Terms & Conditions

1. Parties to This Agreement

These Terms & Conditions ("Terms") form a binding agreement between Mahkota ("we", "us", "the Company"), a business advisory firm registered in Malaysia and operating from Lot 2-3, Wisma Sunway, Jalan Tengku Ampuan Zabedah, 40100 Shah Alam, Selangor, and the estate operator, management group, or individual ("Client") who engages our services.

By engaging Mahkota for any service — whether through a signed proposal, written confirmation, or payment — you accept these Terms in full. If you do not agree, please contact us before proceeding.

2. Services Provided

Mahkota offers three primary service engagements, each scoped and priced as described in the current service schedule and confirmed in writing for each engagement:

Detailed scope, deliverables, and timelines are agreed in writing before each engagement commences. These Terms apply to all service types unless a separate written agreement expressly supersedes them.

3. Engagement Process

An engagement begins when we issue a written proposal and the Client confirms acceptance in writing (email is acceptable). For retainer engagements, we require a minimum one-month written notice before the first billing date.

The Client agrees to provide reasonable access to estate records, personnel, and facilities as required for each engagement. We will coordinate timing to minimise disruption to field operations.

We reserve the right to decline or postpone an engagement if access conditions or records quality make meaningful work impossible. In such circumstances, any fees paid in advance will be returned in full.

4. Fees & Payment

All fees are quoted in Malaysian Ringgit (RM) and are exclusive of any applicable government taxes unless stated otherwise. Current service fees are listed in Section 2 above and on our Solutions page.

For the Estate Process Review and Records & Reporting Pilot, a 50% deposit is required before commencement, with the balance due within 14 days of the closing brief or pilot completion. For the Estate Stewardship Retainer, fees are invoiced monthly in advance.

Invoices are payable by bank transfer to the account details provided on the invoice. Overdue amounts accrue interest at 1.5% per month after 30 days. We will issue a written reminder before applying any interest charge.

Fees may be reviewed annually. We will give the Client at least 60 days' written notice of any fee change affecting an ongoing retainer engagement.

5. Confidentiality

Both parties acknowledge that in the course of an engagement, each may receive confidential information belonging to the other. We treat all estate records, operational data, personnel information, and financial figures as strictly confidential.

We will not disclose Client confidential information to any third party except where required by Malaysian law or with the Client's prior written consent. Our staff and any authorised contractors are bound by the same confidentiality obligations.

The Client agrees to keep our engagement methodologies, report formats, and internal pricing structures confidential. These obligations survive the conclusion of any engagement for a period of three years.

6. Data Handling

Where estate records are digitised and processed through AI assist tools during an engagement, we operate on a read-only basis. We do not alter, delete, or transmit original records without explicit written instruction from the Client.

Any personal data shared with us in the course of an engagement is handled in accordance with Malaysia's Personal Data Protection Act 2010 (PDPA). Our Privacy Policy, available at privacy-policy.html, provides full details.

We retain working copies of engagement materials for a period of seven years for audit and quality assurance purposes, after which they are securely deleted. Clients may request early deletion in writing, subject to any legal retention obligations.

7. Intellectual Property

All estate records, operational data, and materials provided by the Client remain the Client's property at all times. Nothing in these Terms transfers any ownership of Client data to Mahkota.

The closing briefs, pilot reports, audit summaries, and other written deliverables produced by Mahkota become the Client's property upon full payment of the relevant fees. The Client may use these documents freely within their organisation.

Our engagement methodologies, proprietary templates, and AI configuration frameworks remain the intellectual property of Mahkota. The Client receives a right to use the specific outputs produced for them, but not to reproduce or resell our underlying methods.

8. Limitation of Liability

Mahkota provides advisory and AI assist services. Our closing briefs and reports are prepared with care and to the best of our knowledge, but they represent considered professional opinion, not a warranty of any particular outcome.

We are not liable for any indirect, consequential, or incidental losses arising from the use of our reports or the deployment of AI assists, including losses arising from errors in underlying records provided to us.

Our total liability for any claim arising under or in connection with an engagement is limited to the fees paid by the Client for that specific engagement. This limitation does not apply to liability for fraud, wilful misconduct, or death or personal injury caused by our negligence.

The Client is responsible for ensuring that all external communications drafted with AI assist support are reviewed and approved by a qualified human representative before dispatch.

9. Termination

Either party may terminate a fixed-term engagement (Estate Process Review or Records & Reporting Pilot) before commencement by giving written notice. In such cases, any deposit paid is refundable in full if notice is given at least seven days before the planned start date. Deposits are non-refundable for cancellations given with less than seven days' notice.

The Estate Stewardship Retainer may be terminated by either party with 30 days' written notice. Fees already paid for the notice period are not refundable, but no further fees are due after the notice period ends.

We may terminate any engagement immediately if the Client fails to provide reasonable access, provides materially false records, or acts in a manner that we reasonably consider harmful to our staff or reputation. In such circumstances, fees for work completed to that point remain payable.

10. Governing Law & Disputes

These Terms are governed by the laws of Malaysia. Any dispute arising out of or in connection with these Terms shall first be referred to good-faith negotiation between the parties.

If negotiation does not resolve the matter within 30 days, either party may refer the dispute to mediation under the rules of the Malaysian Mediation Centre before initiating legal proceedings.

The courts of Malaysia shall have exclusive jurisdiction over any dispute that cannot be resolved through negotiation or mediation.

11. Contact & Amendments

We may update these Terms from time to time. Material changes will be communicated by email to active clients at least 30 days before taking effect. Continued use of our services after that date constitutes acceptance of the revised Terms.

If you have questions about these Terms, please reach us at: