Terms & Conditions

Career Architect AI provides career intelligence services designed for UK professionals earning £60,000-£150,000 annually who are navigating executive-level job transitions.

2.1 Core Services:

• AI-powered career dossier generation using proprietary 18-document architectural framework
• ATS (Applicant Tracking System) optimisation and scoring analysis
• Strategic narrative development for executive positioning
• Interview preparation including panel simulation and Critical Reflector validation
• Market intelligence and salary negotiation guidance
• 90-day onboarding strategy development
• Access to Virtual Coach (24/7 AI chatbot) on applicable tiers
• Optional human coaching services (Interview Coach and Career Coach)

2.2 Delivery Timeline:

All dossiers and reports are delivered within five business days of receiving complete information from the User. If we request additional information during the diagnostic process, you have five working days to respond (see Section 6.2). After this period, reports will be issued based on available information unless you contact us to request an extension. Expedited delivery may be available upon request for additional fees.

2.3 Report Status Indicators:

All reports include status indicators showing whether strategic content is CONFIRMED (directly evidenced in your documentation) or INFERRED (reasonably deduced but requiring your validation). See Section 6.3 for full details on your responsibilities regarding inferred information.

2.4 Technology Stack:

Our platform utilises AI engines from market-leading artificial intelligence providers, directed by proprietary architectural specifications. We reserve the right to modify our technology stack to improve service quality.

3.1 Beta Participant Acknowledgments:

• The Platform is in active beta testing and may undergo significant changes
• Features, workflows, and delivery methods may be modified based on user feedback
• Beta pricing (50% discount) is temporary and subject to expiration upon program conclusion
• Feedback and testimonials may be requested to improve service quality
• Early access to new features and methodologies

3.2 Beta Program Duration:

The Beta Program will conclude when we achieve product-market fit validation through paying customers beyond our immediate network. We will provide 30 days' notice before transitioning to standard pricing.

3.3 Grandfathering:

Beta participants who purchase services during the Beta Program will receive beta pricing for the specific products purchased. Future purchases after beta conclusion will be subject to standard pricing.

4.1 Pricing Tiers (Beta Pricing - 50% Off Standard Rates):

4.2 Payment Terms:

• Payment is required in full before service delivery commences
• We accept major credit/debit cards and other payment methods as displayed at checkout
• All prices are in GBP (£) and inclusive of UK VAT where applicable
• Payment processing is handled by secure third-party payment providers

4.3 Currency and Taxation:

All transactions are processed in British Pounds (GBP). Users outside the UK are responsible for any currency conversion fees imposed by their financial institutions. VAT will be charged at the prevailing UK rate for services provided to UK-based customers.

4.4 Price Changes:

We reserve the right to modify pricing at any time. Price changes will not affect services already purchased but will apply to future purchases. Beta participants will receive advance notice of any pricing changes.

5.1 Automatic Rerun Trigger:

If any of your submitted roles receives a Strategic Fit Score of 70 or less during the Diagnostic phase, this will automatically trigger a rerun for another role at no additional cost. We assess fit before you invest time in applications that are unlikely to succeed.

5.2 Role Suitability Assessment:

If we feel that submitted roles are likely to be a mismatch based on our diagnostic analysis, we may ask you to reconsider whether this is a role that you want to submit. Our goal is to ensure you receive intelligence for roles where you have a realistic chance of success, not to process applications we believe will fail.

5.3 Guarantee Eligibility Requirements:

• You must have applied to all 3 roles covered by your purchased bundle
• You must provide evidence of application submission and outcomes (including rejection correspondence)
• Applications must be for roles within the seniority level the platform is designed for
• You must have followed the guidance provided in the dossier
• The guarantee claim must be submitted within 90 days of dossier delivery

5.4 Guarantee Process:

1. Contact us with evidence of your 3 unsuccessful applications (rejection letters or correspondence required)
2. Provide feedback on what challenges you encountered
3. We will conduct a review and rebuild your strategy for one role which was assessed as having a likely success rate during the Diagnostics phase
4. Receive your updated dossier within five business days

5.5 Guarantee Limitations:

The guarantee provides one rerun only, applicable to one role that was assessed as having suitable fit during initial diagnostics. It does not guarantee job placement outcomes, which depend on numerous factors outside our control including market conditions, competition, and employer decisions. The guarantee is void if the User provides incomplete or inaccurate information during the initial intake process.

6.1 Information Accuracy:

You agree to provide accurate, complete, and current information during the intake process. This includes your CV, job descriptions for target roles, career history, achievements, and any other requested information. Inaccurate or incomplete information may result in suboptimal service delivery.

