Buildkind Public Policy Book

Global Definitions

These terms apply across this policy book unless a section defines something differently.

1) Privacy Policy

Buildkind (“we,” “us”) respects your privacy. This section explains what we collect, why we collect it, and your choices.

1.1 Information we collect

• Contact info you submit (name, email, phone, business name)
• Scheduling info (appointment details and your answers to booking/intake questions)
• Project info you share during a discovery call or engagement
• Usage data (basic analytics like pages visited, device/browser info, and approximate location)
• Messages you send us (forms, email)

1.2 How we use information

• Respond to inquiries and schedule meetings
• Deliver services and support
• Send operational communications (confirmations, reminders, follow-ups)
• Improve our website and workflows
• Protect against fraud, abuse, or security issues

1.3 How we share information

We do not sell personal information. We may share data with trusted service providers we use to operate (e.g., scheduling, email, file storage, payment processing) only as needed to provide services.

1.4 Data retention

We retain information only as long as needed for operations, support, and legal/accounting requirements.

1.5 Security

We use reasonable safeguards to protect data, including access controls and secure handling practices. No system is perfect; if a significant issue occurs, we respond using the process in Section 10.

1.6 Your choices

You may request access, correction, or deletion of your information by contacting us at hello@buildkind.solutions.

2) Website Terms of Use

By using this website, you agree to these terms.

2.1 Acceptable use

• Do not attempt unauthorized access.
• Do not interfere with site performance.
• Do not use the site for unlawful purposes.

2.2 No professional advice

Website content is informational and does not constitute legal, financial, or professional advice.

2.3 Intellectual property

Site content (text, visuals, brand assets) is owned by Buildkind unless stated otherwise.

2.4 Limitation of liability

Buildkind is not responsible for damages resulting from use of this site or reliance on site content.

3) Service Terms Overview

3.1 What Buildkind does

Buildkind maps real workflows, then designs and builds automations, integrations, and AI helpers to reduce manual work and errors — plus optional ongoing care.

3.2 Agreement controls

Each engagement is defined by a signed agreement and/or an accepted proposal or Statement of Work (SOW). Those documents define exact deliverables, timing, and pricing.

3.3 Client responsibilities

Clients provide timely access, information, approvals, and a decision-maker to keep projects moving.

4) Payment Terms (Stripe-only)

4.1 Payment methods

Payments are processed through Stripe (payment links, invoices, and subscriptions). We do not accept payments outside Stripe unless approved in writing.

4.2 When payment counts as received

Payment is “received” when it clears in Stripe (Collected Revenue). Work gated by payment begins after clearance.

4.3 Common payment structures (examples)

• 50/50: deposit + final payment
• Milestones: phased payments
• Sprints/Audits: paid upfront to schedule

4.4 Late or failed payments

Unpaid, failed, or reversed payments may pause work/support and shift timelines.

4.5 Chargebacks

If a billing concern arises, clients agree to contact Buildkind first to resolve it. Chargebacks/disputes may pause services until resolved.

4.6 Pass-through costs

Pass-through costs are typically paid directly by the client, or invoiced as reimbursable costs. Non-recoverable pass-through costs are generally non-refundable.

5) Scope, Out-of-Scope, and Change Orders

5.1 What “Scope” means

Scope is the exact deliverables listed in the signed SOW/proposal: workflows, integrations, dashboards, AI helpers, documentation, and training.

5.2 Common out-of-scope examples

• Additional workflows not listed
• New tools/integrations not agreed up front
• Major data migration/cleanup
• Extensive SOP writing beyond basic documentation
• Custom software development outside automation/integration work
• Extensive design/copywriting

5.3 Change Requests and Change Orders

If a client requests changes outside scope, Buildkind will either: (a) make a small courtesy adjustment (optional), (b) issue a Change Order (adds cost/time), or (c) defer to a Phase 2 backlog. Work begins after written approval and any required payment.

5.4 Timeline impact

Buildkind is not responsible for delays caused by scope changes, delayed approvals/access/assets, or third-party outages/platform changes.

6) Intake, Access, and Client Requirements

6.1 What we need to start

• Primary point of contact and decision-maker
• Tool list + workflow details
• Access/permissions to systems in scope
• Timely approvals for blockers

6.2 Access standards

Preferred: user invites and role-based access. Shared passwords are a last resort and must be shared securely (see Section 10).

6.3 Blocked work rule

If missing inputs prevent progress, the project may be marked “Blocked,” timelines shift accordingly, and work may pause until blockers are cleared.

7) Scheduling, No-Show, and Rescheduling

7.1 Discovery calls

Discovery calls can be rescheduled using the booking link. If you can’t make it, please cancel/reschedule so the slot can be used.

