TERMS & CONDITIONS
Effective Date: December 2025
ACCEPTANCE OF TERMS
All design work created by Pippa Dones ("Designer") is subject to the following terms and conditions. By booking a project, accepting a proposal, or making a deposit payment, you (the "Client") are entering a legally binding contract and agreeing to these terms in full.
Please ensure you understand these terms before commencing any project. If you have any questions, contact Pippa at pippadones@gmail.com for clarification prior to booking.
1. COMMUNICATION & CLIENT RESPONSIVENESS
1.1 Designer Availability
Pippa can be reached via email (pippadones@gmail.com
Response time: Within 2-3 business days (Monday-Friday, Tanzanian business hours)
WhatsApp, Zoom, Teams and Messenger: By appointment only
1.2 Client Response Requirements
CRITICAL: Clients must respond to all requests for feedback, approvals, materials, or information within 5 business days.
If no response is received within 5 business days:
Designer may proceed based on existing information
Designer reserves the right to invoice for work completed to date
Project timeline will be extended day-for-day for each day of delay
Weekly service charges of $30 USD may apply after 10 business days of no response
If no response is received within 3 weeks:
Designer reserves the right to invoice the full remaining balance
Project may be rescheduled to accommodate other client commitments
All deposits remain non-refundable
Your active participation is essential. If you cannot commit to timely responses during the project period, please discuss alternative timelines before booking.
2. THIRD-PARTY CONSULTATION & DECISION-MAKING
2.1 Consultation Before Project Commencement
If you plan to consult with any third parties (business mentors, partners, spouses, consultants, advisors, etc.) regarding design decisions, you MUST:
Complete ALL third-party consultations BEFORE accepting the proposal and paying the deposit
Inform Designer in writing that third-party approval is required
Identify who will be the single point of contact for all feedback and approvals
2.2 Third-Party Involvement During Project
Once the project has commenced (deposit paid), the following applies:
All feedback must come through ONE designated contact person
Designer will not accept contradictory input or feedback from multiple parties
If third parties are introduced after project commencement who require substantial changes, this constitutes a scope change (see Section 3)
Designer reserves the right to charge hourly rates for additional revisions required due to third-party feedback not disclosed at project start
Designer is not responsible for managing conflicts between Client and their advisors, partners, or consultants.
3. PROJECT SCOPE & CHANGE ORDERS
3.1 Original Scope
The project scope is defined in the signed Project Proposal. This includes:
Specific deliverables listed
Number of revision rounds included
Timeline and milestones
All inclusions and exclusions
3.2 Scope Changes & Additional Requests
ANY deviation from the original proposal constitutes a scope change, including but not limited to:
Additional pages, designs, or deliverables not in original proposal
Changes in platform, technology, or tools
Additional rounds of revisions beyond those included
Requests for work types not specified (e.g., malware removal, SEO optimisation, custom coding)
Significant directional changes after approval
Addition of third-party requirements after project start
All scope changes require:
Written change order request from Client (detailed, in one email)
New quote from Designer (provided within 5 business days)
Client acceptance in writing
Payment of 50% of additional quoted amount before work begins
Important: Deposits for scope changes are non-refundable once work on the change order commences.
3.3 Out-of-Scope Work
The following are NEVER included in standard proposals unless explicitly stated:
Malware removal or website security issues
Technical server or hosting troubleshooting
Domain registration or DNS configuration
Email setup or email hosting issues
Third-party plugin troubleshooting
Website hacking or security breach resolution
Content writing beyond agreed deliverables
SEO services beyond basic on-page optimisation
Social media management or posting, unless stated in the Project Proposal
Ongoing maintenance or support beyond specified period
If any of these issues arise during a project, Designer will provide a separate quote for remediation.
4. PAYMENT TERMS
4.1 Deposit & Project Booking
50% non-refundable deposit is required to commence all projects
Deposit secures your slot in Designer's schedule
No work begins until deposit is received in Designer's account
Deposit is non-refundable once design work has commenced (sketching, research, or concept development has begun)
4.2 Final Payment
Final payment (remaining 50%) is due upon the earlier of:
Project completion and delivery of final files, OR
14 working days from project start date (deposit payment date)
Whichever date comes first.
