Terms and Conditions of Service

Quan Made LTD trading as Syba
Company Registration Number: 16112156
Registered in England and Wales

These Terms and Conditions of Service govern all creative, branding, design, and digital projects carried out by Quan Made LTD trading as Syba ("Syba", "we", "us", "our"). By commissioning work, submitting a project brief, or paying a deposit, the client ("you", "the Client") agrees to these terms in full.

Syba provides creative services only. We do not provide hosting, software subscriptions, or ongoing website maintenance beyond the limited support stated within these terms.

If any part of these terms is unclear, you must raise this before work begins.

1. Commencement of Work

Work begins once:

the Client confirms acceptance of a proposal or brief, and
the Client pays the required 50 percent deposit.

Confirmation and deposit together constitute acceptance of these Terms and Conditions.

Syba reserves the right to update these Terms at any time. The version applicable is the version published at the commencement of your project.

2. Payment Terms

All prices are quoted in GBP. All prices are exclusive of VAT.

VAT will be added to invoices once Syba becomes VAT registered, including for ongoing projects started before the date of registration.

Payment structure:

50 percent deposit payable before any work begins
50 percent balance payable before delivery of final files

The deposit is non-refundable once work has begun.

If a project runs longer than expected due to Client delays, Syba may issue interim invoices at its discretion.

All invoices are due within 14 days unless otherwise agreed in writing.

3. Late Payments

If an invoice remains unpaid after 14 days:

a £100 administration fee (plus VAT, once applicable) will be added.

If an invoice remains unpaid after 30 days:

an additional late fee of 5 percent of the total project cost per week will be added until full payment is received.

Syba may suspend all services, including withholding delivery of files, until outstanding balances are cleared.

The Client agrees to cover all reasonable legal fees or debt collection costs incurred by Syba when recovering overdue payments.

4. Fees for Service and Out-of-Scope Work

Fees are based on the agreed proposal. If additional work is requested beyond the agreed scope, this will be billed at Syba's standard rate of £115 per hour.

Out-of-scope work includes, but is not limited to:

additional concepts, directions or design variations
revisions beyond the agreed rounds
additional file formats or deliverables not detailed in the proposal
new pages, sections, or features for web projects
changes requested after sign-off

Syba will notify the Client before any out-of-scope work begins.

5. Revision Policy

Unless otherwise stated in the proposal:

The Client is entitled to two rounds of minor revisions within the review period.
Minor revisions include small adjustments to copy, colour, layout or similar light changes.
Minor revisions do not include new design directions, redesigns, additional concepts or feature changes.

The review period begins on the day Syba delivers the draft work to the Client. If no revision requests are received within 10 days, the work is deemed accepted.

Further revisions are billed at £115 per hour.

6. Approvals and Client Responsibility

Syba takes care to avoid errors, but the Client is responsible for reviewing all work before final approval.

Once the Client approves artwork, designs, files, or website layouts in writing (email is sufficient), Syba accepts no liability for:

typos
incorrect content
incorrect specifications
errors introduced after approval

Approved work cannot be refunded or reworked without additional payment.

7. Creative Work Samples and Portfolio Use

The Client grants Syba the right to display completed work in Syba's portfolio, website, social media, case studies, and promotional materials.

Syba will only publish work once the Client's project or website has been publicly launched.

Confidential projects may be exempt if agreed in writing.

8. Copyright, Ownership and Licensing

Upon full payment of all project fees:

the Client receives full rights to the final, approved design files
the Client may use these files for any lawful business purpose

Syba retains ownership of:

all unused concepts, directions, and designs (which Syba may reuse or resell)
original working files (including source files, RAW files, fonts, or licensed assets)
any third-party assets subject to their own licences

Until full payment is received, all creative work remains owned by Syba.

9. Digital Deliverables and File Storage

If the Client loses or deletes their files, Syba can re-provide them within two years of completion for a fee of £50.

Delivery formats are defined in the proposal. Additional formats may incur extra charges.

10. Website Projects

Syba builds websites using third-party CMS platforms such as Webflow, WordPress, Framer or Squarespace.

Client Responsibilities

The Client is responsible for:

all hosting fees
domain registration
third-party services, subscriptions, integrations or automations
CMS limitations imposed by the chosen platform
ongoing maintenance beyond the support period

Support Periods

Minor content edits: provided for 3 months after launch
Bug fixes: provided for 6 months after launch

Bug fixes means correcting issues caused by Syba's work, not by:

CMS outages
hosting provider issues
AWS, Cloudflare or similar infrastructure failures
third-party scripts or integrations
user error
feature or platform updates

Syba is not liable for website downtime, data loss, hosting failures or issues caused by external providers.

11. Force Majeure

Syba is not liable for delays or failures caused by events outside our reasonable control, including but not limited to natural disasters, strikes, power outages, hosting failures, equipment breakdowns, illness, war or terrorism.

12. Liability and Limitation

To the fullest extent permitted by UK law, Syba is not liable for:

indirect, special, or consequential loss
loss of profit
loss of contracts
loss of data
delays caused by external providers

Syba's total liability is limited to the fees paid for the specific service giving rise to the claim.

13. Confidentiality

Syba will not disclose any confidential information relating to the Client or its business without written consent, except where required by law.

14. Contractors and Non-Solicitation

Syba may use freelance contractors. All contractors are bound by confidentiality and non-solicitation agreements.

The Client agrees not to directly hire, approach, or solicit any Syba contractor for employment or freelance work for 36 months after the contractor last worked on the Client's project.

15. Cancellation

Cancellation by the Client

If the Client cancels a project after work has begun:

the 50 percent deposit is forfeited
if more than 50 percent of the work is complete, a pro rata fee will apply at £100 per hour plus VAT (once applicable)
all intellectual property remains the property of Syba unless agreed otherwise in writing

Cancellation by Syba

If Syba must cancel a project due to unforeseen circumstances, the deposit will be refunded in full.

16. Content Submission

Any content submitted to Syba (testimonials, comments, social posts, feedback) may be used in Syba's marketing materials unless the Client requests otherwise in writing.

The Client must have the legal right to share any content they submit.

17. Termination of Access

If payment is not received, Syba may suspend work or withhold files until balances are cleared. This does not relieve the Client of their payment obligations.

18. Amendments

Any amendments to these Terms must be agreed in writing by both parties.

19. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be resolved exclusively in the courts of England and Wales.