Definitions

Client – means the person or persons with the purpose of requiring Mystery Hares services.

    
Creative Brief – refers to communication by the client for the production of a variety of useful deliverables. It serves as the foundation to any successful campaign. It outlines the clients’ vision and ensures everyone is on the same page.

    
Discovery – refers to the period of research and preparation and normally means gathering as much information as possible about the client, their business,  competitors and users. This knowledge supports the project laid out in the creative brief.

    
Alterations, Amends, Revisions – these are an important stage of the design process. They clarify misunderstanding and move the job closer to the best end result. The estimate given covers up to 5 rounds of revisions. Amends/rounds of revisions above the stipulated amount are subject to further charges.

    
Deliverables – are the services and work produced by the designer to the client in the form and media specified within the invoice.

    
Copyright – is a law that gives the owner of a work the right to say how other people can use it. The work can only be used if the owner gives permission. Payment for the work done automatically transfers copyright onto the client. This will be confirmed with written authority stated within the receipt of final funds received.

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Scope of Work

You, the client, agrees to provide a detailed project brief, including specifications, deadlines and expectations. The graphic design services will be executed based on this agreed-upon scope of work. This will be relayed back to you in a briefing sheet which must be agreed before work is started. Any scope creep will be assessed and the quote for the work updated to reflect the increased work.

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Payment Terms

• Discovery Phase: A non-refundable deposit of 50% is required before the project is started. This confirms the booking and covers the discover and research phase of the project

• Design Phase: A further 25% of the project is due halfway through the project, you will be updated when this will be as each project schedule is varied

• Finalisation Phase: The remaining balance is due prior to completion / delivery of the final design. Access to website or access to final design will be provided upon final payment. Copyright is automatically transferred to you, the client, upon final payment – until then copyright remains with Mystery Hare Ltd. You may not share work without the expressed permission of Mystery Hare Ltd until full payment for the project has been received (see below for more details around Intellectual Property regulations).

• Payments are required the same day as invoiced unless agreed otherwise.

• Late payments may incur an additional fee of  2% interest per month on the outstanding payment

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Project Timelines

• Both parties agree to adhere to the agreed project timeline

• Delays caused by the client, including late feedback or additional requests, will extend the project timeline

• Mystery Hare Ltd works with a multitude of clients who all have work scheduled into the studio, delays caused by you, the client might mean work is delayed by weeks rather than days due to scheduling issues for studio work. We try to work with as much buffer time as possible but during busy periods this is just not possible

• Please be respectful of the work schedule

• We endeavour to meet your required deadline as much as possible

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Revisions

• You, the client are entitled to 3 rounds of revisions. Additional revisions beyond this limit may incur extra charges and possible delays to the project timeline

• Major revisions requiring a change in the original project scope may result in additional fees and delays to the project timeline and will require updating the original quote to represent the scope change

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Intellectual Property

• Upon full payment, you, the client owns the rights to the final designs for the intended purpose outlined in the project brief

• Mystery Hare Ltd retains the right to display the work in our portfolio and marketing materials

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Confidentiality

Both parties agree to keep confidential any proprietary or sensitive information shared during the project.

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Termination of Services

• Either party may terminate the project if the other party breaches the terms of this agreement

• In the event of termination, the client will pay for all services provided up to the termination date

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Liability

The designer is not liable for any consequential, indirect, or incidental damages arising out of the use or inability to use the delivered designs. Neither party shall be liable for any failure or delay in performance due to circumstances beyond their reasonable control.

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Communication

Communication will primarily occur via caroline@mysteryhare.com and a dedicated asana project management board for a specific project, depending on client preference. Timely responses are crucial for the efficient progress of the project.

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Governing Law

This agreement shall be governed by and construed in accordance with the laws of the United Kingdom and GDPR regulations.

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Privacy Policy

This Privacy Policy outlines how Mystery Hare Ltd collects, uses, and protects the personal information of users visiting our website. By using our website, you agree to the terms outlined in this policy.

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1. Information Collected

We may collect personal information, including but not limited to:

• Name

• Contact information (email address, phone number)

• Demographic information

• Usage data (such as IP address, browser type, pages visited)

 

2. Use of Information

We use collected information for:

• Improving our website and services

• Customizing user experience

• Sending relevant updates and communications

• Responding to user enquiries

 

3. Data Security

We are committed to ensuring the security of your information. While we employ industry-standard measures to protect data, no method is 100% secure. Users provide information at their own risk.

