Terms and conditions

2. Project acceptance

At the time of proposal, ClearBrand will provide the client with a written estimate or quotation. The terms and conditions can be read on the ClearBrand website.

The client may send an official order in reply to the estimate or quotation, or an email acknowledging acceptance of the quotation, which binds the client to accept ClearBrand’s terms and conditions.

No work on a project will commence until acceptance of the quotation has been received by ClearBrand.

ClearBrand reserves the right to background check clients before starting work and to change the agreed terms of the project if new information appears regarding the client throughout the project. At any point ClearBrand may terminate any contract if this disqualifies the client from working with us.

3. Payment

We normally send a final ‘proof’ that will require sign off from the client.The final outstanding invoice will be required to be processed and paid, after which the final non-watermarked files will be sent. Any further changes that have not previously be requested will be charged at an hourly rate as per ClearBrand’s T&Cs.

Clients will normally be invoiced on completion of work or on our standard 20 days terms. For larger projects, such as website development, we will require staged payment. This would normally be two to three equal payments at stages to be agreed with the client. All new clients are required to pay 30% of the project cost prior to ClearBrand commencing work. ClearBrand reserves the right to request payments outside of the stages if projects go outside initial discussions of reasonable project lengths or there is a hold up on the client’s side, which is extending the project. This will be communicated to the client with our standard terms of payment timings.

Payments may be made by online transfer, cash or cheque. Publication and/or release of work undertaken by ClearBrand on behalf of the client may not take place before cleared funds have been received.

ClearBrand reserves the right to consider an account to be in default in the event of a returned cheque.

3.1 Invoicing

ClearBrand reserves the right to invoice the client 20 days after completion of any work for cash flow purposes, whether this is a presentation or final artwork if the client has not provided any further feedback and the project is for all intents ‘on hold’. This must be paid within the time issues on the invoice – OR – the client may provided the next round of feedback as issued in the quotation. If there are no more rounds the invoice is payable and the further work is on an hourly basis to be quoted up.

3.2 Delayed payment

If, after the project has commenced, subsequent invoices are not paid within 20 days, a 5 percent “delayed payment” fee will be charged. This initial 5 percent figure will be added upon each recurring 20 day period until the full amount has been received by the designer.

3.3 Failure to Pay

Failure to make the payment of an invoice for work carried out within our 20 day turnaround, and following a final warning of payment, will result in further action. Our process is:

Any resulting legal fees will be down to the client to pay, if the case can not be settled outside court. Larger figure amounts or more complicated cases will be dealt with on a case-by-case basis.
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ClearBrand will place on hold any work for a client where we are awaiting an overdue invoice to be paid until the balance is received when work may continue. If a client is overdue twice we will request money for a project up front for the following piece of work before returning the account back to normal after this payment.

3.4 Project delay

If we have no communication regarding an amendment round quoted or don’t hear back from a client after 3 Weeks (21 days) then ClearBrand will invoice for the remaining amount of the invoice for the work to date. The invoice has a 20 day payment term and this will be used to complete the project and receive the final payment for a project. See 3.3 for failure to comply with this project delay terms and the invoice provided. (Note: Reasoning for this is down to being a small company and as so, cash flow is extremely important. Without this clause we could see projects not being invoiced months or years down the line if we can not communicate with a client for whatever reason, which as you can understand causes issues in paying our staff and other costs.)

4. Default

An account shall be considered default if it remains unpaid for 40 days from the date of invoice, or following a returned cheque.

ClearBrand shall be considered entitled to remove ClearBrand and/or the client’s material from any and all computer systems, until the amount due has been fully paid.

This includes any and all unpaid monies due for services, including, but not limited to, hosting, domain registration, search engine submission, design and maintenance, sub-contractors, printers, photographers and libraries.

Removal of such materials does not relieve the client of its obligation to pay the due amount. Clients whose accounts become default agree to pay ClearBrand reasonable legal expenses and third party collection agency fees in the enforcement of these terms and conditions.

5. Copyrights and Trademarks

By supplying text, images and other data to ClearBrand for inclusion in the client’s website or other medium, the client declares that it holds the appropriate copyright and/or trademark permissions. The ownership of such materials will remain with the client, or rightful copyright or trademark owner.

Any artwork, images, or text supplied and/or designed by ClearBrand on behalf of the client, will remain the property of ClearBrand and/or its suppliers in accordance with the Copyright, Designs and Patents Act 1988 until the full balance of money due to ClearBrand is paid, whereby the ownership and copyright of the files are transferred over to the client.

