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PARTNER ONBOARDING POLICY

Effective Date: February 15, 2026
Last Updated: February 15, 2026

1. Introduction & Legal Framework

This Partner Onboarding Policy ("Policy") outlines the eligibility criteria, application process, obligations, standards, and governance framework for businesses, service providers, and individuals ("Partners," "you," or "your") seeking to join the HeiBuddy ecosystem.

HeiBuddyAI, INC (incorporated in Delaware, USA) and Yugasys Software Private Limited (incorporated under the Companies Act, 2013, registered in Bengaluru, Karnataka, India), collectively "HeiBuddyAI," "we," "us," or "our," are committed to building a trusted, compliant, and high-quality partner network.

This Policy is drafted in compliance with:

  • Consumer Protection (E-Commerce) Rules, 2020 (India)
  • Information Technology Rules, 2021 (India)
  • FSSAI Act, 2006 & Regulations (India)
  • RBI Guidelines on Payment Aggregators and Payment Gateways
  • FTC Guidelines on Endorsements and Testimonials (U.S.)
  • Applicable state and local licensing requirements

By applying to the HeiBuddy Partner Program, you acknowledge that you have read, understood, and agree to comply with this Policy, the HeiBuddy Partner Agreement, and all applicable laws and regulations.

2. Partner Eligibility & Qualification

2.1 Legal Registration & Standing

  • Must be a legally registered business entity or licensed individual provider.
  • India: GST registration, Shops & Establishment registration, FSSAI license where applicable.
  • United States: State registration, EIN, and required business licenses.
  • International entities must comply with local laws and provide equivalent documentation.

2.2 Regulatory Compliance

  • Compliance with labor, consumer protection, anti-discrimination, and data laws.
  • Must not appear on sanctions lists maintained by OFAC, UN, EU, or Government of India.
  • No unresolved fraud, corruption, or money laundering cases.

2.3 Quality & Service Standards

  • Demonstrated history of quality service delivery.
  • Must maintain minimum customer satisfaction thresholds.
  • Adequate operational capacity to fulfill requests on time.

2.4 Insurance & Liability Coverage

  • Professional liability and general insurance coverage required.
  • Coverage levels depend on risk profile and service category.
  • Insurance certificates must be provided upon request.

2.5 Technology Readiness

  • Reliable internet and compatible devices required.
  • Capability to use HeiBuddy systems and APIs where applicable.
  • Valid email address and mobile number mandatory.

2.6 Financial Stability & KYC

  • Partners must complete KYC verification.
  • India: PAN, Aadhaar, GST, bank details.
  • U.S.: EIN/SSN, W-9, bank details.

3. Application & Onboarding Process

Stage 1 — Application Submission

  • Apply through the HeiBuddy Partner Portal or official email.
  • Submit registration documents, licenses, portfolio, insurance, and KYC documents.

Stage 2 — Eligibility Screening

  • Applications reviewed for completeness and alignment.
  • Incomplete applications may be returned for correction.

Stage 3 — Verification & Due Diligence

  • Verification of registration, licenses, references, and compliance history.
  • Background checks may be conducted through third-party agencies.

Stage 4 — Partner Agreement Execution

  • Agreement includes SLAs, data protection, payment terms, and liability provisions.
  • Must be signed digitally within 15 business days.

Stage 5 — Technical Integration

  • Dashboard setup and API integration assistance.
  • Service catalog and payment configuration.

Stage 6 — Training & Certification

  • Mandatory onboarding and compliance training.
  • Certification score of minimum 80% required.

Stage 7 — Soft Launch & Quality Assurance

  • Initial limited rollout phase.
  • Performance monitored before full activation.

4. Service Standards & Obligations

4.1 Service Level Agreements (SLAs)

  • Urgent requests: response within 15 minutes.
  • Standard requests: response within 60 minutes.
  • Maintain 95% service completion rate.
  • Minimum average rating: 4.0/5.0.

4.2 Quality Delivery

  • Deliver services matching listed quality standards.
  • Use qualified personnel and industry best practices.

4.3 Communication Standards

  • Maintain professional communication through the platform.
  • Provide timely updates and confirmations.

4.4 Availability & Scheduling

  • Maintain accurate availability calendars.
  • Provide notice for planned unavailability.

4.5 Safety & Compliance

  • Follow workplace safety laws and regulations.
  • Report safety incidents within 4 hours.

4.6 User Feedback & Complaints

  • Respond to reviews and complaints within 24 hours.
  • No retaliation against negative feedback.

5. Revenue, Payments & Tax Compliance

  • Platform commission applies to completed transactions.
  • Payouts processed bi-weekly or monthly.
  • Partners responsible for all tax obligations.
  • TDS and IRS reporting handled where legally required.

6. Data Protection, Privacy & Security

  • Partners act as data processors on behalf of HeiBuddyAI.
  • Access only the minimum user data necessary.
  • Must comply with DPDP Act, GDPR, CCPA, and applicable laws.
  • Security measures including encryption and access controls required.
  • Data breaches must be reported within 24 hours.

7. Partner Tiers & Benefits

Bronze Tier

  • Standard listing visibility.
  • Basic analytics dashboard.
  • Email support.

Silver Tier

  • Enhanced search visibility.
  • Advanced analytics and partner support.
  • Co-marketing opportunities.

Gold Tier

  • Featured placement across the platform.
  • Dedicated technical support.
  • Revenue share bonuses and advisory council access.

8. Compliance Monitoring & Quality Assurance

  • Continuous monitoring of ratings, response times, and completion rates.
  • Periodic quality audits and compliance reviews.
  • Performance Improvement Plans may be issued for low-performing partners.

9. Suspension, Termination & Exit

  • Accounts may be suspended for policy or performance violations.
  • Fraud or criminal activity may lead to permanent termination.
  • Pending payouts subject to dispute and settlement review.

10. Intellectual Property & Branding

  • Partners receive limited rights to use HeiBuddy branding.
  • All platform technology and IP remain property of HeiBuddyAI.
  • Partner content may be used for promotional purposes.

11. Insurance, Liability & Indemnification

  • Partners must maintain required insurance coverage.
  • Partners are responsible for their own services and conduct.
  • Liability limitations apply as specified in the Partner Agreement.

12. Anti-Corruption & Ethics

  • Strict compliance with anti-bribery and anti-corruption laws.
  • Conflict of interest disclosures required.
  • Fair competition practices mandatory.

13. Modifications to This Policy

HeiBuddyAI may update this Policy from time to time. Material changes will be communicated at least 30 days before taking effect.

14. Contact & Partner Support

Partner Inquiries: partners@heibuddyai.com

Operational Support: partner-support@heibuddyai.com

Billing & Payments: partner-billing@heibuddyai.com

Data Protection: dpo@heibuddyai.com

Security Reporting: security@heibuddyai.com

Ethics & Compliance: ethics@heibuddyai.com

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