Terms of Service

Effective Date: June 5, 2026

Last Updated: June 5, 2026

Welcome to Southwest Systems.

These Terms of Service ("Terms") constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you," "customer," or "user"), and Southwest Systems ("we," "us," or "our"), concerning your access to and use of our website, as well as any other media form, media channel, mobile website, or related applications (collectively, the "Site") and the purchase of any prebuilt or custom-configured computing systems, component modifications, physical optimizations, and related hardware services (collectively, the "Services").

By accessing the Site, submitting an inquiry form, initiating a design consultation, or purchasing our Services, you agree that you have read, understood, and agreed to be bound by all of these Terms. If you do not agree with all of these Terms, then you are expressly prohibited from using the Site and purchasing our Services, and you must discontinue use immediately.

1. Sourcing, Assembly, and System Modification

1.1 Component Sourcing and Market Volatility

Southwest Systems sources all hardware components from reputable commercial distributors, authorized regional suppliers, and established retail channels. All parts utilized in our prebuilt desktop lineups ("Rover," "Waypoint," "Helios," "Nomad") and custom-configured client systems are guaranteed to be brand-new, retail-grade components accompanied by factory documentation, unless explicitly stated otherwise in writing on a specialized client invoice.

Due to the highly volatile nature of the global semiconductor, memory, and computer hardware markets:

• Pricing, technical specifications, and component availability are subject to rapid, unannounced fluctuations based on supply chain constraints and distribution costs.

• In the event that a specific component selected during a custom configuration consultation becomes unavailable, backordered, or heavily inflated in price prior to procurement, Southwest Systems reserves the right to substitute the component with an identical or superior performing model from an equivalent brand, following direct notification to the customer.

1.2 System Assembly and Engineering Standards

Every computer system delivered by Southwest Systems undergoes an exhaustive manual assembly, configuration, and verification pipeline, including:

• Meticulous physical cable management utilizing premium routed extensions to optimize internal case aesthetics and maintain maximum, unobstructed internal airflow.

• Secure physical installation of all core structural components (Motherboard, CPU, GPU, Storage, Power Supply Unit, and Cooling apparatus).

• Baseline BIOS flashes to the latest stable production firmware revision, configuration of stable memory profiles (XMP/EXPO/AMP configurations), and fan curve optimizations tailored to minimize thermal throttling under intensive workloads.

2. Warranty, RMA Facilitation, and Technical Support

2.1 Manufacturer Component Warranties

Southwest Systems does not provide an independent, direct commercial hardware warranty on the components integrated into our builds. Instead, every individual component is covered exclusively under its respective manufacturer’s limited warranty (e.g., ASUS, MSI, Gigabyte, Corsair, Noctua, Crucial, Western Digital). The duration, scope, and specific parameters of these warranties are dictated solely by the respective manufacturers and consumer guidelines.

2.2 Complimentary RMA Facilitation Service

To deliver a premium post-purchase experience, Southwest Systems offers a complimentary Return Merchandise Authorization (RMA) facilitation service to the original purchaser under the following rigid guidelines:

• In the event of a suspected hardware component defect or failure, Southwest Systems will perform remote or physical diagnostics to isolate the faulty component.

• If a component is verified as defective through normal, intended use, Southwest Systems will initiate, manage, and facilitate the RMA process with the hardware manufacturer on your behalf at no additional labor cost.

• This facilitation includes dealing with manufacturer support, preparing documentation, tracking shipments, and installing the replacement component once received from the manufacturer.

2.3 Shipping, Transport Costs, and Freight Liabilities

While the labor for diagnostics and RMA handling is provided completely free of charge to the original purchaser:

• The customer is solely responsible for any and all physical shipping fees, transit insurance costs, or local transportation expenses required to deliver the system or individual component to Southwest Systems, or from Southwest Systems to the manufacturer's designated repair facility.

• Southwest Systems is not liable for any packages lost, stolen, or damaged during transit to or from our diagnostic location.

3. Anti-Tampering, Asset Verification, and Fraud Prevention

3.1 Serial Number Logging and Documentation Protocols

To maintain the integrity of our supply chain and protect our business from fraudulent practices (such as component swapping, return fraud, or hardware substitution scams), Southwest Systems executes a strict verification process:

• Prior to delivery, deployment, or shipment of any computer system, a technician comprehensively documents, logs, and photographically verifies the unique hardware serial numbers of all internal components, including but not limited to the Graphics Processing Unit (GPU), Central Processing Unit (CPU), Random Access Memory (RAM) modules, Solid State Drives (SSDs), Motherboard, and Power Supply Unit (PSU).

3.2 Unauthorized Alterations and Voiding of Support

The complimentary diagnostic and RMA facilitation services provided by Southwest Systems are strictly dependent on the system remaining in its professionally assembled configuration.

• Any unauthorized physical tampering, unapproved component substitution, individual hardware removal, or structural modifications to the internal system architecture executed by the user or an unauthorized third party will immediately and permanently void all Southwest Systems technical support, troubleshooting eligibility, and RMA facilitation services.

