Terms and Conditions

1. Who these terms apply to

These Terms and Conditions apply to the use of the Romanos Boraine website and, where relevant, to consulting, systems, evidence, AI, data synthesis, reporting, automation, and related project work provided by Romanos Boraine.

In these terms, Romanos Boraine, Romanos Boraine Consulting, I, me, my, we, us, or our refers to Romanos Boraine and any trading name, consultancy structure, or legal entity used to provide the services. You, your, or client refers to any person, organisation, contractor, business, public-sector team, donor-funded project, research team, consultant, or other party that uses this website, makes an enquiry, books a call, accepts a proposal, or works with us on a project.

These terms apply together with any written proposal, quotation, statement of work, project brief, purchase order, email acceptance, service agreement, non-disclosure agreement, or other written agreement between us. If there is a conflict between these website terms and a signed or expressly accepted project agreement, the project agreement will apply to that project.

2. Website use

The material on this website is provided for general information only. It explains the type of work Romanos Boraine does, the problems the work helps with, the services and offers available, and examples of past project work.

Website content does not constitute formal consulting advice, legal advice, financial advice, procurement advice, policy advice, technical implementation advice, or a confirmed client engagement.

Using this website, reading an article, completing a calculator, submitting a form, joining a newsletter, downloading a resource, or booking a call does not automatically create a consulting relationship. Project work only starts once the scope, fee, timing, responsibilities, and commercial terms have been agreed in writing.

You must not use this website in a way that damages, disables, overloads, interferes with, scrapes, copies, attacks, reverse engineers, or attempts to gain unauthorised access to the website, forms, systems, calculators, content, admin routes, or connected infrastructure.

3. Website content, calculators, and resources

Articles, guides, service pages, case studies, calculators, and examples are provided to help visitors understand common workflow, evidence, AI, reporting, and data problems.

Calculator results are indicative estimates. They are diagnostic tools, not formal audits, guarantees, savings promises, or final project assessments. The real value or risk in a workflow depends on source quality, staff time, review requirements, tool access, data quality, adoption, and ongoing maintenance.

Case studies and examples are provided to illustrate approach and type of work. They should not be treated as guarantees that the same result will occur in another client environment.

4. Services covered by these terms

Romanos Boraine provides practical consulting and delivery support for organisations that need to turn messy information into structured systems, faster analysis workflows, clearer reports, and better decisions.

Services may include, depending on the agreed scope:

• database architecture;
• spreadsheet, Airtable, Google Sheets, Microsoft Excel, or lightweight database design;
• evidence systems and source traceability workflows;
• public submission analysis systems;
• research data synthesis support;
• AI-ready knowledge base design;
• custom AI assistant or retrieval workflow design;
• data capture systems and workflow automation;
• report writing support;
• findings, conclusions, recommendations, and insight development;
• lead capture and admin automation;
• audits, reviews, workshops, and advisory support;
• handover guides, SOPs, QA checklists, and implementation notes.

The exact services, deliverables, timelines, exclusions, fees, assumptions, tools, review points, and client responsibilities must be agreed separately for each project.

5. Enquiries, discovery calls, and scoping

You may contact Romanos Boraine through the website, email, referral, LinkedIn, or another agreed route. A discovery call or scoping discussion is used to understand the project context, source material, desired output, workflow problem, tools, timing, budget, risks, and whether there is a proper fit.

Unless expressly agreed in writing, discovery calls and early scoping conversations do not include:

• a full audit of your current system;
• detailed workflow design;
• legal, financial, procurement, or compliance advice;
• a complete technical specification;
• a final implementation plan;
• a guaranteed price;
• a commitment to accept the project.

For more complex projects, a paid audit or scoping phase may be recommended before implementation.

6. Proposals, quotations, and acceptance

A project is only confirmed once the proposal, quote, statement of work, or written scope has been accepted in writing and any required upfront payment has been received.

Written acceptance may include email confirmation, signed proposal, electronic signature, purchase order, payment of a deposit, or another written confirmation that clearly accepts the scope and commercial terms.

Unless otherwise stated, a proposal or quote is valid for 14 days from the date of issue. After that period, the scope, fee, timeline, or availability may need to be reviewed.

Only the items expressly included in the proposal are included in the project fee.

7. Scope of work

The project scope defines what will be delivered. This may include systems, databases, spreadsheets, evidence tables, synthesis outputs, AI retrieval layers, forms, automations, dashboards, report sections, documentation, QA notes, handover guides, or other agreed outputs.

The scope does not include work that has not been expressly agreed in writing.

