These Terms of Service ("Terms") govern your use of services provided by Polus LLC ("Polus," "we," "our," or "us"). By engaging our services, you agree to these Terms.

If you do not agree to these Terms, please do not engage our services or use our website.

Services Provided

Polus LLC provides IT and operations consulting services, including but not limited to:

• Systems assessment and IT advisory
• Process documentation and workflow optimization
• Microsoft 365 governance and configuration
• Identity, security, and compliance consulting
• Backup and disaster recovery planning
• Web development and product planning
• IT operations setup and employee lifecycle management

Specific services, deliverables, timelines, and pricing are detailed in individual service agreements or statements of work.

Service Agreements

Before work begins, we will provide:

• Statement of Work (SOW): Defines scope, deliverables, timeline, and cost
• Quote or Proposal: Outlines pricing and service details
• Payment Terms: Specifies deposit requirements and payment schedule

Work begins only after mutual agreement and receipt of any required deposits.

Pricing and Payment

Fixed-Scope Services

Most services are fixed-scope with defined deliverables and pricing. Prices listed on our website are starting prices and may vary based on complexity.

Deposits

A 50% deposit may be required to secure project start dates. Deposits are non-refundable once work begins.

Payment Methods

We accept payment via Stripe (credit card, ACH). Invoices are due upon receipt unless otherwise agreed in writing.

Late Payment

Accounts unpaid 30 days after invoice date may be subject to a 1.5% monthly late fee and suspension of services.

Cancellation and Refunds

Before Work Begins

If you cancel before work begins, deposits are fully refundable minus any completed discovery or planning work.

After Work Begins

If you cancel after work begins, you will be invoiced for work completed to date. Deposits are non-refundable.

Discovery Calls

Free discovery calls can be rescheduled with 24-hour notice. No-shows may forfeit future discovery calls.

Dissatisfaction

If you're unhappy with deliverables, we will work with you to address concerns. Refunds are considered on a case-by-case basis for incomplete or unsatisfactory work.

Client Responsibilities

To ensure successful project completion, clients must:

• Provide timely access to necessary systems, personnel, and information
• Respond to requests for feedback or approvals within agreed timeframes
• Review deliverables and provide feedback within 7 business days
• Ensure appropriate personnel are available for training sessions
• Maintain backups of critical data before implementation work

Service Level and Warranties

Quality Commitment

We provide services with reasonable care and professional expertise. All deliverables are reviewed for quality before delivery.

Post-Delivery Support

Most services include 30 days of post-delivery support for clarifications and minor adjustments. Major scope changes require a new agreement.

No Outcome Guarantee

While we strive for excellence, we cannot guarantee specific business outcomes, system performance, or adoption rates. We provide consulting and implementation services based on industry best practices.

Limitation of Liability

To the maximum extent permitted by law:

• Our total liability is limited to the fees paid for the specific service in question
• We are not liable for indirect, incidental, or consequential damages
• We are not liable for data loss if client did not maintain proper backups
• We are not liable for third-party service failures or integrations

Clients are responsible for testing implementations in non-production environments before deployment.

Intellectual Property

Client Ownership

Upon full payment, clients own all deliverables created specifically for them, including:

• Process documentation and SOPs
• Custom configurations and scripts
• Training materials and guides
• Web development work and designs

Polus Retention

We retain the right to:

• Use anonymized case studies and outcomes for marketing
• Reuse frameworks, templates, and methodologies
• Reference project types (not specifics) in portfolio

Confidentiality

We treat all client information as confidential. We will not disclose:

• Business processes, strategies, or financials
• System credentials or access information
• Personnel information or internal challenges
• Any information marked as confidential

For sensitive engagements, we can execute a separate Non-Disclosure Agreement (NDA).

Dispute Resolution

Good Faith Negotiation

If disputes arise, both parties agree to negotiate in good faith for 30 days before pursuing other remedies.

Governing Law

These Terms are governed by the laws of the State of Oklahoma. Any legal action must be brought in Tulsa County, Oklahoma.

Mediation

If negotiation fails, both parties agree to attempt mediation before litigation.

Termination

Either party may terminate services with written notice. Upon termination:

• Client will be invoiced for work completed to date
• We will deliver all completed deliverables upon payment
• Client access to Polus systems or tools will be revoked
• Confidentiality obligations survive termination

Changes to Terms

We may update these Terms periodically. Changes will be posted on this page with an updated "Last updated" date. Existing service agreements are governed by the Terms in effect when the agreement was signed.

Contact Us

Questions about these Terms? Contact us: