Operating checklist

Run 12 Panes safely.

This page is Digital Skill Works Ltd’s operating list for selling and delivering 12 Panes. It is not legal advice. Templates on /privacy and /disclaimer need professional review before you rely on them.

01 · What this page is for

Commercial. Concrete. Ownable.

Use it before you send terms, before you take client data, and every quarter. Tick items in your own tracker. Link artefacts by name so scope stays honest.

Audience: Digital Skill Works Ltd. Clients may read it. They should still get their own counsel.

02 · Before you sell

Terms, SoW, insurance, ICO

Terms of engagement

  • Write who the client is, what Wave 0 or package is in scope, and what sits outside.
  • Name deliverables as artefacts (AI register template, overshare remediation list, idle-seat reclaim runbook, frozen value case, literacy plan, 30/60/90 licence rhythm).
  • State guide fee, VAT treatment, payment milestones, and change-control for scope creep.
  • Include confidentiality, IP ownership for method templates versus client-filled data, and termination.
  • Send terms before paid work starts. Keep signed copies with the SoW.

Statement of Work artefacts

  • Attach a one-page SoW that lists week-1 outputs and the 30/60/100-day shape.
  • Map each paid artefact to a pane owner on the client side.
  • Record assumptions (systems access, sponsor time, data quality).
  • Add acceptance criteria that a client can tick without theatre metrics.

Insurance

  • Confirm professional indemnity covers advisory, workshops, and written recommendations.
  • Confirm cyber / privacy cover fits how you handle client extracts and registers.
  • Note policy limits on proposals when clients ask. Refresh certificates annually.

ICO check

  • Decide whether Digital Skill Works Ltd / 12 Panes needs an ICO fee for its own processing.
  • Document the lawful basis for contact data you hold (enquiries, contracts, billing).
  • Revisit the check when you add mailing lists, analytics, or client personal data processing.

03 · Privacy and cookies

Say what you do. Only that.

  • Keep /privacy current for what you actually do. Link it from the footer and cookie banner.
  • Essential hosting cookies from Netlify may apply. Say so plainly.
  • Expand a dedicated cookie policy before you add marketing pixels, session replay, or non-essential analytics.
  • If you turn analytics on, record the tool, retention, and opt-out path. Update the banner copy the same day.
  • Do not invent consent theatre. If optional cookies stay off, say they stay off.
Open privacy Open disclaimer

04 · Client data and DPAs

Registers, extracts, retention

  • Treat client registers, seat extracts, and incident notes as confidential client data.
  • Prefer working in the client tenant. Avoid copying personal data to personal drives.
  • Use a DPA when you act as a processor of personal data for a client controller.
  • List sub-processors (hosting, email) if a DPA requires it.
  • Set retention: delete or return working extracts when the engagement ends, unless the contract says otherwise.
  • Keep an access log for who on your side saw which extract.

05 · Accessibility statement plan

WCAG-oriented. Fix as you go.

  • Publish a short accessibility statement once you have tested the public site against WCAG 2.1 AA targets.
  • Prioritise keyboard nav, focus states, colour contrast (Ink on Paper), and form labels on Personas and Roadmap.
  • Respect prefers-reduced-motion on kinetic home and roadmap animation.
  • Log known gaps with owners and dates. Fix high-impact gaps before marketing pushes.
  • Retest after each major UI change (roadmap, personas, revolving panes).

06 · Claims and evidence

No invented ROI

  • Never invent client ROI percentages. Use only outcomes you can evidence from that engagement.
  • McKinsey State of AI 2025 (~88% use / ~39% any EBIT / ~6% high performers) may be cited where already used on Start and Offerings. Link the source.
  • Gartner April 2026 I&O (28% full ROI success / 20% fail) and the Melanie Freeze quote may be cited where already used. Link the newsroom release.
  • Label vignettes EXAMPLE / illustrative. Do not fake logos or invent named clients.
  • Guide prices are guides. Confirm fee in writing. Point to /disclaimer.

07 · Counsel IP

Method naming. Own it clearly.

  • Counsel (Chair, Cartographer, Guardian, Steward, Pulse, Pathfinder) is 12 Panes / Digital Skill Works Ltd method IP.
  • Do not imply third-party trademark licence or partnership for Counsel naming.
  • Keep member names and dials consistent with /counsel and member pages under /counsel/{slug}.
  • Seek trademark advice before expanding Counsel naming into product packaging or merch.

Counsel hub and member pages under /counsel are the source of truth.

08 · Content and AI-generated media

Disclose synthetic assets

  • Disclose when marketing images, diagrams, or video are AI-assisted or AI-generated.
  • Follow brand media rules: Paper / Ink / Signal, square aligned, red box wordmark, no stock faces, no Kiniza teal.
  • Keep captions factual. No hype words from the banned list.
  • Store prompt packs in MEDIA-PROMPTS.md and /media-prompts so reuse stays consistent.
  • Do not present synthetic photos as real client scenes.
Media prompts Brand

09 · Quarterly review cadence

Every 90 days

  • Review /privacy, /disclaimer, and this checklist against what you actually sell.
  • Refresh insurance certificates and ICO status notes.
  • Audit claims on home, start, offerings, and blog for invented stats.
  • Revisit cookie / analytics posture before campaigns.
  • Update accessibility gap log and fix owners.
  • Confirm Counsel member pages and dials still match method IP on /counsel.
  • Archive or renew dormant client extracts per retention rules.

Put a recurring calendar item. Attach the last review date in your studio notes.

Contact hello@twelvepanes.com.

DIGITAL SKILL WORKS LTD / 12 PANES

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