Introduction
Welcome to Grimvoxel Studio Ltd. By commissioning work from us, you agree to these terms in full. These terms exist to protect both parties: they set clear expectations before work begins, so there are no surprises once it is underway. References to "Grimvoxel," "we," "us," or "the Studio" mean Grimvoxel Studio Ltd., a company incorporated in England and Wales. References to "you" or "the Client" mean the individual or entity commissioning the work.
Project Brief and Scope
2.1 Initial Consultation All projects begin with a consultation to establish your needs, objectives, and the parameters of the work.
2.2 Project Proposal Following consultation, a written proposal will be issued. This document defines the project scope, deliverables, number of included revision rounds, and the agreed timeline. The proposal forms part of the contractual agreement once accepted in writing.
2.3 Scope Changes Any request to change the project scope after written acceptance must be submitted in writing to soraya@grimvoxel.studio. Scope changes may affect both the cost and the delivery timeline. A revised quote and revised timeline will be issued before additional work commences. Work resulting from an unapproved scope change will not be undertaken.
3. Pricing and Payment Terms
3.1 Pricing Projects are quoted individually based on complexity, duration, and specific requirements. A written quote is issued following the initial consultation.
3.2 Payment Schedule
Unless otherwise agreed in writing, the standard payment schedule is:
30% upon project commencement (non-refundable)
40% at the agreed project midpoint
30% upon final delivery
Preferred payment method is bank transfer. Alternative arrangements must be agreed in writing before the project begins.
3.3 Additional Charges Additional fees apply for: revision rounds beyond those included in the proposal; major changes to the brief after work has commenced; and rush delivery requests. Applicable rates are set out in the proposal or will be communicated in writing before additional work begins.
3.4 Late Payment Invoices are due on the date stated. Where payment is not received by the due date, a non-compounding late fee of 8% of the outstanding invoice amount will be applied per calendar month until the balance is cleared.
Example: An invoice of £1,000 unpaid at the due date attracts a fee of £80 in month one. If still unpaid in month two, a further £80 (8% of the original £1,000) is added. The late fee is calculated against the original invoice amount, not the accumulated total.
4. Late Payment Fee
4.1 Included Revisions Each project includes two rounds of revisions unless a different number is stated in the proposal. A revision round is defined as a single consolidated set of feedback submitted in writing. Feedback submitted across multiple messages, calls, or documents will be treated as multiple rounds at the Studio's discretion.
4.2 Additional Revisions Further revision rounds beyond those included are charged at £35 to £50 per round, depending on the complexity of the changes requested. The applicable rate will be confirmed before the round commences.
4.3 What Constitutes a Revision A revision is a change to work already presented for approval. It does not include corrections to errors made by the Studio. Studio errors are corrected at no charge.
5. Timeline, Deadlines, and the Impact of Iterations
This section requires careful reading. Timeline delays are one of the most common sources of friction between studios and clients, and the most common cause is iterations, not the Studio's production capacity. The following terms are designed to be explicit about this so both parties share the same understanding from day one.
5.1 Project Schedule A delivery schedule is provided and agreed in writing at the start of the project. This schedule is built around the scope, complexity, and number of revision rounds defined in the proposal. It is a live document, not a guarantee, and it is subject to the conditions below.
5.2 Timeline Impact of Client-Requested Revisions
Revisions extend the delivery timeline. This is not a discretionary decision: it is a structural consequence of the production process.
Each revision round requires the Studio to pause ongoing production, assess the feedback, plan the changes, implement them, and re-render or re-output the affected assets. For motion design work, this process is materially time-consuming in ways that are not always visible to the client.
The timeline extension per additional revision round is typically three to seven business days, depending on the scope of the requested changes. This extension will be communicated in writing when a revision round is confirmed.
Clients who request revisions and subsequently express concern about the revised delivery date will be directed to this clause.
5.3 Timeline Impact of Concept Revisions on AI-Assisted Projects
Where a project involves AI-generated or AI-assisted elements at the concept or asset generation stage, concept revisions carry a higher timeline impact than revisions to manually produced work.
The reason is procedural: AI-assisted concept development is an iterative generation process. Each conceptual direction requires a generation run, a curation pass, a quality review, and often a secondary generation pass to arrive at usable material. A request to change conceptual direction does not mean pressing a different button. It means restarting that process from the beginning, often with no carryover from the previous direction.
