Policies, Terms and Conditions

Welcome to The Shared Solution. By engaging our services, you agree to the following terms and conditions. These terms apply to all consulting, development, and support services provided, unless a separate written agreement states otherwise.

1. Scope of Services

We provide Power Platform consulting services, including PowerApps development, Power Automate workflows, Power BI dashboards, SharePoint integration, training, and full solution design.

2. Project Engagement

All work begins following agreement on the project scope, deliverables, and pricing. Any changes to the agreed scope will be discussed and confirmed in writing before implementation. Additional work may incur additional charges.

3. Client Responsibilities

Clients are expected to:

• Provide clear and timely feedback, requirements, and documentation

• Ensure appropriate access is granted to necessary environments and tools (e.g., Microsoft 365, SharePoint)

• Assign a point of contact for ongoing communication

4. Invoicing & Payment

Invoices are issued based on agreed milestones or monthly work logs. Standard payment terms are 14 days from invoice date unless agreed otherwise. Late payments may result in delays to delivery or paused services.

5. Confidentiality

All client data and documentation are treated as confidential. We will not disclose or share your information without your consent. A formal confidentiality agreement can be signed upon request.

6. Intellectual Property

Deliverables become the client’s property once full payment is received. The Shared Solution may retain the right to reuse generic or pre-existing frameworks not specific to your business.

7. Liability

While we take all reasonable care, The Shared Solution is not responsible for indirect losses, downtime, or business interruptions arising from the use of our services. Liability is limited to the total amount paid for the services.

8. Termination

Either party may terminate services with written notice. Work completed up to the termination date will be invoiced and must be paid in full. See our Cancellation & Termination Policy for details.

9. Dispute Resolution

We aim to resolve any disputes cooperatively. If resolution cannot be reached, disputes will be subject to the laws and courts of Western Australia.

10. Updates to Terms

These terms may be updated as needed. The latest version will always be made available upon request or via our website.

Effective Date: 1/01/2025

At The Shared Solution, we are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy explains how we collect, use, store, and disclose personal information during the course of delivering our services.

1. What We Collect

We may collect personal information such as:

• Your name, email address, and contact details

• Business name and ABN (if applicable)

• Details of your business systems and requirements

• Project-related communication and documentation

• Payment or billing information (as required for invoicing)

We only collect information that is necessary for the delivery of our services.

2. How We Use Your Information

We use your information to:

• Provide our consulting and development services

• Communicate with you regarding your project

• Send invoices and process payments

• Improve our services and customer experience

• Meet legal obligations

We do not sell, rent, or trade your personal information.

3. How We Store and Protect Your Information

All data is securely stored in Australian-based or trusted cloud environments (e.g., Microsoft 365, SharePoint). We implement technical and administrative safeguards to protect against loss, misuse, and unauthorised access.

Only authorised personnel have access to your information.

4. Sharing of Information

We may share your information:

• With subcontractors or collaborators who are working on your project (with confidentiality agreements in place)

• When legally required (e.g., by court order or government request)

We do not disclose your information to overseas recipients without your permission.

5. Access and Correction

You may request access to your personal information at any time. If your information is incorrect or out of date, we will update it upon request.

6. Data Retention

We retain personal information only as long as necessary to fulfil our business and legal obligations. Project-related data may be archived for reference unless you request its deletion.

7. Cookies and Website Tracking

If our website uses cookies or analytics tools, they will be used only to improve the user experience and not to collect sensitive personal data. You may adjust your browser settings to refuse cookies.

8. Contact Us

If you have questions about this policy, or wish to make a complaint or request access to your information, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we are committed to ensuring that all client data is managed securely, responsibly, and in compliance with Australian laws, including the Privacy Act 1988 (Cth) and relevant data protection standards.

This policy outlines how we handle business and personal data across all services we provide.

