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Terms & Conditions

1. Services

1.1 Scope of Services

Cloud Companion provides professional operational, administrative and business support services, including but not limited to:

  • Administrative and operational support

  • Project administration and coordination

  • Project tracker and action list management

  • Tender, quotation and proposal administration

  • Contract administration and document control

  • Supplier and subcontractor coordination

  • CRM implementation, management and optimisation

  • Business systems support

  • Client communication and correspondence

  • Inbox and diary management

  • Digital filing and document organisation

  • Business process improvement

  • Canva design and branded content creation

  • Social media planning and management

  • Website content updates

  • Research and information gathering

  • General business support

1.2 Agreement of Services

The scope of services shall be confirmed within the agreed proposal, quotation or Professional Services Agreement.

Additional services requested outside the agreed scope may be subject to separate charges and will be agreed before work commences.

1.3 Services Not Included

Unless otherwise agreed in writing, Cloud Companion does not provide:

  • Legal advice

  • Financial advice

  • Regulated accounting or bookkeeping services

  • Payroll services

  • Tax advice

  • HR consultancy

  • Health & Safety consultancy

  • On-site construction management

  • 24-hour emergency support

 

2. Communication & Availability

2.1 Working Hours

Services are generally delivered remotely Monday to Friday (9-5pm) and Saturday (9am-1pm) unless otherwise agreed.

2.2 Response Times

Cloud Companion aims to respond to emails and messages within one business day.

2.3 Priority Support

Clients engaged on a monthly support package receive priority scheduling over ad-hoc or hourly clients.

Whilst every effort is made to accommodate urgent requests, immediate availability cannot be guaranteed.

2.4 Client Responsibilities

The Client agrees to:

  • Provide accurate information

  • Provide clear instructions

  • Supply required documentation

  • Grant access to agreed systems

  • Respond to requests promptly

Delays in communication may affect delivery times.

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3. Fees & Payment

3.1 Monthly Packages

Monthly packages are provided on a retained basis and reserve dedicated diary capacity for the Client.

3.2 Payment

Invoices are issued monthly in advance.

Payment must be received before the commencement of each service period unless otherwise agreed in writing.

Cloud Companion is not VAT registered.

3.3 Reserved Capacity

The monthly package fee reserves professional support capacity specifically for the Client.

Unused support time does not roll forward unless otherwise agreed.

3.4 Additional Services

Additional work outside the agreed package will be quoted separately or charged at the agreed hourly rate.

No additional work will be undertaken without Client approval.

3.5 Suspension of Services

Cloud Companion reserves the right to suspend services where:

  • invoices remain unpaid;

  • required information has not been supplied;

  • system access has not been provided; or

  • the Client is otherwise unable to facilitate delivery of the agreed services.

3.6 Refunds

Payments are non-refundable once the service period has commenced.

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4. Service Delivery

4.1 Standards

Cloud Companion will exercise reasonable skill, care and professionalism when delivering services.

4.2 Revisions

Reasonable revisions are included where they relate to the original instruction.

4.3 Turnaround

Delivery times will depend upon workload, project complexity and Client responsiveness.

4.4 Scope Changes

Where project requirements change significantly, Cloud Companion may recommend amendments to the agreed package or provide a separate quotation.

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5. Confidentiality & Data Protection

5.1 Confidentiality

All Client information shall be treated as confidential unless disclosure is required by law.

5.2 Data Protection

Cloud Companion will process personal information responsibly and in accordance with applicable UK data protection legislation.

5.3 Information Security

The Client is responsible for securely sharing passwords and login credentials.

Cloud Companion will take reasonable steps to protect Client information but accepts no responsibility for security failures caused by third-party platforms or insecure methods of sharing information.

5.4 Third-Party Software

Cloud Companion may utilise software including, but not limited to:

  • Microsoft 365

  • Google Workspace

  • Canva

  • ClickUp

  • Meta Business Suite

  • ServiceM8

  • Tradify

  • Other CRM Systems

  • Calendly

  • WhatsApp Business

  • Other agreed business platforms

Cloud Companion cannot accept responsibility for outages, technical failures or changes made by third-party providers.

 

6. Intellectual Property

All bespoke work created specifically for the Client shall become the property of the Client upon receipt of full payment.

Cloud Companion retains ownership of all templates, methodologies, workflows, internal documentation, branding and proprietary systems created independently of the Client.

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7. Holidays & Availability

Reasonable notice will be provided for planned leave.

In the event of illness or unforeseen circumstances, Cloud Companion will notify the Client as soon as reasonably practicable.

 

8. Cancellation & Termination

Either party may terminate the agreement by providing at least 14 days' written notice before the next service period.

Where fewer than 14 days' notice is provided, 50% of the upcoming package fee shall remain payable.

Once a service period has commenced, fees remain payable and non-refundable.

Termination shall not affect any outstanding invoices or sums already due.

Cloud Companion reserves the right to terminate services immediately where the Client:

  • fails to make payment;

  • requests unlawful services;

  • materially breaches the agreement; or

  • behaves in an abusive, threatening or unreasonable manner.

 

9. Liability

Cloud Companion shall not be liable for:

  • Loss of profit

  • Loss of revenue

  • Loss of business opportunity

  • Business interruption

  • Delays caused by third parties

  • Errors arising from inaccurate Client information

  • Technical failures beyond reasonable control

  • Consequential or indirect losses

The Client remains responsible for reviewing and approving all work prior to publication, submission or distribution.

 

10. Independent Contractor

Cloud Companion provides services as an independent contractor.

Nothing within the agreement shall create an employment relationship, partnership, joint venture or agency between the parties.

 

11. General Provisions

These Terms, together with the Professional Services Agreement and any accepted proposal, constitute the entire agreement between the parties.

If any provision is found to be unenforceable, the remaining provisions shall continue in full force and effect.

Any amendment to these Terms must be agreed in writing by both parties.

 

12. Governing Law

These Terms shall be governed by the laws of England and Wales.

Both parties agree to attempt to resolve any dispute amicably in the first instance before commencing legal proceedings.

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