Terms of Service

Acceptance of These Terms

These Terms of Service form a binding agreement between you and ABC SYRACUSE, LLC. You accept them by using our website, by sending us an enquiry, by accepting a quote, or by allowing us to begin a survey or an engagement. If any part of these terms is found to be unenforceable, the remaining parts continue in force.

These terms apply in addition to any written engagement letter or statement of work that we sign with you. If a signed engagement document conflicts with these terms, the signed document governs for that engagement, and these terms fill any gap it leaves.

Definitions Used in This Agreement

In these terms, the words below have the meanings given here. The Company, we, us and our mean ABC SYRACUSE, LLC. Client and you mean the person or organization using the website or engaging our services. Services means the records organization, indexing and filing, office workflow fit-out, document control, retention audit, and training and handover work we provide. Deliverables means the registers, schemes, schedules, guides and other materials we produce for a client. Website means the pages published at abcsyracuse.hair.

Eligibility and Authority

Our services are intended for businesses and professional organizations. By using the website or engaging us, you confirm that you are at least the age of majority in your jurisdiction and that you have the legal capacity to enter this agreement. If you act for a company, partnership or other organization, you confirm that you are authorized to bind it. We may decline an engagement, or end one, if we have reason to believe that authority is absent or that the work would require us to act unlawfully.

Permitted Use of the Website

You may read, print and share the pages of our website for your own lawful business purposes. You may not copy the site in bulk, scrape it by automated means, republish its content as your own, or use it to send unsolicited marketing. You may not attempt to gain unauthorized access to the site, interfere with its operation, or introduce malicious code. We reserve all rights not expressly granted in these terms.

The content of the website is provided for general information. It is not professional advice for your particular circumstances, and it does not create a consulting relationship on its own. A consulting relationship begins only when we accept an engagement in writing or begin work at your request.

Scope of Consulting Services

We provide six categories of service: Records Organization Systems; Indexing and Filing Schemes; Office Workflow Fit-Outs; Document Control Programs; Retention Schedule Audits; and Training and Handover. Each engagement is scoped in writing before work begins, describing the office covered, the records included, the deliverables to be produced and the time allowed.

We bring professional judgment to every engagement, but we do not provide legal, tax or accounting advice. A retention schedule reflects our understanding of the obligations you describe to us, and you remain responsible for confirming those obligations with your own advisers. Where an engagement depends on facts you supply, our recommendations rest on those facts.

Engagements, Quotes and Acceptance

A quote we issue remains open for the period stated in it, or for thirty days if no period is stated. A quote becomes an engagement when you accept it in writing, and we confirm the start date. We may revise a quote before acceptance if the scope changes. If the scope of an engagement changes after it begins, we will discuss the effect on time and fees with you before doing additional work.

We may perform a preliminary survey at no charge where we offer one, and such a survey does not commit either side to a full engagement. Any sample scheme or written first pass we provide during a preliminary survey remains our intellectual property and may be used by you only for deciding whether to engage us.

Fees, Invoicing and Payment

Fees are set out in the accepted quote or engagement letter. Unless we agree otherwise, we invoice on completion of agreed milestones or monthly for longer engagements. Invoices are due within the period stated on the invoice, or within thirty days if no period is stated. Amounts are payable in United States dollars.

Where a payment is overdue, we may suspend work and charge interest at the rate stated in the engagement letter, or at a reasonable rate if none is stated. You are responsible for any tax that applies to the services, other than tax on our own income. If you dispute an invoice, please tell us in writing within the payment period, and we will work to resolve the matter promptly. Travel and reasonable out-of-pocket expenses are charged at cost unless the engagement letter says otherwise.

Client Responsibilities and Cooperation

An engagement succeeds when both sides do their part. You agree to give us safe access to the office and the records within scope, to answer our questions honestly, and to identify the people who file and retrieve records so that we can interview them. You agree to tell us about any legal hold, confidentiality duty or contractual restriction that affects the records before we touch them.

You agree to make timely decisions and to nominate a contact who can approve the scheme on your behalf. Delays in access, decisions or approvals may extend the engagement timeline, and we may adjust the schedule accordingly. You are responsible for backing up any digital records before we work on them, and for holding your own copies of the finalized register and guides.

You also agree to keep the working area reasonably clear and safe while we are on site, to tell us about any hazard such as heavy shelving or unstable stacks, and to allow our staff to work without interference. If a task requires lifting or moving furniture beyond ordinary handling, we will say so, and we may ask you to arrange the labor. Cooperation on these practical points keeps an engagement on schedule and protects everyone involved.

Where a client asks us to train a named custodian, that custodian should be available for the training sessions we schedule. Training that is postponed repeatedly tends to be training that never happens, and a system left untaught is a system at risk. We will always offer alternative dates within reason, but the responsibility to make staff available rests with the client.

Handling of Client Records

We treat the records you entrust to us as confidential and we handle them with care. While records are in our custody, we keep them in locked storage, limit access to the staff assigned to the engagement, and avoid copying anything we do not need. We do not remove records from your office unless the engagement requires it and you have agreed in writing.

We also handle incidental discoveries with care. If we find a document that sits outside the agreed scope but appears important to the client, we set it aside, label it clearly on a review card, and bring it to the client attention rather than filing it silently. This practice keeps the scheme honest and ensures that nothing important is buried by our own tidiness.