The client may request in writing from ClearBrand the necessary permission to use materials (for which ClearBrand holds the copyright) before full payment in forms other than for which it was originally supplied, and ClearBrand may, at its discretion, grant this. Such permission must be obtained in writing before it will allow any of the aforesaid artwork, images, text, or other data to be used.

By supplying images, text, or any other data to ClearBrand, the client grants ClearBrand permission to use this material freely in the pursuit of the design.

Should ClearBrand or the client supply an image, text, audio clip or any other file for use in a website, multimedia presentation, print item, exhibition, advertisement or any other medium believing it to be copyright and royalty free, which subsequently emerges to have such copyright or royalty usage limitations, the client will agree to allow ClearBrand to remove and/or replace the file on the site.

The client agrees to fully indemnify and hold ClearBrand free from harm in any and all claims resulting from the client in not having obtained all the required copyright, and/or any other necessary permissions.

6. Amendment rounds / Feedback / Alterations

6.1 The client agrees that changes required over and above the quoted scope and estimated work required to be carried out after acceptance of the draft design (first version) will be liable to a separate charge.

Amendments: One set of amendments should be treated as a single email or phone call or meeting in person. Feedback should be collated as a single email, phone call, document or comment on trello with a list of changes required. Two (2) emails will count as two (2) sets of amends. Amends are purely to comment on the design or options supplied. This is to ensure that projects don’t go on indefinitely and both parties agree to a process. Amendments will be outlined in the original quote. ClearBrand will quote based on the content and copy supplied initially along with a scope of work. Any further content or copy supplied after the initial quote will be charged separately.

Any work produced after the agreed set of amends: this will be charged at ClearBrand’s hourly rate depending on the designer working on the project. This price will be communicated to the client before work begins. ClearBrand work with fixed fees, however they relate the agreed quotation and anything above and beyond this will be charged as extra requirements. If you feel you require more amendment stages, please do inform ClearBrand before the start of the project.

The client also agrees that ClearBrand holds no responsibility for any amendments made by any third party before or after a design is published.

6.2 Where ClearBrand offer design options within a quotation, the client is agreeing to pay ClearBrand for the options supplied. The client understands that if they do not find any of the options presented suitable, then ClearBrand will quote for further options. We do not offer refunds for options supplied that are unused by the client as we have spent the time creating the options.

7. Licensing

All design work – where there is a risk that another party make a claim – should be registered by the client with the appropriate authorities prior to publishing or first use or searches and legal advice sought as to its use.

ClearBrand will not be held responsible for any and all damages resulting from such claims. ClearBrand is not responsible for any loss, or consequential loss, non-delivery of products or services, of whatever cause. The client agrees not to hold ClearBrand responsible for any such loss or damage. Any claim against ClearBrand shall be limited to the relevant fee(s) paid by the client.

Rights of refusal

ClearBrand will not include in its designs, any text, images or other data which it deems to be immoral, offensive, obscene or illegal. All advertising material must conform to all standards laid down by all relevant advertising standards authorities.

ClearBrand also reserves the right to refuse to include submitted material without giving reason.

In the situation where any images and/or data that ClearBrand does include in all good faith, and subsequently discovers is in contravention to such terms and conditions, the client is obliged to allow ClearBrand to remove the contravention without hindrance, or penalty. ClearBrand is to be held in no way responsible for any such data being included.

8. Cancellation

Cancellation of orders may be made initially by telephone contact or e-mail, however, following this, ClearBrand will need formal notification in writing to the company’s postal address.

The client will then be invoiced for all work completed over and above the non-refundable deposit that will have been made at the time of first ordering. The balance of monies due must be paid within 20 days. Please note: any cancellation which is not formally confirmed in writing and received by ClearBrand within 14 days of such instruction being issued, will be liable for the full quoted cost of the project.

9. Project duration

Any indication given by ClearBrand of a project’s duration is to be considered by the client to be an estimate. ClearBrand cannot be held responsible for any project over-runs, whatever the cause. Estimated project duration should be deemed to be from the date that cleared funds are received by ClearBrand for the initial payment or by date confirmed in writing by ClearBrand.

10. Disclaimer

ClearBrand makes no warranties of any kind, express or implied, for any and all products and/or services that it supplies. ClearBrand will not be held responsible for any and all damages resulting from products and/or services it supplies.

ClearBrand is not responsible for any loss, or consequential loss of data, or non-delivery of products or services, of whatever cause. While we take reasonable steps to investigate the materials we recommend, we accept no responsibility for the performance or quality of materials or any consequential loss arising from their failure.

