Terms and Conditions

Effective Date: January 01, 2025

1. Introduction

Welcome to Huddle, a Software-as-a-Service (SaaS) application designed to enhance collaboration, version management, and workflow automation through seamless integration with Smartsheet.

Huddle (“the Service”) is a product developed and owned by Cronos Consulting Group, Inc. (“Cronos,” “we,” “our,” or “us”). The technology underlying Huddle is patent pending, reflecting our proprietary innovations in version management, workflow automation, and Smartsheet integration.

By accessing or using Huddle, you enter into a binding legal agreement with Cronos Consulting Group, Inc. (“Cronos”). If you are using Huddle on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

2. Definitions

“Huddle” refers to the SaaS platform developed by Cronos Consulting Group, Inc.
“Cronos” refers to Cronos Consulting Group, Inc., the legal owner of Huddle.
“User” refers to any individual or entity that accesses or uses Huddle.
“Service” refers to the Huddle application and all associated features, APIs, and documentation provided by Cronos Consulting Group, Inc.
“Enterprise Client” means an organization that has entered into a customized agreement with Cronos for Huddle services.
“Billing Cycle” refers to the recurring period (e.g., monthly, annually) for which subscription fees are charged.
“Smartsheet” refers to the third-party platform integrated with Huddle.
“API Access” refers to Huddle’s ability to access Smartsheet data via the Smartsheet API, as authorized by the User.
“Schema-Level Information” refers to metadata about Smartsheet assets (e.g., structure, version history) but excludes any row-level content or actual data entries from Smartsheet sheets.

3. Use of the Huddle Service

3.1 Eligibility

You must be at least 18 years old or have the legal authority to bind your organization to these Terms.

3.2 API Access & Data Handling

Huddle accesses your Smartsheet account via API authorization granted by you.
Access is restricted to the permissions you grant within Smartsheet.
Huddle does not store row-level data from Smartsheet. Only schema-level information is stored for version management purposes.
You are responsible for managing your Smartsheet permissions and ensuring authorized API connections.

3.3 License Grant

Huddle grants you a non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes, in accordance with these Terms.

3.4 Restrictions

You may not:

Use Huddle in violation of any applicable laws or Smartsheet’s terms of service.
Reverse-engineer, decompile, or attempt to derive Huddle’s source code.
Share, sublicense, or distribute Huddle without authorization.
Use Huddle in a way that disrupts the Smartsheet API or affects other users’ access.
Use Huddle to engage in any unlawful, harmful, fraudulent, or unethical activities.
Circumvent, disable, or interfere with security-related features of the Service.
Copy, modify, or create derivative works based on Huddle.

4. Data Privacy & Security

4.1 Data Processing and Storage

Huddle’s proprietary technology processes Smartsheet data in accordance with strict security protocols.

Data is hosted on Amazon Web Services (AWS) and Google Cloud infrastructure within the United States (US-East, Virginia) region.
While Huddle does not permanently store Smartsheet row-level data, temporary processing may occur in secure, encrypted environments.
All data processing complies with applicable data protection regulations and industry standards. Huddle is actively working toward federal compliance standards.

4.2 Security Measures

Multi-Factor Authentication (MFA) is required for all access to production systems.
Huddle uses Snyk and other tools for regular penetration testing and continuous monitoring of security vulnerabilities.
Data is encrypted both at rest and in transit.

4.3 Data Retention & Deletion

Schema-level data is retained only as long as needed to provide our services.
Users may request deletion of stored schema-level data at any time by contacting support.

4.4 GDPR Compliance (For EU/EEA Users)

If you’re a resident of the European Economic Area (EEA), you have the following rights under the General Data Protection Regulation (GDPR):

Right to Access: Request details of the schema-level data we process.
Right to Rectification: Correct inaccurate data.
Right to Erasure (“Right to be Forgotten”): Request deletion of your data.
Right to Data Portability: Request your data in a portable format.
Right to Object/Restrict Processing: Under certain conditions.

For enterprise clients, a Data Processing Addendum (DPA) may apply, outlining our obligations as a data processor under applicable data protection laws. Contact [legal@cronoscg.com] to request a copy.

