⚖️ Apex Assistant Solutions – Terms of Service

Last Updated: September 7, 2026

Welcome to Apex Assistant Solutions ("Company", "we", "us", "our"). By accessing our website (apexassistantsolutions.com) and utilizing our Inventory & ERP Data Management, Supplier & logistics tracking, and Digital Administrative Support services, you agree to comply with and be bound by the following Terms of Service.

1. Scope of Services & Universal Platform Flexibility

We provide highly versatile, asynchronous digital administrative support, data entry, spreadsheet organization, and inventory/ERP tracking management.

• Total Platform Flexibility: Our services are fully adaptable to any existing software ecosystem, e-commerce backend, CRM, ERP, inventory management system, cloud database, or project management tool provided by the Client. We do not restrict our services to specific software vendors.

• Data Integrity & Final Verification: Regardless of the platform or tool used, the Client retains ultimate responsibility for final verification of all inventory levels, product listings, data transmissions, pricing data, and financial tracking logs before completing supplier orders or customer fulfillments.

• No Technical Engineering: We provide operational data management and administrative execution. We do not provide custom software engineering, heavy code development, API architecture integration, or IT infrastructure security services.

2. Operational Hours & Asynchronous Communication

• Asynchronous Schedule: Services are executed asynchronously during our dedicated focus window of Monday – Friday | 6:00 PM – 10:00 PM CST.

• No Real-Time Emergency Support: We do not provide live, daytime crisis management or real-time troubleshooting.

• Daily Communication Window: All client correspondence, scope updates, and task hand-offs received during the day will be reviewed and acknowledged daily at the start of our operational window (6:00 PM CST). Tasks handed off by the end of the standard business day will be updated overnight to be ready for the Client the following morning.

3. Payment Tiers, Free Trials, & Time Tracking

• Foundational Trial: New clients may be eligible for a one-time, complimentary Foundational Trial consisting of up to five (5) free hours of service. We reserve the right to terminate or modify trial offerings at any time.

• Time Tracking Verification: For all hourly retainers, hours are tracked meticulously using professional tracking software (e.g., Toggl/Clockify). Clean, transparent time reports will be provided to the client alongside invoicing.

• Billing & Upfront Fees: Standard Monthly Retainers are billed and payable upfront before service blocks are secured for the month. Hourly Retainer invoicing schedules will be dictated by individual client agreements.

• Refund Policy: Because our services constitute a dedicated, non-recoverable commitment of operational time, all fees paid for completed work, monthly retainers, or project deposits are strictly non-refundable.

• Cancellation & Service Pauses:

  • Monthly Retainers: Clients on a monthly retainer block may cancel or pause their subscription at any time. However, notice must be given at least fourteen (14) days prior to the next billing cycle. No partial refunds will be given for unused hours remaining in the current billing cycle if a cancellation is initiated mid-month.

  • Hourly & Per-Project Bookings: For scheduled project blocks or hourly updates, the Client must provide at least twenty-four (24) hours' notice to cancel or reschedule a booked evening shift. Failure to provide adequate notice may result in a cancellation fee equal to 1 hour of service billed against the client's account balance.

4. Limitation of Liability

To the maximum extent permitted by applicable law, Apex Assistant Solutions shall not be liable for any indirect, incidental, special, consequential, or punitive damages. This includes, without limitation, loss of profits, supply chain disruptions, third-party platform chargebacks, retailer compliance penalties, manufacturing delays, or data loss arising out of or relating to your use of our data management services.

Our total aggregate liability for any claims arising from our services shall not exceed the total amount paid by the Client to us during the thirty (30) days immediately preceding the event giving rise to liability.

5. Access Credentials & Security

• Restricted Staff Access: The Client agrees to provide us with dedicated, restricted staff, guest, or collaborator login accounts for any utilized platform or software system wherever the platform permits. Clients must never share master administrator passwords.

• Third-Party Breaches: We utilize premium, industry-standard digital security practices on our local devices. However, we are not liable for security breaches, system downtime, cloud data corruption, or hacks targeting any third-party software vendors, platforms, or tools provided by the Client.

🔒 Privacy & Data Protection Policy

1. Data Collection & Access

We only access and collect information that is explicitly provided by you to perform our administrative and inventory support duties. This includes store backend data, inventory spreadsheets, and business operational workflows.

2. Confidentiality & Non-Disclosure

We treat all client business data, vendor details, product sourcing metrics, and customer databases as strictly confidential. We will never share, sell, or distribute your operational data to any third party unless explicitly authorized by you or required by law.

3. Data Retention

Client data stored in our local tracking software or operational files will be securely deleted upon the termination of our service agreement, unless ongoing retention is legally required.