Unless specifically included in the proposal, the project fee does not include:

• ongoing retainer support or maintenance after handover;
• unlimited revisions, unlimited calls, or live technical support;
• training beyond the agreed handover;
• third-party subscription, hosting, domain, AI, or automation fees;
• data entry or manual cleaning outside scope;
• complex API integrations or full software development beyond the agreed workflow;
• legal, financial, medical, formal evaluation, or procurement advice;
• policy approval, donor approval, publication approval, or any outcome controlled by a third party.

8. Client responsibilities

You are responsible for providing the information, access, feedback, decisions, and approvals needed for the project to move forward.

Depending on the project, you may need to provide:

• a clear project owner or main point of contact;
• source material, documents, spreadsheets, submissions, reports, datasets, or other inputs;
• access to approved tools, folders, platforms, or systems;
• internal rules around confidentiality, data protection, AI use, storage, retention, and approvals;
• feedback by the agreed review dates;
• consolidated feedback from relevant reviewers;
• confirmation of factual accuracy;
• confirmation that you have the right to share the supplied materials;
• approval before outputs are published, submitted, circulated, or relied on.

You remain responsible for the legality, accuracy, completeness, sensitivity, and authorised use of any source material you provide.

9. Timelines and delays

Project timelines depend on the agreed scope, project complexity, client responsiveness, access to source material, tool availability, review speed, and the number of decision-makers involved.

Work starts only once the scope has been agreed, any required upfront payment has been received, access and files have been provided, the main point of contact has been confirmed, and key assumptions, timing, and review points have been agreed.

If you delay the project by not providing inputs, access, feedback, decisions, or approvals, the timeline will move accordingly. If a delay materially changes the project, a revised scope, revised timeline, or additional fee may be required.

10. Fees and payment

Fees are agreed per project, audit, workshop, sprint, support arrangement, or retainer. Unless otherwise agreed, implementation projects are quoted as fixed-fee projects based on the agreed scope. Hourly billing may apply to extras, troubleshooting, support, revisions, out-of-scope work, or post-handover assistance.

Unless otherwise stated in writing, standard payment terms are:

• 50% upfront on acceptance; and
• 50% on delivery of the agreed project outputs or completion.

For larger projects, milestone payments may be used. All fees are exclusive of third-party costs and applicable taxes unless otherwise stated.

Payments must be made in the currency stated in the quote, proposal, invoice, or written agreement. Bank charges, transfer fees, currency conversion fees, withholding tax, or similar payment costs are your responsibility unless otherwise agreed.

Late payment may delay delivery, handover, continued work, support, or transfer of ownership in the final project-specific deliverables.

11. Deposits

Where a deposit or upfront payment is required, the project is not scheduled or started until the deposit has been received.

Unless otherwise stated in writing, deposits are non-refundable once the project has been accepted and scheduled. The deposit reserves delivery capacity and covers project setup, planning, review time, early build work, and administrative preparation.

If a project is cancelled after the deposit has been paid, the deposit is retained. Any unpaid completed work beyond the deposit may be invoiced. Third-party costs already incurred remain payable by you.

12. Third-party tools and subscriptions

Many projects are built inside tools that the client already uses or approves, such as Google Workspace, Microsoft 365, Airtable, Excel, Google Sheets, SharePoint, Notion, Framer, Make, Zapier, AI tools, form tools, database tools, hosting platforms, or reporting tools.

Unless otherwise agreed in writing, you are responsible for paying third-party costs directly. This includes software subscriptions, hosting, domains, paid templates, database tools, automation platform fees, paid AI subscriptions, API usage, storage costs, and other external platform costs.

Romanos Boraine is not responsible for third-party tool outages, platform changes, pricing changes, account restrictions, API changes, deleted accounts, expired subscriptions, permission issues, or data loss caused by tools, platforms, or accounts outside our control.

13. Change requests and revisions

A change request occurs when you ask for work outside the agreed scope. Examples include adding new source material, changing the output format, adding a new report section, adding a dashboard, changing tools after work has started, requesting another revision round, or changing the project direction.

Out-of-scope work will be quoted separately or billed at the agreed hourly rate, depending on the nature of the change.

Unless otherwise stated in the proposal, one consolidated revision round is included in the project fee. A revision round means that you provide one combined set of specific feedback on the agreed deliverable by the agreed review date.

The included revision round covers reasonable corrections and refinements within scope. It does not cover new features, new data sources, new reports, major workflow changes, repeated separate feedback from multiple people, feedback received after approval, or changes caused by new client requirements.

14. Handover, sign-off, and completion

A project is considered ready for completion when the agreed deliverables have been prepared and made available for review or handover.

Depending on the scope, handover may include:

• final files, systems, databases, spreadsheets, tables, forms, automations, or dashboards;
• prompts, templates, workflow notes, SOPs, or user guides;
• QA notes, testing logs, known limitations, and recommended next steps;
• one handover call, where included.

