Legal

Terms & Conditions

Effective date: July 15, 2026

Every engagement begins with a complimentary Operations Assessment — the scope, timeline, and deliverables are confirmed in writing before any retainer bill is generated or any project work begins. The Terms below govern how Ascentra (“we”, “us”, or “our”) works with you from that point forward. Please read them carefully before using our website or engaging our services; by doing so, you agree to be bound by them.

1. Acceptance of Terms

By accessing ascentra.polsia.app or engaging Ascentra's services, you agree to these Terms & Conditions and all applicable laws and regulations. If you do not agree with any of these Terms, you must not access or use our services.

2. Services Provided

Ascentra delivers AI-augmented business operations and administrative support to a small roster of growing small businesses. The work is concentrated in three lanes: ongoing retainer support, focused one-time projects, and a written Operations Assessment that frames every new engagement.

The entry point to every engagement is a complimentary Operations Assessment — a consultative conversation, a written report, and a candid recommendation on whether Ascentra is the right fit for the work you have in mind. From there, the scope, deliverables, and timeline for any retainer or one-time project are confirmed in writing between Ascentra and the client prior to the first bill or the first project hour.

3. Payment Terms

Ascentra offers two primary pricing structures, both billed by Stripe, Inc. Ascentra does not store or handle your card details directly; all payment data is transmitted securely to and processed by Stripe under their own privacy policy and security standards. A platform fee of 20% is included in the listed prices and is retained by the Polsia platform.

  • Monthly retainer plans— billed in advance on a recurring monthly basis, starting from $495/month up to custom enterprise pricing.
  • One-time project fees— ranging from $99 to $750+, invoiced at the start of the project or as otherwise agreed in writing.

4. Cancellation & Refund Policy

Retainers. Cancellation takes effect at the end of the then-current monthly billing period. Either party may cancel by emailing ascentra@polsia.app; no strict notice period is required, but the analyst asks for at least five business days' notice so scheduled work can wind down cleanly. The current month's fee is non-refundable; future months are not charged once cancellation is acknowledged.

The windows below map to the canonical package ids and should be read alongside the pricing page's “cancel anytime” promise:

  • essential-ops ($495/mo, ≤5h)— the current month is non-refundable; there is no fee for any unused hours; a downgrade to Essentials is available at the next billing cycle.
  • growth-ops ($995/mo, ≤15h, RECOMMENDED)— same cancellation terms; rollover of unused hours is not guaranteed and is at Teresa's discretion per engagement.
  • operations-partner ($1,995/mo, ≤30h)— same cancellation terms plus a quarterly scope review; cancellation is acknowledged within five business days of receipt.
  • enterprise— custom cancellation per the executed statement of work; default is thirty days' written notice unless the SOW states otherwise.

One-time project fees. Non-refundable once work has commenced. Buyers may request cancellation before the kickoff confirmation email is sent for a full refund minus a discovery fee capped at 15% of the project price. Commencement is defined as the kickoff confirmation being sent.

  • data-cleanup, pdf-conversion, crm-cleanup, email-calendar— small-scope deliverables; cancellation before kickoff = full refund minus discovery fee. Once analysis of the source files begins, the project is non-refundable.
  • workflow-audit— a fixed-scope audit; refundable if we are unable to deliver the written report within the agreed turnaround.
  • ai-automation— non-refundable once the first workflow has been provisioned in the client's stack.
  • ops-assessment— treated as the consultation deliverable; refundable if the written report is not delivered within fourteen calendar days of the consultation.

If you have a dispute regarding a charge or a deliverable, please reach out to ascentra@polsia.app within fourteen days of the issue arising and we will work to resolve it in good faith.

5. Client Responsibilities

To enable Ascentra to deliver services effectively, you agree to:

  • Provide accurate, complete intake information and keep it current for the length of the engagement.
  • Respond to clarifying questions within a reasonable timeframe — the target is two business days, so that work does not stall in the queue.
  • Handle credentials and access tokens securely — share them through the agreed secure channel, not through public email.
  • Use deliverables lawfully and not resell or sublicense the AI workflow templates Ascentra develops for the engagement as a standalone product.
  • Not upload unlawful content to any Ascentra-maintained system or AI workflow.

6. Confidentiality

Ascentra treats all client data, business information, credentials, and proprietary materials as strictly confidential. Your information is stored on secure servers provided by the Polsia platform. I will not disclose client information to third parties except as strictly necessary to deliver the agreed services — for example, the signed Stripe webhook and the post-payment intake cycle described in our Privacy Policy — or as required by law. You retain full ownership of your data at all times.

7. Intellectual Property

Deliverables created specifically for the client become the client's property upon receipt of full payment for that engagement. Ascentra retains ownership of any pre-existing tools, templates, frameworks, methodologies, or intellectual property used in the production of those deliverables.

Ascentra may reference the general nature of an engagement (e.g. “CRM automation project”) in portfolio descriptions or case studies, without disclosing confidential details, unless the client requests otherwise in writing.

8. Limitation of Liability

To the maximum extent permitted by applicable law, Ascentra's total liability to you for any claim arising from or related to the services is limited to the fees paid by you to Ascentra in the thirty days preceding the claim.

Ascentra is not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, or business opportunity, even if advised of the possibility of such damages. Ascentra does not guarantee specific business outcomes from its services.

9. Governing Law

These Terms & Conditions are governed by the laws of the Commonwealth of Massachusetts, United States. Any disputes arising out of or relating to these Terms shall be resolved in the courts of competent jurisdiction in the Commonwealth of Massachusetts. Nothing in this clause limits any statutory consumer rights you may have under applicable local law, including the right to bring a matter in small-claims court.

10. Changes to Terms

As these Terms are updated to reflect changes in our services, legal requirements, or business practices, the “Effective date” at the top of this page is moved forward. Continued use of Ascentra's services after any changes constitutes your acceptance of the revised Terms.

11. Contact Information

If you have any questions about these Terms & Conditions, please reach out:

You can also book a consultation to discuss your needs directly with our team.