Effective Date: 2025-08-08

1. Introduction & Acceptance

These Terms of Service (“Terms”) govern all services provided by Whitney M.A. Management, Consultation & Academic Services (“Whitney M.A.”, “we”, “our”, “us”) to any individual or business (“Client”, “you”, “your”).

By engaging our services, paying an invoice, or otherwise instructing us to proceed, you acknowledge that you have read, understood, and agreed to these Terms. Your acknowledgement is valid for the duration of our working relationship, including future services. You will be informed in writing of any updates.

We provide business support, administrative, compliance, and consulting services primarily for small and medium enterprises. We are not legal or financial advisors and do not provide services that constitute legal, accounting, or financial advice.

2. Scope of Services

We offer, but are not limited to:

• Business setup (sole trader, partnership, LLC, nonprofit)
• Compliance & corporate secretarial support
• Administrative services (document preparation, templates, letters, forms, banking assistance)
• Business process optimization, systems deployment, and strategy consulting
• Project coordination, retainer services, and related business support

The specific scope for your engagement will be confirmed and communicated before work begins. This may be outlined in a quote, proposal, invoice, email confirmation, or other written or recorded communication agreed by both parties.

What’s excluded: Anything not expressly listed in your confirmed scope is not included and may require a separate agreement and additional fees.

3. Client Responsibilities

• Provide all required documents, information, and approvals promptly.
• Review drafts and provide feedback within requested and reasonable timeframes.
• Monitor your email (and any third-party portals) for updates and forward relevant correspondence to us promptly.
• Authorize us to liaise with third parties (e.g., Companies Registry, banks, local government authorities) on your behalf and provide any necessary consent, credentials, or supporting documentation.
• Inform us immediately of any relevant changes to your business or contact details.

Failure to comply with these requirements may cause delays, suspension, or cancellation of services.

4. Service Timelines

We aim to respond to all client enquiries within 24 business hours and to set clear, realistic timelines for the delivery of each service. Estimated delivery dates are provided once all required information, documents, and payments are received.

Delivery times vary depending on the nature of the service. For example:

• Sole Trader or Partnership Registration: approx. 5–10 business days
• LLC Incorporation: approx. 10–15 business days
• Nonprofit Registration: approx. 30–60 business days

Delays caused by third-party providers, government agencies, courier services, public holidays, or client inaction are outside our control and may affect the anticipated delivery date.

5. Pricing & Payment

All fees are stated in TTD, unless otherwise noted.

Payment Terms:

• Services under $500 must be paid in full upfront.
• Services over $500 require at least a 50% deposit before work begins.
• Full payment is required before final delivery of any service.
• Upfront full payments may qualify for promotional discounts, as stated on your invoice.

Payment Methods:

• Bank transfer or deposit (Republic Bank Limited – Chequing – 970801504201)
• Online card payment via WiPay (client pays 3.5% + USD$0.25 transaction fee)
• Cash payments are not accepted.

Due Dates:

• Monthly, periodical retainer, or recurring services: payment is due by the 25th of the month for the upcoming period.
• All other services: payment is due immediately upon written acceptance of the service agreement (via invoice, email, or other written confirmation), unless otherwise stated in writing.

Late Payments & Service Suspension:

• Late fee: $100 applied after 10 days past due and every 30 days thereafter.
• Services will be suspended after 60 days past due and cancelled after 90 days.
• For retainer or recurring service clients, charges will continue to accrue until the service is formally cancelled, and the total outstanding amount will be due.

6. Refunds, Cancellations & Suspension

We value our clients’ time and expect the same in return. Our policies ensure we can manage our schedule and capacity effectively while delivering quality service.

We understand that unforeseen situations can arise. Considerations for extensions or alternative arrangements may be made in cases of genuine extenuating circumstances, provided the client communicates with us promptly. Approval is at our sole discretion.

Suspension & Cancellation Policy:

• 1st follow-up: after 1 week with no progress
• 2nd follow-up: after 3 weeks with no progress
• 3rd follow-up: after 30 days with no progress
• Suspension: after 60 days with no progress
• Cancellation: after 90 days with no progress

Services suspended will incur an administrative fee of $100 (flat) plus 0.05% of the total service fee per day until cancellation.

Suspended services may be resumed within 30 days if all outstanding balances are paid.

After 90 days with no progress or payment, the service will be cancelled and all incurred fees will remain payable.

For retainer or recurring services, see the Pricing & Payment clause.

Refunds & Credits:

• Completed services: Non-refundable.
• Partially completed services: Unused balance may be issued as credit, valid for 12 months.
• Voluntary cancellation within 14 days of service start: Refund for uncompleted work, minus $100 or 5% of the service fee (whichever is greater).
• Voluntary cancellation after 14 days: Credit only, valid for 12 months.
• Third-party fees (e.g., registry filings, courier costs) are non-refundable once incurred.

Resuming cancelled services requires a new agreement at current rates.

Credit balances do not cover third-party fees.

7. Rush Services & Revisions

• Rush fee: Minimum 50% of the base service cost, plus any third-party rush fees.
• Revisions: Up to 2 revisions per document included; additional revisions billed at 25% of the service cost each.
• Revisions after 90 days are treated as new services.
• New versions or variations: 50% of the original service cost.

8. Confidentiality & Data Protection

We respect your privacy and protect your information in line with the Data Protection Act of Trinidad & Tobago, and use third-party systems (Google Workspace, Zoho, Microsoft, etc.) to manage client information. While we take reasonable steps to safeguard data, we are not responsible for breaches outside our control. You can read our Privacy Policy here: www.whitneyma.com/privacy-policy

9. Intellectual Property

Templates, tools, and documents we create for you are licensed for your internal business use only. You may not share, resell, or reproduce them for profit. Unauthorized use will result in legal action and/or compensation claims.

10. Limitation of Liability

• We are not liable for indirect, incidental, or consequential losses.
• Our total liability is limited to the amount paid for the specific service giving rise to the claim.

11. Indemnification

You agree to indemnify and hold us harmless from any claims, damages, or losses arising from your use of our services, your breach of these Terms, or your violation of any law or third-party rights.

12. Force Majeure

We are not responsible for delays or failures caused by events beyond our reasonable control, including but not limited to natural disasters, internet outages, government restrictions, strikes, or pandemics.

13. Termination

Either party may terminate in writing. All fees for work performed and charges incurred up to the termination date remain payable. Unused credits are subject to the refund policy in Clause 6.

14. Governing Law & Dispute Resolution

These Terms are governed by the laws of Trinidad & Tobago. Disputes will first be addressed through good-faith negotiation, then mediation if needed. If unresolved, the matter will be brought before the courts of Trinidad & Tobago.

15. General Provisions

• Severability: If any part of these Terms is held invalid, the remaining provisions remain in effect.
• Entire Agreement: These Terms, together with your invoice or service agreement, form the entire agreement between you and Whitney M.A.
• Amendments: We may update these Terms from time to time. The current version will always be available upon request and on our website.

Contact:
Whitney M.A. Management, Consultation & Academic Services
Email: support@connect.whitneyma.com
Phone: (868) 302-8416
Website: www.whitneyma.com