The agreement you sign

Letter of Engagement

DKT Digital, St Peter Port, Guernsey GY1 · [email protected]

This is the letter that forms the agreement between us. The copy below is the template with the client-specific details left as blanks — your version arrives filled in, before you are asked to sign anything.

[DATE]

Dear [CLIENT NAME],

Thank you for choosing DKT Digital. This letter confirms the terms of our engagement.

THE PARTIES, AND WHAT THIS LETTER INCORPORATES DKT Digital is the trading name of Daniel Thomas, a sole trader based in Guernsey, Channel Islands ("we", "us"). Contact: [email protected]. **[CONFIRM the registered/trading address for the letterhead.]** The Client is [CLIENT LEGAL NAME], of [CLIENT ADDRESS] ("you").

This letter, together with the documents it names — the Proposal, Scope & Inclusions, Service Level Agreement, Offboarding, Security Overview, the Privacy Policy and the Data Processing Agreement — forms the agreement between us once you sign it.

SERVICES We will provide automation consultancy and implementation services as described in Proposal Ref DKT-[REF], dated [DATE], which forms part of this agreement. What your tier includes, excludes and what triggers an extra charge is set out in Scope & Inclusions. Response times, the support window, escalation and our honest single-point-of-failure continuity statement are in Service Level Agreement.

Your chosen tier: [Starter / Growth / Scale].

FEES Monthly retainer: £[amount] + VAT where applicable — the tier amount from the current published ladder (our pricing; the Proposal states the figure for this engagement). One-off setup fee: £[amount], invoiced at the start of onboarding. Payment terms: invoice issued on the 1st of each month, payable within 14 days. Where you pay by Direct Debit, the invoice is the notice and collection follows it — you do not need to do anything. Payment method: Direct Debit (GoCardless) or card (Stripe).

One billing mechanic, not two. The payment terms above and clause 3 of the Terms of Engagement (dktdigital.co.uk/terms.html) describe the same thing — invoiced on the 1st, due within 14 days — and the Terms govern if they ever diverge. [SOLICITOR / DANIEL] one point is genuinely unreconciled and is deliberately not guessed here: the Terms reserve the right to suspend service **7 days after an invoice is overdue**, while the "Term and ending it" section below says we may suspend "following reasonable notice". Those are not the same trigger, and which one applies is a commercial decision for Daniel and a drafting decision for the solicitor. Tracked as LEGAL-SUSPENSION-TRIGGER-CONFLICT.

• Onboarding first, and it is free. Before paid service begins we run onboarding — discovery, capturing your baseline, connecting your accounts, building the first automations. There is no monthly charge during onboarding.
• Paid service starts on the 1st of the month after onboarding completes, billed monthly in advance. [CONFIRM billing day and proration if a client starts mid-month.]
• Founding clients (clients 1–3): setup fee waived, in exchange for a testimonial, permission to use the results as a case study, and a 90-day feedback call. The monthly fee is unchanged.
• Third-party costs you bear directly — your own Xero/QuickBooks, HubSpot or other CRM, Calendly, and usage-priced SMS — are your cost in your name. See Scope & Inclusions §5.
• Fees are exclusive of any applicable taxes. [CONFIRM the VAT/GST position — Guernsey sole trader.]

START DATE [DATE]

WHAT YOU GET, AND WHAT YOU KEEP Deliverables are listed in the Proposal. Everything we build for you runs on infrastructure you control, and you keep it: on termination we hand over the workflows, the credentials and an export of your data, and we do not move you onto a platform of ours. Where we build on a third-party tool you already pay for (Xero, QuickBooks, HubSpot, Stripe), the account and the data stay yours throughout.

