Terms of Service

1. These terms, and who they apply to

These terms cover your use of Hallinan Stroud, a package that installs in your CRM and holds scheduled payment reminders on accounts with a live deal until the account owner answers. They are a contract between Hallinan Stroud Tecnologia Ltda., of Avenida Paulista 1636, Conjunto 1504, Bela Vista, 01310-200 São Paulo, Brazil (“Hallinan Stroud”, “we”) and the company that signs up (“Customer”, “you”).

The service is for businesses only, not consumers. By signing up you confirm that you are acting for your business and that you have the authority to commit your company.

The person who accepts these terms accepts them for the company, not for themselves. If you don’t have that authority, please don’t go ahead.

If documents disagree. This order applies: (1) a signed order form or agreement between us, (2) the data processing agreement, (3) these terms, (4) our Privacy Policy, (5) anything else on our website.

2. What the service is

The service reads open invoices from your ledger, links each ledger customer to a company in your HubSpot or Salesforce account, and sends your reminder templates on your schedule from your AR mailbox. Immediately before each send it checks the hold rule you have written against the CRM. Where the rule matches, the reminder is held and the account owner is asked on the CRM record to send it, hold it until a date, or raise it themselves. Unanswered questions go to the owner's manager after one business day and to your controller's release list after two. Every step is recorded in a hold ledger you can export.

3. What the service is not

These limits are deliberate, and they are part of what you are buying. They are not defects.

Not a collections agent. The service sends fixed templates. It does not write messages, read replies, negotiate, answer invoice questions or contact anyone by phone, letter or text. Replies go to your mailbox and your staff answer them.

Not an accounts-receivable platform. It does not manage disputes, apply cash, upload invoices to customer portals or take or route payments.

Not a judge of the moment. The hold rule is the rule you wrote, applied to what your CRM holds. The service does not assess sentiment or predict whether a reminder will land badly, and it knows nothing that is not recorded in the CRM.

No release on a timer. A held reminder is sent only when the owner, or your controller with a typed reason, releases it. We will not add a timeout that sends without a person, and an answer cannot be given in Slack or by email reply.

Not a debt collector. We do not collect debts on your behalf or in our own name. The reminders are yours, sent from your mailbox, and you answer for their content and for the law that applies to them.

4. What you need to do, and why it matters

What you get from the service depends a lot on things only you control. Please read this section carefully, because sections 9 and 10 build on it.

Keep owners and deals current in the CRM. The service asks the owner the CRM names and holds on the deals the CRM lists. An account with the wrong owner asks the wrong person. A deal that was never logged holds nothing.

Work the Match review list. A ledger customer is only protected by the hold rule once it is linked to a CRM company. Pairs below the confidence threshold wait for your finance user. Until they are decided, those customers are held for finance above the balance floor you set and sent as scheduled below it.

Write the hold rule with sales. You choose the pipelines, stages and windows. A rule that is too narrow will let a reminder through during a negotiation, and a rule that is too wide will bury owners in questions. Both are yours to tune.

Make answering part of the job. Because silence never sends, a team that ignores its cards delays your cash. Name the manager who receives escalations and tell owners they are expected to answer within one business day.

Do not chase the same invoice from two tools. If another product also sends reminders, set the accounts you move here to a non-sending mode there first. We cannot see what another tool sends.

Your templates, your law. You write the reminder text and you are responsible for its accuracy and for any rules on payment demands that apply to you and your customers.

5. Getting started, and what is free

The first 30 days are a dry run and are free. The package is installed, the matcher runs, owners receive real cards and the queue shows what would have been sent and held. Nothing is sent to your customers and no payment card is asked for.

Sending starts only when your controller turns it on. Billing starts on the first of the following month.

6. Fees

The rate. Fees are charged per owner seat per month in US dollars: $18 per seat for 1 to 9 seats, $15 for 10 to 24, $12 for 25 to 49 and $9 for 50 or more. The rate for your band applies to every seat.

What a seat is. A seat is a CRM user who, on the first day of the month, owns at least one company record linked to a ledger customer with an open balance. The count and the names behind it are shown to you before the invoice is raised. Finance users, managers who only receive escalations and CRM admins are not seats.

What is not charged. There is no setup fee, no charge for the matching backfill, no charge for connecting a second ledger or CRM, and no fee tied to the amount you collect.

Billing and cancelling. Fees are billed monthly in advance with no minimum term. Cancel in any month; it takes effect at the end of that billing month and fees already paid for it are not refunded.

