Terms of Service

Last updated: January 15, 2025

Welcome to the website and services operated by Flexible Farming Group ("Company," "we," "us," or "our"). These Terms of Service ("Terms") govern your access to and use of our website, applications, and administrative support services, including but not limited to document management, report preparation, database maintenance, and all related consulting and organizational services that we provide to agricultural businesses and related enterprises.

By accessing our website, placing an order for our services, signing an engagement agreement, or otherwise using any of the services we offer, you acknowledge that you have read, understood, and agree to be bound by these Terms in their entirety. If you do not agree with any part of these Terms, you must discontinue your use of our website and services immediately. These Terms constitute a legally binding agreement between you and Flexible Farming Group, and they apply to all visitors, users, clients, and others who access or use our services.

We reserve the right to update, change, or replace any part of these Terms at our sole discretion by posting updates to our website. It is your responsibility to check this page periodically for changes. Your continued use of or access to the website and services following the posting of any changes to these Terms constitutes acceptance of those changes.

1. Description of Services

Flexible Farming Group provides professional administrative support services tailored specifically for agricultural businesses operating within the United States. Our services are designed to help farming operations, ranches, agricultural cooperatives, agribusiness enterprises, and related organizations manage their administrative workload with greater efficiency, accuracy, and compliance.

Our core service offerings include, but are not limited to, the following categories:

1.1 Document Management and Organization

We provide comprehensive document management services that include the systematic organization, categorization, indexing, filing, and maintenance of all business documentation. This encompasses permits, licenses, contracts, correspondence, compliance records, insurance documents, land records, equipment documentation, employee records, vendor agreements, and any other paperwork that your agricultural business generates or receives in the normal course of operations. We establish folder structures, naming conventions, access controls, and template systems designed to keep your records organized, searchable, and compliant with applicable regulations.

1.2 Report Preparation and Internal Materials

We prepare, format, and deliver a wide range of reports and internal materials on behalf of our clients. This includes, but is not limited to, regulatory compliance reports, seasonal production summaries, yield and harvest reports, financial summaries for internal use, executive briefs, board-ready presentations, compliance checklists, government filing documentation, and any other reports or materials that your business requires on a scheduled or ad-hoc basis. All reports are prepared in accordance with the formatting, content, and scheduling requirements agreed upon during our onboarding process.

1.3 Database Updates and Maintenance

We perform ongoing data entry, validation, cleansing, and maintenance across your business databases and information systems. This includes updating inventory records, supplier and vendor contact lists, customer relationship management (CRM) entries, field operation logs, equipment maintenance records, employee directories, and any other structured data sets that your business relies upon for day-to-day operations. We ensure data integrity through regular validation checks, duplicate detection, and systematic quality control procedures.

It is expressly understood and agreed that Flexible Farming Group provides administrative support services only. We do not engage in farming operations, agricultural production, product sales, equipment procurement, financial advisory, legal counsel, tax preparation, or any other services outside the scope of administrative support as described herein.

2. Engagement Models and Service Agreements

We offer three primary engagement models to accommodate the varying needs of agricultural businesses. The specific terms, scope, pricing, and deliverables for each engagement are documented in a separate Service Agreement or Statement of Work that is executed between Flexible Farming Group and the client prior to the commencement of any work.

2.1 One-Time Setup

The one-time setup engagement is a project-based service designed for businesses that need an initial overhaul of their administrative systems. This engagement typically includes a comprehensive audit of existing documentation and data, the design and implementation of new organizational structures, the creation of templates and standard operating procedures, data migration and cleanup, and a formal handoff with training documentation. One-time setup projects are priced as fixed-fee engagements based on the assessed scope of work and are typically completed within two to six weeks depending on the complexity and volume of materials involved.

2.2 Monthly Support

The monthly support engagement provides ongoing, continuous administrative coverage on a recurring monthly basis. This model includes scheduled report preparation, ongoing document filing and organization, database maintenance, compliance tracking, and monthly review meetings to assess performance and identify opportunities for process improvement. Monthly support engagements are billed on a fixed monthly retainer, with the scope of included services clearly defined in the Service Agreement. Clients on monthly support plans are expected to maintain a minimum engagement period of three months, after which the agreement may be terminated by either party with thirty days' written notice.

2.3 On-Demand

The on-demand engagement model allows clients to request specific administrative tasks on an as-needed basis without any ongoing commitment. Tasks are scoped, quoted, and completed individually, and billing is based on actual hours worked at the agreed-upon hourly rate. On-demand engagements are subject to availability, and turnaround times may vary depending on our current workload. We make every reasonable effort to accommodate urgent requests and to provide estimated completion times at the time of engagement.