HOW AI IS USED IN THIS ENGAGEMENT — and how you will know Some of what we deliver is generated by automated language models. We tell you which parts, on the item itself, rather than in the small print:

• Where something you receive from us was written or drafted by AI — a report, an audit, a chat reply, a quote — it says so on the item, and a named person is responsible for anything you act on.
• Automated chat on our website identifies itself as automated before you type, not after.
• A first-pass audit is model-generated from your site and your answers; a person reads it before anything is recommended to you.
• What can and cannot reach a model provider, stated once so it is the same sentence everywhere: the text we send may include your business data, and may include business contact details where the task needs them (drafting a reply to a named enquirer, for example). We do not send special category data, payment card data, health data or identity documents to any model provider, and we do not send your personal data to a provider in a jurisdiction whose national security law permits compelled disclosure without judicial oversight. The providers we use are named in Schedule 1 of the Data Processing Agreement and do not train their models on what we submit. (Corrected 2026-08-01. This bullet previously said we do not send your customers' personal data to a model provider at all. That was a stronger promise than the Data Processing Agreement makes in clause 4.4 — and this letter says the DPA wins on any data-protection question, so the letter was contradicting a document it adopts. The wording above is what is actually operated.)
• No decision that affects a person is made by a model alone. A human decides; the model drafts.

This mirrors what our website and privacy policy already say, so there is one version of it rather than three. It also reflects the transparency duty under the EU AI Act Article 50, which applies from 2 August 2026 — we treat it as our standard regardless of whether it is held to bind us.

YOUR DATA, AND WHO IS RESPONSIBLE FOR IT You remain the data controller for your customers' personal data. We act as your **data processor, on your documented instructions, under the separate Data Processing Agreement**, which governs how personal data is handled and which wins over this letter on any data-protection question. You confirm you have a lawful basis for the data you give us to process on your behalf. The sub-processors the automations use are listed in Security Overview and, for clients, in the Privacy Policy. Your data is never used to train AI models.

INTELLECTUAL PROPERTY [This section in particular needs the solicitor — the wording below is a starting position.]

• Your data and your content are yours. You own all data you provide and all data the automations produce about your business. On exit you receive a complete export.
• The automations built specifically for you — their configuration and logic as delivered — are licensed to you for as long as the agreement runs, and you receive a copy of their definitions on exit so another provider can run or rebuild them (see Offboarding).
• DKT Digital retains ownership of its reusable methods, templates and tooling — the general building blocks and know-how used across clients — and of any pre-existing materials. Nothing here transfers ownership of those to you, and nothing transfers ownership of your business data to us.
• Neither side may use the other's name, logo or confidential information except as needed to provide the service — save that founding clients grant permission to be named or quoted as a case study (see the permission-to-quote clause in Scope & Inclusions).

CONFIDENTIALITY Each side keeps the other's confidential information confidential.

WHAT WE DO NOT DO We are not accountants, solicitors or tax advisers. Where our automations touch bookkeeping, VAT or payroll, they organise and present information; they do not give advice, and they do not replace your accountant's review or sign-off.

We do not submit anything to any tax authority on your behalf. We are not an agent for filing and we are not recognised filing software. Where an automation touches tax-adjacent work, what it does is prepare, classify and present figures so that you or your accountant can review them and file through whatever recognised software or agent you already use. **The filing, and the responsibility for it, stays with you and your accountant. [SOLICITOR + ACCOUNTANT]** whether this carve-out is sufficient given how close the bookkeeping automations sit to regulated advice is a question for both, not a drafting choice — tracked as LEGAL-ACCOUNTANCY-CARVE-OUT.

COMPLAINTS, AND HOW TO ESCALATE **[DRAFT — this route is a factual description of what we will do, not a legally settled complaints procedure. See the note at the end of this letter.]**

If something goes wrong, in this order:

1. Tell us. Email [email protected] with "COMPLAINT" in the subject. We will acknowledge within one working day and tell you who is dealing with it — which, honestly, is Daniel Thomas, because there is one person (see the Service Level Agreement on continuity).
2. We respond in writing within 10 working days, setting out what we found, what we are doing about it, and by when. If we need longer we will say so and give you a date.
3. If you are not satisfied, say so in writing and we will review it again and give you a final written response.
4. Data protection complaints can go over our heads at any point — you never have to exhaust the steps above first. Complain to the Office of the Data Protection Authority in Guernsey (odpa.gg · [email protected] · +44 (0)1481 742074) or, if you are in the UK, to the Information Commissioner's Office (ico.org.uk).