1. Purpose

This policy ensures that:

• Client data is handled with care and integrity

• Confidential and personal information is protected from unauthorised access or disclosure

• Data protection is embedded in all project stages

2. Types of Data Covered

This policy applies to:

• Personal data (e.g., names, emails, contact details)

• Business data (e.g., operational processes, documents, forms)

• System credentials and access tokens

• Data stored in Power Platform apps, SharePoint, and other Microsoft 365 services

3. Data Security Measures

We implement the following security measures:

• Use of secure, cloud-based platforms with encryption (e.g., Microsoft 365, SharePoint Online)

• Role-based access to ensure only authorised users can view sensitive data

• Password-protected files and multi-factor authentication where applicable

• Regular backups and version control for development assets

• Use of secure file transfer methods (e.g., OneDrive, Teams)

4. Data Handling Responsibilities

• All data received from clients is treated as confidential

• Temporary development copies of data are deleted upon project completion

• Only essential data is stored for ongoing support and maintenance

• All staff and contractors must adhere to data protection obligations

5. Data Access and Ownership

• Clients retain ownership of their data at all times

• We do not access or modify live data unless explicitly authorised

• Upon request, we will provide copies of project data or delete it from our systems

6. Breach Management

In the event of a suspected data breach:

• We will investigate immediately and take corrective action

• Affected clients will be notified without undue delay

• We will document the breach and implement improvements to prevent recurrence

7. Third-Party Services

When integrating or configuring third-party platforms (e.g., connectors, APIs), we ensure:

• They meet acceptable security standards

• Data sharing is limited to necessary use cases

• Client approval is obtained prior to activation

8. Policy Review

This policy is reviewed annually or whenever significant changes are made to how we handle data.

9. Contact

If you have any concerns or requests relating to data protection, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we take confidentiality seriously. We understand that our clients entrust us with sensitive business information, and we are committed to protecting that trust throughout all project stages.

This policy outlines how we ensure confidentiality in our operations and client engagements.

1. Commitment to Confidentiality

We commit to:

• Keeping all client information, systems, documentation, and data strictly confidential

• Using client data solely for the purpose of delivering the agreed services

• Not disclosing any information to third parties without written client consent

2. Information Covered

Confidential information includes, but is not limited to:

• Business strategies and internal processes

• System architecture, documentation, and app configurations

• Data stored in Microsoft 365 environments (e.g., SharePoint, Power Platform)

• Commercial terms, pricing, and contracts

3. Access Controls

To ensure information security:

• Access to client data is limited to authorised personnel only

• We use secure logins, encrypted services, and audit controls

• Project information is stored in protected cloud environments (e.g., Microsoft 365)

4. Contractors and Third Parties

If subcontractors or collaborators are engaged:

• They are bound by the same confidentiality obligations through written agreements

• Client data is only shared on a need-to-know basis and securely

5. Client Obligations

Clients are also expected to:

• Maintain the confidentiality of any proprietary tools, templates, or internal documents we provide

• Not share our deliverables with external parties without consent

6. Exceptions

We may disclose confidential information if:

• Required by law or court order (with prior notice to the client where possible)

• The information is already publicly available through no fault of our own

7. Duration of Obligation

Our confidentiality obligations continue indefinitely, even after the conclusion of a project or business relationship.

8. Breach Response

If a breach of confidentiality is suspected:

• We will conduct an immediate internal review

• Notify the client of any risks or exposures

• Take corrective action to prevent future issues

9. Contact

For any questions or to report a potential confidentiality concern, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we aim to provide clear and transparent payment terms to ensure smooth financial transactions throughout the course of our engagements.

1. Invoicing

• Invoices are issued based on agreed project milestones or monthly work logs.

• The invoice will include a breakdown of services provided, payment due, and applicable taxes (including GST).

• Invoices will be sent via email or other agreed communication methods.

2. Payment Due Date

• Standard payment terms are 14 days from the invoice date, unless otherwise agreed.

• Payments are due by the end of the 14-day period, regardless of project completion status.

3. Accepted Payment Methods

We accept the following payment methods:

• Direct Bank Transfer (preferred)

• Credit or Debit Card (via secure online payment platforms)

• Other methods as agreed upon in writing

4. Late Payment

• A late payment fee of 2% per month will be charged on overdue amounts.

• If payment is not received within 30 days of the invoice date, we reserve the right to suspend services until the account is brought up to date.

• Clients will be notified of any overdue payments and given a grace period before service suspension.