3. Client Responsibilities

In order for Flexible Farming Group to deliver services effectively and on schedule, clients are expected to fulfill certain responsibilities throughout the duration of the engagement. Failure to meet these responsibilities may result in delays, reduced service quality, or additional charges.

• Timely access: Clients must provide timely access to all documents, records, data, systems, and information necessary for the performance of the agreed-upon services. This includes granting appropriate permissions to cloud storage platforms, databases, email systems, and any other tools or platforms that Flexible Farming Group requires access to in order to perform its duties.
• Accurate information: Clients are responsible for ensuring that all information, data, and materials provided to Flexible Farming Group are accurate, complete, and up to date to the best of their knowledge. We rely on the information provided by our clients as the basis for our work, and we cannot be held responsible for errors or omissions that result from inaccurate or incomplete source materials.
• Designated point of contact: Clients must designate a primary point of contact who is authorized to make decisions, approve deliverables, and communicate on behalf of the client organization. All communications, approvals, and feedback should be channeled through this designated contact to ensure consistency and avoid miscommunication.
• Timely review and feedback: Clients are expected to review deliverables, reports, and other work products within a reasonable timeframe and to provide clear, actionable feedback. Delays in client review and approval may result in corresponding delays in project timelines and deliverable schedules.
• Payment obligations: Clients are responsible for making all payments in accordance with the terms specified in the Service Agreement, including any applicable deposits, milestone payments, monthly retainers, or hourly invoices. Payment terms, methods, and schedules are detailed in the individual Service Agreement for each engagement.

4. Payment Terms

All pricing, payment schedules, and billing terms are specified in the individual Service Agreement executed between Flexible Farming Group and the client. Unless otherwise stated in the Service Agreement, the following general payment terms apply to all engagements.

Invoices are issued on a monthly basis for ongoing engagements and upon completion of defined milestones for project-based engagements. All invoices are due and payable within fifteen (15) calendar days of the invoice date. We accept payment via bank transfer (ACH), wire transfer, credit card, and check. A late payment fee of one and one-half percent (1.5%) per month may be applied to any balance that remains unpaid after the due date. If any payment is more than thirty (30) days past due, we reserve the right to suspend services until the outstanding balance is resolved. Suspension of services due to non-payment does not relieve the client of their obligation to pay for services already rendered.

For one-time setup projects, we typically require a deposit of fifty percent (50%) of the total project fee prior to the commencement of work, with the remaining balance due upon completion and delivery of the final work product. For monthly support engagements, the first month's retainer is due in advance, with subsequent months billed at the beginning of each service period. For on-demand engagements, invoices are issued upon completion of each task or on a biweekly basis, whichever comes first.

5. Confidentiality and Data Protection

Flexible Farming Group recognizes that our clients entrust us with sensitive business information, financial data, personal records, and proprietary materials in the course of our engagement. We take this responsibility seriously and are committed to maintaining the highest standards of confidentiality and data protection.

All information, documents, data, and materials provided by or on behalf of the client in connection with our services are considered confidential and proprietary to the client. Flexible Farming Group will not disclose, share, sell, rent, or otherwise make available any client-confidential information to any third party without the prior written consent of the client, except as required by law or legal process. This confidentiality obligation extends to all employees, contractors, and agents of Flexible Farming Group who may have access to client information in the course of performing their duties.

We implement appropriate technical and organizational security measures to protect client data against unauthorized access, loss, destruction, alteration, or disclosure. These measures include, but are not limited to, encrypted file storage, secure access controls, password-protected systems, regular data backups, and employee confidentiality agreements. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security of client data. Clients acknowledge and accept this inherent risk when engaging our services.

Upon termination of an engagement, Flexible Farming Group will return or destroy all client-confidential information in our possession within thirty (30) days, unless a longer retention period is required by law or agreed upon by the parties. Clients may request a certificate of destruction upon completion of this process.

6. Intellectual Property

All templates, systems, frameworks, methodologies, processes, tools, and standard operating procedures developed by Flexible Farming Group in the course of providing services remain the intellectual property of Flexible Farming Group, unless otherwise specified in writing in the Service Agreement. Clients are granted a non-exclusive, non-transferable license to use these materials for their own internal business purposes for the duration of the engagement and thereafter.

