Client Responsibilities Policy

A well-organized document system is built together. This Client Responsibilities Policy describes what BARTONFREE ("BARTONFREE", "we", "us", or "our") needs from you ("Client", "you", or "your") so that we can deliver our services effectively and on time. Meeting these responsibilities helps us do our best work and protects your own information. This Policy forms part of our Terms and Conditions and Service Agreement.

1. Providing accurate information

You are responsible for giving us accurate, complete, and current information about your business, your documents, and your goals for the engagement. Our recommendations and the structures we build rely on what you tell us, so clear and honest information leads to better results. If circumstances change during the engagement, please let us know promptly.

2. Access to files and systems

To organize your documents, we usually need appropriate access to the relevant files, folders, or platforms. You are responsible for granting the access we need in a timely manner, for ensuring that you are entitled to grant that access, and for revoking access when it is no longer required. Delays in providing access can affect timelines and, in some cases, fees.

3. Rights to share documents

You confirm that you have the right to share the documents and information you provide to us and that our handling of them will not infringe the rights of any third party or breach any confidentiality obligation you owe to others. You should not share documents with us that you are not permitted to disclose.

4. Maintaining your own backups

You are responsible for maintaining independent, current backups of your documents before, during, and after our work. While we handle your files carefully, backups are your safeguard against unexpected data loss, whether caused by human error, technical failure, or a third-party platform. We rely on you to have this safety net in place.

5. Timely communication and feedback

Many engagements include points where we need your input, approval, or feedback to move forward. You are responsible for responding within a reasonable time and within any review periods stated in your engagement. Prompt responses keep the project on schedule; extended delays may pause the work or shift the timeline.

6. Designating a point of contact

Where more than one person is involved on your side, it helps to designate a primary point of contact who can answer questions and make decisions. This reduces confusion, keeps communication clear, and helps us apply a consistent structure across your documents.

7. Following agreed conventions

The value of a document system depends on it being used consistently. After we hand over a structure, naming system, or set of templates, you and your team are responsible for following the agreed conventions so that order is maintained over time. We are happy to provide guidance, and ongoing maintenance can be arranged separately if you prefer us to help keep the system in shape.

8. Security on your side

You are responsible for the security practices within your own systems, including managing who has access, using strong credentials, and keeping your devices and software secure. These measures work alongside our own safeguards to protect your information.

9. Lawful use of our services

You agree to use our services only for lawful purposes and not to ask us to organize, store, or handle documents in a way that would be unlawful or that would facilitate unlawful activity. We may decline or stop work that would place us in breach of the law or of our own obligations.

10. Timely payment

You are responsible for paying our fees in accordance with the terms of your engagement. Keeping your account current allows us to continue work without interruption. Details of fees, invoicing, and cancellation are set out in our Service Agreement and Refund and Cancellation Policy.

11. Consequences of not meeting responsibilities

If key responsibilities are not met, we may be unable to deliver the services as planned. In such cases, timelines may be extended, additional fees may apply, and we are not responsible for outcomes that result from information, access, or cooperation that was not provided. We will always try to work with you to find a practical way forward.

12. Changes to this Policy

We may update this Client Responsibilities Policy from time to time. Changes will be reflected by the "Last updated" date above. We encourage you to review this Policy periodically.