Terms of Service

Version v2026-08-12, superseded on August 28, 2026.

Working Together

A successful partnership requires clarity on both sides. Here's how we approach our client relationships:

Our Project Process

Discovery & Scoping: We start with a clear definition of what we'll build, including deliverables, timelines, and pricing. This becomes our shared roadmap.
Development & Integration: We build your solution according to the agreed scope, keeping you updated throughout the process.
Testing & Refinement: We test thoroughly and make adjustments to ensure everything works as expected.
Launch & Support: We deploy your solution and provide ongoing support and optimization.

Payment & Refund Policy

We believe in transparent pricing and fair policies:

Custom Work: Our services are tailored specifically to your business. Because we begin investing our time and expertise immediately, all sales are final and non-refundable.
Payment Terms: We'll agree on payment milestones in advance, typically with a deposit to start work and remaining payments tied to project milestones.
Third-Party Costs: Subscriptions to platforms like n8n, NocoDB, Zapier, Make, or other third-party services are typically paid directly by you and remain under your control.
Retainers & Dormancy: Retainer hours and what happens when an engagement goes quiet are covered in the section below.

Engagement Models, Retainers & Dormant Engagements

We bill three ways: fixed-price projects (quoted per scope, time not tracked), retainers (a monthly allocation of tracked hours), and fractional engagements (a monthly fee for embedded senior partnership, deliverable-driven, time not tracked).

Retainer Hours: Allocated per calendar month and drawn against tracked time. Unused hours do not roll over and expire at month end. Where we did not deliver work you requested during that month, those hours carry forward.
Your Participation: Retainer and fractional engagements need your active involvement. Where we are waiting on your approval, feedback, materials, or direction, the engagement is awaiting client action. Time spent waiting on our own deliverables never counts as such.
Dormancy & Expiry: If an engagement is awaiting client action for 90 consecutive days, it is deemed terminated. Remaining hours, prepaid balance, or unused allocation expire with no refund or credit. We will give written notice at 30 and 60 days beforehand.
Planned Pauses: Tell us in advance if you'll be unavailable and we'll agree a pause in writing. Agreed pauses do not count toward dormancy.
Reactivation: Work requested after termination for dormancy is a new engagement. It is quoted at then-current rates, scheduled against then-available capacity, with no priority over active clients. Re-onboarding (reviewing the existing build, dependency and platform updates, re-establishing context) is billable.
Fixed-Price Projects: Dormancy does not forfeit paid work on a fixed-price project. It does release your scheduled capacity, and resuming is subject to availability.

Our Roles & Responsibilities

What We'll Do

Design and build solutions that meet your business needs
Implement according to agreed specifications and timelines
Provide guidance on best practices and platform selection
Troubleshoot issues within our implementation
Assist with third-party platform challenges to the best of our ability
Recommend workarounds for platform limitations where possible

What We Need From You

Timely communication and feedback throughout the project
Accurate, complete data for AI training and system setup
Management of your third-party platform subscriptions and appropriate plan selection
Compliance with relevant laws and regulations
Prompt payment according to agreed terms
Understanding of third-party platform limitations and constraints

Third-Party Services & Limitations

⚠️ Warning: Potential Data Loss & Service Disruption

Insufficient service limits can result in serious consequences:

Data Loss: If your platform has record limits (e.g., 5,000 records) and your usage exceeds this, additional data may be lost completely without recording. For example, if your database plan allows 5,000 records but your business generates 7,000, those 2,000 additional records might be discarded without notification.
Automation Failure: When execution limits are reached (e.g., 10,000 operations in n8n), your automations may stop working entirely until the next billing cycle or until you upgrade. This can result in business-critical processes failing silently.
Cascading Failures: When one system stops functioning due to limits, it may cause dependent systems to fail as well, potentially resulting in widespread disruption across your business operations.
Unrecoverable Data: In many cases, data lost due to exceeding limits cannot be recovered, as it may never have been properly recorded in the first place.

