Terms and Conditions

1. Company Information

Retrievia Systems is a trading name of TJ PARISH LIMITED, a private limited company registered in England and Wales under company number 12313959.

Registered Office:
4 Nursery Road, Hook End, Brentwood, Essex, United Kingdom, CM15 0HE.

References to "Retrievia Systems", "we", "us" or "our" mean TJ PARISH LIMITED trading as Retrievia Systems.

2. Acceptance and Application

2.1. These Terms and Conditions govern access to the Retrievia Systems website and, where incorporated into an agreement with a client, the provision of our professional services.

2.2. Our commercial services are intended exclusively for businesses, organisations and individuals acting in a professional or commercial capacity, including clients located in the United Kingdom, United States and other international markets.

2.3. A binding agreement for services is formed when a client accepts a written proposal, quotation, statement of work or other service agreement incorporating these terms.

2.4. Any individually negotiated written agreement takes precedence over these terms where an inconsistency exists.

2.5. We may update the published terms periodically. Changes will apply to future engagements and will not alter existing agreements without the parties' agreement, except where required by law.

2.6. Clients engaging Retrievia Systems from outside the United Kingdom acknowledge that the contracting party is TJ PARISH LIMITED, a company incorporated in England and Wales.

3. Services

3.1. Retrievia Systems provides specialist consultancy and implementation services relating to information retrieval, search engine visibility, artificial intelligence search systems and digital customer acquisition.

3.2. Services may include:

• AI search visibility analysis and competitive intelligence.
• Information retrieval optimisation and technical search consultancy.
• Entity recognition, authority development and content architecture.
• Content optimisation, technical implementation and citation development.
• Search visibility monitoring, reporting and strategic recommendations.
• Search-led commercial customer acquisition systems.

3.3. The scope, deliverables, project duration, fees and responsibilities for each engagement will be specified in the relevant written agreement.

3.4. Services not expressly included within the agreed scope will require separate written approval and may incur additional charges.

3.5. Retrievia Systems will perform its services with reasonable care and skill, using professional judgement and appropriate technical methodologies.

3.6. Services may be provided remotely to clients in different jurisdictions. Unless expressly agreed otherwise, no obligation exists to provide services through a local office, subsidiary or permanent establishment in the client's jurisdiction.

4. Search Performance and AI Visibility

4.1. Search engines and artificial intelligence systems are independently operated third-party platforms. Their algorithms, information retrieval processes, ranking systems and responses may change without notice.

4.2. Retrievia Systems does not guarantee:

• Specific organic search rankings or AI-generated recommendations.
• Inclusion, citation or preferential positioning within AI-generated responses.
• Particular increases in website traffic, enquiries, sales or revenue.
• Continued visibility or performance following changes to third-party systems.

4.3. Audits, forecasts, competitor comparisons and Retrieval Opportunity Reports represent assessments based on the information, methodology and observations available at the time of analysis.

4.4. AI visibility metrics may be based on selected prompts, models, locations, dates or sampling methods. Unless expressly established by the methodology, these observations must not be interpreted as comprehensive market-share measurements, actual customer demand or guaranteed commercial outcomes.

4.5. Commercial decisions made using our reports or recommendations remain the responsibility of the client.

4.6. Estimates, projections, commercial forecasts and comparative assessments are not guarantees of future results.

4.7. Any specific performance commitment must be expressly agreed in writing. No general marketing statement, example, case study or forecast creates a contractual performance guarantee.

4.8. Nothing in this section permits false, misleading or unsubstantiated commercial representations. Retrievia Systems will comply with advertising and marketing laws applicable to its own representations, including relevant United States Federal Trade Commission requirements where applicable.

5. Client Responsibilities

5.1. Clients must provide accurate information, appropriate access permissions and reasonable cooperation necessary for the delivery of agreed services.

5.2. Clients are responsible for ensuring they have the necessary rights to any materials, websites, data, software or accounts supplied to Retrievia Systems.

5.3. Clients remain responsible for reviewing and approving factual claims, commercial representations, regulatory statements and other business-specific information before publication, unless a different approval arrangement has been agreed.

5.4. Delays arising from missing information, restricted access, approvals or other client dependencies may result in corresponding adjustments to delivery schedules.

5.5. Clients must not instruct Retrievia Systems to undertake activities that breach applicable laws, third-party intellectual property rights or relevant platform policies.