The client agrees not to hold ClearBrand responsible for any such loss or damage. Any claim against ClearBrand shall be limited to the relevant fee(s) paid by the client.

ClearBrand reserves the right to use the services of sub-contractors, agents and suppliers and any work, content, services and usage is bound by their terms and conditions. ClearBrand will not knowingly perform any actions to contravene these and the client also agrees to be so bound.

ClearBrand and its clients agree to comply with printers’ terms and conditions which include disclaimers for non-completion on time and the flexibility to supply quantities within 10% of the total ordered. ClearBrand recommend that if an exact quantity is required, then 10% extra is added to the quantity and extra time made available should the job be delayed.

11. Acceptance of Terms and Conditions and Quotation

The placement of an order for design and/or any other services offered by ClearBrand, by email, verbally or in writing, is deemed to be acceptance of these terms and conditions, which are freely available at www.clearbrand.co.uk

An estimate validated by confirmation of approval to proceed with the project by the client by e-mail or in writing constitutes acceptance of the estimate or quotation and agreement to comply fully with all the terms and conditions and forms a Contract for Business between the signatory and ClearBrand.

12. General

ClearBrand reserves the right to change any rates and any of the Terms and Conditions at any time and without prior notice.

13. DESIGN AND CONSULTANCY SERVICES

13a. Responsibility of ClearBrand

ClearBrand shall perform the services with reasonable skill and care, to a standard to be reasonably expected from a competent and professional supplier of public relations services.

ClearBrand agrees with the client to: work diligently to protect and promote the interests of the client at all times; to act loyally and faithfully towards the client in all matters; to advise the client of all its key meetings, discussions and correspondence with representatives of the media concerning the client; and to co-operate where appropriate with any advertising and/or marketing services agencies engaged by the client during the term of engagement.

ClearBrand may appoint sub-contractors to perform any of the services. ClearBrand shall use reasonable care and skill in the selection and appointment of suppliers and the agreement of the terms and conditions of such appointment.

13b.Responsibility of the client

The client undertakes promptly to provide ClearBrand with all information, assistance and materials that ClearBrand requests from time to time to facilitate the proper and timely performance of the services.

In particular (but without limitation) the client agrees to: notify ClearBrand of any inquiries related to the client from any of the media; advise ClearBrand well in advance of any major events in the client’s business such as the launch of a new product or service and/or the opening of any new premises; and to permit ClearBrand (by its representatives) to attend meetings, when reasonably necessary, with any advertising and/or marketing services agencies and other advisers engaged by the client.

The client warrants that to the best of its knowledge and belief, all information provided by it to ClearBrand is accurate and complete. ClearBrand require that a design is approved by the client before handover is officially completed. ClearBrand are not liable for any errors that may have been missed by the client. Once the designs are approved by the client any issues with the file after that point or anything which require changes will incur an additional add-on or charge for correction.

The client will provide all information before we start designing and understands if new information is provided throughout the project, including new references or new stakeholders, that it may impact costs. This will only occur if it changes the direction of the design created to date, including any work signed off and requires ClearBrand to extend the hours above the agreed time on projects.

The client agrees not to liaise directly to any reasonably significant extent with any representative of the media other than through or with the knowledge of ClearBrand.

13c.Fees and additional costs

Fees shall be agreed prior to commencement of work and will be payable on invoice on our standard terms of 20 days. Failure to meet payment terms will result in withdrawal of services by ClearBrand.

Additional costs including the use of professional agencies to obtain broadcast, print and online media cuttings and clips, and photographers/filmmakers, will be subject to approval prior to any such third party being commissioned by ClearBrand.

13d.Approvals and authority

Written approval will be required by the client before any press releases, statements or other written materials are released by ClearBrand.

Whilst every effort will be made by ClearBrand to give professional advice to the client, the client shall keep ClearBrand fully indemnified against any costs, claims, proceedings or demands arising out of or in connection with any press releases, publications or other material prepared for the client by ClearBrand and approved by the client prior to publication or transmission.

ClearBrand will not be liable for any errors in published information it produces on behalf of the client unless this is caused by its default or neglect.

13e.Confidentiality

During and after the term of engagement, ClearBrand acknowledges its responsibility to treat in complete confidence all the marketing and sales information and statistics relating to the client’s business with which the client may supply ClearBrand in the course of any work for the client.

14. CREATIVE DESIGN SERVICES

Charges for creative design services to be provided by ClearBrand will be set out in the written estimate or quotation that is provided to the client.

