Magnolia Workspace terms.

1. Definitions

1.1 "Agreement" means these Magnolia Workspace Terms together with the relevant invoice, payment link or subscription confirmation.

1.2 "Client" means the individual, company or organisation subscribing to Magnolia Workspace from Beyond the Mountains.

1.3 "Magnolia Workspace" or "Services" means the GoHighLevel sub-account and platform access provided by Beyond the Mountains under this Agreement.

1.4 "Subscription" means the recurring monthly fee payable for the Services.

1.5 "Beyond the Mountains" refers to Sarah Edwards trading as Beyond the Mountains Virtual Support.

2. Your account and billing

2.1 Magnolia Workspace accounts are provided through Beyond the Mountains' GoHighLevel agency account.

2.2 HighLevel's agreement is with Beyond the Mountains as the agency. The Client does not have a direct agreement with HighLevel, and support for the platform is provided through Beyond the Mountains rather than by HighLevel directly.

2.3 The Client may not resell, sublicense or share the account with anyone outside their own business, other than people they have authorised to work on it.

2.4 The Subscription covers the Client's account, ongoing platform access to the features included in Magnolia Workspace, and standard usage of email sending and email verification, as set out in section 5.

2.5 A one-off setup fee applies to new accounts, as confirmed in writing before the account is created.

2.6 Payment is collected automatically each month in advance using the card provided by the Client at checkout, and the Subscription renews automatically until cancelled.

2.7 The Subscription does not include hands-on support, builds or training. These are charged separately at Beyond the Mountains' current rates, or taken from an Hour Block where the Client has one.

3. Payment method

3.1 Payments are processed securely through Stripe. Card details are held by Stripe and are not held by Beyond the Mountains.

4. Late or failed payments

4.1 If a payment fails, Stripe will try to take it again automatically.

4.2 If payment remains outstanding 7 calendar days after the due date, the Client's account may be paused until the balance is settled. The Client will be contacted directly before any pause takes effect.

5. Fair use

5.1 Beyond the Mountains does not place restrictions on how the Client uses their account. The Subscription includes standard usage of core features, including email sending and email verification.

5.2 The Subscription includes up to 10,000 emails sent per month. If the Client goes over this for more than three months in a row, Beyond the Mountains will invoice the additional sending costs from that point onwards. The Client will be contacted before any charge is applied.

5.3 Email verification is included for up to 2,000 contacts per month. Verification beyond this will be invoiced at cost.

5.4 If the Client's account moves into higher-volume territory in other areas, such as a large number of users or significant file, media or course storage, Beyond the Mountains will discuss this directly with the Client before any change to billing.

6. Phone, text, WhatsApp, AI and premium workflow usage

6.1 Phone calls, text (SMS) messages and WhatsApp messages are billed separately from the Subscription and are not included in the monthly fee.

6.2 Where the Client uses any of these features, they will be asked to add a card directly to their account so that usage can be rebilled at cost. Beyond the Mountains adds no markup to this usage.

6.3 Where the Client does not use these features, no card is needed and none will be requested.

6.4 AI features, such as Conversation AI, Voice AI, Content AI, Reviews AI and AI or ChatGPT workflow actions, are not included in the Subscription. Where the Client uses them, usage will be invoiced at cost, or a monthly AI plan can be added to the account by agreement.

6.5 The Subscription includes up to 500 premium workflow executions per month. These are workflow actions and triggers that GoHighLevel charges for each time they run, such as webhooks, custom code, Google Sheets and Slack. AI workflow actions are not included in this allowance and are covered by 6.4. If the Client goes over this, Beyond the Mountains will invoice the additional usage at cost.

6.6 Where Beyond the Mountains builds premium or AI actions or triggers into the Client's workflows, it will tell the Client which ones are used before they go live.

7. Additional services

7.1 Some services carry their own charges from GoHighLevel or third-party providers and are not included in the Subscription. These include, but are not limited to:

• WordPress hosting within GoHighLevel
• WhatsApp Business API setup and monthly platform fee
• domain purchases and renewals
• phone number rental and messaging registration (such as A2P 10DLC for the US and Canada)
• a dedicated email sending IP address
• online listings and GoHighLevel's SEO tools
• a branded mobile app for communities or client portals
• address autocomplete on forms
• third-party apps or integrations the Client chooses to connect
• any other paid feature that GoHighLevel introduces

7.2 Any additional service, and any setup work involved, will be confirmed with the Client in writing before it begins. Where the Client orders a paid service directly from within their account, the cost will be invoiced to the Client.

