Policy on Holding Projects and Resuming Work

  • 1. Introduction:

    At NineHertz, we are committed to fostering a collaborative environment where our clients and team members can effectively work together towards achieving project goals. In line with our dedication to transparency and client satisfaction, we have implemented a policy to address the holding and resumption of projects. We understand that unforeseen circumstances may arise, leading clients to consider placing a project on hold. However, we believe that clear communication and proper planning are essential to minimize disruptions and ensure the seamless continuation of work when the project is resumed.

    This policy outlines the procedures and consequences associated with informed project discontinuation. By adhering to these guidelines, we aim to uphold the quality of our services and maintain productive working relationships with our clients.

  • 2. Standard Process to put project on hold – Directives for the Client:

    For any reasons, if the client wishes to hold the project, following steps must be followed by the Client.

    • The client will inform in writing the allocated project POC i.e. Business Analyst via official channel of communication i.e. e-mail with the reason to put project on hold.
    • The email shall be sent 15 days (about 2 weeks) prior to placing the project on hold. This notification must include the intended start date and end date of the project hold.
    • If reason found valid and agreed by both parties, an acknowledgement email shall be sent to the Client, and project will be evaluated to calculate any dues at the given point of time.
    • The dues, calculated shall include but not limited to -remaining milestone payment/ resources fee, any hosting charges, third party services used by the Client through the Nine hertz, etc. till the 15th day from the day of acknowledgement of notice
    • Once paid, the Client will be notified of putting the project officially on hold by the finalized time.

    Note: Any of the steps, if not followed by the Client, project shall be considered under Clause 3.

  • 3. Uninformed Project Discontinuation:

    In the situations/ conditions, addressed below, but not limited to, the project will be considered under “uninformed discontinuation”-

    • 3.1 The Client doesn’t provide written feedback to a milestone submission within 15 days (about 2 weeks)..
    • 3.2 Stop responding uninformed and don’t respond to a written follow-up for 15 days (about 2 weeks) since first follow-up.
    • 3.3 Raise a concern, via the official communication channel, but do not respond to any support follow-ups for 15 days (about 2 weeks).
  • 4. Project Resumption:

    • 4.1 For the project on hold, NineHertz shall not be obligated to guarantee the allocation of the same team to the project upon its resumption.
    • 4.2 NineHertz reserves the right to reallocate the team to other projects if proper notice is not provided. In such cases, NineHertz shall not be held liable for any delays or disruptions caused by the reassignment of resources.
    • 4.3 Upon resumption of the project with a new team, the Client shall bear the costs associated with knowledge transfer from the previous team. This cost will be determined based on the prevailing rates outlined in the revised rate cards for the new team.
    • 4.4 Nine Hertz may adjust the rate cards for the new team to accommodate changes in resource allocation and reflect current market rate.
  • 5. Project Resumption: Fee/ Rates

    • 5.1 A project resumption fee will be applied to resume the project, in addition to the original project cost. This fee calculated shall be equivalent to 15 days cost of the resources required for the project resumption.
  • 6. Purpose of Additional Cost:

    • 6.1 The additional cost incurred upon project resumption serves to cover expenses associated with reestablishing project infrastructure, coordinating with a new team, and ensuring a seamless transition. This cost is essential to maintaining the quality and efficiency of NineHertz’s services.
  • 7. Code Retention and Inactivity:

    • 7.1 NineHertz will retain client code on the local server for a period of 40 days from the last recorded client activity.
    • 7.2 In the absence of any client activity for 40 consecutive days, NineHertz reserves the right to delete the associated code from the local server.
    • 7.3 Continuous storage and maintenance of client code on the server incur substantial charges. The company holds all the right to permanently delete the code after 40 days of client inactivity and repurpose the server space for new projects.