We operate with
transparency.

Our Philosophy

HootNova is an AI-embedded company. We do not use AI as a gimmick or a shortcut — we integrate it thoughtfully into how our designers, developers, strategists, and content creators work. AI amplifies our team's expertise; it does not replace human judgment, creative direction, or accountability.

How We Use AI

We use AI tools across different stages of our work:

• Design & Creative: AI assists in generating initial concepts, mood boards, and layout explorations. All final designs are crafted and approved by our creative team.
• Content & Copywriting: AI may be used to draft initial copy, generate social media content, or suggest SEO-optimised language. All content is reviewed and edited by our team before delivery.
• Development: AI coding tools assist our engineers in writing and reviewing code faster. All code is tested, audited, and deployed by qualified developers.
• Strategy & Research: AI helps us process market data, analyse trends, and synthesise insights. All strategic recommendations are validated by our strategists.
• Client Communication: We do not use AI to replace direct human communication with clients. All consultations, proposals, and project updates involve real team members.

Disclosure & Transparency

We will always disclose when AI has played a significant role in producing a deliverable. Clients may request a fully human-produced output for any service — this may affect timelines and pricing, which we will discuss openly.

Your Data & AI Systems

We are committed to responsible data practices in relation to AI:

• We do not feed confidential client information, proprietary business data, or personal data into public AI training systems without explicit written consent.
• Where AI tools are used that process data (e.g., AI-generated social content based on your brand voice), we use reputable providers with strong data privacy commitments.
• We do not sell, license, or share your data with AI platforms for training purposes.
• For clients who request it, we can provide a list of the AI tools used in their project.

AI in Client Products

When we build AI-powered features into products for clients (e.g., chatbots, content generators, automated workflows), we operate under the following principles:

• We clearly inform end-users when they are interacting with an AI system.
• We build AI features with safety, accuracy, and user wellbeing as primary considerations.
• We advise clients on their own responsibilities under applicable data protection and AI regulations.
• We recommend periodic audits of AI systems to ensure continued accuracy and fairness.

Evolving Standards

AI technology and its ethical frameworks are evolving rapidly. We commit to reviewing and updating this policy at least annually, and to proactively communicating any significant changes in how we use AI within our services.

About These Terms

These Terms of Service ("Terms") govern the relationship between HootNova ("we", "us", "our") and any individual or entity ("Client", "you") that engages our services. By engaging HootNova — whether through a signed proposal, a verbal agreement, a deposit payment, or use of our website — you agree to these Terms.

HootNova is a digital solutions company based in the Philippines, serving clients locally and internationally. Our core services include website design and development, web and mobile application development, AI integration services, social media management, wedding website creation, and digital strategy consulting.

Engagement & Project Scope

• All projects begin with a written proposal or scope of work ("SOW") that outlines deliverables, timelines, and pricing. No work commences without a confirmed scope.
• Changes to the agreed scope — including additions, modifications, or removals of features — must be requested in writing. Significant scope changes may result in revised timelines and additional fees.
• HootNova reserves the right to decline any project or client engagement at our discretion, without obligation to provide a reason.

Payment Terms

• Deposit: All projects require a non-refundable deposit of 50% upon engagement confirmation before work begins.
• Balance: The remaining balance is due upon project completion and prior to the final handover of files, credentials, or deployment.
• Monthly Retainers: For ongoing services (e.g., social media management), payment is due at the start of each billing cycle. Late payments may result in service suspension.
• Currency: All fees are quoted and payable in Philippine Peso (₱) unless otherwise agreed in writing.
• Late Payment: Invoices unpaid after 14 days from the due date may incur a 1.5% monthly late fee. HootNova reserves the right to pause work on active projects until outstanding balances are settled.

Timelines & Delivery

• Estimated timelines are provided in good faith and are contingent on timely client feedback, content delivery, and approvals.
• Delays caused by the client — including late provision of content, slow approval cycles, or changing requirements — will extend the project timeline accordingly. HootNova is not liable for such delays.
• Rush projects or expedited timelines may be accommodated at an additional fee, subject to team availability.

Client Responsibilities

Clients agree to:

• Provide accurate, complete, and timely information, content, and feedback required for project completion.
• Ensure that all materials provided to HootNova (text, images, logos, videos, data) are either owned by the client or properly licensed for use.
• Designate a point of contact with authority to approve project decisions.
• Review and provide feedback on deliverables within the agreed review periods (typically 5 business days per review round, unless otherwise agreed).

Intellectual Property

• Client-owned upon full payment: All custom design assets, code, and content created specifically for the client become the client's property upon receipt of full payment.
• HootNova retains: Rights to any proprietary frameworks, libraries, templates, or methodologies used in the delivery of services. These are licensed — not sold — to the client for their specific use.
• Third-party assets: Any third-party stock assets, fonts, plugins, or software included in deliverables remain subject to their respective licenses. The client is responsible for maintaining any required licenses post-handover.
• Portfolio use: HootNova reserves the right to display completed work in our portfolio, case studies, and marketing materials, unless the client requests confidentiality in writing prior to project commencement.