• Prohibited actions include, but are not limited to: removing the factory-installed GPU, altering CPU or GPU physical cooling blocks, applying unauthorized BIOS/firmware modifications outside of standard software updates, or swapping internal storage/memory modules without explicit, written confirmation from Southwest Systems.

• Standard external peripheral installation, external storage addition, and recommended software-level updates do not constitute tampering.

4. Final Sale, Order Cancellation, and Refund Policy

4.1 All Sales Are Final

Due to the custom nature of boutique component selection, dedicated manual assembly labor, fluctuating market values of electronics, and individual system optimization procedures:

• All sales of custom-configured and prebuilt computer systems are strictly final.

• Southwest Systems does not accept returns, offer buybacks, or provide partial or full monetary refunds for any delivered or processed system under any circumstances.

4.2 Custom Configuration Component Sourcing Cancellation

When a customer initiates a custom design build and submits payment:

• Sourcing and purchasing of the specific component roster commence immediately.

• Once components have been procured from our distributors for a specific custom project, the order cannot be canceled, amended, or refunded, as those individual parts have been dedicated entirely to the client's asset layout.

5. Limitation of Liability and Data Protection

5.1 Data Loss and Software Integrity

Computer hardware diagnostics, assembly modifications, and component replacements inherently carry a baseline risk of data volatility.

• Southwest Systems is not responsible or liable for any data loss, corruption, software degradation, or operating system failures occurring before, during, or after our assembly, optimization, or diagnostic processes.

• It is the sole and absolute responsibility of the customer to maintain comprehensive, secure, and redundant external backups of all personal files, operating system configurations, software license keys, and essential data prior to transferring any hardware system to Southwest Systems for support or diagnostics.

5.2 Indirect and Consequential Damages

To the maximum extent permitted by applicable law in the Province of Alberta and Canada:

• Southwest Systems, its founders, and affiliates shall not be held liable to you or any third party for any indirect, consequential, exemplary, incidental, special, or punitive damages—including lost profits, lost revenue, loss of data, business interruption, or other commercial damages arising from the use of our Site or hardware products, even if we have been advised of the possibility of such damages.

• Our total liability to you for any cause whatsoever, and regardless of the form of the action, will at all times be limited to the total monetary amount paid by you to Southwest Systems for the specific hardware product or service in question.

6. Shipping, Regional Restrictions, and Delivery Logistical Structures

6.1 Geographic Service Boundaries

Southwest Systems operates out of Cardston, Alberta, Canada.

• Physical shipping options and regional delivery logistical structures are restricted to Canada-wide destinations only.

• Due to distinct provincial consumer regulations, shipping services, sales, and custom distribution are not provided to the Province of Quebec. Any orders or custom design requests initiated from Quebec will be automatically rejected or canceled.

6.2 Delivery Risk and Freight Logistics

For items requiring freight transport or standard postal shipping across Canada:

• All shipments are dispatched using reputable couriers with mandatory tracking and delivery signature requirements.

• Title to the hardware and risk of loss or physical damage passes completely to the customer upon our delivery of the package to the designated carrier. Southwest Systems highly recommends purchasing comprehensive shipping insurance for long-distance transport, which can be arranged upon request during the order finalization phase.

7. Intellectual Property and Content Rights

7.1 Site Content Ownership

Unless otherwise indicated, the Site, including its source code, databases, functionality, software, website designs, audio, video, text, photographs, graphics, and logos on the Site (collectively, the "Content") are owned or controlled by Southwest Systems, and are protected by copyright and trademark laws. The Content is provided on the Site "AS IS" for your information and personal use only. Except as expressly provided in these Terms, no part of the Site or Content may be copied, reproduced, aggregated, republished, uploaded, posted, publicly displayed, encoded, translated, transmitted, distributed, sold, licensed, or otherwise exploited for any commercial purpose whatsoever, without our express prior written permission.

7.2 Media Rights and System Photography

Southwest Systems reserves the right to capture high-resolution photographic and video media of all custom-built and prebuilt computing systems assembled under our operations. This media may be utilized across our official website, digital storefront portfolios, promotional channels, and marketing platforms for showcase and aesthetic demonstration purposes. Southwest Systems guarantees that no sensitive personal customer documentation, full labels, or personal operational data screens will be captured or displayed within this media.

8. Governing Law and Dispute Resolution

These Terms of Service and your relationship with Southwest Systems shall be governed by, construed, and enforced in accordance with the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any legal action, dispute, or proceeding arising directly out of or in connection with these Terms, our Site architecture, or our hardware Services shall be brought exclusively in the courts located within the judicial district of Southern Alberta, and you hereby consent to the personal jurisdiction and venue of such courts.

9. Amendments and Right to Modify

Southwest Systems reserves the right, in our sole discretion, to change, modify, add, or remove portions of these Terms of Service at any time. We will alert you about any changes by updating the "Last Updated" date at the top of this document. It is your responsibility to periodically review these Terms to stay informed of updates. Your continued use of the Site or purchase of our Services following the posting of changes means that you accept and agree to the modifications.

10. Contact Information

If you have any questions, concerns, or requests for clarification regarding these Terms of Service, please contact us directly at:

Southwest Systems Email: southwestsystems26@outlook.com

Phone: 403-448-0665

Location: Cardston, Alberta, Canada