terms and conditions

Terms and conditions

Acceptance of quotation and payment of deposit will be taken as acceptance of the following terms and conditions. Please ensure you have read and fully understand what is written below. Please contact us if anything is not clear to you.

Reflect Design for Print Ltd: studio@reflect-designforprint.co.uk

Note: Reflect Design is the public trading name for Reflect Design for Print Ltd.

The costs provided when quoting are guide prices based upon what we anticipate the creative, time and production requirements to be based on  previous experience and on typical processes, plus client co-operation in provision of content, meeting deadlines and approval. 

Within reason, additional charges may be payable if there are significant variations to  this, although the client would be made aware of this well in advance.  Charges are unlikely to deviate significantly from those quoted unless requirements change, however please allow a 10% contingency on price when considering your budget to allow for potential unanticipated  requirements, additional development or ‘scope creep’. Please also note that late payment of invoices may result in additional charges being  incurred.

No creative or development work will commence until the agency has received written approval of the quotation (by hand or by email) and in  some cases a minimum deposit of 50% of the agreed costs (unless otherwise agreed in writing). This ensures that the agency is fully  equipped to provide the very highest levels of service and expertise, from project inception through to completion. This also applies if a project is delivered in ‘stages’, whereby a deposit will be required before proceeding to each new stage.

Unless otherwise agreed in writing, the balance of payment will be  due in full on project completion (e.g. on approval of logo, delivery of  printed items, deployment of website, sending of e-shot etc): failure to make final payment at this point may result in delays in project  delivery. All invoices must be settled in full by the due date specified. Late payments may result in additional charges being made.

If a quotation has been provided where a job will be approached in ‘phases’, each stage will need to be paid in full on completion of each  stage, before the agency is able to progress to the next phase. Where a job is being charged in stages (for example, an initial 50% deposit and  two further payments of 25% each) the balance of payment may be charged  in full either on completion of the project or over a number of further staged payments at the discretion of the agency.

If any project exceeds the estimated timeline agreed or extends beyond twelve weeks from approval of quotation (whichever occurs first),  the agency reserves the right to invoice 25% of any outstanding balance, with the remaining 25% payable on completion. We reserve the  right to invoice for completed work irrespective of content or final approval being provided by the client.

Any printing, fulfilment, mailing or third-party services that are provided by the agency will require a minimum up-front payment of 75% (possibly higher in relation to value) of the agreed cost (this figure will be at the discretion of the agency and may in some cases be as much as 100%). Please note that the agency will be unable to proceed to this stage without receipt of proof of this payment.

Unless otherwise stated above or previously agreed in writing, all invoices are due within 14 days of any invoice date. 

Unless otherwise agreed in writing, work will usually commence within ten working days of deposit receipt. Any anticipated completion date provided by the agency is subject to options chosen and client co-operation in provision of information, resource (logos, images etc)  and approval. The agency will do its very best to ensure that agreed timelines are adhered to, but please be aware that circumstances, amends requested, or additional requirements may potentially result in delays.  Time lines provided are estimated but the agency will not be  held liable if the project over-runs due to delays caused by the client passing information or approval, or any third party issues or force majeure (acts of God).

Fees provided allow for presentation of a minimum of two creative options per brief for the client to choose from. In the unlikely event that the client is not satisfied with the first round of presented work, the agency will develop a further round of additional creative development and presentation. If after this third round there is still no agreement on direction, the agency reserves the right to potentially bring to an end any agreement with the client with no refund of deposit  or payments made previously.

Costs provided allow for a maximum of three sets of client amends after which time additional charges may become payable, although the  client would be made aware of this in advance.

At the end of each stage of the process (including – but not limited  to – before sending an item to print or publishing a website etc) the  client will need to ‘sign-off’ their approval either in person or by  email. No further development can be undertaken until the agency is in receipt of written approval confirmation. Any amends to work after signed approved may incur additional charges for further time spent, although the client would be made aware of this in advance.

Fees provided allow for occasional meetings at key stages for a ‘reasonable’ length of time between the agency and client. Some meeting  may incur additional charges for time spent, although the client would be made aware of this in advance.

Unless otherwise agreed in writing, projects are subject to a ‘standard disbursement charge’ to cover anticipated costs for in-house  colour printing, travel, postage etc.

Unless otherwise agreed in writing, our fees exclude: VAT where  applicable; stock library images, photography or video outside of our in-house resources; bespoke illustration; copywriting; website hosting or backups; translation services; travel and accommodation outside of  London; talent (models and actors etc.); any third-party media,  production, distribution, couriers, proofs, mock-ups, proof reading or printing that may be required; other third-party costs incurred (such  as merchant bank and payment gateway charges) etc.

It is assumed that unless otherwise stated, most copy and images  will be provided by the client, although the agency will contribute to  this (through headlines, and top-line messages etc) as a natural part of the creative process. The agency is able to provide a full copywriting service or copy advice, as well as illustration and photography at an  additional cost if required. Purchased royalty-free stock images from our standard sources (if required) will generally be priced at £15-25 per image (dependent on source, image size and quality) to cover sourcing  time and image costs.

The agency recommends that clients use our preferred suppliers for  print and is able to provide competitive quotations to ensure high  quality and service is maintained until delivery of the final product.  We always seek a number of quotations from our trusted print suppliers  and provide a complete management service: from print sourcing to print-liaision to proof checking. Although clients are not contract-bound to use the agency to provide this service, it is highly  recommended for quality control and peace of mind. If a client prefers to use their own print supplier, the agency will simply provide artwork directly to the client to manage and forward, and will be unable  to monitor, advise or take any responsibility for the process or final output.

In addition to print suppliers, the agency works closely with other  third-party partners and suppliers, including sign manufacturers and  installers, photographers, illustrators, film makers, interior  designers, external website developers and coders, and other relevant  partners to provide an extensive high-quality service offering beyond  immediate in-house capabilities.

Clients should be aware that due to a variety of factors there will  often be variance in colours shown between in-house proofs, colours on  screen, printer’s proofs, and final printed items. 

These factors are  determined by the source of the print or visual (each output source e.g  the agency printer, the client’s printer, the image setter, the monitor  etc will differ from the other), the types of inks or make-up of colours (even Pantone colours can vary significantly and often surprisingly  depending on what stock or substrate they are printed on), the type of  print process (short-run digital, longer-run litho printing), the  substrate (paper, card, plastic etc) used, individual preferences  (ambient light, personal computer settings etc) and several other  reasons. As a result of this the agency is unable to guarantee 100% consistency and accuracy of colour on all items and may not always be  able to achieve the exact result expected by the client. In the case of  printed items, the only true guide as to what is likely to be produced, is to request a ‘wet-proof’ on the actual intended substrate with the  actual inks to be used, although this will incur additional cost.  However as long as the client accepts there may be 

inconsistencies across work produced, this step may not be necessary. The agency does  not accept any responsibility for colour variations as a result of these  indeterminate factors.

Until payment is received in full, all designs, artwork and rights to design and artwork (whether in digital or printed format) remain the intellectual property of Reflect Design for Print Ltd. Full copyright and ownership of all ‘commissioned’ work will reside with Lara Rankoff until full payment has been received, at which point  the agency will surrender to the client, all claims of ownership and  full copyright for final work produced (not including alternative designs, concepts, options, files, images or documents developed  throughout the process). This agreement is subject to appropriate credit and acknowledgment appearing wherever possible and the agency’s right  to use the work for self promotion in its portfolio, in presentations, in advertising, in print and online.

Reflect Design for Print Ltd will never knowingly infringe any copyright or trademark and will deliver, to the best of knowledge, creative solutions that are original and unique to the agency. Unless otherwise agreed in writing, it is the responsibility of the client to ensure that no copyright or trademark has been infringed and to make their own application for copyright or trademark with the ‘UK  Intellectual Property Office’ if required.

If requested, the agency will (at its discretion) provide the client with end-artwork in its final form (e.g. print-ready PDF; DVD master; outlined EPS file etc). However the agency does not by default (and possibly without further charge) provide clients with original artwork  or HTML code (for example an InDesign file, layered Photoshop file or HTML source file) or any ‘working’ or ‘development’ files, rejected  concepts and designs, images or documents generated throughout the project. Ownership and copyright of all unused or rejected  files, documents and designs will reside with Reflect Design for Print Ltd for non-exclusive future use.

The agency will not at any time or in any manner, either directly or indirectly, use for our personal benefit or divulge, disclose or communicate in any manner any information that is proprietary to the client. We will act reasonably to protect such information and treat it as strictly confidential.

The client agrees to indemnify Reflect Design for Print Ltd and keep the agency indemnified and hold the agency harmless from and against any claims, actions, proceedings, losses, liabilities, damages, costs,  or expenses suffered or incurred in relation to work or services  provided. The agency is not liable for any loss that may occur before, during or after the development of projects undertaken. The agency will  not be held responsible for any delays, errors or losses arising from  any third party.

The client agrees to alert the agency in writing to any defects or problems in relation to work and services provided, within 30 days of  the final invoice date. The agency will not be liable for any claims  made after this period.

Appropriate credit and acknowledgment for work produced by the agency should be attributed to Reflect Design for Print Ltd where possible (for instance written in small text on the back of a printed item or at the bottom of a website) and may be referenced for the agency’s promotional purposes unless otherwise (in exceptional circumstances) prearranged with the client.

These terms and conditions of business supersede any previous versions and apply to all present and future projects unless otherwise agreed in writing. Reflect Design for Print Ltd reserves the right to change or modify these terms at any stage with immediate effect. By  agreeing to these terms, your statutory rights are not affected.