Nothing here limits any right you have to take a dispute further.

TERM AND ENDING IT Rolling monthly, with no fixed minimum term unless separately agreed in writing. Either of us may end this with 30 days' written notice, with no exit fee; the final month is served normally, so the automations keep running and support continues. We may suspend or end service for non-payment or misuse, following reasonable notice. **[CONFIRM the non-payment/suspension wording with the solicitor.]**

EXIT Ending is covered in full by Offboarding. In short: 30 days' notice, then **within 10 working days** you receive a complete export of your data (JSON + CSV), a description of your automations and a plain handover note; we revoke our access to your accounts and confirm in writing what was deleted and when. No lock-in, no exit fee. Financial records we are legally required to keep are retained for the statutory period and then deleted. The handover in "What you get, and what you keep" applies however the agreement ends.

GOVERNING TERMS Our full Terms of Engagement apply: dktdigital.co.uk/terms.html Our Data Processing Agreement (attached) governs how we handle your data. Where this letter and the Data Processing Agreement conflict on a data-protection question, the Data Processing Agreement wins.

ACCEPTANCE Please sign and return this letter to confirm your acceptance. Alternatively, payment of the first invoice constitutes acceptance of these terms.

Yours sincerely,

Daniel Thomas
DKT Digital
[email protected]

ACCEPTANCE

I/We confirm acceptance of the above terms, and of the documents it incorporates (Scope & Inclusions, Service Level Agreement, Offboarding, Security Overview, the Privacy Policy and the Data Processing Agreement).

Name: ________________________
Title: ________________________
Business: ________________________
Date: ________________________
Signature: ________________________

NOT LEGAL ADVICE — AND WHAT IS DELIBERATELY MISSING

Drafted by an automated system on 2026-07-30, not reviewed by a solicitor. Two things a solicitor should add rather than have me invent, because getting them wrong is worse than leaving them out:

1. Limitation of liability — and the two documents do not agree. No cap, no exclusion of indirect loss and no professional-indemnity position is stated in this letter. But this letter incorporates the Terms of Engagement, and clause 9 of those Terms already caps total liability at the fees paid in the 3 months preceding a claim and excludes indirect loss. So a client signing this letter is getting a cap — the 3-month one — while this section reads as though no cap exists anywhere, and the illustration below floats a 12-month figure. Three months is currently the only settled number; twelve is an illustration and has never been adopted. That mismatch is flagged rather than fixed, because picking between 3 and 12 months is exactly the judgement a solicitor is for. A common and proportionate position for a small supplier is to cap at the fees paid in the preceding 12 months and to exclude indirect and consequential loss — but the exact cap, the carve-outs and any insurance-backed figure are for the solicitor, and must be reconciled with the professional-indemnity and public-liability cover once that exists — no such cover is in place today, and nothing in this document set claims otherwise. Tracked as LEGAL-LIABILITY-CAP-ABSENT and LEGAL-LIABILITY-CAP-INCONSISTENT.
2. Complaints and dispute resolution — a plain complaints and escalation route was added on 2026-08-01 (see "Complaints, and how to escalate" above). It describes what we will actually do and where to complain about data protection. It is not a solicitor-settled complaints procedure, and it deliberately states no arbitration forum, no time bar and no remedy — those are for the solicitor. Tracked as LEGAL-COMPLAINTS-ROUTE.

Also unresolved: whether the "we are not accountants" carve-out above is sufficient given how close the bookkeeping automations sit to regulated advice. That is a question for a solicitor and possibly for an accountant, not a drafting choice.

Tracked in our internal legal-document register as LEGAL-LIABILITY-CAP-ABSENT and LEGAL-COMPLAINTS-ROUTE.

On the fee figures: this template deliberately carries £[amount] placeholders rather than the tier ladder. The ladder already lives in our pricing and Scope & Inclusions and is enforced by check_structure.sh §12 (price truth). Copying it here would create a fourth place the numbers live — which is the same two-sources-of-truth defect that produced the duplicate engagement letter this template absorbed on 2026-07-30.