5. Project-Specific Terms

• For long-term projects, we may request an upfront deposit (typically 20%–30%) before commencing work.

• Payments may be structured based on project milestones, with subsequent payments due upon the completion of each stage.

• Any changes to the project scope that result in additional work will be reflected in an updated invoice.

6. GST (Goods and Services Tax)

• All invoices include 10% GST as required by Australian law.

• GST will be calculated on the total amount of services rendered, including additional fees and expenses.

7. Refunds

• Refunds are generally not issued unless there is an issue with the services provided or the work delivered is incomplete.

• In the case of project termination by the client, payments for work completed up to the termination date are due in full.

8. Payment Disputes

If there is a dispute over an invoice:

• The client should notify The Shared Solution within 7 days of receiving the invoice.

• Both parties will work together to resolve the issue amicably.

9. Termination of Services

• If payments are not received as agreed, services may be suspended or terminated at our discretion.

• Any work completed up to the termination date will be invoiced and must be paid in full.

10. Contact

For questions about invoices, payments, or terms, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we are committed to providing ongoing support and maintenance to ensure that your business solutions continue to perform at their best. This policy outlines the support and maintenance services we offer, as well as the terms and conditions associated with them.

1. Types of Support

We offer the following types of support:

• Technical Support: Assistance with issues related to system performance, bugs, and errors.

• Functional Support: Help with understanding or optimizing app functionality, workflows, or reports.

• User Support: Guidance for end users on how to navigate or use Power Platform solutions.

• Update & Upgrade Support: Regular updates to ensure your solution remains compatible with new Power Platform releases, security patches, and software improvements.

2. Maintenance Services

Our maintenance services include:

• System Monitoring: Regular checks for system performance, errors, and downtime.

• Bug Fixes: Addressing any bugs or issues discovered post-deployment.

• Version Upgrades: Keeping the system up to date with the latest features, functionality, and security updates.

• Security Updates: Applying security patches and updates to ensure the protection of business data and user information.

3. Support Levels

We offer the following levels of support:

• Basic Support: Includes access to email support during business hours (9 AM – 5 PM, Monday to Friday).

• Priority Support: Provides priority email and phone support, with response times of 1–2 hours during business hours.

• 24/7 Support: Available for critical issues outside of standard business hours, including weekend and holiday support (additional charges may apply).

4. Service Level Agreement (SLA)

Our support services are governed by a Service Level Agreement (SLA) that defines the response time and resolution times for various levels of issues:

• Critical Issues: Response within 1 hour, resolution within 4 hours.

• High Priority Issues: Response within 4 hours, resolution within 1 business day.

• Low Priority Issues: Response within 1 business day, resolution within 2 business days.

5. Availability

Support and maintenance services are available during regular business hours unless otherwise agreed. For urgent issues, clients can opt for extended or 24/7 support at additional rates.

6. Support Request Process

Clients can submit support requests via:

• Email: Support emails will be answered based on the urgency of the issue.

• Phone: Immediate assistance for urgent issues, based on availability.

• Support Portal: Access a dedicated portal for logging and tracking issues (if applicable).

7. Exclusions

Support services do not include:

• Troubleshooting or fixing issues related to third-party integrations or external services not developed by The Shared Solution.

• Changes or updates to systems that fall outside of the scope of the original agreement.

• General IT support (e.g., network or hardware issues).

8. Ongoing Maintenance Fees

Clients may be charged a monthly or annual maintenance fee, depending on the level of support and services provided. This fee ensures ongoing monitoring, updates, and security patches.

9. Termination of Support

Support and maintenance agreements may be terminated if:

• The client fails to pay agreed maintenance fees.

• The client cancels the support agreement with prior notice (usually 30 days).

• The project or system is discontinued or decommissioned.

10. Contact

For any support-related questions or issues, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we respect and protect the intellectual property (IP) of both our clients and our business. This policy outlines the ownership, usage, and protection of intellectual property created and used throughout our service engagements.

1. Ownership of Intellectual Property

• Client-Provided IP: Any intellectual property (e.g., documents, software, data) provided by the client remains the sole property of the client. We do not claim ownership of any client-provided assets.

• Developed IP: The intellectual property rights for any custom solutions, software, applications, or content developed by The Shared Solution (including code, designs, workflows, templates, etc.) are governed by the terms of the service agreement. Typically, the client retains ownership of the final deliverables, while The Shared Solution retains the ownership of underlying source code, unless otherwise agreed.

  • If the deliverable is a custom application, the client is granted a license to use, modify, and distribute it, but The Shared Solution retains ownership of the codebase and any reusable components.

  • If any reusable components (e.g., templates, frameworks) are used in a custom solution, these may remain the intellectual property of The Shared Solution and can be reused in future projects unless agreed otherwise.

2. Use of Intellectual Property

• Client’s Use: The client is granted a non-exclusive, non-transferable license to use, modify, and implement the final deliverables in accordance with the terms of their agreement. This does not extend to reselling or distributing the deliverables to third parties unless explicitly authorized.

• The Shared Solution’s Use: We retain the right to showcase work, solutions, and case studies created for clients (without disclosing confidential or sensitive information) for promotional purposes, including but not limited to our website, portfolio, and marketing materials.

3. Third-Party Tools and Licenses

If third-party tools, software, or libraries are required to complete a project, these may be licensed separately. The client is responsible for obtaining and maintaining the necessary licenses for any third-party software integrated into the final solution.

4. Protection of Intellectual Property

• Confidentiality: Both The Shared Solution and the client agree to protect the confidentiality of all intellectual property and related materials shared during the course of the engagement.

• No Unauthorized Use: Clients and contractors must not use, reverse engineer, or copy intellectual property without proper authorization.

• Infringement: If either party believes their intellectual property rights have been infringed upon, they must notify the other party immediately. Both parties agree to cooperate in resolving any IP infringement issues.

5. IP Disputes

Any disputes regarding intellectual property ownership or rights will be resolved in accordance with the terms set forth in the service agreement. If no terms are specified, the dispute will be settled through negotiation or, if necessary, legal proceedings.

6. Termination of Rights

• Upon termination of the client relationship or project, the client retains rights to use the deliverables as specified in the agreement, but The Shared Solution may revoke access to proprietary software or code not explicitly transferred to the client.

• Any proprietary tools or IP developed by The Shared Solution for internal purposes will remain the sole property of the business.

7. Governing Law

This policy is governed by the laws of Western Australia and any disputes shall be resolved in the courts of Western Australia.

8. Contact

For any inquiries related to intellectual property or concerns about this policy, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we aim to provide high-quality, efficient services to our clients. This policy outlines the terms and conditions related to the cancellation and termination of agreements, ensuring both parties understand their rights and responsibilities.

1. Client-Initiated Cancellation

Clients have the right to cancel a project or service at any time, subject to the following terms:

• Written Notice: The client must provide written notice of their intent to cancel, including the reason for cancellation.

• Notice Period: A minimum of 14 days written notice is required for project cancellations unless otherwise specified in the service agreement.

• Termination Fee: If cancellation occurs before the completion of the project, the client may be required to pay for all work completed up to the point of cancellation, including any non-refundable costs or expenses incurred.

• Refunds: No refunds will be issued for work already completed and billed, unless otherwise agreed in writing.

2. The Shared Solution Initiated Termination

The Shared Solution reserves the right to terminate a project or service if:

• Non-payment: The client fails to make payments in accordance with the agreed terms (e.g., invoices remain unpaid for more than 30 days).

• Breach of Agreement: The client breaches any material term of the service agreement, including failure to cooperate or provide necessary resources for the project.

• Disrespectful Conduct: If the client engages in disrespectful or inappropriate conduct toward our team or disrupts the project in any way.

• Termination Notice: We will provide 7 days written notice to the client regarding termination, including the reason for termination.

3. Consequences of Termination

Upon termination of the agreement, the following conditions apply:

• Final Payment: The client must pay for all work completed up to the point of termination, including any services rendered up to the notice date.

• Transfer of Deliverables: Upon full payment, any deliverables completed to date will be transferred to the client, subject to the terms of the intellectual property policy.