4.5 CCPA Compliance (For California Residents)

If you’re a California resident, the California Consumer Privacy Act (CCPA) grants the following rights:

Right to Know: What schema-level data we collect.
Right to Delete: Request deletion of your data.
Right to Opt-Out: We do not sell user data, but you may opt out of data sales if applicable in the future.
Non-Discrimination: No adverse treatment for exercising your rights.

To exercise your rights, contact us at [support@letshuddle.ai]. Requests will be processed within 45 days.

5. Subscription, Billing, and Payment Terms

5.1 Subscription Plans

Huddle offers subscription plans based on organization size and usage needs, including:

Configuration Management Plan:

Huddle Lite Core: Up to 500 tracked assets
Huddle Lite Pro: Up to 5,000 tracked assets
Huddle Lite Enterprise: Up to 50,000 tracked assets

Configuration Management + Portal UI Plan:

Huddle Core: Up to 500 tracked assets, 20 portal users, unlimited portals
Huddle Pro: Up to 5,000 tracked assets, 100 portal users, unlimited portals
Huddle Enterprise: Up to 50,000 tracked assets, 500+ portal users

5.2 Billing and Payment

Payment Method: A valid payment method is required. Payments are processed securely through third-party payment processors.
Billing Cycle: Subscriptions are billed monthly unless otherwise specified in an enterprise agreement.
Auto-Renewal: All subscriptions, including Huddle Lite, Core, Pro, and Enterprise, automatically renew unless canceled in accordance with Section 6.
Enterprise Payment Methods: Custom payment arrangements, including Purchase Orders (POs), are available for Huddle Enterprise clients.

Payments for Huddle subscriptions are processed securely through Stripe, Inc., a third-party payment processor. By using Huddle, you agree to Stripe’s Services Agreement and acknowledge that Stripe is responsible for the secure processing of your payment information.

Additional terms related to payment processing, refunds, chargebacks, and dispute resolution are outlined in the Stripe Terms Addendum, which forms part of these Terms.

If you cancel your subscription before the end of the current billing cycle, charges for that cycle will not be prorated unless required by applicable law.

5.3 Pricing Changes

We may update subscription pricing with 30 days’ notice. New pricing will apply at the start of your next billing cycle unless canceled before the effective date.

5.4 Cancellation and Termination

Standard Plans: Cancel anytime through your account settings.
Enterprise Plans: Subject to specific contract terms.
Refund Policy: Payments are non-refundable, unless required by law.

5.5 Late Payments

Late Payments: Any payments not received within 15 days of the due date may be subject to a late fee of 1.5% per month (or the maximum rate permitted by law), and Cronos reserves the right to suspend access to the Service until payment is received.

5.6 Enterprise Payment Methods

For enterprise clients, Cronos Consulting Group, Inc. (“Cronos”) accepts alternative payment methods, including Purchase Orders (POs) and check payments, subject to the following conditions:

Purchase Orders (POs): A valid PO must be submitted before service activation unless otherwise agreed in writing. Subscriptions may commence upon receipt of a PO, subject to Cronos’ approval, with payment due according to the agreed-upon payment terms (typically Net 30 unless specified).
Check Payments: Subscriptions will be activated only after the check is received and processed unless otherwise specified in a custom agreement.
Invoicing: Invoices will be issued electronically, and payment is due within the timeframe specified on the invoice or as agreed in the enterprise contract.
Late Payments: Payments not received by the due date may incur late fees, and Cronos reserves the right to suspend or terminate services for overdue accounts.

5.7 Enterprise Payment Addendum

Enterprise payment terms are further detailed in the Enterprise Payment Addendum, which forms an integral part of these Terms.

6. Auto-Renewal Policy

For all subscription tiers, including Huddle Lite Core, Pro, Enterprise, and Huddle Core/Pro/Enterprise:

Subscriptions will automatically renew at the end of each billing cycle.
30-day renewal reminders will be sent prior to the renewal date, with instructions on how to cancel or modify your plan.

7. Intellectual Property Rights

7.1 Ownership

Huddle and all related software, algorithms, designs, and documentation are the exclusive property of Cronos Consulting Group, Inc.

