Terms & Conditions

1. Definitions

• "Bureau" or "We" means Kithbureau, 26 Jalan Sultan Idris Shah, 30000 Ipoh, Perak, Malaysia.
• "Client" or "You" means the individual or household that engages the bureau for services.
• "Engagement" means a specific service as described in the written scope note agreed before work begins.
• "Scope Note" means the written document describing the agreed work, deliverables, timeline and fee for a particular engagement.
• "Deliverables" means the written outputs produced during an engagement, including inventories, orientation documents, open-questions registers and related materials.
• "Website" means the website operated by the bureau at the domain associated with its services.

2. Acceptance of Terms

By using this website or engaging the bureau for any service, you confirm that you are at least 18 years of age, have the legal capacity to enter into a binding agreement, and accept these terms in full. If you are engaging on behalf of a household or other party, you confirm that you have authority to do so.

3. Service Description

Kithbureau provides household records and documentation support services, comprising three engagement types: the Intake and Inventory Visit, the Records Structure Programme, and the Bureau Archive Engagement. Full descriptions of each engagement are available on the website and in the Scope Note issued before any engagement begins.

The bureau's services are administrative in nature — sorting, labelling, scanning, indexing and writing orientation documents. The bureau does not provide legal advice, financial advice, estate planning, tax guidance, or any other form of regulated professional advice. Nothing produced by the bureau in the course of any engagement should be treated as such advice.

Services are primarily provided to households in Perak, Malaysia. Engagements with households in other parts of Malaysia may be arranged; any additional costs (including travel) will be stated in the Scope Note.

4. Scope and Changes

The scope of each engagement is agreed in writing before work begins and recorded in the Scope Note. The bureau will not perform work outside the agreed scope without a separate written agreement. If additional work is identified during an engagement, it will be noted in the open-questions register or discussed with the client; it will not be performed and invoiced without prior agreement.

If the client requests changes to scope after an engagement has begun, the bureau will assess whether the change is feasible within the existing timeline and fee, and will issue a revised Scope Note if necessary.

5. Client Responsibilities

• Provide access to the documents and spaces described in the agreed scope at the scheduled session times.
• Ensure that a responsible adult is present during on-site visits.
• Notify the bureau promptly if circumstances change in a way that affects the engagement.
• Make payment in accordance with section 7 below.
• Use any deliverables produced by the bureau for household administrative purposes only, and not for any purpose the bureau has not agreed to in writing.

6. Intellectual Property

Templates, workbooks, naming conventions and written frameworks produced by the bureau and provided to the client as part of an engagement are licensed to the client for personal household use. They may not be reproduced for commercial purposes or distributed to third parties without the bureau's written consent.

The client retains all rights to the household documents themselves. The bureau claims no interest in any household document it handles during an engagement.

7. Payment Terms

Fees are stated in the Scope Note in Malaysian Ringgit (RM) and are fixed for the agreed scope. Payment is by bank transfer. A 50 percent deposit is required before work begins; the remaining 50 percent is invoiced on completion of the engagement.

If an engagement is terminated by either party before completion, the deposit is non-refundable for work already performed. The bureau will invoice for any sessions completed beyond the deposit amount, prorated at the agreed fee divided by the total number of sessions.

Overdue invoices (more than 21 days from issue) may attract interest at a rate of 1.5 percent per month.

8. Confidentiality

The bureau treats all household information encountered during an engagement as confidential. Information about the household's documents, records or circumstances will not be shared with any third party except where required by law. The bureau does not retain copies of household documents after an engagement closes.

9. Disclaimers

The bureau's services are administrative in nature. The bureau makes no representation about the legal validity, authenticity or completeness of any document it handles. Nothing in any deliverable produced by the bureau constitutes legal, financial, tax or other professional advice.

The bureau does not warrant that any system, naming convention or arrangement it establishes will remain suitable as the household's circumstances change over time.

10. Limitation of Liability

To the fullest extent permitted by Malaysian law, the bureau's total liability to the client in connection with any engagement is limited to the fee paid for that engagement. The bureau is not liable for any indirect, consequential or economic loss arising from its services, including loss arising from the client's reliance on the open-questions register as a substitute for qualified professional advice.

11. Indemnification

The client agrees to indemnify the bureau against any claim, loss or liability arising from: (a) the client's misuse of any deliverable; (b) the client providing inaccurate information that affects the bureau's work; or (c) the client's failure to seek qualified professional advice on matters referred in the open-questions register.

12. Termination

Either party may terminate an engagement by written notice. If the client terminates, the bureau will issue a final invoice for sessions completed. If the bureau terminates (for example, due to circumstances beyond its control), it will refund the unused portion of any deposit received for sessions not yet conducted.

Sections 6, 8, 9, 10, 11 and 13 survive termination of any engagement.

13. Governing Law and Dispute Resolution

These terms are governed by the laws of Malaysia. Any dispute arising from an engagement will be referred first to informal resolution by correspondence between the parties. If not resolved within 30 days, the parties may refer the matter to mediation through the Malaysian Mediation Centre before commencing court proceedings. The courts of Malaysia have jurisdiction over any dispute that cannot be resolved by mediation.

14. General Provisions

• Entire agreement: The Scope Note and these terms together constitute the entire agreement between the bureau and the client for each engagement.
• Severability: If any provision is found to be unenforceable, the remaining provisions continue in force.
• Waiver: Failure to enforce any provision does not waive the right to enforce it later.
• Assignment: The client may not assign any engagement to another party without the bureau's written consent.
• Notices: Notices under these terms should be sent by email to the addresses in the Scope Note or to [email protected].

15. Changes to These Terms

We may update these terms from time to time. Changes will be noted by the "Last updated" date at the top of this page. Engagements in progress at the time of a change continue under the terms agreed in the relevant Scope Note. New engagements will be governed by the terms in effect at the time of the Scope Note.

16. Contact

For legal enquiries: [email protected]

Kithbureau, 26 Jalan Sultan Idris Shah, 30000 Ipoh, Perak, Malaysia

Telephone: +60 5-253 7194