We strongly recommend: Always choose plans with at least 30-50% headroom above your expected usage to account for growth and usage spikes. Monitor usage regularly and set up alerts when approaching 70-80% of your limits.

Common Third-Party Limitations

Different platforms have different constraints that may affect your solution:

API Rate Limits: Services like NocoDB (5 API calls/second) or other platforms impose limits on how frequently API requests can be made. When these limits are reached, operations may be delayed or fail.
Memory & Resource Constraints: Automation platforms like n8n hold workflows in memory. Complex workflows with wait states or long operations may consume significant resources, potentially exceeding plan limits on cloud-hosted instances.
Operations Quotas: Zapier, Make, and similar platforms limit operations per month. High-volume workflows may quickly consume these quotas, requiring plan upgrades.
Execution Time Limits: Some platforms impose maximum execution times for workflows, which may affect complex processes with multiple steps or external dependencies.

Our Approach to Platform Limitations

While we can't change third-party platform limitations, here's how we work with them:

Workaround Implementation: When possible, we'll design workarounds like implementing wait timers or batch processing to manage rate limits.
Architectural Optimization: We'll architect solutions to minimize resource usage and optimize for your chosen plan's constraints.
Plan Recommendations: We'll recommend appropriate service plans based on your expected usage and requirements.
Technical Limitations Transparency: We'll clearly communicate when we encounter platform limitations that cannot be circumvented and discuss alternative approaches.

Important Note: Some platform limitations (like NocoDB's API rate limits) cannot be fully mitigated if the platform doesn't provide API access to check or wait for rate limit status. In these cases, we'll implement best-effort solutions, but you should be aware of the inherent limitations.

Setting AI Expectations

Artificial Intelligence is powerful but has natural limitations:

Continuous Learning: AI systems improve over time but may occasionally produce unexpected or imperfect results.
Data Dependency: AI quality depends significantly on the data provided. More accurate and comprehensive data typically leads to better performance.
Ongoing Optimization: AI systems benefit from regular monitoring and refinement based on real-world performance.

Data Security & Privacy

We take the security and privacy of your data seriously:

Encryption & Security: We implement industry-standard encryption and security measures to protect your data during transmission and storage.
Privacy Practices: We only collect and use data necessary for providing our services. For complete details, please review our Privacy Policy.
Data Handling: We maintain appropriate data retention policies and secure deletion practices. We don't sell your data to third parties.

Legal Essentials

While we prefer plain language, certain legal provisions are necessary to protect both parties:

Intellectual Property

We retain ownership of our pre-existing tools, frameworks, and methodologies. You own your data and the custom solutions we create specifically for you.

Limitation of Liability

Our liability is limited to the amount paid for our services. We're not liable for indirect or consequential damages, third-party service failures, or issues caused by inaccurate client data.

Warranties

We warrant our services will be performed professionally and according to industry standards. However, we don't guarantee specific business outcomes or third-party platform performance.

Governing Law & Disputes

These terms and each engagement are governed by the laws of Alberta and the federal laws of Canada that apply in Alberta.

Except as described below, any court proceeding related to these terms or an engagement must be brought only in the courts of Alberta in Edmonton.

We may instead bring a claim for unpaid fees in any court that has jurisdiction over the client or its assets. If we do, the client may bring any related counterclaim in that same proceeding.

Nothing here prevents either party from using the Federal Court of Canada for an intellectual property matter within that court's jurisdiction, from asking any court with jurisdiction for an urgent temporary order, including to protect confidential information or intellectual property, or from enforcing a judgment wherever the other party or its assets are located.

No Waiver

If we reinstate hours, waive a fee, or decline to enforce any part of these terms on one occasion, that does not waive our right to enforce them on any other occasion, and does not create a practice, precedent, or expectation for future engagements.

Changes to These Terms

We may update these terms occasionally. We'll notify you of significant changes 30 days before they take effect. Continued use of our services after changes indicates your acceptance of the updated terms.