All documents, reports, data, and other work products created specifically for the client using client-provided information and data are the property of the client upon full payment for the services rendered. Flexible Farming Group retains no ownership interest in client-specific work products once payment has been received in full.

7. Limitation of Liability

To the maximum extent permitted by applicable law, Flexible Farming Group shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of revenue, loss of data, loss of business opportunity, or any other intangible losses, arising out of or related to your use of our services, regardless of whether such damages are based on contract, tort, negligence, strict liability, or any other legal theory, and regardless of whether we have been advised of the possibility of such damages.

In no event shall the total aggregate liability of Flexible Farming Group for all claims arising out of or related to a particular engagement exceed the total amount of fees paid by the client to Flexible Farming Group for the specific services giving rise to the claim during the twelve (12) month period immediately preceding the event that gave rise to the liability. This limitation applies regardless of the form of action, whether in contract, tort, or otherwise.

Flexible Farming Group does not guarantee any specific outcomes, results, or business improvements as a result of our services. While we strive to deliver high-quality work and to meet all agreed-upon deadlines, administrative support services are inherently dependent on the accuracy and completeness of client-provided information, the timely cooperation of client personnel, and other factors beyond our control.

8. Indemnification

You agree to indemnify, defend, and hold harmless Flexible Farming Group, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your breach of these Terms or any Service Agreement; (b) your violation of any applicable law, regulation, or third-party right; (c) any inaccurate, misleading, or incomplete information or data provided by you to Flexible Farming Group; or (d) any dispute or claim between you and any third party arising from or related to the services provided by Flexible Farming Group.

9. Termination

Either party may terminate a monthly support engagement by providing thirty (30) days' written notice to the other party. Upon termination, the client is responsible for payment of all fees incurred through the effective date of termination, including any work in progress that has been completed or substantially completed prior to the termination date. For one-time setup and on-demand engagements, termination provisions are specified in the individual Service Agreement or project scope document.

Flexible Farming Group reserves the right to terminate any engagement immediately and without notice in the event of: (a) non-payment of fees for a period exceeding thirty (30) days; (b) material breach of these Terms or any Service Agreement by the client; (c) illegal or unethical conduct by the client; or (d) circumstances that, in our reasonable judgment, make the continued provision of services impractical or inadvisable.

Upon termination for any reason, all provisions of these Terms that by their nature should survive termination shall survive, including but not limited to confidentiality obligations, intellectual property provisions, limitation of liability, indemnification, and governing law.

10. Dispute Resolution

In the event of any dispute, controversy, or claim arising out of or relating to these Terms, any Service Agreement, or the services provided by Flexible Farming Group, the parties agree to first attempt to resolve the dispute through good-faith negotiation. If the dispute cannot be resolved through negotiation within thirty (30) days, either party may initiate mediation administered by a mutually agreed-upon mediator in Jackson County, Missouri. If mediation is unsuccessful, either party may pursue resolution through binding arbitration or litigation in the state or federal courts located in Jackson County, Missouri.

11. Governing Law

These Terms and any disputes arising hereunder shall be governed by and construed in accordance with the laws of the State of Missouri, without regard to its conflict of laws principles. You agree to submit to the personal and exclusive jurisdiction of the courts located in Jackson County, Missouri for the resolution of any disputes arising out of or related to these Terms or the services provided by Flexible Farming Group.

12. Force Majeure

Flexible Farming Group shall not be liable for any failure or delay in the performance of its obligations under these Terms or any Service Agreement if such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemics, epidemics, government actions or orders, war, terrorism, civil unrest, labor disputes, power outages, internet or telecommunications failures, cyberattacks, or any other force majeure event. In the event of a force majeure occurrence, we will make reasonable efforts to notify the client promptly and to resume services as soon as practicable.

13. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid or unenforceable provision shall be modified to the minimum extent necessary to make it valid, legal, and enforceable while preserving its original intent, or if such modification is not possible, it shall be deemed severed from these Terms.

14. Entire Agreement

These Terms, together with any applicable Service Agreement, Statement of Work, or other written agreements executed between the parties, constitute the entire agreement between you and Flexible Farming Group with respect to the subject matter hereof and supersede all prior or contemporaneous communications, representations, agreements, and understandings, whether oral or written, between the parties.

15. Contact Information

If you have any questions, concerns, or requests regarding these Terms of Service, or if you wish to discuss any aspect of our services, please do not hesitate to contact us using the information provided below. We are committed to addressing your inquiries promptly and thoroughly, and we welcome your feedback at any time.