7.2 Patent and Trade Secret Protection

The technology underlying Huddle, developed and owned by Cronos Consulting Group, Inc., is protected through multiple intellectual property safeguards:

1. Patent Protection

Cronos’s innovations are covered under U.S. Patent Application (pending), encompassing proprietary methods for:

Advanced configuration management systems for cloud-based spreadsheet solutions
Web portal interface and engagement layer technologies
Visual mapping and relationship tracking systems
Version control and change management mechanisms
Asset tracking and documentation automation

2. Trade Secret Protection

Cronos’s proprietary technology includes protected trade secrets covering:

Portal Content Management System (CMS) architecture
Configuration management algorithms
Data synchronization methodologies
Integration protocols with cloud-based spreadsheet systems

3. User Obligations

Users explicitly acknowledge and agree not to:

Develop competing products using insights gained from Huddle
Reverse engineer or derive the underlying technology
Use Huddle’s APIs or integration methods for competitive analysis
Use confidential information or proprietary materials obtained through Huddle to develop competing products or services

This obligation survives for 24 months after termination of Service use.

4. Enforcement of Rights

Any unauthorized use, reproduction, reverse engineering, or attempts to replicate these protected technologies may constitute both patent infringement and trade secret misappropriation under applicable laws. Cronos reserves all rights to pursue legal action against any violations of these intellectual property protections.

8. Service Level Agreement (SLA)

8.1 Uptime Commitment

99.9% uptime for standard plans.
99.95% uptime for enterprise or federal clients.

8.2 Support Response Times

Standard Support:

Support Hours: Monday–Friday, 9 AM–5 PM (PST)
Channels:
- https://support.letshuddle.ai
- [support@letshuddle.ai]
Response Times:
- Critical Issues: Response within 4 business hours
- High Priority: Response within 8 business hours
- Standard Issues: Response within 1 business day

Enterprise/Federal Support:

24/7 Priority Support
Dedicated account manager (for eligible enterprise clients)
Response Times:
- Critical Issues: Response within 1 hour, resolution within 4 hours
- High Priority: Response within 4 hours, resolution within 1 business day
- Standard Issues: Response within 8 hours, resolution within 2 business days

8.3 Downtime Policy

While we do not offer service credits, we are committed to working in good faith with affected users to remediate service interruptions and minimize impact.

8.4 Exclusions & Force Majeure

The SLA does not apply to issues caused by:

Smartsheet API outages or limitations
Third-party service disruptions
Force majeure events, including natural disasters, internet outages, and government actions

9. Security and Compliance

9.1 Compliance Initiatives

Huddle is actively working towards federal compliance standards to support government-related contracts and data protection requirements.

9.2 Security Breach Notification

Definition of a Security Breach: A “Security Breach” means unauthorized access, disclosure, alteration, or destruction of schema-level data processed by Huddle.
Notification Process:
- Huddle will notify affected users of any confirmed Security Breach within 72 hours of discovery.
- Notifications will include:
  - A description of the breach
  - The types of data affected
  - Mitigation measures taken or recommended
  - Contact information for further inquiries

9.2.1 Security Incident Classification and Response

Huddle classifies and responds to security incidents based on severity levels. Critical Incidents (unauthorized access, system-wide security issues, API compromise) require notification within 24 hours.

High Severity incidents (failed penetration attempts, suspicious API activity) within 48 hours
Medium Severity incidents (minor security violations, non-critical vulnerabilities) within 72 hours.

Each notification includes incident details, impact assessment, and required actions. Enterprise clients receive additional detailed reporting and direct security team access during critical incidents.

9.3 Mitigation Responsibilities

In the event of a breach:

Huddle’s Responsibilities: Implement immediate remediation steps, investigate the incident, and cooperate with relevant authorities if necessary.
User Responsibilities: Promptly follow Huddle’s recommendations to mitigate potential impacts, including resetting credentials if required.

9.4 Employee Access Controls

Role-Based Access Control (RBAC): Employees are granted access to systems and data strictly based on their role and responsibilities.
Multi-Factor Authentication (MFA): MFA is mandatory for all employee access to production environments.
Regular Security Training: All personnel undergo periodic security awareness training, including data handling, phishing prevention, and breach response protocols.