8. Client responsibilities

8.1 The Client is responsible for the content they create, send and publish from their account.

8.2 The Client must use the account in line with the law, including UK GDPR, the Data Protection Act 2018 and PECR (or the equivalent laws where they operate). This includes holding the correct consent before sending marketing emails, texts or WhatsApp messages.

8.3 The Client agrees to be bound by HighLevel's Terms of Service and acceptable use policy, and the terms of any connected provider, and will not misrepresent the platform.

8.4 The Client must not use the account for spam, unlawful activity, or anything that could put Beyond the Mountains' agency account or other clients at risk. Beyond the Mountains may pause an account where this happens, or where GoHighLevel requires action to be taken.

8.5 The Client is responsible for the users they add to their account and for keeping login details secure.

9. Cancelling

9.1 The Client may cancel their Subscription at any time by written notice, email being sufficient.

9.2 Cancellation takes effect at the end of the current billing period. No cancellation fees apply, and no refunds are given for the rest of a month already paid for.

9.3 Any outstanding invoices, including additional usage charges, remain payable after cancellation.

10. Price changes

10.1 The Subscription price may change from time to time. The Client will be told in writing at least 30 days before a new price takes effect.

11. Account access and data

11.1 The data in the Client's account belongs to the Client.

11.2 As the Client's agency, Beyond the Mountains has full access to the Client's account. This includes contacts, conversations, emails and messages, pipelines, forms, calendars, payments and any other information held in the account.

11.3 Beyond the Mountains will only access the account when needed for work the Client has asked for, to resolve an issue, or to meet a legal or platform requirement. Information in the account is kept confidential and is never used for any other purpose, shared or sold.

11.4 After cancellation, account data is kept for one year in case the Client wishes to return. After this, it is permanently removed.

11.5 The Client may ask for an export of their data, early deletion, or a transfer of their account to another GoHighLevel agency or account, at any point before removal. Time involved in an export or transfer is charged at Beyond the Mountains' standard hourly rate.

12. Third-party platform

12.1 Magnolia Workspace runs on GoHighLevel, a third-party platform. Beyond the Mountains is not responsible for outages, bugs or changes made by GoHighLevel itself, though reasonable help will always be given to resolve any issues that arise.

13. Liability

13.1 Beyond the Mountains takes reasonable care in managing the Client's account and billing.

13.2 Beyond the Mountains is not liable for indirect or consequential losses, including loss of business, revenue or data, arising from platform downtime, third-party service issues or delays outside its reasonable control.

13.3 Beyond the Mountains' total liability under this Agreement is limited to the Subscription fees paid by the Client in the three months before the issue arose.

14. Data protection

14.1 For personal data held in the account, the Client is the data controller and Beyond the Mountains acts as a data processor on the Client's behalf.

14.2 As data processor, Beyond the Mountains will:

• process personal data only on the Client's instructions and for the purpose of providing the Services
• keep personal data confidential and take appropriate steps to keep it secure
• tell the Client without undue delay if it becomes aware of a personal data breach affecting their account
• give reasonable help with data subject requests and the Client's other data protection obligations
• delete or return personal data at the end of the Services, as set out in section 11
• provide the information reasonably needed to show compliance with this section

14.3 The Client agrees to GoHighLevel (HighLevel Inc.) acting as a sub-processor. Data may be stored outside the UK, including in the United States, and is protected by GoHighLevel's own data processing terms. Beyond the Mountains will tell the Client before adding any other sub-processor.

14.4 The Client is responsible for having a lawful basis for the personal data they hold and for their own privacy notice.

14.5 Beyond the Mountains is registered with the Information Commissioner's Office (registration ZB615247). Personal data about the Client, such as contact and billing details, is handled in line with UK GDPR and the Privacy Policy, and used only to deliver and manage the Services.

15. General

15.1 This Agreement is governed by the laws of England and Wales.

15.2 Beyond the Mountains may update these terms from time to time and will give the Client at least 30 days' written notice of any changes that affect them. Any other amendments must be agreed in writing.

By subscribing to Magnolia Workspace, the Client confirms acceptance of these Magnolia Workspace Terms.