The project is complete when the agreed deliverables have been handed over, the agreed revision process has been completed or expired, and the final invoice has been issued.

Support, maintenance, monitoring, troubleshooting, further edits, additional training, new features, new automations, further report writing, or post-handover assistance are not included unless agreed separately.

15. Support and maintenance

Support and maintenance are separate from implementation work unless expressly included in the proposal. Post-handover support may be agreed as a monthly retainer, hourly support, or a separately scoped follow-up phase.

Support may include light fixes, minor workflow adjustments, tool checks, basic troubleshooting, small formula fixes, automation checks, or small wording changes to templates. It does not include major redesigns, new workflows, new AI assistant builds, large data cleaning tasks, urgent same-day support, weekend support, or third-party subscription costs unless expressly agreed.

16. Confidentiality, data protection, and privacy

Confidential client material will only be used for the agreed project. Sensitive data, source files, internal comments, unpublished outputs, and confidential information will not be shared outside the project workflow without permission, except where required by law.

Personal information collected through this website is handled in line with the Privacy Policy. For client projects, both parties must comply with applicable data protection laws and internal data handling requirements.

You are responsible for ensuring that you have the right to collect, use, share, transfer, store, and process any personal information or sensitive material provided for the project.

Where a project involves personal information, children's information, HR data, health-related data, beneficiary data, respondent data, interview transcripts, public submissions, donor-funded project data, or other protected material, the tools, access rules, retention rules, and review process should be agreed before work starts.

17. AI-assisted work

Romanos Boraine may use AI-assisted tools to support appropriate parts of the work, depending on the project scope, client approval, tool restrictions, confidentiality requirements, and data protection rules.

AI may be used for retrieval, sorting, classification, summarisation, first-pass coding, comparison, drafting support, pattern identification, prompt design, review support, and workflow testing.

AI is not used as the final authority in evidence-heavy, sensitive, policy, HR, research, donor, legal, financial, medical, or public-sector work. Human review, source checking, and client approval remain part of the workflow.

Where AI tools are used, outputs may contain errors, omissions, misinterpretations, bias, incomplete reasoning, or unsupported statements. AI outputs must be checked against source material and professional judgement.

18. Source material, evidence, and reporting outputs

Many projects involve evidence-heavy work, including interviews, public submissions, documents, datasets, reports, case studies, notes, research inputs, or internal records. Romanos Boraine may help structure, code, classify, summarise, synthesise, retrieve, draft, or report on this material.

You remain responsible for:

• the accuracy and completeness of source material;
• the right to use and share source material;
• factual verification and expert interpretation;
• final approval and decisions made from the outputs;
• submissions to clients, donors, government bodies, boards, funders, or other third parties.

Romanos Boraine does not guarantee that a report, system, dataset, evidence base, AI tool, submission analysis, recommendation, or insight will be accepted by any donor, regulator, public body, client, board, funder, reviewer, stakeholder, or decision-maker.

19. Intellectual property and ownership

Unless otherwise agreed in writing, you retain ownership of the client material you provide, including source documents, datasets, reports, submissions, spreadsheets, interview material, internal files, branding, and confidential information.

Ownership of final project-specific deliverables transfers to you once the agreed project fee has been paid in full. This may include final agreed database structures, workflow documents, templates, report sections, synthesis outputs, evidence tables, dashboards, forms, and project-specific outputs created for you.

Romanos Boraine retains ownership of pre-existing methods, know-how, reusable templates, generic workflow logic, internal frameworks, prompt structures, system design patterns, reusable documents, business processes, and non-client-specific materials used or adapted during the project.

You may not resell, license, publish, repackage, or commercially distribute Romanos Boraine's reusable templates, methods, documents, prompts, frameworks, or non-client-specific materials as standalone products without written permission.

20. Website intellectual property

The website content, page structure, articles, calculators, service descriptions, visual assets, case study wording, frameworks, and other original material on this website are owned by Romanos Boraine or used with permission unless otherwise stated.

You may read, share, and link to public website pages for normal business and research purposes. You may not copy, scrape, reproduce, republish, sell, repackage, train systems on, or commercially reuse website content, calculators, or frameworks without written permission, except where allowed by law.

21. Portfolio, case studies, and public references

Romanos Boraine may describe general types of work, sectors, services, and non-confidential experience in proposals, website content, outreach, articles, and sales conversations.

Confidential, sensitive, unpublished, identifiable, or client-specific material will not be published in a public case study, article, portfolio, social media post, or public-facing marketing material without written permission.

