Terms of Service

Last Updated: January 2026

1. Acceptance of Terms

Welcome to Root Word Communications ("Root Word," "we," "us," or "our"). By accessing our website (rootword.ca), booking a discovery call, or engaging our consulting and writing services, you ("Client" or "you") agree to be bound by these Terms of Service ("Terms").

If you do not agree to these Terms, you must not access our website or use our services.

2. Services

Root Word provides strategic communications, content writing, and marketing consulting services specifically for the HealthTech and B2B sectors.

A. Scope of Work

Specific deliverables, timelines, and fees for projects (such as "Flagship Assets" or "Authority Campaigns") will be outlined in a separate Statement of Work (SOW) or Project Proposal signed by both parties. In the event of a conflict between these Terms and a signed SOW, the terms of the signed SOW shall prevail.

B. Methodology

Our services follow a structured methodology involving research, interviews, and drafting. While we strive to meet all projected timelines (e.g., 4-6 weeks for a core asset), these timelines are estimates and are heavily dependent on Client cooperation.

3. Client Obligations

To ensure the success of the project, you agree to:

• Provide Timely Feedback: We require feedback on outlines and drafts within the timeframes specified in your project plan (typically 2-3 business days). Delays in feedback will result in a commensurate delay in the final delivery date.
• Access to Experts: You agree to make Subject Matter Experts (SMEs) available for scheduled interviews as required by the scope of work.
• Accuracy of Information: You represent that all information, data, and claims provided to us for inclusion in the content are accurate and substantiated. Root Word is not responsible for verifying the scientific or legal accuracy of claims made about your specific products.

4. Fees and Payment

A. Payment Structure

Unless otherwise agreed in writing:

• A non-refundable deposit (typically 50%) is required to secure your spot in our production calendar.
• The remaining balance is due upon project completion or net-15 days from the final invoice date, whichever comes first.

B. Late Payments

Invoices not paid within the specified term may be subject to a late fee of 1.5% per month (18% per annum) on the outstanding balance. We reserve the right to pause all active work if an invoice remains unpaid past its due date.

5. Intellectual Property Rights

A. Rights Transfer

Upon full payment of all fees associated with a project, Root Word assigns to the Client all right, title, and interest in the final deliverables. This typically includes a full transfer of copyright, meaning the work is yours to use, repurpose, and attribute as you see fit ("Ghostwritten").

B. Reserved Rights

Until full payment is received, Root Word retains all ownership and copyright of the work. You may not publish, distribute, or use any deliverables (drafts or finals) if payment has not been made in full.

C. Portfolio Use

Unless strictly prohibited by a separate Non-Disclosure Agreement (NDA), Root Word reserves the right to display the final work in our professional portfolio to demonstrate our capabilities.

6. Confidentiality

We take your proprietary information seriously. Root Word agrees to keep confidential all non-public information provided by the Client for the purposes of the project. We are happy to sign a specific Non-Disclosure Agreement (NDA) prior to the commencement of work. We generally do not work with direct competitors concurrently on conflicting topics.

7. Limitation of Liability

Root Word provides consulting and creative services. We do not guarantee specific commercial results (such as a specific number of leads, sales, or investment dollars) from the use of our content.

To the maximum extent permitted by law, Root Word shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, resulting from:

• Your use or inability to use our services;
• Any content created by us that is subsequently modified by you;
• Legal or regulatory non-compliance of the content once published (you are responsible for your own legal/compliance review).

8. Termination

A. By Client

You may terminate a project at any time by providing written notice. You will be responsible for payment for all work completed up to the date of termination. If the deposit covers more than the work completed, the difference may be refunded at our discretion. If the work completed exceeds the deposit, you will be invoiced for the difference.

B. By Root Word

We may terminate an agreement if you fail to pay invoices, fail to provide necessary feedback for an extended period (dormant projects), or breach these Terms.

9. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts located in Toronto, Ontario.