7.2 Client no-shows

If a client no-shows without notice, the meeting may be forfeited. Repeated no-shows may require rescheduling via a paid session (if applicable).

8) Milestones, Delivery, Acceptance, and Warranty

8.1 Typical milestones

1. Discovery / audit
2. Build / configuration
3. Testing + launch
4. Documentation + handoff

8.2 Acceptance window

After delivery/launch, clients have 7 calendar days to report issues. If no issues are reported, deliverables are considered accepted.

8.3 Warranty (fix window)

Unless otherwise stated, Buildkind provides a 30-day fix window from delivery/launch for issues where the system does not function as specified in Scope.

9) Support, Maintenance, and Response Targets

9.1 Support plans

Support may be offered as a monthly subscription (billed in advance). Coverage and limits are defined by the plan you select.

9.2 What support usually includes

• Monitoring and troubleshooting for systems we built
• Bug fixes and repairs related to the original build
• Small maintenance adjustments
• Usage guidance

9.3 Response targets (not guarantees)

• System-down/revenue-impacting: best effort during business hours
• Standard requests: within 1 business day
• Non-urgent improvements: scheduled into a queue

10) Data Access, Credentials, and Security Practices

10.1 Principles

• Client owns their accounts and data
• Least-privilege access
• Auditable access preferred
• Secure handling of credentials

10.2 Credential handling

• No passwords through plain email/text/DM
• Use a secure method (password manager share or client-managed invites)
• 2FA is strongly recommended; client completes verification steps

10.3 Incident response (plain English)

1. Contain (pause automations, revoke tokens)
2. Assess (identify scope + logs)
3. Fix (correct workflows/config)
4. Verify (test and confirm normal behavior)
5. Document (what happened + prevention)

11) Third-Party Tools, Reliability, and Limitations

Buildkind often relies on third-party platforms (payments, CRMs, scheduling, email providers, APIs). These systems may experience outages, change features, or impose limits based on plan tier.

Buildkind is responsible for building and maintaining agreed systems; we are not responsible for third-party outages or changes beyond our control. If a higher plan tier is required for an integration, the client is responsible for that upgrade.

12) Communication Channels and Professional Conduct

12.1 Official channels

Project and support communications occur through designated channels (typically email and/or a project workspace). DMs/text are not official unless confirmed in writing.

12.2 Single point of contact

Clients should appoint one primary point of contact to avoid conflicting instructions.

12.3 Professional conduct

Respectful communication is required. Harassment or repeated boundary violations may result in termination (see Section 17).

13) Case Studies, Testimonials, and Marketing Permissions

13.1 Default request

Buildkind may request permission to use a general description of work, anonymized results, and approved non-sensitive screenshots.

13.2 Client choices

• Full attribution (logo/name)
• Anonymized case study
• No public marketing use

We will request approval before publishing identifiable materials.

14) Contractors, Subprocessors, and Vendor Access

If Buildkind uses contractors/subprocessors: confidentiality is required, least-privilege access is used, access is removed when no longer needed, and Buildkind remains responsible for final delivery and QA.

If a subcontractor will access client systems/data, Buildkind will disclose this unless already covered in your agreement.

15) Intellectual Property and Deliverables Ownership

15.1 Client ownership

Upon full payment, the client owns the deliverables created specifically for them inside their systems (configured workflows, automations, documentation), unless otherwise stated in the agreement.

15.2 Buildkind reusable assets

Buildkind retains ownership of pre-existing templates, frameworks, internal libraries, and generalized methods. Clients receive a license to use delivered configurations in their business.

15.3 Client materials

Clients retain ownership of their logos, copy, data, and brand assets.

16) Confidentiality and Recordkeeping

16.1 Confidentiality

Buildkind treats client information as confidential and uses it only to deliver services, unless the client approves marketing use (Section 13) or disclosure is legally required.

16.2 Recordkeeping

Buildkind maintains reasonable records (invoices, receipts, project notes, logs) for operational and accounting purposes.

17) Termination, Offboarding, and Access Removal

17.1 Right to refuse or terminate

• Work requested is unethical/illegal
• Security handling requested is unsafe
• Repeated violations of payment or conduct policies
• Scope creep persists without approval

17.2 Offboarding steps

• Confirm deliverables and documentation
• Hand off relevant notes (as scoped)
• Revoke/remove Buildkind access (client-owned systems)
• Close out support subscriptions (if applicable)

18) Policy Updates and Contact

We may update these policies to reflect changes in operations or tools. The effective date will reflect the latest version.