Prolytica Ltd — Terms & Conditions of Trade

Last updated: November 2025

Welcome to Prolytica Limited (“Prolytica”, “we”, “our”, “us”). By engaging our services or using our website, you agree to these Terms and Conditions.

1. Our Services & Engagement Models

We provide professional technical business analysis, data analysis, reporting, automation, documentation, data quality, and related advisory and support services.

Services may be delivered as:

• fixed-price projects;
• monthly support or advisory engagements;
• hourly consulting, where agreed in writing; or
• a tailored scope, proposal, or Statement of Work for a specific engagement.

Service descriptions on our website are examples only. The actual scope, deliverables, pricing, and engagement model for your work will be confirmed in writing by email, proposal, onboarding form, or Statement of Work.

Where an engagement document conflicts with these Terms, the engagement document applies to that specific work.

1.1 Service Flexibility

Prolytica does not restrict work to fixed service modules. Depending on the agreed scope, services may include business analysis, workflow mapping, documentation, data cleanup, reporting, dashboard preparation, data extraction, technical troubleshooting, root-cause investigation, light automation, and related advisory support.

Work outside Prolytica’s competency, capacity, or any activity requiring specialist licensing or regulated certification may be declined or referred to a more appropriate specialist.

2. How We Work (small practice, limited capacity)

Prolytica is a small specialist consultancy. To protect service quality and health, we limit total weekly billable hours and the number of active projects.

Prolytica operates as an independent specialist provider. We do not function as a managed service provider, software vendor, or outsourced IT department. Engagements are outcome-focused and scoped based on business need.

3. Fees, Billing & Client-Specific Overheads

Fees and payment terms are governed by the applicable proposal, quote, scope, monthly engagement, or other written agreement. All rates are exclusive of GST (15%) unless stated otherwise.

Unless we expressly state otherwise in writing, we charge for all time spent working on your behalf. This may include meetings, workshops, discovery, analysis, configuration, development, documentation, testing, communications, reporting, and reasonable project administration.

4. Meetings, Communication & Availability

We generally work standard New Zealand business hours and may not be able to accommodate urgent or after-hours work without prior agreement.

5. Client Responsibilities

You agree to provide timely information, access, and feedback needed for us to deliver services effectively and to ensure that information you provide is accurate and complete.

6. Confidentiality, Privacy & Data Protection

Both parties agree to keep confidential information secure and private and to use it only for legitimate business purposes connected with the engagement.

Prolytica complies with the New Zealand Privacy Act 2020 and, where applicable, the EU/UK GDPR. Our Privacy Policy explains how we collect, store and use personal information, and forms part of these Terms.

7. Intellectual Property

Any intellectual property, processes, templates, scripts, or tools created by Prolytica in the course of delivering services remain our property unless agreed otherwise in writing.

8. Third-Party Tools & Access

We may recommend or use third-party tools and services. You are responsible for licensing or subscription costs for tools adopted specifically for your project and complying with any third-party terms that apply.

9. Liability & Insurance

We will exercise reasonable skill, care and diligence in delivering our services. Our total liability in connection with any engagement is limited to the total fees paid to us for that engagement in the preceding 12 months, unless otherwise agreed in writing.

10. Term, Pause & Termination

Either party may terminate an ongoing engagement with 10 working days’ written notice after the first month of engagement, ...unless otherwise agreed in a proposal, monthly engagement, or Statement of Work.

11. Governing Law & Dispute Resolution

These Terms are governed by New Zealand law. If a dispute arises, both parties will first attempt to resolve it through good-faith discussion.

12. Changes to These Terms

We may update these Terms from time to time. The current version is always available on our website and applies from the date it is published.

13. Scope of Expertise

Prolytica provides generalist technical business and data consulting services. While we work across a wide range of systems and platforms, we do not represent ourselves as a certified specialist in any specific third-party system unless explicitly stated.

Where an issue requires specialist expertise (for example, advanced development, platform-specific administration, or vendor-certified work), we may recommend engagement with an appropriate specialist provider.

We do not guarantee resolution of issues originating from third-party platforms, including but not limited to cloud providers, hosting environments, email systems, or third-party software.