Engagement letter for your client

Engagement letter · Grant application

[FIRM LOGO AND NAME]

Template for the Firm to sign with its client. ONE PERCENT NETWORK LLC is not a party to it and gives no legal advice by providing it. Before use, the Firm adapts it to its professional rules, the law of its country and its own data protection policy, and the Firm alone is responsible for the version it signs.

Between [firm name] ("the Firm") and the organisation signing below ("the Organisation").

1. Engagement

The Firm prepares the application; the Organisation reviews it and is responsible for its content.

1.1. The Firm looks for suitable calls for the Organisation and prepares the applications the Organisation decides to submit.

1.2. The Organisation reviews and approves each application in writing before it is filed, including any self-declarations that go with it. The Organisation is the author of, and responsible for, the content filed and the accuracy of the data it provides.

2. Fees

As in the table, and not charged to the grant where the rules do not allow it.

2.1. As stated above. Where they are a percentage of the grant, they fall due when the Organisation receives the grant.

2.2. Where the call rules do not allow these fees to be charged to the grant, the Organisation will not charge them to it.

2.3. In some countries the law limits or prohibits fees that depend on the outcome of a funding application, or requires whoever charges them to register as a lobbyist; in Canada, for example, the Lobbying Act (section 10.1) prohibits contingency fees for consultant lobbyists. Some funders do not accept them either. The Firm has checked that the fees agreed here are lawful for it and for this call. ONE PERCENT NETWORK LLC charges the Organisation nothing.

3. Collaborators and data protection

The Organisation authorises in writing the Firm's use of an outside collaborator and that collaborator's providers, with data processed in the USA.

3.1. The Organisation, as controller, authorises the Firm in writing to use ONE PERCENT NETWORK LLC (USA) as sub-processor to prepare and, where that service has been chosen, file the applications, and that company's sub-processors: Cloudflare, Inc. (USA and global network, hosting and storage), Anthropic PBC (USA, artificial intelligence), Google LLC (USA / EU, email and storage) and Plus Five Five, Inc. (Resend, USA, service emails). This is the prior written authorisation under Article 28(2) of Regulation (EU) 2016/679 (GDPR) or the equivalent rule in the Organisation's country.

3.2. The Firm will inform the Organisation of any change to those sub-processors before it happens, and the Organisation may object.

3.3. Data is transferred to the USA under the European Commission's standard contractual clauses (Decision 2021/914) and, for the United Kingdom, the UK Addendum, or the safeguards required by the law of the Organisation's country.

3.4. Data is used only for the applications the Organisation agrees to and is not used to train models. ONE PERCENT NETWORK LLC keeps it, in 12-month periods renewed automatically, so that later applications can be prepared faster, and deletes it whenever the Organisation asks the Firm.

3.5. The Organisation informs the people whose data it provides (board members, staff, participants) of this processing, including that their data is processed in the USA and may be accessible to authorities there.

4. Artificial intelligence

AI tools are used with human review, and the Organisation discloses it if the call requires.

4.1. Drafting relies on artificial intelligence tools reviewed by people. Where a call requires that use, or outside drafting, to be disclosed, the Organisation will disclose it using the information the Firm provides.

5. Filing by the Firm and its collaborator

Only if the service with filing has been chosen.

5.1. Sharing the electronic certificate

The Organisation, holder of the electronic certificate [type and issuer], authorises the Firm to use it only for the following (its collaborator ONE PERCENT NETWORK LLC, only for a, b and c):

1. file the application to the call stated above, and any later application the Organisation orders, each once its final version is approved in writing by the Organisation;
2. obtain the filing receipts;
3. check the status, notices and decisions of those applications; and
4. file replies to requests on those applications, approved in advance by the Organisation, until the decision.

Any other use is prohibited: signing other documents, acting in other procedures or viewing other data of the Organisation. The certificate will be stored encrypted, with access limited to whoever handles the file, and each use will be logged. To make later applications faster, it is kept in 12-month periods renewed automatically, and every later filing needs the Organisation's written approval of its final version. All copies are deleted within 5 working days of the certificate's expiry or revocation or of a request from the Organisation, which may withdraw this authorisation at any time, and the deletion is confirmed in writing.

Notice to the Organisation. Whatever is signed with its certificate is attributed to it. Certification authorities usually require the holder to keep the certificate safe and may revoke it if a third party uses it. The Organisation declares that it is aware of this risk and chooses to share the certificate on these terms.

5.2. Deadlines and notices

The Organisation forwards to the Firm, no later than the next working day, any notice from the funder that it receives directly, and supplies the documents and signatures requested by the date given. Reply periods can be very short, and in many countries an electronic notice that is not opened within a few days is deemed delivered or rejected.

6. Outcome

Nobody can promise an award.

6.1. The award is decided by the funding body. The Firm does not guarantee the outcome.

Signatures