terms of service

these terms govern your use of kai.getheadcount.io and any quick scan or paid audit you engage us for. by booking a quick scan or accepting an audit engagement, you agree to these terms.

we keep them honest and short. ambiguity helps no one.

1. who we are

kai is a productized hubspot portal audit operated by rohan kulkarni from bangalore, india, doing business as getheadcount. throughout these terms, "we," "us," and "kai" refer to that operation. "you" refers to the individual or company engaging us.

2. what we provide

quick scan. a free 15-minute live screen-share where we review your hubspot portal at a high level and identify 2 to 3 real issues. there is no recording, no slides, and no follow-up sales pressure. quick scans are offered as availability allows and may be declined or rescheduled at our discretion.

paid audit (kai). a 5-business-day fixed-scope audit of your hubspot portal, delivered as a written document with a 30-minute walkthrough call. specific scope is described on kai.getheadcount.io.

we do not provide implementation, fixes, ongoing retainers, or anything outside the audit scope. those are separate engagements that would require separate agreement.

3. price and payment

price. the paid audit is $1,500 usd, fixed price. there is no scope creep, no hourly billing, no surprise add-ons.

payment terms. 50% upfront, 50% on delivery. payment is processed through stripe (or dodo payments, where applicable). we do not store card details ourselves.

taxes. prices do not include taxes. you are responsible for any vat, gst, withholding, or other taxes that apply in your jurisdiction.

refunds. if we have not begun work, you may cancel and receive a full refund. once we have begun work, the upfront 50% is non-refundable. this reflects time and access already committed.

4. how the engagement works

1. kickoff call (day 0). 30-minute call to confirm scope and walk you through creating a read-only hubspot private app token.
2. audit (days 1 through 4). we analyze your portal data via the private app token. no changes are made to your portal. zero exceptions.
3. review and delivery (day 5). every finding is reviewed and ranked before delivery. you receive the audit document plus a 30-minute walkthrough call.
4. post-delivery window. for 14 days after delivery, you may flag areas you believe we missed within scope. we will address these at no additional cost.

5. access and data handling

you provide a read-only hubspot private app token. you create it. you revoke it after delivery. we never need a login.

we delete all pulled portal data within 30 days of audit delivery, except the audit deliverable itself which we retain for 12 months for follow-up purposes. our full data handling commitments are described in our privacy policy.

if your hubspot portal contains personal data of eu, uk, or other regulated jurisdictions, our standard data processing addendum applies. it is available on request before paid engagement begins. you should request and review it before sharing access.

6. your responsibilities

you agree to:

• provide read-only access scoped only to what is necessary for the audit
• ensure you have the authority to grant access to the hubspot portal you are sharing
• review the audit deliverable in good faith and raise any concerns within the 14-day post-delivery window
• pay the agreed amount on time

7. our responsibilities

we agree to:

• perform the audit using reasonable professional skill and judgment
• not modify anything in your portal
• not share your portal data with anyone outside our sub-processors as listed in our privacy policy
• not use your portal data to train ai models or to inform other customers' audits except in fully anonymized aggregate
• deliver findings on the agreed timeline, or notify you in advance if a delay is unavoidable

8. what we don't promise

we do not guarantee:

• that we will identify every issue in your portal (no audit can; we promise diligent effort, not omniscience)
• that implementing our recommendations will produce specific dollar outcomes (we provide estimates based on stated methodology; actual outcomes depend on execution and external factors)
• that your hubspot setup will remain healthy after the audit (portals drift over time; we recommend periodic re-audits)

9. liability

we are a small operation. our maximum liability under or in connection with any engagement is limited to the fees you have paid us for the engagement that gave rise to the claim.

we are not liable for indirect, consequential, special, or punitive damages, including lost profits, lost revenue, lost data, or business interruption.

nothing in these terms limits liability that cannot be limited under applicable law, including liability for fraud, gross negligence, or willful misconduct.

10. confidentiality

both parties will treat information shared during the engagement as confidential. we will not disclose your portal data, audit findings, or business information to third parties except:

• to our sub-processors as required to deliver the service
• where compelled by law
• with your written permission

we may reference the engagement publicly in aggregate or anonymized form (for example, "we have audited n hubspot portals" or "this finding has appeared in x% of audits"). we will not name you publicly without your written permission.

11. intellectual property

the audit deliverable is yours to use, share internally, or act on as you see fit. our methodology, frameworks, and audit checklist remain ours. you may not republish or resell the deliverable as your own work product.

12. governing law and disputes

these terms are governed by the laws of india. any dispute will first be discussed in good faith between you and us. if the dispute cannot be resolved within 30 days, it will be settled by arbitration in bangalore under the arbitration and conciliation act, 1996, before a single arbitrator.

if you are based in the eu, uk, or another jurisdiction with mandatory consumer or data protection rights, nothing in this clause limits your statutory rights under your local law.

13. changes to these terms

we may update these terms as the service evolves. for material changes affecting active engagements, we will notify you by email at least 30 days in advance, and you may terminate the engagement with a pro-rated refund if you do not agree.

we maintain an archive of past versions on request.

14. contact

rohan kulkarni
operating kai · getheadcount
email: rohan@getheadcount.io
location: bangalore, india