6.3 Inferred vs Confirmed Information:

Our reports clearly distinguish between information that has been confirmed from your provided documents versus information that has been inferred by our analysis:

• CONFIRMED: Information directly evidenced in your CV, job descriptions, or additional documentation you have provided. These claims can be defended in interview.
• INFERRED: Information reasonably deduced from context, industry norms, or logical analysis but not explicitly stated in your documentation. These items are flagged with [REQUIRES VALIDATION] markers.

It is your responsibility to validate all INFERRED information before using it in applications or interviews. Presenting inferred information as fact without verification may constitute misrepresentation to prospective employers.

6.4 Prohibited Uses:

You agree NOT to:

• Reverse engineer, decompile, or attempt to extract our proprietary methodologies
• Resell, redistribute, or commercially exploit our services without authorization
• Use the Platform for any unlawful purpose or in violation of these Terms
• Share your account credentials or access with third parties
• Submit fraudulent, defamatory, or misleading information
• Use automated systems (bots, scrapers) to access the Platform
• Present INFERRED information as verified fact to prospective employers without first confirming its accuracy

6.5 Cooperation:

You agree to respond promptly to our requests for clarification or additional information necessary to deliver your dossier. Delays in providing requested information may extend the delivery timeline, subject to the five working day deadline outlined in Section 6.2.

6.6 Professional Conduct:

When interacting with our Human Coaching services, you agree to maintain professional conduct and treat coaches with respect. We reserve the right to terminate coaching relationships in cases of inappropriate behavior.

7.1 Our Intellectual Property:

All content, methodologies, software, architectural documents (including our proprietary 18-document framework), algorithms, branding, and materials provided through the Platform are owned by Optima Prep Lab and protected by UK and international intellectual property laws.

The following are our exclusive intellectual property:

• The "Career Architect AI" system and methodology
• The "Critical Reflector" adversarial validation process
• 18 proprietary architectural specification documents
• Two-pass analytical engine workflow (Gemini + Claude)
• 10-section dossier structure and templates
• All product names: The Diagnostic, The Litmus Test, The Performer, The Simulation, The Statement, The Valuation, The Trajectory, The Persona

7.2 License Grant to You:

Upon payment, we grant you a limited, non-exclusive, non-transferable license to use the dossier and materials we provide for your personal career advancement purposes only. You may:

• Use the dossier content for your job applications and interviews
• Adapt the strategic positioning and narratives for your personal use
• Share specific sections with prospective employers as part of application processes

You may NOT:

• Sell, license, or distribute the dossier to third parties
• Use our methodologies to create competing services
• Claim authorship of our proprietary content
• Remove or obscure any copyright or proprietary notices

7.3 Your Content:

You retain ownership of any information, CV content, or personal data you submit to us. By submitting content, you grant us a license to use, process, and analyse your information solely for the purpose of delivering our services to you.

8.1 UK GDPR Compliance:

We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our detailed data processing practices are outlined in our Privacy Policy.

8.2 Confidentiality:

We treat all information you provide as confidential. We will not share your personal information, CV content, or career details with third parties except:

• With your explicit consent
• To our AI service providers (Google, leading AI providers, Anthropic) as necessary to deliver services
• As required by law or legal process
• To protect our rights or the safety of others

8.3 Data Retention:

We retain your data for as long as necessary to provide services and fulfill our legal obligations. You may request deletion of your data at any time by contacting us, subject to our legal retention requirements.

8.4 Your Rights:

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to processing
• Request data portability
• Lodge a complaint with the Information Commissioner's Office (ICO)

9.1 Service Limitations:

To the fullest extent permitted by UK law, our total liability for any claims arising from or related to our services shall not exceed the amount you paid for the specific product or service that gives rise to the claim.

9.2 Exclusion of Consequential Damages:

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Lost job opportunities
• Loss of income or employment
• Damage to professional reputation
• Emotional distress
• Lost profits or business opportunities

9.3 Third-Party Services:

We use third-party AI services (Google, leading AI providers, Anthropic) to deliver our platform. We are not responsible for any failures, errors, or unavailability of these third-party services, though we will make reasonable efforts to mitigate such issues.

9.4 Force Majeure:

We shall not be liable for any delay or failure to perform our obligations due to circumstances beyond our reasonable control, including but not limited to acts of God, war, terrorism, pandemics, government restrictions, internet failures, or third-party service disruptions.

9.5 Consumer Rights:

Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited under UK law. UK consumers have certain statutory rights under the Consumer Rights Act 2015, which are not affected by these Terms.

10.1 No Employment Guarantee:

10.2 Professional Advice Disclaimer:

Our services provide career intelligence, not professional career counseling, legal advice, or financial advice. We are not licensed career counselors, solicitors, or financial advisors. You should seek appropriate professional advice for specific legal, financial, or mental health concerns related to your career.

