Terms and Conditions

Payment Schedule

We issue invoices via Xero which has the option to pay via PayPal or bank transfer. All projects operate on either a full payment or a 70/30 payment split. The client will receive the full handover package once the final payment has been received.

Payment Options

Payments can be made through PayPal, Credit Card(Stripe/Paypal) or Bank Transfer only. We use a third-party cart provider, PayPal to manage payments and Stripe for separate custom invoices.

Reasonable Response Time

The total project timeline is estimated with a “reasonable” response time from the client for deliverables. The client will be given two working days to respond to each round of work submission. A response time longer than two days will negatively affect the project timeline. The client is allowed more time to respond, however, Apex Digital Studios will not be responsible for project delays as a result.

Maximum Response Time

If Apex Digital Studios do not receive a response or a reason for no feedback within 10 working days, the project will be ‘paused’ and removed from our production line until further notice. We will send two reminders during the 10 working days and a pause notification once the 10 day limit has been reached. We will not contact the client beyond the 10 day threshold and it is the responsibility of the client to restart the project when they are ready. NOTE: Reactivation of the project may incur an additional fee of $200USD.

Reactivation Fee

If a project has been paused for more than 10 working days, Apex Digital Studios have the right to enforce a reactivation fee to cover any costs of re-starting a project. This reactivation fee is $200USD.

Digital Rights

Once the project fee is paid in full to Apex Digital Studios, any elements of sound effects, music, animation, script, voice over, trademarks, or other artwork provided by the client to be used in the video are owned by the client. Prior to full payment, all intellectual property including all designs, storyboards, scripts, animations, sound effects, voice overs, trademarks, or other artwork files remain the property of Apex Digital Studios.

Digital Rights Exception – Stock Footage Videos

Due to licensing rules, Apex Digital Studios is not allowed to give the source files for any video containing stock footage. You are legally allowed to share your video in any format worldwide, but Apex Digital Studios must retain control of the source files.

Watermarked video material

Following from above, digital rights will be protected through “DRAFT” watermark on all video content until final payment has been received.

Communication methods

All communication between the client and Apex Digital Studios will be through phone calls, email, or Skype.

Project Scope

Apex Digital Studios has outlined the project scope in this document. This includes revisions, timeline, project stages and specific deliverables.

The client agrees to cooperate with the supplier to keep the production within the proposed scope.

The client can request extra work from the supplier by email.

Apex Digital Studios will reply with the estimated costs and request approval of the additional work by email.

Video Length Extensions

Videos that extend beyond the purchased length must be covered by the customer. The video price will increase at a pro rata rate per each additional second of video. Apex Digital Studios produce scripts that fit the purchased video length, but if the client would like to extend the script, they can do this, if they are willing to accept the additional fees.

Revisions + Refunds

Apex Digital Studios offers two revisions at each stage for the Whiteboard and Explainer Video package. Any additional revisions will incur a fee of $150 for the voiceover, $150 for the storyboard and $250 for the animations.

For the Premium Package, we offer unlimited revisions at each stage. However, we have the right to assess whether a client is abusing this system to extend the project scope. After 3 rounds of revisions, if the client is still not happy with a project stage, a call will be organized between our project manager and the client to reduce the need for future revisions. If the client is being unreasonable with his/her demands, Apex Digital Studios reserves the right to terminate the contract with the client with a full refund at any stage of the production process.

Once the storyboard has been approved by the client, there will be no refunds. This is because all the events leading up to the animation stage has been approved and the animation stage is the most labor intensive/expensive part of the production process and, if the client had already approved of the storyboards, it would mean that the client had full knowledge of what the video would look like. The animation stage is putting the motions to the scenes and thus, the storyboard stage offers the clients a near complete vision for the outcome of the video.

‘Back-tracking’ Revisions

Once a stage has been given approval, any changes to that stage later in a project will result in additional fees. Video production flows like a waterfall, where one stage must be complete before moving onto the next one. Therefore, any changes to a previous stage will lead to work being repeated, resulting in increased labor costs. These costs will be finalized with the customer prior to proceeding.

Voice Over terms

Apex Digital Studios work with third-party contractors to produce the voice-over for your video. We allow revisions for specific sentences and words, however full re-records due to indecisiveness over tonality will incur an additional recording fee. If the voice-over is noticeably different from the audition, this fee will not be enforced.

Rush-fee terms

A rush-fee is added to any custom project with a deadline under 4 weeks from the initial payment, or any template project with a deadline under 2 weeks. This fee covers our additional labor hours, as we work through weekends to achieve the tighter timeline. We require that all clients are available for phone calls and that they are willing and able to give all feedback for each submission within 24 hours. Rush fees are 30% of the Video Package pricing (excludes the additions made post sale).

One Point of Contact

To simplify communication channels, please appoint one point of contact from your organization.

Portfolio Use

Apex Digital Studios reserves the right to display your video on our portfolio and other marketing materials. A portfolio helps showcase Apex Digital Studios’ previous work, and will also give your business more exposure to any viewers.

Agreement by Payment

This agreement becomes effective only when a payment has been received by Apex Digital Studios.

Contract Expiration Date

If a client purchases a video(s) but does not proceed with the video for more than 365 days, the contract will expire. The client will need to pay present day pricing to continue the videos. If the current price is the same as the original purchase amount, the client will only need to pay $200 to re-activate the project.

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