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Client Engagement Policy

May 06, 2026

PROJECT ENGAGEMENT & CLIENT RESPONSIBILITIES POLICY 

Spade Technologies 
Nagpur, Maharashtra, India 


1. Introduction 

This Project Engagement and Client Responsibilities Policy defines the structure, execution framework, and obligations governing all projects and service engagements undertaken by Spade Technologies. 

The objective of this Policy is to ensure:

  • clarity in scope and execution 

  • accountability from both parties 

  • smooth and efficient project delivery 

This Policy shall apply to all services, clients, and engagements. 

2. Project Initiation 

A project shall commence only after: 

  • formal approval of proposal or quotation 

  • receipt of advance payment (typically 30 percent to 50 percent) 

Any timelines or commitments discussed prior to payment shall be considered indicative and non-binding. 

Spade Technologies reserves the right to accept or decline any project at its sole discretion. 

3. Scope Definition 

  • The scope of work shall be strictly limited to what is documented in: 

  • proposal 

  • agreement 

  • written communication 

  • Deliverables, features, and timelines shall be restricted to the agreed scope. 

  • Any assumptions outside documented scope shall not be considered valid. 

4. Project Planning and Milestones 

  • Projects shall be executed in structured phases or milestones. 

  • Each milestone may include: 

  • deliverables 

  • timelines 

  • payment requirements 

Progression to the next phase depends on:

  • milestone approval 

  • timely payments 

  • client inputs and feedback 

5. Payment and Delivery Dependency 

  • All projects follow milestone-based payments. 

Spade Technologies reserves the right to: 

  • pause work in case of delayed payment 

  • revise timelines accordingly 

No final delivery, deployment, access credentials, or source files shall be provided until full payment is received. 

6. Timelines and Delays 

Timelines are estimates and depend on: 

  • client responsiveness 

  • approval timelines 

  • payment adherence 

Delays caused by: 

  • incomplete inputs 

  • late feedback 

  • scope changes 

  • third-party dependencies 

shall result in automatic extension of timelines without liability. 

7. Client Responsibilities (Core Section) 

7.1 Requirement Clarity 

The Client shall:

  • provide complete, accurate, and structured requirements 

  • define expectations and objectives upfront 

  • ensure all requirements are documented and approved 

Spade Technologies shall not be responsible for assumptions due to incomplete inputs. 

7.2 Communication 

The Client shall: 

  • respond promptly to queries and approvals 

  • communicate only via: 

  • Email 

  • Registered Business WhatsApp 

Only written communication shall be considered valid. 

7.3 Content and Data 

The Client shall: 

  • provide all required content, data, and materials 

  • ensure accuracy and legality of provided data 

Spade Technologies shall not be liable for issues arising from client-provided data. 

7.4 Feedback and Approvals 

  • Feedback must be: 

  • clear 

  • consolidated 

  • timely 

  • Lack of response may be treated as deemed approval. 

Repeated or fragmented feedback may: 

  • delay timelines 

  • incur additional costs 

7.5 Scope Adherence 

  • The Client shall adhere to the agreed scope. 

  • Any additional requirement shall be treated as a change request. 

7.6 Payment Compliance 

The Client shall: 

  • adhere to milestone payments 

  • avoid delays 

Failure may result in: 

  • suspension of work 

  • delivery delays 

7.7 Access and Dependencies 

The Client shall: 

  • provide required access and credentials 

  • ensure availability of third-party services 

Delays due to these shall not be attributed to Spade Technologies. 

8. Change Requests 

  • Any requirement outside scope shall be treated as a change request. 

Change requests may involve: 

  • additional cost 

  • revised timelines 

  • updated documentation 

Spade Technologies reserves the right to accept or reject such requests. 

9. Revision Policy 

  • A fixed number of revisions shall be included as per scope. 

  • Revisions are limited to scope-defined changes. 

Additional or repeated revisions may be chargeable. 

10. Communication and Documentation 

Only the following shall be considered valid: 

All approvals, feedback, and instructions must be documented. 

Verbal or undocumented communication shall not be binding. 

11. Approval and Acceptance 

Deliverables shall be considered approved if: 

  • explicitly approved, or 

  • no response is received within a reasonable timeframe 

Post-approval changes shall be treated as new requests. 

12. Delivery and Handover 

Delivery shall include only agreed deliverables. 

Final handover may include: 

  • deliverables 

  • access credentials 

  • deployment (if applicable) 

Source code or editable files shall be delivered only if included in scope. 

13. Post-Delivery Responsibility 

  • Support shall be provided only if included or agreed separately. 

Spade Technologies shall not be responsible for issues arising from: 

  • third-party changes 

  • infrastructure failures 

  • unauthorized modifications 

  • client-side mismanagement 

14. Third-Party Dependencies 

Spade Technologies shall not be responsible for: 

  • outages 

  • pricing changes 

  • API limitations 

  • policy changes 

All associated costs shall be borne by the client unless otherwise agreed. 

15. Project Hold and Reactivation

Projects delayed due to client inactivity may: 

  • be placed on hold 

  • require reactivation charges 

  • have revised timelines 

16. Termination of Engagement 

Spade Technologies may terminate engagement in case of: 

  • non-payment 

  • breach of agreement 

  • lack of cooperation 

  • unprofessional conduct 

In such cases:

  • payments remain non-refundable 

  • work delivery is at Company discretion 

17. Confidentiality 

All client information shall be treated as confidential and used only for project execution. 

18. Limitation of Liability 

Spade Technologies shall not be liable for: 

  • indirect or consequential losses 

  • business or revenue loss 

Liability, if any, shall be limited to the amount paid for the specific project. 

19. Governing Law and Jurisdiction 

This Policy shall be governed by the laws of India. 
All disputes shall be subject to the exclusive jurisdiction of courts located in Nagpur, Maharashtra. 

20. Modifications 

Spade Technologies reserves the right to update or modify this Policy at any time. 

21. Acknowledgement 

By engaging with Spade Technologies, the Client: 

  • confirms understanding of this Policy 

  • agrees to all terms and responsibilities 

22. Contact Information 

Spade Technologies 
Nagpur, Maharashtra, India 
Email: support@spadetechnologies.in 
Phone: +91 9145145252