Where public case studies are approved, they may be edited to remove confidential findings, unpublished details, personal information, internal politics, sensitive project details, or material that could expose the client, project team, or participants.

22. Quality assurance and limitations

Romanos Boraine aims to deliver useful, structured, practical, and carefully reviewed work. Quality assurance may include checks on formulas, fields, links, data structure, source traceability, automations, prompts, AI outputs, report logic, or handover documentation, depending on the agreed scope.

However, no system, spreadsheet, database, automation, AI workflow, report, synthesis process, or evidence workflow can be guaranteed to be error-free, uninterrupted, permanently compatible with all tools, or suitable for every future use case.

You are responsible for reviewing outputs, testing systems in your own environment, checking factual accuracy, confirming business rules, validating formulas and outputs, and approving final use.

23. No guarantee of outcomes

Romanos Boraine does not guarantee any specific commercial, legal, funding, policy, operational, reporting, procurement, research, AI, SEO, ranking, donor, stakeholder, or decision-making outcome.

The value of a project depends on factors outside Romanos Boraine's control, including client adoption, source quality, staff capacity, tool access, internal decision-making, review speed, data quality, stakeholder requirements, and ongoing maintenance.

24. Limitation of liability

To the maximum extent permitted by law, Romanos Boraine will not be liable for indirect, incidental, special, consequential, punitive, reputational, or economic losses, including loss of profit, loss of revenue, loss of opportunity, loss of data, loss of goodwill, business interruption, missed deadlines, failed funding applications, rejected submissions, or third-party decisions.

To the maximum extent permitted by law, Romanos Boraine's total liability for any claim arising from a project is limited to the fees paid by you for the specific project or workstream giving rise to the claim.

Nothing in these terms excludes liability or consumer rights that cannot legally be excluded.

25. Client indemnity

You agree to indemnify Romanos Boraine against claims, losses, costs, damages, liabilities, or expenses arising from unauthorised use of source material you provide, inaccurate or unlawful information you provide, failure to obtain required permissions or consents, use of outputs without proper review, breach of confidentiality, data protection, intellectual property, or third-party rights, changes made after handover, third-party tool failures outside Romanos Boraine's control, or use of outputs outside the agreed purpose or scope.

26. Cancellation, pause, and termination

Either party may cancel or terminate a project by written notice, subject to the agreed proposal, payment terms, deposit rules, cancellation terms, and work completed at the time of cancellation.

If you cancel after paying a deposit, the deposit is retained unless otherwise agreed. Completed unpaid work beyond the deposit may be invoiced. Third-party costs already incurred remain payable by you.

Romanos Boraine may pause or terminate work if payment is overdue, required access or feedback is not provided, the scope changes materially without agreement, confidentiality or data protection risks become unacceptable, the project requires work that is unlawful or unethical, or continuing the project would create unacceptable quality or delivery risk.

27. Force majeure

Romanos Boraine is not responsible for delay or failure caused by events outside reasonable control, including internet outages, platform outages, tool failures, illness, power failures, cyber incidents, strikes, natural disasters, political events, government restrictions, war, civil unrest, or other events that prevent normal delivery.

28. Communication and electronic acceptance

Project communication will usually take place by email, agreed calls, shared documents, approved project tools, or other agreed channels. You are responsible for ensuring that the correct contact person is available and that project decisions, approvals, and feedback are communicated clearly.

Electronic records, email approvals, electronic signatures, written confirmations, payment of a deposit, or continued project instruction may be used as evidence of acceptance, approval, instruction, or agreement, unless a formal signed contract is required by the parties.

29. External links

This website may link to external websites, social media profiles, articles, tools, client sites, or third-party resources. Romanos Boraine is not responsible for external content, third-party terms, privacy practices, security, or platform availability.

30. Governing law and disputes

Unless otherwise agreed in writing, these terms and any project relationship with Romanos Boraine are governed by the laws of the Republic of South Africa.

The parties should first try to resolve any dispute through good-faith discussion. If the dispute cannot be resolved informally, the parties may refer the dispute to mediation, arbitration, or the appropriate South African court or forum, depending on the nature of the dispute and the agreement between the parties.

Nothing in these terms prevents either party from seeking urgent relief where legally appropriate.

31. Updates to these terms

Romanos Boraine may update these terms from time to time. The version published on the website at the time of use or project acceptance will apply, unless otherwise agreed in writing. Material project terms agreed in a proposal or signed agreement will not be changed retroactively by a later website update unless both parties agree in writing.

32. Contact

Questions about these terms, project scope, confidentiality, data handling, or service enquiries can be sent through the Contact page or by emailing hello@romanosboraine.com.

Website: romanosboraine.com
Contact page: romanosboraine.com/contact