 

4. Cookies and Tracking

We use cookies and similar tracking technologies to enhance user experience and gather information about usage patterns. Users can manage cookie preferences through their browser settings.

Please see our full Cookies Policy here.

 

5. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices, and users are encouraged to review the privacy policies of such sites. 

 

6. Data Sharing

We do not sell or share personal information with third parties, except as required by law or with user consent.

 

7. Updates to Privacy Policy

This Privacy Policy may be updated periodically. Users will be notified of significant changes, and it is recommended to review this policy regularly.

 

8. Your Choices

Users can opt-out of receiving communications from us and request the deletion of their personal information by contacting caroline@mysteryhare.com

 

For any questions or concerns regarding this Privacy Policy, please contact us at caroline@mysteryhare.com

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GDPR

We are GDPR compliant and take the privacy of our clients data seriously. Please read our full Ts & Cs to find out more about our cookies and privacy policies.

 

1. Data Collection: Client data collected is saved on our system which is protected behind a firewall on computers that require a login which is note shared with anyone else outside the company. Types of information stored can include the following:

   1. Client name

   2. Business name 

   3. Contact information like telephone number and email address

   4. Address (mainly for invoicing purposes)

   5. Details about the business from collecting information for a job brief

   6. Other data collected is collected by subscribing to our newsletter on the website mysteryhare.com and this information is stored on our system, wix.com in compliance with our cookies policy, read further about how we use cookies on our site, here

2. Consent: By providing any personal information, you, the client, understands that we will be noting the details and saving it in relation to building a profile for a project brief. We do not sell your information to 3rd party organisations and endeavour to protect your personal data to the best of our ability. You may request that we delete all your information at any time with the understanding that when working together in the future time will need to be taken to rebuild all this data again

3. Accuracy: Where possible, we try to take accurate information. It is the clients responsibility to request changes to information where errors are noticed

4. Security Measures: Any information collected is stored on our systems which consist of the following:

   1. Computers

   2. Google Drive (including folders, documents and email system)

   3. Asana Project Management system

   4. Our website platform, wix.com

   5. All information is primarily stored on our computers and archived externally and removed from the Google drive after a month. Any request for files that have already been provided after the completion of a job will incur an admin fee to retrieve on behalf of the client. It is the responsibility of the client to download all project files at the time supplied and store them on their own system in a simple and organised manner.

5. Data Subject Rights: The client has the right to request access to the data stored by Mystery Hare Ltd. This can take time to collate to present so please allow us time for this as it is outside of the remit for a job booking. Data collected and saved help Mystery Hare Ltd to create a clear brief and provide customer service. The client has the right to request access to data, to do so please email caroline@mysteryhare.com

6. Purpose Limitation: Mystery Hare Ltd only processes personal data for the purposes for which it was originally collected, and we avoid secondary processing without proper justification. Mystery Hare Ltd have a small selection of contractors that work with us and only relevant personal data is shared. All contractors are GDPR compliant

7. Data Protection Impact Assessments (DPIA): We currently have no requirement for DPIAs as we don’t tend to work with any  high-risk processing activities. Any changes will be noted within this document as required

8. Data Breach Notification: If Mystery Hare Ltd experiences any data breach within our company, all our clients will be notified unless they have expressly requested not to be contacted in alignment with the Data Subject Rights listed above

9. Accountability: Where possible, Mystery Hare Ltd will organise files and data in a way that can be easily and quickly accessed and managed internally. Examples of how we collect and store data:

   1. During the briefing process before a job is started (this can be via email, over the phone notation, virtual meetings recordings and transcribing and on the Briefing Sheet shared on Google Drive or the Asana Board)

   2. Briefing Sheets are normally filled in from a Google Sheet and stored within the client dedicated folder saved to a specific job folder and downloaded to our internal computer system to refer to for the specific requirements)

   3. Asana Boards are created to track progress and get approval on sub-tasks during the life of a project – the board is archived within the system after job completion. The boards can be easily referenced as there is a strong possibility of job repetition (mainly print work)

10. GDPR Compliance Officer: Mystery Hare Ltd Designated Data Protection Officer (DPO) is Caroline Vermeulen as the primary point of contact. You may contact Caroline directly on caroline@mysteryhare.com or 07525 246 734. On a lesser scale, Mystery Hare Ltd’s Virtual Assistant, Fern Fuller has access to client data with relation to admin duties associated with Mystery Hare Ltd

 

 

Last updated 21 November 2023

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