Social Media Management Terms & Conditions
1. Acceptance of Terms
By accepting a quotation, making payment, or instructing Polkadot Digital to commence social media services, the client agrees to the following Social Media Management Terms & Conditions.
2. Scope of Services
Polkadot Digital provides social media management services which may include:
- content creation;
- graphic design;
- caption writing;
- hashtag research;
- content scheduling;
- community management;
- paid social advertising;
- boosting posts;
- reporting;
- strategy recommendations;
- short-form video editing;
- content planning.
Specific deliverables, posting frequency, platforms, and included services will be outlined within the approved quotation or proposal.
3. Payment Terms
Monthly management fees are payable upfront before work commences for the applicable month.
All prices exclude VAT unless otherwise stated.
Failure to make payment may result in:
- paused posting;
- suspension of campaigns;
- withholding of content;
- removal of account access;
- suspension of services.
Outstanding invoices may be handed over for debt collection at the client’s expense.
4. Contract Period & Cancellation
Unless otherwise agreed in writing, social media management services are subject to a minimum 3-month contract period.
After the initial contract term, either party may terminate services with 1 calendar month written notice.
No refunds will be issued for:
- completed work;
- approved content;
- booked production time;
- strategy work;
- partially completed months.
Should services be paused by the client, Polkadot Digital reserves the right to revise pricing, timelines, or deliverables upon recommencement.
5. Content Creation & Approvals
Polkadot Digital may create content based on:
- client briefings;
- supplied information;
- brand guidelines;
- industry research;
- creative interpretation.
The client remains responsible for reviewing and approving all content before publishing where approval processes apply.
If feedback or approval is delayed, Polkadot Digital cannot guarantee scheduled posting dates or content timelines.
Where the client does not provide approval within a reasonable timeframe, Polkadot Digital may:
- reschedule content;
- postpone posting;
- proceed based on prior approvals and brand direction.
Repeated revisions or major creative direction changes outside the original agreed scope may incur additional charges.
6. Subjective Creative Work
The client acknowledges that creative services including:
- graphic design;
- captions;
- videos;
- campaign concepts;
- branding;
- social media strategy;
are subjective by nature.
While Polkadot Digital will make reasonable efforts to align with the client’s preferences and brand identity, we do not guarantee that all creative work will align with personal taste or subjective expectations.
Reasonable revisions are included where outlined in the quotation.
7. Client Responsibilities
The client agrees to:
- provide accurate information;
- provide content and assets timeously;
- ensure product/service information is correct;
- maintain active communication;
- review content promptly;
- supply login access where required.
The client remains solely responsible for:
- pricing;
- legal compliance;
- product claims;
- medical claims;
- promotional accuracy;
- stock availability;
- fulfilment of enquiries or sales generated.
Polkadot Digital shall not be liable for incorrect information supplied by the client.
8. Copyright, Licensing & Client Supplied Content
The client confirms that all content supplied to Polkadot Digital, including:
- images;
- videos;
- logos;
- music;
- fonts;
- trademarks;
- documents;
- written content;
is either owned by the client or properly licensed for commercial use.
Polkadot Digital shall not be held liable for any copyright infringement claims, licensing disputes, music licensing violations, trademark disputes, or legal action arising from:
- client supplied content;
- requested uploads;
- approved content;
- client-approved advertisements.
The client indemnifies and holds harmless Polkadot Digital against any claims arising from unlicensed or unauthorised content.
Where trending audio, music, or platform features are used, availability and licensing may vary by platform, region, and account type.
9. Social Media Platforms & Algorithm Changes
Social media platforms are controlled entirely by third parties including but not limited to:
- Meta;
- Facebook;
- Instagram;
- TikTok;
- LinkedIn;
- X (Twitter);
- YouTube.
Polkadot Digital has no control over:
- algorithm changes;
- account restrictions;
- reduced reach;
- shadow banning;
- platform outages;
- policy changes;
- feature removals;
- audience fluctuations.
Polkadot Digital shall not be held liable for reduced performance, reach, engagement, follower growth, or advertising results caused by platform changes or external factors.
10. No Guarantee of Results
While Polkadot Digital follows industry best practices, we do not guarantee:
- follower growth;
- engagement levels;
- viral content;
- reach;
- leads;
- sales;
- enquiries;
- conversions;
- return on investment;
- brand growth.
Social media results are influenced by numerous external factors including:
- budget;
- competition;
- industry;
- audience behaviour;
- market conditions;
- seasonality;
- platform algorithms;
- website quality;
- offer attractiveness.
Past performance does not guarantee future results.
11. Paid Advertising & Boosted Posts
Advertising spend is separate from management fees unless otherwise specified.
Advertising budgets are generally paid directly to the platform unless otherwise agreed in writing.
Polkadot Digital is not responsible for:
- platform overspend;
- fluctuating ad costs;
- rejected advertisements;
- ad account suspensions;
- restricted industries;
- reduced ad delivery;
- policy disapprovals.
All advertising remains subject to platform advertising policies and approval processes.
12. Community Management
Where community management is included, Polkadot Digital may respond to comments, messages, or enquiries on behalf of the client during standard working hours only.
Polkadot Digital is not responsible for:
- customer service disputes;
- missed enquiries outside working hours;
- order fulfilment;
- complaint resolution;
- crisis management unless specifically agreed in writing.
The client remains responsible for all final business decisions and customer interactions.
13. Account Access & Ownership
The client retains ownership of their social media accounts where possible.
Polkadot Digital may require administrative or business access in order to manage campaigns and content.
Where invoices remain unpaid, Polkadot Digital reserves the right to:
- suspend management services;
- remove access;
- withhold unpublished content;
- pause campaigns.
Campaign strategies, content plans, design files, captions, reporting templates, and marketing methodologies created by Polkadot Digital remain the intellectual property of Polkadot Digital unless otherwise agreed in writing.
14. Content Scheduling & Posting
While Polkadot Digital will make reasonable efforts to adhere to agreed posting schedules, posting dates and times are not guaranteed.
Posting schedules may be affected by:
- platform outages;
- technical issues;
- delayed approvals;
- content delays;
- third-party software failures;
- account restrictions.
Polkadot Digital shall not be held liable for missed posting times or scheduling interruptions beyond reasonable control.
15. Limitation of Liability
To the maximum extent permitted by law, Polkadot Digital shall not be liable for:
- indirect losses;
- loss of profits;
- reputational damage;
- business interruption;
- reduced engagement;
- account suspensions;
- platform outages;
- data loss;
- algorithm changes;
- lost followers;
- advertising performance issues.
The client agrees that Polkadot Digital’s total liability relating to social media services shall not exceed the total management fees paid by the client over the preceding 3-month period.
16. Changes to Terms
Polkadot Digital reserves the right to amend or update these Social Media Management 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 social media services, the client confirms that they have read, understood, and agreed to these Social Media Management Terms & Conditions.