10.3 No Warranty:

Our services are provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that:

• Our services will meet your specific requirements or expectations
• Our services will be uninterrupted, timely, secure, or error-free
• The results obtained from our services will be accurate, reliable, or successful
• Any errors in the Platform will be corrected

10.4 AI Technology Disclaimer:

Our Platform utilises artificial intelligence systems that, while sophisticated, may occasionally produce errors, inconsistencies, or unexpected outputs. We employ human oversight (Emma-Jayne's 20+ years of HR expertise) and quality control processes, but cannot guarantee perfect accuracy in all cases.

10.5 Market Intelligence Disclaimer:

Salary data, market trends, and competitive intelligence provided through our services are based on publicly available information and AI analysis. This information is for guidance only and should not be relied upon as definitive or current. Actual market conditions may vary.

10.6 CV Falsification Warning:

Our services help you enhance and strategically position your genuine experience and qualifications. We explicitly prohibit and will not assist with:

• Inventing achievements not evidenced in your career history
• Inflating job titles beyond those actually held
• Creating fictional metrics or performance data
• Claiming credentials, qualifications, or certifications not held

You bear sole responsibility for the accuracy of information you provide and subsequently use in job applications. Falsifying CV information may constitute fraud and could result in termination of employment, legal action, and reputational damage.

All dossiers are processed through our Four-Dimensional Quality Assurance Framework before delivery. This framework audits every report across:

10A.1 AI Bias Mitigation:

We are committed to fairness and equity in our AI-generated analysis. Our system incorporates the following bias mitigation measures:

• Protected Characteristics Screening: Reports are audited to ensure no disadvantaging language based on age, gender, ethnicity, disability, caring responsibilities, or other protected characteristics
• Socioeconomic Neutrality: Analysis avoids assumptions about educational institution prestige, network access, or geographical mobility
• Gendered Language Detection: Leadership descriptors are screened for gender bias (e.g., flagging "assertive/aggressive" differential treatment)
• Age-Neutral Framing: Terminology is reviewed to prevent age-proxy language (e.g., avoiding "energetic" as a coded descriptor)
• Human Oversight: Reports flagging potential bias concerns are escalated for human review before delivery

10A.2 Human Escalation Protocol:

Certain scenarios automatically trigger escalation to human review by our HR Director before release, including:

• NHS Trust Board or Executive-level roles (high visibility)
• Legal or regulatory roles (compliance expertise required)
• Public figures (reputation risk assessment)
• Content flagging protected characteristics in negative context
• Salary recommendations exceeding £250,000
• Critical Reflector identifying potential CV discrepancies

10A.3 Validation Markers:

Reports may contain the following markers requiring your action:

• [REQUIRES VALIDATION]: Data inferred from context that requires your confirmation
• [DATA NEEDED]: Specific information gaps (e.g., budget figures, team sizes) that you must provide

You are responsible for reviewing and completing all validation markers before using dossier content in applications.

10A.4 Evidence Status Indicators (INFERRED/CONFIRMED):

Our Screening Interview Strategy and Board Interview Strategy reports include evidence status indicators to help you understand the basis for each recommendation:

These indicators help ensure you can confidently discuss CONFIRMED items while preparing additional evidence or context for INFERRED items that may be challenged during interviews.

10A.5 Additional Intelligence Request Deadline:

11.1 UK Consumer Rights (Distance Selling):

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, UK consumers have a 14-day cooling-off period to cancel digital services purchased online.

11.2 Cancellation Before Service Delivery:

You may cancel your order within 14 days of purchase for a full refund, provided:

• We have not yet commenced work on your dossier
• You have not accessed any delivered materials
• You notify us in writing of your cancellation

11.3 Waiver of Cancellation Rights:

By requesting immediate service commencement (i.e., asking us to begin work on your dossier before the 14-day period expires), you explicitly waive your statutory right to cancel once work has begun or materials have been delivered.

11.4 Refund Process:

Approved refunds will be processed within 14 days to the original payment method. We do not provide partial refunds for bundle services once delivery has commenced.

11.5 Non-Refundable Items:

The following are non-refundable once delivered:

• Completed dossiers or reports
• Delivered Human Coaching sessions
• Virtual Coach access that has been utilised
• Individual products purchased separately after bundle purchase

11.6 Service Guarantee vs. Refunds:

Our Service Guarantee (Section 5) provides a free rerun if unsuccessful in all 3 applications. This guarantee does not entitle you to a refund but rather to additional service delivery.

12.1 Informal Resolution:

If you have any concerns or disputes regarding our services, please contact us first at enquiries@optimapreplab.com. We are committed to resolving issues amicably and promptly, typically within 10 working days of receiving your complaint.

12.2 Guarantee Dispute Evidence Requirements:

For disputes relating to our Service Guarantee (Section 5), you must provide:

• Written evidence of rejection from all 3 roles (rejection emails or correspondence)
• Confirmation that applications were submitted using Career Architect AI deliverables
• Timeline evidence showing applications were made within 90 days of dossier delivery

We will retain records of our initial Diagnostic scoring to verify whether submitted roles were assessed as having suitable fit for guarantee purposes.