10. API Technical Requirements

10.1 API Integration and Access

Huddle integrates with Smartsheet through secure API connections, utilizing industry-standard authentication protocols.

Authentication: All API interactions are secured using OAuth 2.0.
Rate Limiting: Huddle adheres to Smartsheet’s API rate limits and implements additional safeguards to prevent overuse.
Access Control: API permissions are managed following the principle of least privilege.

10.2 API Versioning and Deprecation Policy

Current Version Support: Huddle maintains compatibility with Smartsheet API v2.0.
Deprecation Notice: Huddle will provide at least 90 days’ notice before deprecating support for any Smartsheet API version.
Backward Compatibility: We aim to maintain backward compatibility where feasible, particularly for critical integrations.

10.3 Documentation Obligations

Huddle provides comprehensive API documentation, updated regularly to reflect changes in functionality, security protocols, and versioning.

11. Termination Provisions

11.1 Termination for Cause

Either party may terminate this Agreement immediately upon written notice if:

The other party materially breaches these Terms and fails to cure the breach within 30 days of receiving written notice.
The other party engages in fraudulent, illegal, or harmful activities.

11.2 Termination by the User

You may terminate your subscription at any time through your account settings. Termination will take effect at the end of the current billing period.

11.3 Data Export Post-Termination

Data Storage: All primary data resides within your Smartsheet account.
Export Availability: Huddle will provide an export of version history, documentation, and configuration diagrams upon request. This data will be available for export for up to 30 days after termination.
After this period, Huddle may permanently delete stored schema-level data, unless retention is required for legal or compliance purposes.

11.4 Final Payment Terms

All outstanding fees are due upon termination. No refunds will be issued unless required by law or outlined in a custom enterprise agreement.

12. Limitation of Liability

12.1 Liability Cap

To the fullest extent permitted by law:

Huddle’s total liability under these Terms, whether arising in contract, tort, or otherwise, will not exceed the greater of $10,000 or the total fees paid by you in the preceding 12 months.
For enterprise or federal contracts, liability caps may be adjusted based on specific agreements.
This limitation of liability does not apply to claims arising from gross negligence, willful misconduct, or breaches of data protection obligations.

12.2 Exclusions of Liability

Huddle is not liable for:

Third-party service failures, including Smartsheet API outages, data sync delays, or external service disruptions.
Indirect, incidental, special, or consequential damages, including lost profits, revenue, or data.
Force majeure events beyond our reasonable control, such as natural disasters, cyberattacks, labor disputes, or governmental actions.

13. Indemnification

You agree to indemnify, defend, and hold harmless Cronos Consulting Group, Inc., its affiliates, officers, employees, and agents from and against any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

Your violation of these Terms
Your misuse of Huddle’s services
Your breach of any applicable laws or third-party rights
Any issues related to third-party API usage, including Smartsheet integrations

Cronos agrees to indemnify, defend, and hold harmless the User from claims alleging that the Service infringes upon any third party’s intellectual property rights, provided that the User promptly notifies Cronos of the claim and cooperates fully in the defense.

14. Change Management

14.1 Service Modifications

Huddle may update, modify, or enhance the Service from time to time to improve performance, security, or functionality.

Notification: We will provide at least 30 days’ notice for material changes that may affect existing features or workflows, unless urgent changes are required for security or legal compliance.
Non-Material Changes: Updates related to bug fixes, security patches, or minor enhancements may occur without prior notice.

14.2 API Changes

Deprecation Policy: Huddle will provide at least 90 days’ notice before deprecating any API functionality that impacts integrations with Smartsheet or third-party systems.
Version Compatibility: We aim to maintain backward compatibility with Smartsheet API v2.0 but reserve the right to discontinue support for deprecated versions with appropriate notice.

14.3 Documentation Updates

All changes to the Service or API will be accompanied by updated technical documentation. Huddle will maintain version history logs for major releases.

14.4 Migration Support

For significant changes that require client-side adjustments, Huddle will provide:

Migration guides
Technical support (subject to subscription tier)
Consultation for enterprise clients (may be subject to additional fees)

14.5 Change Implementation and Management

Huddle implements changes based on impact level.