Charges for creative design work do not cover the release of copyright design files including indd, psd, png, eps, jpg or any other source files; if the client requires these files they will be subject to a separate quotation or ‘buy-out’ charge.

Publication and/or release of work done by ClearBrand on behalf of the client may not take place before cleared funds have been received.

All design work will be proofed by the client and written approval given before ClearBrand will release it for publication or print. Whilst all efforts will be made by ClearBrand to ensure the accuracy of work, no liability can be accepted by ClearBrand for errors not highlighted by the client prior to written approval for publication or print.

15. Data formats

15.1 The client agrees to ClearBrand’s definition of acceptable means of supplying data to the company.

Text is to be supplied to ClearBrand in electronic format as standard text (.txt), MS Word (.doc) on CD-ROM, or via e-mail/FTP.

Images which are supplied in an electronic format are to be provided in a format as prescribed by ClearBrand via CD-ROM, or e-mail FTP. Images must be of a quality suitable for use without any subsequent image processing, and ClearBrand will not be held responsible for any image quality which the client later deems to be unacceptable.

ClearBrand cannot be held responsible for the quality of any images which the client wishes to be scanned from printed materials. Additional expenses may be incurred for any necessary action, including, but not limited to, photography and art direction, photography searches, media conversion, digital image processing, or data entry services, colour correction and alteration of images.

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15.2 Our quotes include the artwork output file as the item in the quote (e.g. PDF) however we do not include transfer over of the source file (e.g. indesign, illustrator, photoshop) unless the client requests us to include artwork source files in the initial quote. We don’t provide any artwork files to our clients unless they request and we have to charge for the time to do so. This will be priced per hour and will depend on the project for the time taken.

16. WEBSITE DESIGN AND DEVELOPMENT

16.1 Approval
ClearBrand require that a template is approved by the client before coding of a site commences. Once the template(s) for the website are approved by the client, coding will commence; any changes to navigation items, colours, structure or content which require changes to the template will incur an additional charge.

16.2 Once web design is complete
ClearBrand will provide the client with the opportunity to review the resulting work. ClearBrand will make one set of minor changes within 2 days of the start of the review period if required.

Minor changes include small textual changes and small adjustments to placement of items on the page. It does not include changes to images, colour schemes or any navigation features. Any minor changes can be notified to ClearBrand by e-mail.

ClearBrand will consider that the client has accepted the original draft, if no notification of changes is received in writing from the client, within 7 days of the start of the review period and will provide an invoice for the work which requires full payment before the site is launched, logins are handed to the client and copyright is handed over to the client. Without full payment the website remains property of ClearBrand LTD.

16.3 Website Security, Backups, Continued service
Once ClearBrand have finished working on a website to the scope agreed and it is live, it is now the responsibility of the client and their agreed hosting. We are not liable to any security issues related to the hosting companies files. We will in most cases be available to further develop the site, however we are not obliged to. We code in an open source manner and this allows any developer to work on the project. If we reach capacity and can’;t further develop we will make that clear and offer alternative solutions, or dates when we will be free to make updates with our current schedule. If there is a functional issue which was part of the original scope we will of course endeavour to complete this task. If you have an issue with the site this may be from a number of sources including your hosting, so we may have to charge on an ad hoc basis for the time to assess the issue and resolve. We develop and maintain many sites across our clients, however as a small agency our developers can’t always react to each case at that precise time. To ensure that we can react quickly to cases we have set up a pro support package – which we offer to our clients before or after launch of a site.

16.4 Web Browsers
ClearBrand Limited makes every effort to ensure websites are designed to be viewed by the majority of visitors. Websites are designed to work with the most popular current browsers (e.g. Firefox, Internet Explorer 8 & 9, Google Chrome, etc.). Client agrees that ClearBrand Limited cannot guarantee correct functionality with all browser software across different operating systems.
ClearBrand Limited cannot accept responsibility for web pages which do not display acceptably in new versions of browsers released after the website have been designed and handed over to the Client. As such, ClearBrand Limited reserves the right to quote for any work involved in changing the website design or website code for it to work with updated browser software.

16.5 Disaster Recovery 
Our Hours are 9am-6pm Monday to Friday. The above reflect those hours excluding holidays. ClearBrand Limited do not offer disaster recovery services, we occasionally work with a website security company and can pass clients their details on request. If you would like weekend or 24/7 emergency support we can potentially provide a separate company’s details.