12.3 Binding Arbitration Option:

12.4 Alternative Dispute Resolution (ADR):

If we cannot resolve a dispute informally and you do not wish to pursue arbitration, you may refer the matter to an Alternative Dispute Resolution (ADR) service. As a UK-based business, we are willing to participate in ADR proceedings but are not obligated to do so under current regulations.

12.5 Online Dispute Resolution (ODR):

EU consumers may access the European Commission's Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

12.6 Legal Action:

If ADR or arbitration is unsuccessful or not elected, either party may pursue legal remedies through the courts of England and Wales as outlined in Section 13. We encourage attempting informal resolution and/or arbitration before court proceedings to minimise costs and time for both parties.

12.7 Limitation Period:

Any claim or dispute must be raised within 12 months of the event giving rise to the dispute. This does not affect your statutory rights where longer limitation periods apply by law.

13.1 Governing Law:

These Terms and any disputes arising from or related to our services shall be governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

13.2 Jurisdiction:

Subject to Section 13.3 below, the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter.

13.3 Consumer Rights:

If you are a consumer resident in Scotland or Northern Ireland, you may bring proceedings in the courts of your home jurisdiction. Nothing in these Terms affects your statutory rights as a consumer.

14.1 Right to Modify:

We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting to our website with an updated "Last Updated" date.

14.2 Notification:

For material changes that adversely affect your rights, we will provide reasonable notice (typically 30 days) via email to the address associated with your account or through prominent notice on our website.

14.3 Continued Use:

Your continued use of our services after changes to these Terms constitutes your acceptance of the modified Terms. If you do not agree to the modified Terms, you must discontinue use of our services.

14.4 Existing Purchases:

Changes to Terms will not affect services already purchased prior to the change. Those services will be governed by the Terms in effect at the time of purchase.

For questions about these Terms or our services, please contact us:

Data Protection Enquiries: For questions specifically about data protection and privacy, please see our Privacy Policy or contact us at the email above with "Data Protection Query" in the subject line.

16.1 Professional Service Disclaimers:

The Virtual Coach is an AI-powered educational and career intelligence tool. You acknowledge and agree that:

• "Not a Professional" Notice: The Virtual Coach does not provide medical, legal, financial, therapeutic, or licensed career counselling advice. It is an educational tool designed to support your career preparation.
• No Guarantee of Results: Coaching outcomes vary significantly based on individual circumstances. We do not guarantee specific personal or professional success based on the AI's outputs.
• Accuracy Disclaimer: AI systems can occasionally produce factually incorrect information ("hallucinations"). You should independently verify any critical advice before acting upon it, particularly regarding salary expectations, company-specific information, or market conditions.

16.2 Data Privacy & AI Transparency (UK GDPR & EU AI Act Compliance):

• AI Disclosure: The Virtual Coach experience is AI-generated. You are interacting with a machine learning system, not a human coach. This complies with EU AI Act (2026) transparency requirements.
• Lawful Basis for Processing: We process data you input into the Virtual Coach under "Contract" (to deliver the service you have purchased) and "Consent" (for optional features).
• Data Usage: Information you provide to the Virtual Coach is used to generate personalised career guidance. Google does not train its foundational models on your data. As the service provider, we may have access to aggregated usage analytics.
• Application-Curated Sources: The Virtual Coach draws upon your uploaded application materials and our proprietary career intelligence framework to provide contextually relevant guidance.

16.3 Intellectual Property Rights:

• Limited Licence: Access to the Virtual Coach is for your personal career preparation use only. You are not granted ownership of, or rights to redistribute, our proprietary source materials, frameworks, or methodologies.
• AI Output Ownership: While we own the underlying methodologies and source documents, you may use the specific chat responses generated for your personal career advancement purposes, subject to Section 7 (Intellectual Property) of these Terms.

16.4 Ethical Standards & Human Oversight:

• Human Escalation Path: For complex, sensitive, or high-stakes career decisions that the AI cannot adequately address, we provide access to human coaching services (Interview Coach, Career Coach) available for purchase separately.
• Assumption of Risk: You acknowledge responsibility for the decisions and actions you take based on the Virtual Coach's suggestions. The AI provides guidance and information; ultimate career decisions remain yours.
• Alignment with Professional Standards: Our Virtual Coach is designed with reference to professional coaching ethics, including appropriate boundaries, confidentiality, and user wellbeing considerations.

16.5 Service Availability:

The Virtual Coach is provided on a "reasonable efforts" basis. While we aim for 24/7 availability, service may be interrupted for maintenance, updates, or due to third-party platform dependencies (Google). We are not liable for temporary service interruptions.