Emergency Changes (security patches, critical fixes) may be implemented immediately with post-notification.
Standard Changes (features, UI updates) require 30-day notice.
Major Changes (API updates, integration changes) require 90-day notice.

All changes are documented, with enterprise clients receiving detailed technical briefs for major changes. Support teams are available to assist with change-related issues.

15. Technical Support

15.1 Support Channels

Huddle provides support through the following channels:

Support Portal: https://support.letshuddle.ai (Primary method for submitting and tracking support tickets)
Email: [support@letshuddle.ai] (For direct inquiries)

15.2 Support Tiers

Standard Support (Included with Huddle Lite Core & Pro Plans):

Support Hours: Monday–Friday, 9 AM–5 PM (PST)
Response Times:
- Critical Issues (Service Outage): Response within 4 business hours, resolution within 24 hours
- High Priority (Major Functionality Impact): Response within 8 business hours, resolution within 3 business days
- Standard Issues (Minor Impact): Response within 1 business day, resolution within 5 business days

Enterprise/Federal Support (Huddle Enterprise Clients):

24/7 Priority Support
Dedicated account manager (for eligible enterprise clients)
Response Times:
- Critical Issues: Response within 1 hour, resolution within 4 hours
- High Priority: Response within 4 hours, resolution within 1 business day
- Standard Issues: Response within 8 hours, resolution within 2 business days

15.3 Escalation Procedures

If an issue is not resolved within the specified timeframe:

Escalation to a senior support engineer
If unresolved, escalation to product management within 24 hours
For enterprise clients, direct escalation to the executive support team if needed

15.4 Support Exclusions

Huddle’s support services do not cover:

Custom code or third-party applications outside of Smartsheet integrations
Issues caused by user modifications to system configurations
Training or professional services (unless specified in a custom agreement)

16. Regulatory Compliance

16.1 Data Protection and Privacy

Huddle is committed to complying with applicable data protection laws, including:

General Data Protection Regulation (GDPR)
California Consumer Privacy Act (CCPA)
Federal compliance standards (in progress) for government-related contracts

16.2 International Data Transfers

If applicable, data transfers outside the United States will comply with:

Standard Contractual Clauses (SCCs) under GDPR for EU-based data
Equivalent safeguards for other jurisdictions as required

16.3 Subprocessor Management

Huddle may engage third-party subprocessors to support the Service (e.g., AWS, Google Cloud).

A list of subprocessors is available upon request.
Huddle ensures that all subprocessors are contractually obligated to comply with equivalent data protection standards.

16.4 Export Control and Sanctions Compliance

You agree not to use Huddle in violation of any applicable export laws or regulations, including:

U.S. Export Administration Regulations (EAR)
U.S. Office of Foreign Assets Control (OFAC) sanctions programs

16.5 Compliance Timeline and Roadmap

For 2024-2025, Huddle is pursuing:

SOC 2 Type II certification
FedRAMP Moderate certification
NIST 800-53 compliance
ISO 27001 certification.

Enterprise clients receive quarterly progress updates, and all users are notified upon certification completion. This roadmap reflects our commitment to maintaining high security standards and meeting government and enterprise compliance requirements.

17. Integration Specifics

17.1 Smartsheet Compatibility

Huddle is designed to maintain compatibility with the latest version of Smartsheet’s API (v2.0).

Version Updates: We will notify users of any changes impacting Smartsheet integration at least 90 days in advance, where feasible.
Authentication: Huddle uses OAuth 2.0 for secure API authentication, ensuring that access permissions are managed securely and comply with Smartsheet’s best practices.
Integration Reliability: Huddle’s infrastructure includes safeguards to maintain stable integrations with Smartsheet, minimizing service interruptions.

17.2 Data Synchronization

Sync Frequency:
- Huddle Lite Core & Huddle Core: Sync every 6 hours
- Huddle Lite Pro & Huddle Pro: Sync every 3 hours
- Huddle Lite Enterprise & Huddle Enterprise: Sync every 1 hour (with custom sync options for enterprise clients upon request)
Error Handling Procedures:
- Automatic Retry: Failed syncs will trigger automated retry mechanisms.
- Alerts: Critical sync failures will generate internal alerts for Huddle’s support team.
- User Notifications: Prolonged sync issues may trigger user-facing notifications within the Huddle interface.

