Procurement & Compliance (US)

Overview

Exchange is a professional documentation and record-keeping tool designed for organizations that require structured, auditable records relating to family-related matters.

It supports evidence logging, receipt tracking, and exportable documentation in a neutral, non-communicative format.

Exchange is not a communication system and does not provide legal, clinical, or professional advice.

Intended Use (US Context)

Exchange is suitable for use by:

State and county agencies

Courts and court-adjacent services

Publicly funded programs

Safeguarding, family services, and compliance teams

Non-profits and contractors operating under state or federal funding

It is designed to support:

Internal documentation

Record-keeping

Audit preparation

Evidence collation

Licensing Model

Exchange is licensed at the organizational level, not per individual case.

Each license includes:

A defined number of staff users

A capped number of active families

Unlimited records, receipts, and exports per active family

Families may be archived and replaced within the licensed cap.

There are:

No per-case fees

No per-export fees

No per-document charges

Pricing is predictable and procurement-friendly.

Pilot Programs

Organizations may request a time-limited pilot for evaluation purposes.

Pilot access:

Is non-production

Is intended for internal assessment only

Does not constitute a full operational license

Pilot onboarding is required to ensure appropriate evaluation and use.

Professional Onboarding & Compliance

Professional onboarding is mandatory prior to licensed use and confirms that the organization:

Has reviewed onboarding materials

Understands permitted and appropriate use

Acknowledges Exchange as a documentation tool only

Professional onboarding includes:

Training materials

Use-case guidance

Formal compliance acknowledgement

Legal & Operational Disclaimer

Exchange:

Does not replace organizational policy

Does not replace legal advice

Does not provide clinical or professional judgment

All records entered into Exchange remain the responsibility of the licensed organization.

Data Handling & Privacy

Exchange is designed with a local-first architecture:

No advertising

No behavioral analytics

No third-party data resale

Exchange does not independently define data retention, deletion, or governance policies.

Organizations remain responsible for compliance with applicable laws and regulations, including but not limited to:

State privacy laws

Federal regulations

Funding, grant, and procurement requirements

Contract Terms

Exchange supports:

1-year contracts

2-year contracts

3-year contracts (best value)

Multi-year agreements provide:

Pricing stability

Simplified procurement

Reduced administrative overhead

Invoicing & Payment

Invoices are issued in accordance with US procurement standards and include:

Clear service descriptions

License term and scope

Applicable onboarding fees

Payment terms are defined in the invoice and contract documentation.

Governance & Accountability

Exchange is intentionally:

Minimal

Deterministic

Non-communicative

This design supports governance, auditability, and policy compliance while reducing operational risk.

Contact & Procurement Enquiries