Legal

Terms & Conditions

Last updated: 10 July 2025

Effective date: 10 July 2025

These Terms and Conditions govern your use of the Cairnstone website and the services we provide. By submitting an enquiry, booking a service or otherwise engaging with Cairnstone, you confirm that you have read, understood and agree to these terms. If you do not agree, please do not use our services or this website.

1. Definitions

• "Cairnstone", "we", "us" or "our" means Cairnstone, 3 Jalan Sultan Badlishah, 05000 Alor Setar, Kedah, Malaysia.
• "Services" means the Document Location Register, Family Records Education Workshop, Multi-Property Records Compilation Programme and any ancillary services we provide.
• "Client", "you" or "your" means the individual or organisation engaging our services or using this website.
• "Session" means any on-site visit, workshop or review meeting forming part of a service engagement.
• "Register" means the printed document location record produced as an output of the Document Location Register service.

2. Acceptance of Terms

By submitting an enquiry form or booking a session, you confirm that you are at least 18 years old and have the legal capacity to enter into a binding agreement. These terms form the entire agreement between you and Cairnstone in respect of the services, unless a separate written service agreement has been signed.

3. Services Provided

Cairnstone provides document cataloguing, location recording, archival scanning (where agreed) and general records education services for private households and community organisations in Malaysia. Our services are available primarily in northern Peninsular Malaysia; availability for other locations should be confirmed by enquiry before booking.

Our services are limited to recording and organising document information. Cairnstone does not provide legal, financial, estate planning or any other regulated advice. Clients are responsible for engaging their own qualified professionals for decisions arising from the records we produce.

4. Service Scope and Changes

The scope of each engagement is confirmed in writing before the first session begins. Changes to the agreed scope must be agreed in writing by both parties before additional work is undertaken. Where a change increases the time or resources required, an additional fee may apply and will be communicated before the work proceeds.

5. Client Responsibilities

• Provide accurate information about the household's situation and document storage areas.
• Ensure that relevant household members are available and willing to participate in sessions.
• Provide safe and reasonable access to the premises during any agreed site visit.
• Not use the outputs of our services as a substitute for qualified professional advice.
• Keep the register and all outputs securely — Cairnstone retains no copy after sign-off.

6. Intellectual Property

All materials produced by Cairnstone, including register templates, workshop booklets and written methodology notes, are the intellectual property of Cairnstone. Clients receive a personal, non-exclusive licence to use outputs produced for their own family or organisation. Reproduction, resale or distribution of Cairnstone materials without written permission is not permitted.

7. Payment Terms

All prices are stated in Malaysian Ringgit (RM) and are inclusive of applicable taxes. Payment is due within 14 days of the invoice date unless otherwise agreed in writing. Accepted payment methods include bank transfer to our designated account (details provided on invoice). We do not accept cash payment for the Multi-Property Compilation Programme.

Cancellation and refunds

• Cancellations made more than five working days before a scheduled session: full refund less any expenses already incurred.
• Cancellations made within five working days: a cancellation fee of 25% of the service fee applies.
• Cancellations on the day of the session: no refund applies. Rescheduling may be agreed subject to availability.
• If Cairnstone cancels a session for reasons within our control, a full refund of any amount paid for that session will be issued within 14 days.

8. Confidentiality

Cairnstone treats all information shared by clients during enquiries and service sessions as confidential. We will not disclose client information to third parties except as required by law or as described in our Privacy Policy. Session leads are bound by a confidentiality agreement as a condition of their engagement with Cairnstone.

9. Disclaimers

Cairnstone's services are provided for document cataloguing and general educational purposes only. We make no representation that the outputs of our services will be suitable for any particular legal or administrative purpose. Outputs are provided without warranty as to their completeness, since completeness depends entirely on what documents are present in the household at the time of the session.

Cairnstone does not verify the authenticity, validity or legal standing of any document recorded during a session. All such matters are for the client's qualified professional to assess.

10. Limitation of Liability

To the extent permitted by Malaysian law, Cairnstone's total liability to you in connection with any service engagement shall not exceed the amount paid for that engagement. We are not liable for indirect, consequential or special losses, including loss of profit, loss of opportunity or loss of data, arising from the use or non-use of our services.

We are not liable for delays or failures in performance caused by circumstances beyond our reasonable control (force majeure), including but not limited to natural disasters, government action, strikes or infrastructure failures.

11. Indemnification

You agree to indemnify and hold harmless Cairnstone, its staff and representatives from any claims, losses or expenses arising from your breach of these terms, your misuse of our outputs, or any reliance placed by you or a third party on outputs produced by Cairnstone in connection with regulated decisions.

12. Termination

Either party may terminate a service engagement with written notice if the other party materially breaches these terms and fails to remedy the breach within 14 days of notice. On termination, fees are payable for all work completed up to the date of termination. Sections 6, 8, 9, 10 and 11 survive termination.

13. Dispute Resolution

These terms are governed by the laws of Malaysia. In the event of a dispute, both parties agree to attempt resolution informally in the first instance by contacting [email protected]. If the matter cannot be resolved within 30 days, it shall be referred to mediation in Alor Setar before any court proceedings are commenced. The courts of Malaysia shall have exclusive jurisdiction.

14. General Provisions

• Entire agreement: These terms, together with any written service confirmation, constitute the entire agreement between the parties.
• Severability: If any provision is found unenforceable, the remaining provisions continue in effect.
• Waiver: Failure to enforce any provision does not constitute a waiver of the right to do so in future.
• Assignment: You may not assign your rights under these terms without our written consent. We may assign our obligations to a successor business.
• Notices: Written notices may be sent by email or post to the addresses set out in these terms.

15. Changes to These Terms

We may revise these terms from time to time. The current version will always be posted on this page with the date of last update. Where changes are material, we will notify active clients by email with reasonable notice before the changes take effect.

16. Contact

• Email: [email protected]
• Post: Cairnstone, 3 Jalan Sultan Badlishah, 05000 Alor Setar, Kedah, Malaysia
• Telephone: +60 4 733 5192