If a client asks us to take custody of original records off site, we require a signed handover note listing what leaves the office and when it is expected back. We limit such removals to cases where it is genuinely necessary, because records are safest in their own building. When material returns, the same note is signed again so that both sides hold a record of the transfer.

Where an engagement involves digital records, we work from copies wherever possible and leave the original drive or account untouched until the client confirms the scheme is working. We do not delete digital records, and we do not move them between folders for our own convenience. A digital scheme is delivered as a documented mapping the client can apply deliberately, not as a surprise reorganization.

Deliverables and Intellectual Property

Our methods, templates, registers, tab systems and desk guides are our intellectual property. On full payment for an engagement, we grant you a permanent, non-exclusive license to use the deliverables we produced for you within your own organization. You may adapt them for your internal use, but you may not resell them, publish them as a commercial product, or offer them to other firms as your own consulting material.

Nothing in an engagement transfers ownership of our pre-existing methods or of any tool we developed before or independently of the engagement. Content on our website, including its text and layout, remains our property or the property of our licensors and is protected by applicable intellectual property law.

Confidentiality

Each side agrees to keep confidential the non-public information it receives from the other in connection with an engagement. We will not disclose your records or your business information to anyone outside the engagement except where you agree, or where the law requires it. You agree to keep our methods, pricing and unpublished materials confidential in the same way.

Confidentiality obligations do not apply to information that is already public, that the receiving side already lawfully held, that is independently developed, or that must be disclosed by law or court order, provided the disclosing side is told in advance where that is lawful and practical. These obligations survive the end of the engagement.

Warranties and Disclaimers

We warrant that we will perform our services with reasonable skill and care, in a professional manner, and in line with the scope we agree in writing. Except for that express warranty, the website and the services are provided as available, and we disclaim all other warranties to the extent the law allows, including any implied warranty of merchantability, fitness for a particular purpose or non-infringement.

We do not warrant that the website will be uninterrupted or error free, or that it will be free of harmful components. We do not warrant any particular business outcome from a records engagement, because results depend on how consistently your team follows the system after handover. Our recommendations are professional judgments, not guarantees.

Limitation of Liability

To the fullest extent the law allows, ABC SYRACUSE, LLC is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost goodwill or the cost of substitute services, arising out of or relating to the website or the services, even if we were told such damages were possible.

Our total liability for any claim arising out of or relating to an engagement is limited to the total fees you paid us for that engagement. Where the law does not permit a full exclusion or limitation, our liability is limited to the smallest amount the law allows. Nothing in these terms limits liability that cannot lawfully be limited.

Indemnification

You agree to indemnify and hold harmless ABC SYRACUSE, LLC and its staff from any claim, loss, liability or expense, including reasonable legal fees, arising from your breach of these terms, from your misuse of the website, or from records you asked us to handle that you were not entitled to give us. We agree to indemnify you against claims that our services infringed a third party intellectual property right, provided you tell us promptly and allow us to direct the response.

Third Party Materials and Links

Our website may refer to third party resources, and our engagements may involve software or services supplied by others. We do not control those third parties and we are not responsible for their materials, their availability or their practices. A reference to a third party is not a warranty of that party. If you choose to use a third party product as part of a scheme we design, you do so under your own agreement with that provider.

Termination and Suspension

Either side may end an engagement in writing with reasonable notice. If you end an engagement, you remain responsible for fees for work performed and for expenses already incurred up to the date of termination. If we end an engagement, we will return your records and deliver the work completed to that date, and you will pay for the portion of the work you have received.

We may suspend or end an engagement immediately if you fail to pay an undisputed invoice after a reasonable reminder, if you ask us to act unlawfully, if you make the working environment unsafe, or if you breach confidentiality. We may also suspend work while a serious dispute about scope or payment is being resolved. Termination does not affect provisions that by their nature should survive, including confidentiality, intellectual property, liability and indemnity.

Force Majeure

Neither side is liable for a failure to perform caused by events beyond its reasonable control, including natural disasters, fire, flood, severe weather, power or network failure, labor action, war, civil disturbance, epidemic or government action. The affected side will tell the other promptly and will resume performance as soon as it can. If such an event continues for an extended period, either side may end the affected engagement without liability for the unperformed part.

Governing Law and Disputes

These terms are governed by the laws of the State of Utah and the applicable federal laws of the United States, without regard to conflict of law rules. The state and federal courts located in Utah have jurisdiction over any dispute that is not otherwise resolved, and each side consents to that jurisdiction and venue.

Before starting formal proceedings, we encourage an honest conversation. If a dispute arises, each side agrees to raise it with the other in writing and to allow a reasonable period for a good faith discussion. Many matters can be resolved directly, and we prefer that route whenever it is available.

Changes to These Terms

We may revise these terms from time to time. When we make a material change, we will update the effective date at the top of this page and, where appropriate, tell our active clients directly. The terms in force at the time an engagement is accepted govern that engagement. Your continued use of the website after a change means you accept the revised terms for future use.

We keep prior versions of these terms so that clients can see what applied when. If you need a copy of an earlier version, please write to us.

How to Contact Us

Please contact us with any question about these terms or about an engagement.

We aim to reply to every message within a reasonable time. Thank you for taking the time to read these terms.