Attachment D — Incentive and Cancellation Policy

This policy is referenced by the Project SOW and Attachment A (Creator Participation Terms). It governs incentive amounts, payment timing, escalation, no-shows, replacements, reschedules, and cancellations.

0. Pilot scope §

This policy is for the US-only, English-language pilot (see SOW §3 "Pilot territorial scope"). Non-US creators are out of scope until the international addendum is published.

1. Default incentive bands (pilot, US, English-language) §

Bands are floors. Provider may exceed a band when scarcity, sensitivity, or scope justifies it; the per-project ceiling is set in the SOW.

Adjustments to floor:

• Sensitive topic (financial, medical, family): +25%.
• Same-week turnaround (under 4 days from invite to interview): +20%.
• Recording and transcript retention beyond 12 months: +15%.
• Niche category with documented scarcity: +25%.

These adjustments stack additively on the band floor up to the SOW per-project incentive ceiling.

2. Payment timing §

The invitation/consent the creator signs is the controlling source for that creator's payment date (see Attachment A §5). This policy governs only what Provider may put into that invitation:

• Default to put in the invitation: payout within 48 hours of the interview being marked completed.
• Maximum allowed: 10 business days post-interview, only when a client-review window is disclosed in the invitation and shown to the creator before they accept.
• If a client review delays payment past 10 business days, Provider pays the creator from working capital and recovers from the client.

3. Payment methods §

Creator chooses one at onboarding from: Stripe Connect, Wise, PayPal Goods & Services, ACH (US bank). Provider does not pay in gift cards or platform credits unless the creator opts in for that specific study.

4. Tax handling §

• Provider collects required tax documentation before any payment that is expected to be reportable or subject to backup or non-resident withholding, in line with current IRS instructions (Form W-9 instructions; Form 1099-NEC instructions; Form W-8BEN instructions).
• US creators provide a Form W-9 through Provider's secure payment/tax processor when required for information reporting (e.g., 1099-NEC) or to avoid backup withholding. Provider does not collect SSN/EIN before that point. Where reporting is expected based on the project incentive amount, the W-9 is collected before first payment.
• Non-US creators provide the applicable W-8 series form (e.g., W-8BEN for individuals claiming beneficial ownership, or another W-8 form per IRS instructions) before first payment when Provider is the withholding agent or payer. The form is required for tax-status documentation and treaty claims; it is not a payment-rail preference. Note that during the pilot phase (see §3 of the SOW) creators must be US residents, so the W-8 series is reserved for the international addendum.
• Provider does not store SSN/EIN in operational systems beyond what the payment/tax processor requires.

5. No-show policy (creator side) §

Provider operates two separate lists, defined in Attachment A §6a: a do-not-contact list (indefinite, creator-requested or legal/safety/fraud) and a reliability hold (time-bounded, attendance-based, with notice and appeal). Reliability events trigger only the reliability hold, never the do-not-contact list.

A creator on a reliability hold is paused from outbound new-study invitations only; they may still accept any direct invitation Provider sends them. Removal: automatic after 12 months, or earlier on successful appeal.

6. No-show policy (client side) §

• Client cancellation ≥24 hours before: Provider re-slots the creator at no charge to client; if creator declines re-slot, creator paid in full and client billed full incentive.
• Client cancellation <24 hours, or client no-show: creator paid in full; client billed full incentive plus Provider's per-session ops fee of $50.

7. Reschedule policy §

• One creator-initiated reschedule per study, within the project window, no penalty, subject to Provider and client availability.
• Two or more creator-initiated reschedules: treated as cancellation under §5 unless Provider waives.
• Client-initiated reschedule: rebooked at no extra charge if it stays within the project window; outside the project window requires SOW amendment.

8. Replacement policy §

If a creator no-shows or cancels late, Provider replaces from the prioritized backup pool within the project window at no additional charge to the client. Replacements must still meet the §3 Qualified Creator definition in the SOW.

If Provider cannot replace within the project window:

• Client is refunded pro-rata at the per-interview refund rate stated in the SOW.
• Creator slot is logged as "unfilled" in the recruiting report.

9. Incentive escalation §

• Provider may escalate above the §1 band, up to the SOW per-project ceiling, without prior client approval, if scarcity or response rate justify it.
• Above the SOW ceiling: Provider notifies the client in writing, and any incremental cost is billed at cost (no markup), capped at the SOW escalation cap.
• Provider always logs the reason for escalation in the recruiting report.

10. Free or discounted participation §

Provider does not ask creators to participate for free or below the §1 floor. Pro-bono studies (academic, nonprofit) require:

• Disclosure to the creator that the study is unpaid or below-market.
• Explicit written creator opt-in.
• A separate consent record.

11. Disputes about payment §

• Creator first emails ops@get.offbrain.ai. Provider responds within 3 business days.
• If unresolved, escalate per the dispute clause in Attachment A §10.

12. Changes §

Provider may update this policy. The version recorded in the consent ledger at the time of the creator's invitation governs that interview's payment terms.

Version: v1.0.1 · Effective: 2026-05-07 · Recorded in consent ledger as: incentive_cancellation_policy@v1.0.1