Terms & Conditions

These terms apply to all bespoke design and creative services provided by me (Claire Peacock, trading as 20 Pence Productions, referred to as "me" or "I") to you (the client, referred to as "you").

1. Proposals and Contracts

For each project, I will provide a detailed proposal document. Once you electronically sign this proposal and I countersign it, this forms a binding contract between us, together with these Terms & Conditions.

Each proposal will include:

• Detailed scope of work

• File types to be delivered

• Timelines and deadlines

• Assets you need to supply

• Project cost breakdown

• Number of revision rounds included

Proposals are valid for 30 days from the date on the document. After this period, pricing and availability may be subject to change.

2. Acceptance of Terms

By signing the proposal document (via electronic signature), you confirm that you have read, understood, and agree to these Terms & Conditions. Both parties will receive a copy of the signed document via email for record-keeping purposes.

The signed proposal together with these Terms & Conditions constitutes the entire agreement between us for the specific project.

3. Assets You Need to Supply

Before work can commence, you must supply any required assets in the file formats outlined in the proposal. These may include but are not limited to:

• Photographs (digital files)

• Images and illustrations

• Logos and brand assets

• Written content and copy

• Any other materials specified in the proposal

These requirements will be discussed during our discovery call and clearly listed in the proposal. Work cannot begin until all necessary assets have been received.

4. Payment Terms

Deposit: A non-refundable deposit of 40% of the total project cost is due within 14 days of the proposal being signed. Your project will not be scheduled until this payment is received and funds have cleared.

Progress Payment: 30% of the total project cost is due when the first set of design samples/proofs are supplied to you.

Final Payment: The remaining 30% is due when you approve the project as complete. Final files will not be released until this payment is received and funds have cleared.

VAT: I am not currently VAT registered. Should this change during your project, I will notify you in writing. Any VAT due will be calculated and invoiced in accordance with HMRC requirements.

Late Payment: Payment terms are essential to maintaining fair scheduling for all clients. Any delay in payment that is not discussed and agreed within a reasonable timescale may be subject to interest charges at the rate of 5% above the Bank of England base rate per annum, calculated daily from the due date until payment is received.

Failure to pay within the agreed terms may result in:

• Suspension of work on your project

• Legal proceedings to recover the debt

• Liability for all legal fees and court costs incurred

• Administration charges for excessive costs incurred in recovering overdue accounts

This policy ensures my schedule can be maintained fairly for all clients.

5. Deadlines and Timeframes

Setting Timelines: Project timelines will be discussed during our discovery call and confirmed in the proposal document. If you have a specific deadline, please inform me during this call so I can check availability and confirm whether I can accommodate your timeframe.

Working Days: All turnaround times are calculated in working days (Monday to Friday, 9:00am to 5:30pm), excluding weekends, bank holidays, and scheduled annual leave. Any annual leave that may affect your project will be communicated to you in advance.

Feedback Deadlines: To ensure efficient project delivery, I require feedback on proofs within 5 working days of sending them to you.

Amendment Turnaround: I will complete amendments within 5 working days of receiving your feedback, provided no further clarification is needed.

Your Missed Deadlines: If you miss any deadlines for providing feedback, assets, or approvals, this will impact the allocated time schedule and your project will be delayed. Other projects may take precedence if agreed deadlines are not met.

Communication: If you believe you will miss a deadline, please inform me at your earliest convenience to minimise disruption and allow for rescheduling. Likewise, if I foresee any delays, I will communicate this to you as soon as possible.

6. Revisions and Amendments

The number of revision rounds included in your project will be specified in the proposal document. This varies depending on the type and complexity of the work.

Additional Revisions: If you require more revisions than those included in the proposal, these will be charged at my hourly rate as specified in the proposal. I will provide a separate proposal outlining the scope of additional work and associated costs. Work will not continue until you have signed this additional proposal and payment terms have been agreed.

7. Additional Costs

If your project requires the purchase of stock images, premium fonts, plugins, subscriptions, or other third-party items, I will:

• Confirm costs with you before making any purchase

• Invoice these separately from my service fees

• Require advance payment before purchasing

Your Responsibility: You are responsible for maintaining any third-party licenses, subscriptions, or renewals required for ongoing use of these items after project completion.

8. Deliverables

Upon project completion and receipt of final payment, I will supply all file types detailed in the proposal. These will be delivered in a structured package with clear folder organisation and documentation explaining:

• What each file type is

• Where and when to use each file

• Any usage limitations or technical specifications

Fonts: Where possible, I use free fonts suitable for commercial use that you can download independently. I do not supply font files due to licensing restrictions. Any fonts used will be documented for you.

File Storage: Once final files are delivered, it is your responsibility to store them safely. I may retain a copy for reference purposes, but I am not responsible for future loss or corruption of your files.

9. Scope Creep

The scope of work is defined in the proposal document. Changes to the project direction, requirements, or deliverables after the brief has been agreed may impact time, cost, and deadlines.

Scope creep includes but is not limited to:

• Incomplete design brief or missing project information

• Unrealistic timeframe expectations

• Change of direction after work has commenced

• Missing deliverables from you that delay progress

• Miscommunication about project complexity

• Repeated small changes that stall progress

Examples of design changes that constitute scope creep:

• Requesting new photographs with each revision

• Creating new illustrations or elements from scratch that weren't in the original brief

• Significant layout or structural changes

• Locating additional images or sourcing content not in the original scope

Avoiding Scope Creep: I will always communicate any potential scope issues in advance to avoid unexpected costs. Please provide all requested information promptly and raise any concerns or questions early so we can discuss them.