17. Rights of access for website construction

The client agrees to allow ClearBrand all necessary access to computer systems and other locations, as required, in order to complete a website project and until all due funds are cleared, including the necessary read/write permissions, usernames and passwords.

The client also agrees to allow ClearBrand access to any computer systems, usernames and passwords required to remove data and/or sites for failure to comply with these Terms and Conditions.

The client agrees to supply ClearBrand with all necessary materials, electronic, or otherwise, required to create and complete the project, and to supply them in a timely manner.

18. Hosting websites

ClearBrand offers hosting services through a range of out-sourced companies with virtual servers.

ClearBrand will suggest a hosting company, but the client will set up the account with that hosting company and provide ClearBrand with logins to push the website live.

ClearBrand does not guarantee continuous service and will accept no liability for loss of service, whatever the cause. may request that clients change the type of hosting account used if that account is deemed by ClearBrand to be unacceptable because of poor service, lack of bandwidth or in any other way insufficient to support the website.

Fees for hosting on ClearBrand’s virtual server are due at the commencement of any period of service and are non-refundable. Fees due to third party hosting organisations are the responsibility of the client and ClearBrand is not liable for their payment, nor for the renewal of domain names, which are the sole responsibility of the client/domain owner.

19. Domain registration

ClearBrand cannot guarantee the availability of any domain name. Where ClearBrand is to register a domain name on behalf of a client it will endeavour to do so but the client should not assume a successful registration.

20. Search engine submission

Due to the infinite number of considerations that search engines use when determining a site’s ranking, ClearBrand cannot guarantee any particular placement. Acceptance by any search engine cannot be guaranteed and when a site is accepted, the time it takes to appear in search results varies from one search engine to another. Rankings will also vary as new sites are added. ClearBrand recommend that clients use a professional Search Engine Optimisation specialist and can arrange for third party SEO consultancy, but can accept no responsibility for their services.

21. Design credits

The client agrees to allow ClearBrand to place a small credit in the form of a link to ClearBrand’s own website on the client’s website. This will usually be in the form of a small logo or line of text placed towards the bottom of the page.

The client also agrees to allow ClearBrand to place websites and other designs, along with a link to the client’s site on ClearBrand’s own website for demonstration purposes and to use any designs in its own publicity and portfolios.

22. Free Offers

ClearBrand occasionally offers free items within proposals. Here are the full terms of these free items:

– Brand Launch Video. The brand launch video is a premade brand reveal video that we will create on your behalf. This is upon completion and payment of the branding stage and can be used as a powerful visual way to launch your new brand to stakeholders. We will use items from the rebrand and will include a logo revel. Here is an example we use to illustrate: EXAMPLE VIDEO. This video offer is for one single brand reveal for each organisation/brand that is quoted, however if you have sub-brands we may be able to show that as a slide within the video. Please note this simple brand reveal video is created by ClearBrand for free for your organisation and will not be briefed by the client in terms of content. Alternatively you can use this offer as a credit amount towards a bespoke video (for any purpose), whereby you set a brief and script for us and we will design and animate for you. Please do get in touch for a quote on this basis for us to let you know the discount we can provide.
– Stock access. Access to our stock imagery library at shutterstock.com for up to 100 royalty free images and vectors for your project (Please note: other agencies may charge extra hidden costs for imagery assets). Quantity will depend on availability and design budget.
– Rebrand launch strategy. Short document written by ClearBrand on best practices for launching your new brand. This is a pre written report with general advice on launching your new brand. For a bespoke launch plan we can create a priced package per organisation.

23. Working with contractors

Providing quotes:
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– Please provide a fixed rate proposed/quoted time with proposed work to be carried out
– Sign off from a ClearBrand director will be required in writing to go ahead with pricing.
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Please note we do not work with contractors on a per hour basis. All pricing will need to be fixed rate with an explicit description of the service provided.

Invoicing: We have a 30 day terms payment policy after receiving invoices from contractors. Invoices will only be accepted if the work stated is fully completed and signed off by a ClearBrand director in writing. We also provide this process to our clients. We will aim to pay within this timeframe but can’t guarantee exactly when so please do not contact unless the 30 days has expired. If you require a different payment schedule explicit notice must be made before starting the project (for example for deposits). We accept deposits for the first project for a new contractor, but further projects will be paid for upon completion unless specified otherwise, or if they are over £1000 in value. This is our process with our clients and supports cash flow requirements. All correspondence re: invoicing must be made via accounts@clearbrand.co.uk Any questions outside this method will be redirected here.

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