Terms & Conditions — Threadstone

1. Definitions

In these Terms and Conditions:

"Threadstone" means the business operating under that name at 54 Jalan Bunga Raya, 75100 Melaka, Malaysia
"Client" means any individual or party that engages Threadstone for services
"Engagement" means any of the three services offered: Record Category Assessment and Retention Sheet, Estate Records Preparation Engagement, or Multi-Generation Registry Build
"Scope Document" means the written agreement signed by both parties before an engagement begins
"Services" means the clerical and organisational work described in the relevant Scope Document
"Agreement" means these Terms and Conditions together with the relevant Scope Document

2. Acceptance of terms

By engaging Threadstone and signing a Scope Document, the Client agrees to be bound by these Terms and Conditions. Clients must be at least 18 years of age and have legal capacity to enter into a binding agreement.

3. Service description

Threadstone provides clerical and organisational records services as described in the Scope Document for each engagement. The three engagements currently offered are:

Record Category Assessment and Retention Sheet (RM 560, 10 working days)
Estate Records Preparation Engagement (RM 1,480, 8 weeks)
Multi-Generation Registry Build (RM 4,540, 4–5 months)

Threadstone does not provide legal advice, interpret documents, or represent clients before any institution. All submissions are made by the Client in the Client's own name. Nothing in the delivery of these services constitutes legal, financial or professional advisory services.

4. Scope and changes

The scope of each engagement is defined in the Scope Document signed before work begins. Any changes to scope must be agreed in writing by both parties before additional work is carried out. Changes to scope may affect the fee and timeline, which will be stated in the written change agreement.

5. Client responsibilities

The Client is responsible for:

Providing access to documents and relevant information as reasonably required by the engagement
Ensuring that all documents provided are genuine and that the Client has authority to share them
Making all submissions to institutions in the Client's own name
Maintaining the integrity and security of the registry, closing file and other outputs after delivery
Notifying Threadstone promptly of any change in circumstances that affects the engagement

6. Original documents

Original documents remain with the Client at all times unless explicit written consent to temporary transfer is given. Where originals are brought to Threadstone premises for scanning, they are returned to the Client at the conclusion of the same appointment.

7. Payment terms

Fees are as stated in the relevant Scope Document. Payment is due as follows unless otherwise agreed in the Scope Document:

Record Category Assessment and Retention Sheet: 50% on signing, 50% on delivery
Estate Records Preparation Engagement: 50% on signing, 50% on delivery of the closing file
Multi-Generation Registry Build: 30% on signing, 40% at the midpoint, 30% on delivery

Third-party costs (government copy fees, attestation charges, travel beyond Melaka) are quoted separately in advance and invoiced as incurred. Currency is Malaysian Ringgit (RM). Payment may be made by bank transfer. Receipts are provided for all payments.

Refunds: if Threadstone is unable to complete the engagement for reasons within our control, fees paid for uncompleted work will be refunded. If the Client terminates the engagement, fees for work already completed are non-refundable.

8. Intellectual property

Outputs produced under an engagement (retention sheets, closing files, registry materials, custodianship protocols) are delivered to the Client on completion of the engagement and become the Client's property. Threadstone retains copyright in any proprietary templates and reference systems underlying the outputs. The Client receives a licence to use these in connection with their estate records.

9. Confidentiality

Threadstone treats all information provided by the Client as confidential. We do not share Client information with third parties except as required to carry out the engagement (such as scheduling attestation appointments) or as required by law. Team members handling Client data are bound by confidentiality obligations.

10. Disclaimers

Threadstone provides organisational and clerical services. We do not warrant that the outputs we produce will satisfy the requirements of any particular institution, as those requirements are set by the institutions themselves and may change. We do not provide any opinion as to the legal validity, completeness or sufficiency of any document. Clients are responsible for obtaining legal or professional advice where appropriate.

11. Limitation of liability

Threadstone's liability for any claim arising from an engagement is limited to the fee paid by the Client for that engagement. We are not liable for indirect, consequential or special losses, including delays caused by institutions or third parties outside our control. Nothing in these terms limits liability for fraud, wilful misconduct or as required by Malaysian law.

12. Termination

Either party may terminate an engagement by written notice. On termination, the Client is responsible for fees covering work completed to the termination date. Threadstone will deliver all outputs completed to that point and return all Client documents. Provisions relating to confidentiality, payment and intellectual property survive termination.

13. Dispute resolution

If a dispute arises, both parties agree to attempt resolution by direct communication within 30 days of the dispute being raised in writing. If resolution is not reached, the dispute will be subject to the jurisdiction of the courts of Malaysia. These terms are governed by the laws of Malaysia.

14. General provisions

Entire agreement: These Terms and the Scope Document constitute the entire agreement between the parties in respect of the engagement
Severability: If any provision is found unenforceable, the remainder continues in effect
Waiver: Failure to enforce any term is not a waiver of that term
Assignment: Neither party may assign this agreement without written consent of the other
Notices: Notices must be in writing and delivered by email or physical post to the addresses stated in the Scope Document

15. Changes to these terms

Threadstone may update these Terms from time to time. The updated Terms apply to engagements signed after the effective date shown above. For ongoing engagements, material changes will be communicated in writing with reasonable notice.

16. Contact

Threadstone
54 Jalan Bunga Raya, 75100 Melaka, Malaysia
Email: [email protected]
Phone: +60 6-317 4082