If scope creep occurs, I will provide a new proposal for the additional work before proceeding.

10. Final Approval and Sign-Off

Your Responsibility: Please review all proofs thoroughly, checking:

• Spelling and grammar

• Pricing and numerical information

• Images, colours, and layout

• Fonts and typography

• Overall design and content accuracy

Post-Approval Changes: Once you have approved the final design, you confirm that you have checked all elements thoroughly. Any errors discovered after final approval that require correction will be chargeable as new work.

Print Disclaimer: I accept no responsibility for printed materials after files are released to you or sent to a printer. Please ensure you review print proofs from your chosen print supplier before approving print runs.

11. Cancellation, Refunds, and Project Termination

Before Work Commences: If you need to cancel a project, immediate written notice via email is required.

• More than 48 hours before scheduled start: Full refund of deposit

• Less than 48 hours before scheduled start: Refund may be issued at my discretion, subject to a 10% administration charge

• After work has commenced: No refund will be given

The 40% deposit secures your scheduled time with me. Once payment is received and cleared, I will confirm your project start date via email.

Project Pause: Should you need to pause a project temporarily, this will be considered on a case-by-case basis at my discretion. Please discuss this with me directly.

12. Non-Communication and Project Forfeiture

If there is no communication from you for 30 consecutive days (including weekends) after proofs have been supplied, the project will be considered forfeited and no refund will be issued.

Restarting a Forfeited Project: If you wish to restart the project after this period:

• An administration fee of £100 will be charged to reschedule the remaining work

• This fee must be paid in full before work recommences

• If the brief has changed significantly, a new proposal will be required

• Your project timeline will be reset and may be longer than originally agreed

13. Disputes and Queries

Any concerns or disputes regarding the work must be raised when proofs are supplied, not after the final invoice has been paid.

Once the final invoice is paid and final files delivered, the project is deemed accepted in full.

Failure to raise issues in a timely manner may make resolution difficult and indicates satisfaction with the work completed.

14. Ownership, Copyright, and Usage Rights

Your Rights: Upon completion of the project and receipt of full payment, you will own the final approved designs and have full rights to use them for your business purposes.

My Rights: I retain the right to:

• Keep a copy of project files for reference and portfolio purposes

• Showcase the project on my website, social media, and promotional materials

• Use the project and any testimonials you provide as examples of my work

Confidential Projects: If your work involves sensitive data or client confidentiality restrictions that prevent public sharing, please inform me at the start of the project. I am happy to agree not to use your work in promotional materials and will sign an NDA if required.

Intellectual Property: All intellectual property rights in preliminary designs, concepts, and unused work remain with 20 Pence Productions unless otherwise agreed in writing.

15. Confidentiality

I will treat all information shared during the course of your project as confidential and will not disclose it to third parties except where:

• Required by law

• Necessary to complete the project (e.g., sharing with print suppliers)

• You have given explicit permission

This confidentiality obligation continues after project completion.

16. Force Majeure

I will not be liable for delays or failure to perform my obligations due to circumstances beyond my reasonable control, including but not limited to:

• Illness or medical emergencies

• Natural disasters or severe weather

• Power outages or internet service failures

• Government restrictions or public emergencies

• Failure of third-party services essential to the project

In such circumstances, I will notify you as soon as reasonably possible and we will agree on a revised timeline.

17. Professional Indemnity Insurance

I carry professional indemnity insurance to protect both my business and my clients. Details of coverage can be provided upon request.

18. Limitation of Liability

Except where prohibited by law, my total liability for any claim relating to work carried out under these terms will not exceed the total fees paid for the specific project in question.

I am not liable for indirect, consequential, or special losses, including but not limited to loss of business, revenue, profits, or reputation arising from your use of the designs or materials I provide.

19. Data Protection

Personal and business data you provide will be stored securely and used only for:

• Delivering your project

• Processing payments

• Legal record-keeping and compliance

• Communicating with you about your project

For full details of how your data is collected, stored, and processed, please see my Privacy Policy.

20. Complaints Procedure

If you have a concern or complaint about my services:

1. Contact me via email at claire@20penceproductions.co.uk with details of your concern

2. I will acknowledge receipt within 2 working days

3. I will investigate and respond with a resolution or explanation within 10 working days

4. If you remain unsatisfied, we can arrange a call or meeting to discuss further

21. Severability

If any provision of these Terms & Conditions is found to be unenforceable or invalid by a court of law, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

22. Changes to Terms

I may update these Terms & Conditions from time to time. Any changes will be posted on my website with a new version number and "Last Updated" date. Changes will apply to projects commencing after the update date. Ongoing projects will be governed by the terms in effect when the proposal was signed.

23. Entire Agreement

The signed proposal document together with these Terms & Conditions constitutes the entire agreement between us and supersedes all prior discussions, negotiations, or agreements relating to the project.

24. Governing Law

These terms are governed by and interpreted in accordance with the laws of England and Wales, and you agree to submit to the exclusive jurisdiction of the courts of England and Wales for any disputes arising from these terms or the services provided.