranties, including but not limited to:

• Implied warranties of merchantability — we do not warrant that the Tool is fit for commercial use or sale
• Fitness for a particular purpose — we do not warrant that the Tool will meet your specific requirements or expectations
• Accuracy or reliability — we do not warrant that outputs, pricing data, or AI responses will be accurate, complete, current, or error-free
• Uninterrupted availability — we do not warrant that the Tool will be available without interruption, delay, or error
• Security — we do not warrant that the Tool will be free from vulnerabilities, although we take reasonable security measures
• Non-infringement — we do not warrant that the Tool or its outputs will not infringe third-party rights

No advice or information obtained through the Tool shall create any warranty not expressly stated in these Terms. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.

To the maximum extent permitted by applicable law:

1. No indirect damages. We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of revenue, loss of business, loss of data, loss of goodwill, or business interruption, however caused and under any theory of liability (contract, tort, strict liability, or otherwise), even if we have been advised of the possibility of such damages.
2. No liability for incorrect pricing. We shall not be liable for any loss or damage arising from incorrect prices displayed by the Tool, including but not limited to situations where you quote a customer an incorrect price, honour a price that was displayed in error, or suffer any financial consequence from relying on pricing shown by the Tool. It is your responsibility to verify all prices before use (see Section 5).
3. No liability for AI errors. We shall not be liable for any loss or damage arising from errors, inaccuracies, or omissions in AI-generated responses, including incorrect pricing, misidentified products or fabrics, or fabricated information.
4. No liability for third-party services. We shall not be liable for any loss or damage caused by the unavailability, errors, or conduct of third-party services, including but not limited to OpenAI, Google Cloud Platform, Google Gemini, ip-api.com, or any content delivery network.
5. No liability for user actions. We shall not be liable for any loss or damage arising from your reliance on information provided by the Tool, your failure to verify pricing independently against the official Excel price matrix, or any quote or commitment you make to a customer based on Tool outputs.
6. Full exclusion. To the maximum extent permitted by applicable law, our total aggregate liability to you for all claims arising from or related to the Tool shall not exceed zero. The Tool is provided free of charge as an internal productivity aid, and you agree that this exclusion is fair and reasonable in the circumstances.

The limitations in this section apply regardless of whether we have been informed of the possibility of any such loss or damage, and even if a limited remedy set forth herein is found to have failed its essential purpose.

You agree to indemnify, defend, and hold harmless us and our developers, officers, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Tool in violation of these Terms
• Your failure to verify pricing against the official Excel price matrix before quoting customers
• Any claim by a customer or third party arising from a price, quote, or commitment you made based on information obtained through the Tool
• Your failure to maintain the confidentiality of login credentials or trade pricing data
• Your violation of any applicable law, regulation, or third-party right in connection with your use of the Tool

Ownership. The Tool, including its source code, design, algorithms, pricing database, and all related intellectual property, is owned by us or our licensors. These Terms grant you a limited, non-exclusive, non-transferable, revocable licence to use the Tool solely for authorised business purposes. No other rights are granted.

Trade pricing. The pricing data accessible through the Tool is confidential trade information belonging to Sofas & Stuff. You agree to:

• Treat all pricing data as strictly confidential business information
• Not disclose, publish, or distribute trade pricing to any unauthorised party, competitor, or public forum
• Use pricing information only in the normal course of your duties at Sofas & Stuff
• Report any suspected security breach, data leak, or unauthorised access immediately to your team administrator

Your confidentiality obligations survive termination of these Terms and your access to the Tool.

The Tool relies on third-party services for its operation. These services have their own terms and conditions, which you are also bound by when using the Tool:

• OpenAI — provides GPT-4o for natural language query interpretation. Subject to OpenAI Terms of Use
• Google Cloud Platform — provides hosting, storage, and infrastructure
• Google Gemini — provides backup AI when the primary service is unavailable
• ip-api.com — provides approximate geolocation from anonymised IP addresses

We do not control, endorse, or assume responsibility for any third-party service. Third-party services may experience outages, modify their behaviour, or change their terms without notice. We shall not be liable for any disruption, error, or data processing by third-party services.

Data transfers. Your query text (not personal data) may be transmitted to AI providers located outside the UK, including in the United States. These transfers are covered by Standard Contractual Clauses or equivalent safeguards. See our Privacy Policy for details.

The Tool collects anonymised usage data as described in our Privacy Policy, which forms part of these Terms. By using the Tool, you consent to the data practices described therein.

Bug reports. When you submit a bug report through the Tool, the following diagnostic data is automatically collected and sent to our development team:

• A screenshot of the current state of the Tool
• Recent browser console logs (last 100 entries)
• Recent network request summaries (URLs and status codes, last 20 entries)
• Browser, device, and operating system information
• Your session identifier and recent query history
• Your description of the issue

By submitting a bug report, you consent to the collection and processing of this diagnostic data for the purpose of improving the Tool. Bug reports are stored securely in Google Cloud Storage and deleted once the issue is resolved.