5.6. Clients operating in regulated industries are responsible for identifying and communicating applicable industry-specific legal and regulatory requirements.

5.7. Where services are provided to clients outside the United Kingdom, clients are responsible for ensuring that materials, information and instructions supplied for their business activities comply with applicable local laws. This does not exclude Retrievia Systems' own legal responsibilities.

6. Fees and Payment

6.1. All fees will be agreed in writing before commencement of the relevant services.

6.2. Unless otherwise agreed:

• Initial project and implementation fees are payable in advance of commencement.
• Monthly retainers are invoiced in advance.
• Other approved charges are payable within seven calendar days of invoice.

6.3. All quoted fees exclude VAT, sales tax, use tax and other applicable transaction taxes unless expressly stated otherwise. Any taxes that Retrievia Systems is legally required to collect will be added to the invoice where applicable. Each party remains responsible for taxes imposed on its own income.

6.4. Third-party expenditure, including advertising, software subscriptions and specialist external services, will only be charged separately where agreed with the client.

6.5. Clients must notify Retrievia Systems promptly of any genuine invoice dispute, identifying the amount and reasons. Undisputed amounts remain payable by their due date.

6.6. Where applicable, Retrievia Systems reserves the right to claim statutory interest and recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.

Where that legislation does not apply, undisputed overdue amounts may accrue simple interest at 1% per month, calculated daily, or the maximum rate permitted by applicable law, whichever is lower. Statutory and contractual interest will not both be charged on the same sum for the same period.

6.7. If an undisputed payment remains overdue, Retrievia Systems may suspend the affected services after providing seven days' written notice and an opportunity to remedy non-payment.

6.8. Work completed and fees properly earned before suspension or termination remain payable.

6.9. International clients may be invoiced in GBP, USD or another currency expressly agreed in writing. Payment must be made in the currency specified on the invoice unless otherwise agreed.

6.10. Clients are responsible for bank transfer fees, intermediary banking charges and currency conversion costs incurred when making payment, so that the amount received satisfies the invoiced sum, except where prohibited by applicable law.

6.11. Where a client is legally required to deduct or withhold tax from a payment, the client must comply with that obligation and provide reasonable supporting documentation. The parties will cooperate in good faith regarding applicable tax documentation and treaty relief.

6.12. Any applicable United States state or local sales or use tax obligations will be determined by the nature of the services, the location of supply and relevant tax legislation. Retrievia Systems will not charge US transaction taxes unless legally required or otherwise authorised by law.

7. Changes to Services

7.1. Material changes to the agreed scope, deliverables, timescales or fees must be agreed in writing.

7.2. Additional work requested outside the original agreement may require a separate quotation.

7.3. Changes to third-party search platforms, AI systems or technical environments may require reasonable adjustments to implementation methods.

7.4. Retrievia Systems may recommend changes to its methodology where necessary to maintain technical effectiveness, provided those changes do not materially reduce the agreed services without the client's consent.

8. Contract Duration and Termination

8.1. Each engagement will continue for the period specified in its written agreement.

8.2. Fixed-term engagements remain binding for their agreed duration, subject to any express termination rights.

8.3. Where no minimum contractual period has been agreed, ongoing monthly services may be terminated by either party with 30 days' written notice.

8.4. Either party may terminate an engagement where the other commits a material breach and fails to remedy it within 14 days of receiving written notice specifying the breach, where the breach is capable of remedy.

8.5. Termination does not extinguish outstanding payment obligations or rights accrued before termination.

8.6. Fees for services already completed are non-refundable, except where a refund is required by law or arises from a valid contractual remedy. Any prepaid fees relating to unperformed services will be dealt with according to the agreed contract and the circumstances of termination.

8.7. On termination, Retrievia Systems may withdraw access to proprietary systems, licensed tools and ongoing services, subject to any surviving contractual rights.

9. Intellectual Property

9.1. Retrievia Systems retains ownership of all pre-existing and independently developed intellectual property, including:

• Proprietary information retrieval methodologies.
• Analytical frameworks, research methods and technical processes.
• Software, scripts, automation systems and internal tools.
• Reusable templates, models and reporting infrastructure.
• Proprietary databases, know-how and underlying technical systems.

9.2. Unless otherwise agreed in writing, following full payment the client receives a perpetual, non-exclusive licence to use the final client-specific reports, recommendations and deliverables for its own business purposes.

