Delivery Protocols & Conditions

AIVANTALOOP
Last Updated: 26th Dec 2025

This document outlines the delivery protocols, conditions, and rules for all services and projects executed by AivantaLoop (“Company,” “we,” “us,” or “our”) in accordance with United States professional and commercial standards. It is intended to define the rights, responsibilities, procedures, and liabilities for both AivantaLoop and its clients (“Client,” “you,” or “your”).

By engaging our services, you acknowledge that you have read, understood, and agreed to these protocols.

1. PURPOSE

The purpose of these delivery protocols is to:

  1. Establish clear delivery timelines, responsibilities, and standards
  2. Define accepted communication and approval procedures
  3. Mitigate risks related to delays, scope changes, or miscommunication
  4. Ensure compliance with U.S. commercial, contractual, and software service standards
  5. Protect intellectual property, confidentiality, and operational integrity

2. SCOPE OF DELIVERY

AivantaLoop provides delivery for the following services:

  1. Web and mobile applications
  2. SaaS platforms and cloud solutions
  3. UI/UX design and prototypes
  4. AI automation and chatbots
  5. API integration and third-party services
  6. Digital marketing campaigns
  7. Maintenance and support deliverables

All deliverables shall be defined in a written proposal, quotation, or signed agreement. Deliverables not explicitly stated are considered out of scope.

3. DELIVERY METHODOLOGY

  1. Project Kickoff: Delivery starts only after signed agreements and advance payments.
  2. Milestones: Deliverables are broken into milestones as per the approved project plan.
  3. Documentation: Each delivery is accompanied by supporting documentation, including:
  4. User guides or manuals
  5. API or integration documentation
  6. Design source files (if applicable)
  7. Release notes
  8. Approval Process: Each milestone requires client review and written acceptance before proceeding.

4. DELIVERY TIMELINES

  1. Estimated Delivery: All timelines provided are estimates, not guarantees.
  2. Delays: AivantaLoop is not liable for delays caused by:
  3. Late client feedback
  4. Change in scope or new requirements
  5. Third-party dependencies
  6. Force majeure events
  7. Timeline Adjustments: Any requested changes, scope expansions, or additional features will impact delivery schedules and may incur additional charges.

5. CLIENT RESPONSIBILITIES

The client must:

  1. Provide accurate and complete project requirements
  2. Designate authorized decision-makers
  3. Review and approve deliverables in a timely manner
  4. Supply assets, content, credentials, and access on schedule
  5. Ensure compliance with applicable laws and regulations
  6. Make payments as per agreed milestones

Failure to meet these responsibilities may result in delivery delays, additional charges, or suspension of services.

6. DELIVERY FORMATS

Deliverables may be delivered in the following formats, unless otherwise agreed:

  1. Source Code: GitHub, Bitbucket, or private repositories
  2. Designs: Figma, Adobe XD, Photoshop, Illustrator files
  3. Documentation: PDF, Word, or online shared documents
  4. Live Deployments: On client-approved servers or cloud environments

Delivery formats are mutually agreed in writing before project start.

7. DELIVERY ACCEPTANCE

  1. Each milestone or final deliverable requires written client approval.
  2. Acceptance confirms that the deliverable meets the agreed specifications and scope.
  3. Once accepted, the milestone is considered final; further revisions may incur additional charges.

8. REVISIONS AND SCOPE CHANGES

  1. Included Revisions: Typically 5–10 revisions per phase, depending on project complexity.
  2. Additional Revisions: Billed at hourly rates or as per agreement.
  3. Scope Changes: Any changes beyond the original agreement constitute a Change Request and may require:
  4. Timeline adjustments
  5. Additional fees
  6. Formal written approval

9. THIRD-PARTY INTEGRATIONS AND SERVICES

Deliverables may rely on third-party tools or services such as:

  1. Cloud hosting (AWS, Azure, DigitalOcean)
  2. APIs (Stripe, Google, Meta, OpenAI)
  3. Paid plugins or licenses

AivantaLoop:

  1. Is not responsible for third-party service failures or downtime
  2. Bills third-party costs separately
  3. Guides but does not guarantee third-party compliance

10. DELIVERY SECURITY AND CONFIDENTIALITY

  1. All deliverables are delivered via secure channels, including encrypted repositories, secure file transfer, or password-protected cloud services.
  2. Client data and project materials are treated as confidential.
  3. AivantaLoop may use only the client logo for portfolio purposes; project details remain confidential unless written consent is provided.

11. INTELLECTUAL PROPERTY RIGHTS

  1. Ownership of deliverables transfers only after full payment and project completion.
  2. Until transfer, all source code, designs, and proprietary materials remain the property of AivantaLoop.
  3. Clients may not resell or redistribute deliverables without written permission.

12. DELIVERY SUSPENSION

AivantaLoop reserves the right to suspend delivery if:

  1. Payments are overdue
  2. Client fails to provide required information or approvals
  3. Illegal, abusive, or unsafe practices are detected
  4. Project integrity or security is compromised

Suspension does not release the client from payment obligations.

13. TERMINATION OF DELIVERY

Either party may terminate with 30 days’ written notice. Immediate termination is possible for:

  1. Non-payment
  2. Abuse, misconduct, or illegal activity
  3. Breach of confidentiality

Upon termination:

  1. All pending payments remain due
  2. Access to delivered materials may be revoked
  3. No refunds are issued unless explicitly agreed

14. FORCE MAJEURE

AivantaLoop is not liable for delivery delays or failures caused by events beyond reasonable control, including:

  1. Natural disasters
  2. Labor strikes
  3. Government actions
  4. Internet outages
  5. Cyberattacks

15. LIABILITY LIMITATIONS

  1. Liability is capped at payments made within the last 30–60 days.
  2. AivantaLoop is not liable for indirect, incidental, or consequential damages, including business interruption, revenue loss, or reputational harm.

16. COMMUNICATION PROTOCOLS

All delivery communications must occur through approved channels:

  1. Official emails
  2. Project management tools (e.g., Trello, Jira, Asana)
  3. Secured file sharing

Oral communications are not considered formal approvals.

17. RECORD KEEPING

  1. AivantaLoop maintains delivery logs, version histories, and milestone documentation.
  2. Clients are encouraged to retain their own copies of all materials.

18. ACCEPTANCE OF DELIVERY PROTOCOLS

By engaging AivantaLoop, clients acknowledge and agree to comply with these delivery protocols and conditions.