Client Services Policy
Governing Software Architecture, Custom Engineering, Milestones, Intellectual Property, and Deliverables
1. The Engineering Engagement Lifecycle
All custom software architecture, web development, mobile application builds, and Agentic AI implementations executed by Tech Potentia strictly adhere to our 13-stage delivery lifecycle:
Initial contact via website quote wizard or email.
Technical discovery & architectural evaluation session.
Detailed specifications, user stories & constraint definition.
Commercial proposal with timeline, architecture & estimates.
Mutual Non-Disclosure Agreement execution where required.
Binding Statement of Work detailing scope & milestones.
Initial upfront commencement deposit received via wire transfer.
Sprint-based engineering, CI/CD, and staging updates.
QA, end-to-end user acceptance testing (UAT).
Formal client sign-off against agreed acceptance criteria.
Settlement of final milestone invoice & tax accounting.
Source code repository transfer, credentials & documentation.
Optional post-launch SLA, monitoring & ongoing support.
2. Proposals & Statements of Work (SOW)
Proposals & Estimates: Written proposals submitted by Tech Potentia remain valid for thirty (30) calendar days from issuance. Estimates are based on initial discovery assumptions. Any changes in technical scope or requirements prior to contract signing necessitate an updated commercial proposal.
Binding Statement of Work: Every software build requires a mutually executed SOW defining:
- Detailed functional specifications & architecture stack;
- Explicit deliverable milestones with defined completion dates;
- Milestone fee breakdown, payment schedule & wire details;
- Client dependency requirements & third-party integrations;
- Objective User Acceptance Testing (UAT) acceptance criteria.
3. Client Responsibilities & Dependencies
Timely project delivery depends upon proactive client cooperation. The Client shall timely furnish:
- Design assets, branding kits, copywriting, and media content;
- Third-party API keys, sandbox credentials, and cloud account access;
- Prompt technical feedback and milestone approvals (within 5 business days of submission);
- Lawful authorizations and regulatory clearances for all data provided to Tech Potentia.
published_with_changes4. Change Requests & Project Delays (Scope Control)
Strict Scope Control: Any requirement, feature, API integration, or architectural deviation outside the agreed SOW constitutes an "Out-of-Scope Change". No out-of-scope work will commence without an executed Change Request Form. Change requests will:
- Incur additional engineering fees at Tech Potentia's standard hourly or milestone rates;
- Extend the project delivery schedule accordingly;
- Require written electronic authorization by the Client's designated project sponsor.
Client-Induced Delays: Tech Potentia is not responsible for project delays caused by client response latencies, delayed asset submissions, third-party API outages, vendor dependency failures, or force majeure events.
5. Revisions, Testing & Deemed Acceptance
Included Revisions: Unless otherwise specified in the SOW, each design/development milestone includes up to two (2) rounds of consolidation feedback focused on non-structural adjustments.
Deemed Acceptance Window (Silent Acceptance): Upon delivery of a milestone or final build to the staging environment, the Client has ten (10) business days to review and submit written notice of any material defect against the SOW acceptance criteria. If no written rejection detailing specific non-conformities is received within ten (10) business days, the deliverables shall be deemed irrevocably accepted by the Client.
6. Milestone Payments, Invoicing & Wire Settlement
Payment Structure: Commercial projects require an upfront deposit (typically 30% to 50%) prior to development kickoff, with subsequent payments tethered to milestone acceptances, and the final balance due prior to production deployment or source repository transfer.
Payment Methods: Invoices are settled via direct commercial bank wire transfers (RTGS/NEFT/SWIFT) or authorized corporate gateway channels.
Taxes: Indian Goods and Services Tax (GST) is charged on all taxable domestic supplies as mandated by law.
Late Payments & Suspension: Invoices unpaid after fourteen (14) days accrue statutory interest at 1.5% per month. Tech Potentia reserves the right to suspend development, withhold deployment, and pause staging environments until accounts are brought current.
7. Cancellation & Termination of Services
Either party may terminate an engagement upon fourteen (14) days written notice for material breach remaining uncured. Upon cancellation by the Client for convenience, the Client remains liable for all work completed up to the date of cancellation, non-cancellable third-party commitments, and upfront project setup fees. Upfront commencement deposits are strictly non-refundable.
8. Intellectual Property & Source Code Delivery
Client Background IP: The Client retains exclusive ownership of all pre-existing trademarks, proprietary datasets, and materials provided to Tech Potentia.
Tech Potentia Background IP: Tech Potentia retains exclusive ownership of its pre-existing internal frameworks, modular code libraries, foundational Agentic AI architectures, boilerplates, and developer tooling. Tech Potentia grants the Client a perpetual, non-exclusive license to use such background components solely as integrated within the custom deliverables.
Transfer of Custom Deliverables:Full ownership, copyright, and source code transfer of the bespoke deliverables defined in the SOW shall transfer to the Client ONLY AFTER complete, final settlement of all outstanding invoices and fees.
Handover Deliverables: Following final payment, Tech Potentia will deliver the designated Git repository access, deployment scripts, architecture documentation, and administrative environment credentials.
9. Third-Party Software, Cloud Subscriptions & Open Source
The Client is directly responsible for contracting and paying for all third-party hosting (Vercel, AWS, GCP), domain registrations, SaaS tools, AI API compute consumption (OpenAI, Google Cloud), and external paid licenses. Open-source software libraries integrated into builds are governed by their respective licenses (MIT, Apache 2.0, BSD).
10. Confidentiality & Portfolio Rights
Both parties agree to protect each other's proprietary and confidential information with utmost professional care. Unless explicitly restricted under a signed NDA or SOW, Tech Potentia retains the right to display the Client's trade name, logo, screenshots, and generalized case studies on techpotentia.com and in marketing collateral as an illustrative example of work performed.
build_circle11. Limited Warranty & Maintenance Demarcation
30-Day Limited Warranty: Tech Potentia warrants that for thirty (30) calendar days following formal handover or deemed acceptance, the deliverables will substantially perform according to the SOW specifications. During this warranty window, Tech Potentia will correct reproducible functional bugs at no additional charge.
Following expiration of the 30-day warranty, any subsequent feature additions, third-party API deprecation fixes, server OS upgrades, security patching, or maintenance tasks require an active Maintenance Agreement or will be billed at standard engineering rates.
12. Security, Hosting & Client Data
Tech Potentia utilizes secure development lifecycles (OWASP top 10 adherence, dependency vulnerability scanning). Where client databases or proprietary assets reside in Tech Potentia staging environments, data is encrypted in transit (TLS 1.3) and at rest (AES-256). Following production handover, the Client assumes sole responsibility for operational backups, server hardening, and production infrastructure monitoring.
13. Limitation of Liability & Governing Law
Limitation of Liability: Tech Potentia's total aggregate liability arising out of any client engagement shall not exceed the total fees actually received by Tech Potentia under the applicable SOW.
Governing Law: All client service agreements shall be governed exclusively by the laws of the Republic of India. The competent courts in Mumbai, Maharashtra, India shall have exclusive jurisdiction over all commercial disputes.
14. Commercial & Project Inquiries
Entity: Tech Potentia
Location: Mumbai, Maharashtra, India
Client Engagements & RFQs: [email protected]
Technical Support: [email protected]