9.3. The licence permits the client to reproduce and publish client-specific content created for its website, but does not transfer ownership of Retrievia Systems' underlying methodologies, software, tools or reusable materials.

9.4. Ownership of bespoke software, websites, databases or other specifically commissioned intellectual property will be determined by the relevant written agreement.

9.5. Clients retain ownership of intellectual property and materials supplied by them. They grant Retrievia Systems the rights reasonably necessary to deliver the contracted services.

9.6. Third-party software, data, imagery and licensed materials remain subject to their applicable licences.

9.7. No transfer of copyright, trade secrets, source code or other proprietary rights is implied merely because services are delivered to a client in the United States or another international jurisdiction.

10. Confidentiality

10.1. Both parties agree to protect confidential business, commercial, financial and technical information received during an engagement.

10.2. Confidential information must not be disclosed to unauthorised third parties without prior consent, except where disclosure is necessary for service delivery under appropriate confidentiality obligations or required by law.

10.3. Confidentiality obligations do not apply to information already publicly available through no breach, independently developed, or lawfully obtained without restrictions.

10.4. These obligations continue for three years after termination. Trade secrets remain protected for as long as they retain their confidential character.

11. Data Protection and Privacy

11.1. Both parties must comply with applicable data protection and privacy legislation, including:

• The UK General Data Protection Regulation.
• The Data Protection Act 2018, as amended.
• Applicable United States federal and state privacy legislation, including the California Consumer Privacy Act, as amended, where relevant.
• Other applicable data protection requirements in jurisdictions where services are provided.

11.2. Where Retrievia Systems processes personal data on behalf of a client as a data processor, the parties will enter into an appropriate data processing agreement before that processing begins.

11.3. Where applicable United States privacy legislation requires specific contractual obligations between a business and a service provider, contractor or processor, the parties will enter into an appropriate supplementary data processing agreement.

Such agreements will address applicable requirements including permitted processing purposes, use restrictions, confidentiality, security and relevant individual privacy rights.

11.4. Each party is responsible for its own legal obligations where acting as an independent data controller or equivalent role under applicable privacy legislation.

11.5. Retrievia Systems will apply appropriate technical and organisational measures to protect personal data under its control.

11.6. International transfers of personal data will be undertaken in accordance with applicable legal requirements. Where required, appropriate transfer mechanisms, contractual safeguards or recognised adequacy arrangements will be established before the transfer.

11.7. Clients must not supply sensitive or restricted personal data unless its processing has been expressly agreed and appropriate safeguards established.

11.8. Retrievia Systems' collection and use of personal information through its own website and business operations will be described in a separate Privacy Policy.

11.9. Nothing in these terms limits statutory privacy rights or obligations that cannot legally be excluded.

12. Third-Party Systems

12.1. Services may involve external search engines, AI platforms, analytics providers, hosting companies and other technology services.

12.2. Retrievia Systems is not responsible for outages, algorithm changes, access restrictions, policy changes or service discontinuations arising from independently operated third-party systems, except to the extent caused by our own breach or negligence.

12.3. Retrievia Systems may use appropriate subcontractors and technology providers in delivering services, subject to its confidentiality, contractual and data protection obligations.

12.4. No third-party subscriptions, advertising expenditure or ongoing software charges will be incurred on the client's behalf without appropriate authorisation.

12.5. Third-party services may operate in different jurisdictions and be subject to their own contractual terms, acceptable-use policies and legal requirements. Any handling of personal data through such services must comply with the relevant data protection agreements and applicable law.

13. Liability

13.1. Nothing in these terms limits or excludes liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot lawfully be limited or excluded.

13.2. Subject to clause 13.1 and applicable law, Retrievia Systems will not be liable for indirect or consequential losses, or for lost profits, revenue, business opportunities or anticipated savings arising from the services.

13.3. Subject to clause 13.1 and to the extent permitted by law, the aggregate liability of Retrievia Systems arising from an engagement will not exceed the total fees paid or payable under the affected engagement during the 12 months preceding the event giving rise to the claim.

13.4. Nothing in this section removes Retrievia Systems' obligation to perform its services with reasonable care and skill or affects remedies that cannot legally be excluded.

