Graphic Design Services Terms & Conditions
1. Acceptance of Terms
By accepting a quotation, making payment, or instructing Polkadot Digital to commence graphic design services, the client agrees to the following Graphic Design Services Terms & Conditions.
2. Scope of Services
Graphic design services may include:
- logo design;
- branding;
- social media graphics;
- brochures;
- flyers;
- advertisements;
- presentations;
- packaging design;
- signage;
- business cards;
- digital artwork;
- motion graphics;
- marketing collateral;
- website graphics;
- content templates.
Specific deliverables and revision allowances will be outlined within the approved quotation or proposal.
3. Payment Terms
A deposit may be required before work commences.
Unless otherwise agreed in writing:
- design work will only commence once payment arrangements are confirmed;
- final files will only be released once full payment has been received.
All prices exclude VAT unless otherwise stated.
Polkadot Digital reserves the right to withhold final files, editable files, source files, or artwork where invoices remain unpaid.
4. Creative & Subjective Nature of Design
Graphic design is subjective and involves creative interpretation based on:
- the client brief;
- brand identity;
- industry standards;
- marketing strategy;
- creative direction.
While Polkadot Digital will make reasonable efforts to align with the client’s vision and preferences, we do not guarantee that all concepts or designs will align with subjective personal taste.
Design concepts presented form part of the creative process.
5. Revisions & Amendments
Reasonable revisions are included where specified within the quotation.
Additional revisions, redesigns, concept changes, or changes outside the original approved brief may incur additional charges.
Major changes in direction after design approval may require re-quoting.
Polkadot Digital reserves the right to determine whether a revision falls outside the agreed scope.
6. Client Responsibilities
The client agrees to provide:
- accurate information;
- branding requirements;
- logos;
- content;
- dimensions/specifications;
- approvals;
- feedback timeously.
The client remains responsible for reviewing all artwork carefully before approval, including:
- spelling;
- grammar;
- contact information;
- pricing;
- disclaimers;
- product information;
- sizing;
- measurements.
Polkadot Digital shall not be liable for errors approved by the client.
7. Approval & Final Sign-Off
Approval via email, WhatsApp, written confirmation, or instruction to proceed to print/publish constitutes final approval of the artwork.
Once approved:
- further edits may be billed separately;
- Polkadot Digital is not responsible for approved errors or omissions;
- responsibility for final usage transfers to the client.
8. Copyright, Licensing & Client Supplied Content
The client confirms that all supplied content including:
- logos;
- images;
- videos;
- fonts;
- trademarks;
- brand assets;
- documents;
- written content;
is either owned by the client or properly licensed for commercial use.
Polkadot Digital shall not be liable for any copyright infringement claims, trademark disputes, licensing disputes, or legal action arising from:
- client supplied materials;
- requested design elements;
- approved artwork.
The client indemnifies and holds harmless Polkadot Digital against any claims arising from unauthorised or unlicensed materials supplied by the client.
9. Stock Images, Fonts & Third-Party Assets
Where stock images, fonts, mockups, templates, graphics, or third-party assets are used:
- licensing terms remain subject to the third-party provider;
- some licenses may limit future usage or redistribution;
- additional licensing fees may apply.
Unless otherwise agreed in writing, Polkadot Digital is not responsible for purchasing extended commercial licenses for future usage outside the original intended project scope.
10. AI-Assisted Design Tools
Polkadot Digital may utilise AI-assisted tools, templates, stock resources, or design technologies as part of the creative process.
All final artwork is reviewed and refined before delivery; however, the client remains responsible for reviewing and approving final deliverables before use.
11. Editable & Source Files
Unless specifically included in the quotation, editable working/source files are not included.
This may include but is not limited to:
- Adobe Illustrator files;
- Photoshop files;
- InDesign files;
- Canva editable links;
- layered artwork files;
- working project files.
Final exported files such as JPG, PNG, PDF, or MP4 formats may be supplied as part of the agreed deliverables.
12. Intellectual Property
All concepts, drafts, working files, strategy, and design processes remain the intellectual property of Polkadot Digital until full payment has been received.
Upon full payment, the client receives rights to use the final approved artwork for its intended business purpose.
Unused concepts, draft designs, rejected concepts, and unpaid work remain the property of Polkadot Digital.
Polkadot Digital reserves the right to showcase completed work within its portfolio, social media, marketing materials, and case studies unless otherwise agreed in writing.
13. Printing & Production Disclaimer
Where Polkadot Digital assists with print-ready artwork or printing coordination:
- final print quality remains subject to the printer and materials used;
- colour variations may occur between screens and printed materials;
- minor alignment or production variances may occur.
Polkadot Digital shall not be liable for:
- printing errors approved by the client;
- printer production issues;
- colour variations;
- supplier delays;
- manufacturing defects;
- print quality discrepancies.
The client is responsible for approving all final print-ready artwork before production.
14. Timelines & Rush Work
Estimated timelines are dependent on:
- client responsiveness;
- approval turnaround times;
- content delivery;
- project complexity.
Delayed feedback or missing content may extend timelines.
Urgent or rush work may incur additional fees depending on workload and deadlines.
15. Limitation of Liability
To the maximum extent permitted by law, Polkadot Digital shall not be liable for:
- indirect losses;
- reputational damage;
- loss of profits;
- printing costs;
- business interruption;
- legal claims arising from approved content;
- missed deadlines caused by client delays;
- consequential damages.
The client agrees that Polkadot Digital’s total liability relating to graphic design services shall not exceed the total amount paid for the applicable project.
16. Changes to Terms
Polkadot Digital reserves the right to amend or update these Graphic Design Services Terms & Conditions at any time.
The latest published version on the Polkadot Digital website shall apply.
17. Acceptance
By accepting a quotation, making payment, or proceeding with graphic design services, the client confirms that they have read, understood, and agreed to these Graphic Design Services Terms & Conditions.