• Access Revocation: Any access to tools, applications, or accounts provided by The Shared Solution will be revoked upon termination.

• Confidentiality Obligations: Both parties remain bound by confidentiality obligations after termination of the agreement.

4. Project-Specific Terms

For longer-term projects, specific cancellation terms may apply, as outlined in the project contract. These terms will supersede the general cancellation policy where applicable.

5. Force Majeure

Neither party will be held responsible for failing to meet their obligations under the agreement if such failure is caused by an event beyond their reasonable control (e.g., natural disasters, pandemics, or government restrictions).

6. Dispute Resolution

In case of any disputes arising from cancellation or termination, both parties agree to resolve the issue through good faith negotiation. If a resolution cannot be reached, disputes may be referred to arbitration or legal proceedings in accordance with Western Australian law.

7. Contact

For any questions related to cancellation or termination of services, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]

Effective Date: 1/1/2025

At The Shared Solution, we understand that business requirements can evolve, and changes may be necessary throughout the lifecycle of a project. This policy outlines how we manage project scope and changes to ensure that both client and project objectives are met, and that any adjustments are made systematically and transparently.

1. Defining Project Scope

At the start of each project, we work closely with clients to define clear and detailed project objectives, deliverables, and timelines. The project scope will include:

• Objectives and Goals: A clear understanding of the client’s needs and desired outcomes.

• Deliverables: A list of all outputs that will be produced, including custom applications, workflows, reports, and integrations.

• Timeline: A schedule for milestones, deadlines, and final delivery dates.

• Resources: Allocation of necessary resources, including personnel, tools, and technologies.

• Exclusions: Any items or tasks that fall outside of the defined scope will be noted as exclusions.

2. Change Requests

Changes to the project scope may arise due to new requirements, feedback, or unforeseen challenges. To maintain project control and ensure expectations are aligned, any changes to the scope will be managed as follows:

• Formal Change Request: Clients must submit a formal request for any changes to the scope of work. This request should outline the proposed change and its reason.

• Evaluation of Impact: Upon receiving a change request, The Shared Solution will evaluate the impact on:

  • Timeline: Will the change require an adjustment to deadlines or delivery dates?

  • Cost: Will the change result in additional costs for resources or tools?

  • Resources: Does the change require more resources or adjustments to the team’s workload?

  • Feasibility: Is the change technically feasible within the existing project structure?

3. Change Approval Process

Changes to the scope are subject to the following approval process:

• Change Proposal: After evaluating the impact, we will provide the client with a detailed proposal that includes:

  • Description of the requested change.

  • Adjustments to the project timeline and costs (if any).

  • Impact on the overall deliverables.

• Client Review: The client will review the proposal and either approve or request modifications.

• Written Agreement: Once both parties agree to the changes, a written agreement or amendment to the project contract will be executed.

4. Scope Creep Management

Scope creep occurs when changes to the project are made without proper control or documentation, potentially leading to project delays or budget overruns. To prevent scope creep, we adhere to the following:

• Strict Change Control: All changes must go through the formal change request process. Informal changes or verbal agreements are not accepted.

• Regular Reviews: We will regularly review the project’s scope with the client to ensure that expectations remain aligned and no unintended changes have been made.

• Clear Documentation: All changes, including their impact on timelines and costs, will be clearly documented and signed off by both parties.

5. Additional Costs Due to Changes

Any changes that result in additional work, resources, or tools may incur extra costs. These costs will be communicated to the client as part of the change proposal and must be approved before the change is implemented. Additional costs will be billed according to the terms agreed upon in the service agreement.

6. Communication and Transparency

We believe in maintaining clear, open communication with clients throughout the entire project. Any proposed changes, delays, or challenges will be communicated promptly to ensure mutual understanding and alignment on project objectives.

7. Final Scope Approval

At the conclusion of the project, both parties will review the final deliverables against the originally defined scope. Any changes or deviations will be discussed and documented to ensure both the client and The Shared Solution are satisfied with the project outcome.

8. Contact

For any questions or concerns related to scope management or change requests, please contact:

Stephen Bracegirdle
Founder – The Shared Solution
[Insert business email address]
[Insert business phone number]