13.5. These liability provisions apply to domestic and international business engagements, subject to mandatory laws and any applicable statutory requirements concerning the enforceability or reasonableness of contractual limitations.

13.6. Any additional warranties or liability arrangements must be expressly agreed in writing.

14. Website Use

14.1. All content on the Retrievia Systems website is provided for general informational and commercial purposes.

14.2. Website content, including articles, research, graphics, reports and other materials, belongs to Retrievia Systems or its respective licensors unless stated otherwise.

14.3. Visitors must not unlawfully reproduce, commercially redistribute, interfere with or misuse website content or technical infrastructure.

14.4. Unauthorised automated extraction, abusive access or attempts to compromise website security are prohibited. This does not prohibit ordinary lawful indexing by public search engines.

14.5. Website information may be amended or withdrawn without notice. General website content does not constitute a binding service quotation or guarantee.

14.6. Links to external websites are provided for convenience and do not constitute endorsement or responsibility for their content.

14.7. The website may be accessed internationally. Retrievia Systems does not represent that every item of website content or every service is suitable or legally available in every jurisdiction.

14.8. Visitors accessing the website from outside the United Kingdom remain responsible for complying with local laws applicable to their own use of the website. Nothing in this provision excludes Retrievia Systems' own obligations under applicable law.

15. Independence and Exclusivity

15.1. Retrievia Systems operates as an independent service provider. Nothing in these terms establishes an employment relationship, partnership or joint venture.

15.2. Unless expressly agreed in writing, engagements are non-exclusive, and Retrievia Systems may provide services to other organisations, including businesses operating in comparable sectors.

15.3. Any agreed exclusivity arrangements will be defined separately, including their scope, duration and applicable commercial restrictions.

15.4. Retrievia Systems will not disclose a client's confidential information or identify the client publicly as a customer for promotional purposes without appropriate consent.

16. Events Beyond Reasonable Control

16.1. Neither party will be liable for delay or failure to perform non-payment obligations caused by events outside its reasonable control, including significant infrastructure outages, natural disasters, governmental restrictions or other exceptional events.

16.2. The affected party must notify the other as soon as reasonably practicable and take reasonable steps to minimise disruption.

16.3. Where such an event materially prevents performance for more than 60 consecutive days, either party may terminate the affected services by written notice, subject to payment for services already properly performed.

17. Governing Law and Disputes

17.1. These terms and any agreement incorporating them are governed by the laws of England and Wales, regardless of the client's country or state of residence or incorporation, subject to any mandatory laws that cannot legally be excluded.

17.2. In the event of a dispute, both parties agree to attempt resolution through good-faith discussions before commencing formal proceedings, except where urgent legal relief is necessary.

17.3. The courts of England and Wales have exclusive jurisdiction over disputes arising from these terms, subject to applicable mandatory law.

17.4. Clients located outside the United Kingdom agree, to the extent permitted by applicable law, to the jurisdiction specified in clause 17.3.

17.5. Nothing in this section prevents either party from seeking recognition or enforcement of a judgment in another competent jurisdiction, or seeking urgent interim relief where legally permitted.

17.6. These provisions do not exclude the application of mandatory statutory requirements, including applicable privacy, consumer protection or other laws that cannot legally be displaced by contractual choice of law.

18. General Provisions

18.1. If any provision is found to be invalid or unenforceable, the remaining provisions will continue in effect.

18.2. Failure to enforce any provision does not constitute a waiver of the right to enforce it subsequently.

18.3. Neither party may transfer its contractual rights or obligations without the other's prior written consent, not to be unreasonably withheld, except as permitted by an expressly agreed arrangement.

18.4. Notices relating to an engagement must be sent in writing to the contact details designated by the parties. Formal notices to Retrievia Systems may be sent to its registered office.

18.5. These terms, together with the accepted proposal or service agreement and any incorporated schedules, constitute the agreement for the relevant services.

18.6. Any amendment to an existing engagement must be agreed in writing by the parties, unless the agreement expressly provides otherwise.

18.7. Where these terms are incorporated into an international commercial agreement, references to UK legal requirements do not exclude additional mandatory requirements imposed by applicable foreign law.

Legal Entity

Retrievia Systems
A trading name of TJ PARISH LIMITED
Company Registration Number: 12313959
Registered in England and Wales

Registered Office:
4 Nursery Road, Hook End, Brentwood, Essex, United Kingdom, CM15 0HE.