A single concept revision on an AI-assisted project may extend the delivery timeline by five to ten business days. Multiple concept revisions compound this impact. The Studio will provide a revised timeline estimate in writing before each concept revision commences, and the Client's written approval of the new timeline is required before work restarts.
Clients should be aware of this before requesting conceptual changes on AI-assisted projects. The original timeline will not be reinstated following a concept revision. The revised timeline becomes the contractual delivery date.
5.4 Client-Caused Delays
Where the Client fails to provide feedback, approvals, source materials, or access to required platforms within the agreed timeframes, the project timeline is extended by a corresponding period, plus a reasonable re-mobilisation window of up to three business days.
The Studio is not liable for late delivery where the delay is attributable, in whole or in part, to the Client's own response times or failure to supply agreed materials.
5.5 Force Majeure and External Delays
The Studio is not liable for delays caused by circumstances outside its reasonable control. Where such circumstances arise, the Studio will notify the Client promptly and a revised timeline will be agreed in writing.
5.6 Written Timeline Acknowledgement
Where a revised delivery date is issued, the Client's written acknowledgement is required before production continues. Silence does not constitute acceptance of a revised timeline. If the Client does not respond within three business days, the Studio reserves the right to pause production until written acknowledgement is received. This pause does not affect the Studio's right to payment at the originally scheduled milestone dates.
6. Cancellation and Termination
6.1 Cancellation by the Client The upfront deposit is non-refundable in all circumstances. If the Client cancels after the midpoint payment has been made, the midpoint payment is also non-refundable. Cancellation must be submitted in writing to soraya@grimvoxel.studio.
Where work has been completed beyond the stage covered by payments received, the Studio reserves the right to invoice for that work at a pro-rated day rate, which will be stated in the original proposal.
6.2 Termination by the Studio The Studio reserves the right to terminate a project where the Client has materially breached these terms, including but not limited to: non-payment; repeated failure to provide feedback within agreed timeframes; or conduct that makes the working relationship untenable. Written notice will be issued. In the event of termination by the Studio for material breach, all payments made to that point are non-refundable.
7. Liability and Indemnification
7.1 Ownership
All intellectual property in work produced by the Studio remains the property of Grimvoxel Studio Ltd. until full payment has been received.
7.2 Usage Rights
Upon receipt of final payment in full, the Client receives a non-exclusive licence to use the delivered work for the purposes agreed in the project proposal. Rights are not transferred; a usage licence is granted.
7.3 Portfolio Rights
The Studio retains the right to display completed work in its portfolio, showreel, social media, and marketing materials, unless the Client requests a confidentiality arrangement in writing before the project commences. Portfolio restrictions must be agreed before work begins and may attract an additional fee.
7.4 AI-Generated Assets
Where a project incorporates AI-generated or AI-assisted assets, the Client acknowledges that the intellectual property landscape around AI-generated content is evolving and that the Studio makes no warranty as to the registrability or enforceability of copyright in those specific assets. The usage licence granted under 7.2 applies to the final delivered work as a whole.
8. Confidentiality
The Studio treats all Client materials, briefs, communications, and project information as confidential. This obligation continues after the project concludes. The Studio will not disclose Client information to third parties without written consent, except where required by law.
9. Liability and Indemnification
The Studio's aggregate liability for any claim arising from the services provided is limited to the total fees paid by the Client for the project to which the claim relates.
The Studio is not liable for indirect loss, consequential loss, loss of profit, loss of business, or reputational damage arising from the provision of services or any delay in delivery.
The Client agrees to indemnify and hold harmless Grimvoxel Studio Ltd. against any third-party claims arising from the Client's use of the delivered work, including but not limited to claims arising from materials supplied by the Client for incorporation into the work.
10. Dispute Resolution
Where a dispute arises, both parties agree to attempt resolution through good-faith written communication in the first instance. If unresolved within 14 days, the parties agree to engage a mutually agreed mediator before either party pursues legal action.
11. Governing Law
These terms are governed by the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the courts of England and Wales.
12. Amendments
The Studio reserves the right to update these terms. The version in effect at the time a project proposal is accepted governs that project. Updated terms apply to new projects only.
Grimvoxel Studio Ltd. | Registered in England and Wales grimvoxel.studio | soraya@grimvoxel.studio