Revisions & Approval

• Each project phase includes a defined number of revision rounds as specified in the SOW (typically 2 rounds per phase).
• Additional revision rounds beyond the agreed scope will be billed at our standard hourly rate.
• Final client approval (written or via email) constitutes acceptance of the deliverable. HootNova is not liable for errors discovered after formal approval.

Cancellation & Refunds

• Clients may cancel a project at any time by providing written notice. The 50% deposit is non-refundable.
• If the project is cancelled after additional work beyond the deposit has been completed, HootNova will invoice for work completed to date, prorated against the total project fee.
• HootNova may terminate an engagement if the client engages in abusive behaviour, fails to pay outstanding invoices, or requests deliverables that violate applicable laws or our ethical standards. In such cases, work completed to date will be invoiced and must be paid, but final deliverables will only be released upon full payment.

Limitation of Liability

We are not liable for issues arising from:

• Third-party platforms, hosting providers, or services outside our direct control.
• Client modifications to deliverables after handover.
• Force majeure events including natural disasters, internet outages, or government-imposed restrictions.
• Inaccurate or incomplete information provided by the client.

Governing Law

These Terms are governed by the laws of the Republic of the Philippines. Any disputes shall first be attempted to be resolved through good-faith negotiation. If unresolved, disputes shall be submitted to the appropriate courts of the Philippines.

Amendments

HootNova reserves the right to amend these Terms at any time. Changes will be posted on this page with an updated effective date. Continued engagement of our services after changes constitutes acceptance of the revised Terms.

Our Commitment

HootNova respects your privacy. We collect only the information we need to deliver our services effectively, and we never sell your personal data to third parties. This policy explains what we collect, how we use it, and your rights.

This Privacy Policy is compliant with the Republic Act No. 10173, also known as the Data Privacy Act of 2012 of the Philippines, and aligns with internationally recognised best practices.

Information We Collect

Information you provide directly:

• Contact form submissions: Name, email address, company name, budget range, and your message. This is collected via our contact form and processed through Formspree.
• Project onboarding: Business information, brand assets, website content, login credentials, and other materials you share with us during a project.
• Communications: Emails, messages, and documents exchanged throughout our working relationship.

Information collected automatically:

• Basic website analytics (page visits, referral sources) if analytics tools are enabled on our site. We use privacy-respecting analytics and do not track individual users across the web.
• Technical information such as browser type and approximate location, used solely to improve site performance.

How We Use Your Information

• To respond to your inquiries and manage our engagement with you.
• To deliver the services outlined in our agreed scope of work.
• To communicate project updates, invoices, and important notices.
• To improve our services and website based on aggregated, anonymised usage data.
• To comply with legal obligations under Philippine law.

Data Sharing & Third Parties

We share your data only when necessary:

• Formspree: Our contact form submissions are processed by Formspree, Inc. Their privacy policy governs how they handle this data.
• Hosting & Infrastructure: Your website or application may be hosted on providers such as Hostinger, Netlify, Vercel, or Cloudflare. These providers maintain their own privacy and security standards.
• Project Collaborators: In some cases, trusted contractors or partners may assist in delivering a project. They are bound by confidentiality obligations consistent with this policy.
• Legal Requirements: We may disclose data when required by law, court order, or governmental authority in the Philippines.

Data Retention

• Client project data is retained for a minimum of 2 years after project completion for reference and support purposes.
• Contact form inquiries that did not lead to an engagement are retained for 6 months, then deleted.
• Financial records (invoices, receipts) are retained for 10 years as required by Philippine tax law.
• You may request deletion of your personal data at any time, subject to our legal retention obligations.

Data Security

We take reasonable measures to protect your data:

• All client credentials and sensitive information are stored using encrypted tools and are never shared via unsecured channels.
• Our websites are served over HTTPS with valid SSL certificates.
• Access to client project data is restricted to team members actively working on that project.
• We do not store payment card information — payments are processed through secure, reputable platforms.

Your Rights

Under the Data Privacy Act of 2012, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that inaccurate or incomplete data be corrected.
• Deletion: Request erasure of your personal data, subject to legal retention requirements.
• Objection: Object to the processing of your data for specific purposes.
• Portability: Request your data in a structured, commonly used format.

To exercise any of these rights, contact us at info@hootnova.com. We will respond within 15 business days.

Cookies

Our website uses minimal cookies — primarily for analytics and performance purposes. We do not use advertising or tracking cookies. You can disable cookies in your browser settings without affecting your ability to use our site.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has submitted data through our website, please contact us immediately and we will delete it.

Contact & Questions

For any privacy-related concerns, data requests, or questions about this policy, reach out to: