Acceptance of a quotation and/or payment of a deposit will be deemed as full acceptance of the following Terms & Conditions. Please ensure you have read and understood them carefully. If anything is unclear, please contact us before proceeding.

1. Pricing & Validity

All costs provided exclude VAT or applicable taxes unless otherwise stated and are valid for 30 days from the date of quotation.

2. Quotation Estimates

Quoted costs are guideline estimates based on anticipated creative, development, time, and production requirements, derived from prior experience and standard workflows. These estimates assume reasonable client cooperation, including timely provision of content, approvals, and feedback.

Additional charges may apply if project requirements change significantly. Any such changes will be communicated clearly and approved in advance. Costs will not deviate unless scope or requirements materially change.

3. Project Commencement & Deposit

No creative or development work will begin until:

• Quotation approval is received (verbal or written), and
• A minimum 50% deposit of the agreed cost is paid (unless otherwise agreed in writing).

Once work has commenced, the deposit becomes non-refundable. For staged projects, deposits may be required before each stage begins.

4. Final Payment

Unless otherwise agreed in writing, the remaining balance is payable in full upon project completion (e.g., website publishing, campaign delivery). Payment is due within 14 days of invoice date.

Late payments may result in delivery delays and may incur an additional charge of up to 8% on outstanding invoices.

5. Staged Projects

For projects delivered in stages, each stage must be paid in full upon completion before progressing to the next stage. Bearsify reserves the right to structure staged payments at its discretion.

6. Extended Timelines

If a project exceeds the agreed timeline or extends beyond 12 weeks from quotation approval (whichever occurs first), Bearsify reserves the right to invoice 25% of any outstanding balance, with the remaining balance payable upon completion.

7. Third-Party Services

Any printing, hosting, marketing spend, licensing, fulfilment, or third-party services require 100% advance payment of the agreed cost. Bearsify cannot proceed without confirmation of payment.

8. Invoice Terms

Unless stated otherwise, all invoices are payable within 14 days. Please note that delays in payment may impact project timelines.

9. Timelines & Client Responsibility

Work typically begins within 10 working days of deposit receipt. Completion timelines are estimates and depend on:

• Client approvals
• Content and asset delivery
• Scope stability

Bearsify is not liable for delays caused by the client, third parties, or events beyond reasonable control (force majeure).

10. Creative Options

Quotes include up to two creative options per brief. If required, a third round may be developed. If no direction is agreed after this, Bearsify reserves the right to terminate the agreement without refund of fees paid.

11. Revisions

Costs include up to three rounds of revisions. Additional revisions may incur extra charges, communicated in advance.

12. Client Approval

At the end of each stage, written approval is required before proceeding. Changes requested after sign-off may incur additional costs.

13. Meetings

Reasonable meetings at key stages are included. Extended or additional meetings may be chargeable with prior notice.

14. Disbursements

Projects may include a standard disbursement charge covering incidental costs such as travel, printing, or postage unless otherwise agreed.

15. Exclusions

Unless specified, quoted costs exclude:

• VAT / applicable taxes
• Print and media buying
• Photography, videography, copywriting
• Stock assets
• Hosting and domain fees
• Third-party platform or gateway fees

16. Client-Provided Content

Unless agreed otherwise, content and images are provided by the client. Bearsify can provide copywriting, photography, illustration, or stock imagery at additional cost.

17. Printing & Vendors

Clients are not obligated to use Bearsify’s vendors. If external vendors are used, Bearsify is not responsible for quality, output, or delays.

18. Partner Services

Bearsify may collaborate with trusted third-party specialists (developers, marketers, photographers, etc.) to deliver services beyond in-house capabilities.

19. Colour & Display Variations

Colour consistency across screens and print cannot be guaranteed due to technical variations. Bearsify is not liable for colour discrepancies.

20. Intellectual Property

All designs, artwork, and materials remain the intellectual property of Bearsify until full payment is received. Upon payment, ownership of final approved deliverables transfers to the client.

Bearsify retains the right to showcase work for portfolio, marketing, and promotional purposes.

21. Copyright & Trademarks

Bearsify delivers original work to the best of its knowledge. Clients are responsible for trademark or copyright registration and legal protection.

22. Source Files

Final output files may be provided upon request. Editable source files, working files, or unused concepts are not included unless agreed separately.

23. Confidentiality

Bearsify will treat all client information as confidential and will not disclose it to third parties except as required to deliver services.

24. Liability & Indemnity

The client agrees to indemnify Bearsify against any claims arising from project use. Bearsify is not liable for indirect, incidental, or consequential losses.

25. Issue Reporting

Any issues must be reported in writing within 30 days of final invoice. Claims after this period will not be accepted.

26. Web Projects Ownership

Clients retain ownership of website design only. Proprietary systems, CMS platforms, source code, and frameworks remain excluded unless agreed otherwise.

27. Hosting Disclaimer

Bearsify may offer hosting services. While uptime and security are prioritized, uninterrupted service cannot be guaranteed. Bearsify is not liable for hosting-related losses.

28. Credit & Attribution

Where appropriate, Bearsify may be credited for work produced unless otherwise agreed in writing.

29. Amendments

These Terms & Conditions supersede all previous versions and may be updated at any time. Continued engagement constitutes acceptance of updated terms.