7. Delivery, availability and support

How it is delivered. The service is delivered as a package in your HubSpot or Salesforce account and a hosted scheduler. Ledger data is refreshed hourly. CRM data is refreshed continuously and checked live before each send.

When a connection is down. The scheduler fails closed. If the CRM cannot be reached or the last sync is more than two hours old, every reminder to an owned account is held and the queue states the reason. If the ledger or the mailbox cannot be reached, nothing is sent. Reminders resume when the connection does, and none is sent late without passing the hold rule again.

Availability. We aim to keep the service available around the clock and do not promise an uptime figure. Planned maintenance is announced in the queue at least two business days ahead.

Support. Support is by email at [email protected]. We aim to reply within one business day. That is a target, not a guarantee.

8. The hold ledger, corrections and export

What the ledger records. Each held reminder, the rule that held it, who was asked and when, each answer with its reason and date, each escalation, each controller release with its typed reason, and each send.

Corrections. Ledger entries are not edited or deleted while the account is open. A mistaken answer is corrected by a new answer, which is recorded after it. A wrong match is corrected in Match review and the change is recorded with the person who made it.

Export. The ledger exports as CSV at any time, for one account or all of them, and stays exportable for 90 days after you cancel.

9. What we promise, and what we don’t

We promise to provide the service with reasonable skill and care, and that we have the right to provide it.

We do not promise that the hold rule will catch every sensitive moment, since it sees only what your CRM records; that every ledger customer will be matched to the right company without your review; that an owner will answer in time; or that a reminder, held or sent, will lead to payment or preserve a customer relationship.

Beyond that we give no other warranty. As far as the law allows, we exclude all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

10. Liability

10.1 Neither of us limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law says can’t be limited.

10.2 Losses neither of us covers. Neither of us is liable for lost profit, revenue, expected savings, business, goodwill or reputation, or for any indirect or consequential loss, however it arises.

10.3 Specific exclusions. We are not liable for a reminder sent because a deal, meeting or owner was missing or wrong in your CRM, because your hold rule did not cover the case, or because your controller released it; for cash delayed because an owner or manager did not answer, or because the service held reminders while a connection was down; for the content of your templates or their compliance with the law on payment demands; or for reminders sent by any other tool to the same customer.

10.4 Cap. Our total liability in any 12-month period is limited to the fees you paid us in the 12 months before the event that gave rise to the claim.

10.5 You accept that the limits in sections 9 and 10 are a fair way to share risk, given the price and your part under section 4, and that we could not offer the service at this price without them.

11. Confidentiality and data

Your customer list, balances, deal data and hold ledger are your confidential information. We use them only to provide the service to you, we do not share them with any other customer, and the people at Hallinan Stroud who can reach them are limited to those who operate and support the service, with each access logged.

How we handle personal data is set out in our Privacy Policy and in the data processing agreement between us, which forms part of these terms. If the DPA and these terms disagree about personal data, the DPA wins.

12. Who owns what

You own your ledger data, your CRM data, your templates and your hold ledger. We own the package, the scheduler, the matching models and the documentation, and we grant you a right to use them while you pay for seats.

From your Match review decisions we keep a row of similarity features and the decision, with no names, domains, addresses or amounts, and we own that feature corpus. It cannot be used to reconstruct your customer list.

You may not use our name or logo in public, and we may not use yours, without written permission first.

13. How long this lasts, and how it ends

13.1 The contract starts when you sign up and runs until one of us ends it.

13.2 You can end it. Cancel at any time. It takes effect at the end of the current billing month, unless section 6 sets a minimum term.

13.3 We can end it. We can end it with 30 days’ notice. We can end it immediately if you seriously break these terms and don’t fix it within 14 days of being told, if you become insolvent, or if your use exposes us to legal risk.

13.4 What happens then. We stop delivering and stop billing. You keep everything already delivered to you, and your right to use it continues. We delete or return our working copies as the DPA says. Sections 9, 10, 11 and 12 continue to apply.

14. Changes to these terms

We may update these terms. A change that matters takes effect 30 days after we email you about it. If you don’t accept it, you can end the contract before then. Using the service after that date means you accept the change.

15. Contact

Hallinan Stroud Tecnologia Ltda., Avenida Paulista 1636, Conjunto 1504, Bela Vista, 01310-200 São Paulo, Brazil
[email protected]

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