Voice input. If you use the voice input feature, your speech is processed by your browser’s built-in Web Speech API. Audio data is processed locally by your browser and its speech recognition service (typically Google or Apple) — it is not transmitted to or stored by us.

The Tool is provided on an “as available” basis. We do not guarantee that the Tool will be available at all times or without interruption. The Tool may be temporarily or permanently unavailable due to:

• Scheduled or unscheduled maintenance and updates
• Third-party service outages (cloud hosting, AI providers, CDN)
• Infrastructure changes, security patches, or feature deployments
• Events beyond our reasonable control (force majeure)

We reserve the right, at our sole discretion, to:

• Modify, update, or remove any feature of the Tool at any time without notice
• Change the AI models, pricing data sources, or algorithms used by the Tool
• Suspend or discontinue the Tool entirely, with or without notice
• Update these Terms at any time — continued use after changes constitutes acceptance

We will make reasonable efforts to notify users of significant changes, but are not obligated to do so. If the Tool is unavailable, please use the official Excel price matrix directly as your pricing reference.

Support is provided on a best-efforts basis. We are under no contractual obligation to provide support, maintenance, or bug fixes within any specific timeframe. As a guide, we aim to address issues within the following indicative timeframes, but these are not binding commitments:

• Critical outages (Tool completely unavailable): We will aim to investigate within 5 business days and restore service as soon as reasonably practicable
• Major issues (core functionality impaired, e.g., pricing returns incorrect results): We will aim to investigate within 10 business days
• Minor issues (cosmetic defects, non-critical features, UI improvements): We will aim to investigate within 30 business days, or may defer to a future release at our discretion
• Feature requests: Considered at our sole discretion with no commitment to implement

Third-party outages. Where an outage or degradation is caused by a third-party service (OpenAI, Google Cloud, Gemini, CDN providers, or any other external dependency), we:

• Are not responsible for the outage or its consequences
• Are not obligated to provide a workaround, alternative service, or compensation
• Will restore the Tool’s functionality only after the third-party service has been restored, which may be outside our control
• Have no obligation to migrate to alternative providers in response to a third-party outage

Scheduled maintenance. We may take the Tool offline for maintenance at any time. Where practical, we will try to provide advance notice, but this is not guaranteed.

No compensation. You are not entitled to any credit, refund, compensation, or damages for any period of unavailability, regardless of cause or duration. During any period of unavailability, please use the official Excel price matrix as your primary pricing resource.

We may terminate or suspend your access to the Tool immediately and without prior notice or liability for any reason, including but not limited to:

• Breach of these Terms
• Misuse of the Tool or its data
• Sharing credentials or confidential pricing with unauthorised parties
• Conduct that we reasonably believe may cause harm to the Tool, its users, or Sofas & Stuff
• Cessation of your employment or authorised role at Sofas & Stuff

Upon termination, your right to use the Tool ceases immediately. The following provisions survive termination: Sections 4 (AI Disclaimer), 5 (Your Responsibilities), 6 (Pricing Information), 7 (Disclaimer of Warranties), 8 (Limitation of Liability), 9 (Indemnification), 10 (IP & Confidentiality), and 17 (Governing Law).

In accordance with emerging AI transparency requirements (including the EU AI Act Article 50 and UK AI governance principles), we want to be upfront about how the Tool works:

• AI involvement. This Tool uses artificial intelligence to interpret your queries and generate pricing responses. Responses may be wholly or partially AI-generated.
• Data source indicators. The Tool marks each response with its data source (e.g., verified price matrix lookup vs. AI-generated response) so you can assess reliability.
• Human oversight. The Tool is designed as a human-in-the-loop system — all AI outputs should be reviewed by you before being acted upon or communicated to customers.
• No autonomous decision-making. The Tool does not make autonomous decisions that affect individuals. It provides informational outputs to assist your own decision-making.
• Model providers. AI responses are generated by OpenAI GPT-4o (primary) or Google Gemini 2.0 Flash (fallback). These models are provided by third parties and may be updated by their providers.

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

Any dispute arising out of or in connection with these Terms, including any question regarding their existence, validity, or termination, shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating formal proceedings, the parties agree to attempt to resolve any dispute through good-faith negotiation for a period of not less than 30 days.

Severability. If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it valid, or if modification is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.

Entire agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and us regarding use of the Tool and supersede all prior agreements, understandings, and communications.

No waiver. Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or the right to enforce it at a later time.

Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.

If you have any questions about these Terms of Service, we’d be happy to help. Please get in touch:

• Email: swapnilwillbe@gmail.com

For data protection enquiries, please see our Privacy Policy.