17.3 Maintenance Obligations

Huddle is responsible for maintaining regular API compatibility with Smartsheet. However, we are not responsible for disruptions caused by:

Smartsheet API outages or deprecations
Third-party service interruptions beyond our control
Changes to Smartsheet’s API that occur without prior notice from Smartsheet

18. Disaster Recovery

18.1 Business Continuity Commitment

Huddle maintains a Disaster Recovery (DR) Plan to ensure business continuity in the event of system failures, data breaches, or natural disasters.

18.2 Recovery Objectives

Recovery Point Objective (RPO):4 hours
- The maximum allowable period during which data might be lost due to a major incident.
Recovery Time Objective (RTO):8 hours
- The maximum time it should take to restore service after an unplanned disruption.

18.3 Backup Procedures

Regular backups are performed in secure environments hosted on AWS and Google Cloud.
Backups are encrypted both at rest and in transit to prevent unauthorized access.
Backup retention policies ensure that data is recoverable within the defined RPO timeframe.

18.4 Disaster Recovery Testing

Huddle conducts annual disaster recovery tests to verify the effectiveness of recovery procedures.
Test outcomes are reviewed internally, and corrective actions are implemented where necessary to improve resilience.

18.5 Communication Protocols

In the event of a disaster or major service disruption:

Affected users will be notified within 4 hours of issue detection.
Regular status updates will be provided until full service is restored.
Post-Incident Reports will be available to enterprise clients upon request, detailing the cause of the incident, its impact, and the corrective measures taken.

19. Governing Law and Dispute Resolution

19.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law principles.

19.2 Dispute Resolution

19.2.1 Informal Resolution

Before initiating any formal legal proceedings, both parties agree to attempt to resolve any disputes informally. This includes:

Good Faith Negotiations: A 30-day period of good faith negotiations upon written notice of a dispute.

19.2.2 Binding Arbitration

If a dispute cannot be resolved informally:

Arbitration Process: Disputes will be resolved through binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules.
Location: Arbitration will be conducted in San Diego, California, unless both parties agree to a different location.
Language: The arbitration will be conducted in English.
Final Decision: The arbitrator’s decision will be final and binding on both parties.

Nothing in this section prevents either party from seeking injunctive or equitable relief in a court of competent jurisdiction to protect its intellectual property rights.

19.2.3 Class Action Waiver

You agree that any disputes with Huddle must be resolved on an individual basis.

No Class Actions: You waive any right to participate in class actions, class arbitrations, or representative proceedings against Huddle.

20. Contact Information

For general inquiries, support requests, legal matters, and compliance-related questions, please contact us at:

Support Portal: https://support.letshuddle.ai
Support Email: [support@letshuddle.ai]
Sales Inquiries: [sales@letshuddle.ai]
Legal Correspondence: [legal@cronoscg.com]
Business Address: 7851 Mission Center Court, STE 108, San Diego, CA 92108

21. Miscellaneous

21.1 Entire Agreement

These Terms constitute the entire agreement between you and Cronos Consulting Group, Inc. concerning the use of Huddle and supersede any prior agreements or understandings, whether written or oral.

21.2 Amendments

We may update or modify these Terms from time to time.

Notice: We will provide 30 days’ notice for material changes via email or through the Huddle dashboard.
Continued Use: Continued use of the Service after such changes constitutes acceptance of the updated Terms.

21.3 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

21.4 Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of such rights.

21.5 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

22. Service Termination and Exit Procedures

22.1 Post-Termination:

Huddle will offer a 60-day transition period following termination. This period will include technical documentation, configuration export support, access to version histories, workflow documentation, and audit logs. Enterprise clients may request additional migration support. Huddle will securely delete all stored data after the transition period unless legal retention is mandated.

22.2 Data Deletion:

Upon request, Cronos will provide written confirmation that all schema-level data has been permanently and securely deleted.

Huddle™ is a product of Cronos Consulting Group, Inc.