This ensures projects stay on schedule and compensates Designer for the time allocated to your project, regardless of client delays.
4.3 Additional Costs
Hourly work (revisions beyond scope, consultations, etc.) is billed at Designer's current hourly rate
4.4 Late Payment
Invoices are due within 7 days of issuance unless otherwise specified
Late payments incur a $30 USD weekly service charge
Invoices overdue by more than 14 days may be sent to collections (all collection fees are Client's responsibility)
No final files or access credentials are released until full payment is received
4.5 Currency & Payment Methods
All quotes are in NZD ($), GBP (£), USD ($), AUS ($), or ZAR (R) as specified in the proposal
Payment accepted via: Bank transfer, PayPal, Wise
Client is responsible for all transaction fees
Banking details provided on invoices
5. PROJECT TIMELINES & DELAYS
5.1 Standard Timelines (from deposit payment)
Logo & brand collateral only: 7 business days
Complete branding + new website: 14 business days
Website redesign: 7-10 business days
These timelines assume Client provides timely feedback and approvals per Section 1.2
5.2 Client-Caused Delays
Any delay by Client results in day-for-day extension of delivery dates
Projects delayed beyond 14 days due to Client unavailability may be:
Subject to final payment regardless of completion status
Rescheduled to accommodate other client commitments
5.3 Force Majeure
Delays caused by conditions beyond reasonable control (natural disasters, power failures, riots, pandemic, etc.) result in day-for-day extension without penalty to either party.
6. REVISIONS & REFINEMENTS
6.1 Included Revisions
Logo Design: 3 rounds of minor refinements within 7 days of each submission
Website Design: 3 rounds of minor refinements within 7 days of each submission
Minor refinements include:
Colour changes (within palette discussed in brief)
Font swapping between presented concepts
Size or hierarchy adjustments
Adding/removing minor graphic elements
Image swaps (from provided options)
Text changes
Minor refinements do NOT include:
Complete redesigns or new concepts
Directional changes from approved brief
Adding pages, sections, or deliverables not in original scope
Custom coding or complex technical implementations
Third-party plugin integrations
6.2 Revision Process
Client must provide ALL feedback for each round together in ONE email
Vague feedback delays the process - be specific
Designer will presume approval if no feedback is received within 7 days of submission
6.3 Additional Revisions
Revisions beyond the included rounds are billed hourly at Designer's current rate
Minimum 1-hour charge applies
7. APPROVAL & SIGN-OFF
7.1 Client Responsibility
Client is solely responsible for:
Reviewing all proofs thoroughly before approval
Checking spelling, grammar, and accuracy of all content
Verifying contact information, pricing, dates, and factual accuracy
Ensuring all supplied materials are correct and final
Designer is not responsible for errors in Client-supplied content.
7.2 Final Approval
Client must provide written approval (email) before final files are released
Once approved and delivered, changes constitute new work and are billed accordingly
Approval is deemed given if Client uses, publishes, or prints materials without written objection
8. OWNERSHIP & INTELLECTUAL PROPERTY
8.1 Ownership Before Payment
ALL concepts, designs, and files remain the property of Designer until final payment is received in full
Client may not use, reproduce, or share any work until fully paid
8.2 Ownership After Payment
Upon receipt of final payment, ownership of the final approved designs transfers to Client
Client receives rights to use final deliverables for their intended purpose
Working files (layered design files, source files) remain the property of Designer unless specifically purchased
Purchase of working files incurs an additional fee (quoted separately)
8.3 Designer Portfolio Rights
Designer retains the right to use completed projects in portfolio and marketing materials
Designer may add credit line to Client's website (small text at footer)
If Client requires anonymity or non-disclosure, this must be arranged in writing before project commencement
8.4 Unused Concepts
Design concepts not chosen by Client remain property of Designer
Designer may use rejected concepts for other clients
Client may not use rejected/unapproved concepts
9. SUPPLIED MATERIALS
9.1 Client-Supplied Content
Client must provide all content, images, logos, and materials at project commencement
ALL inspiration, preferences, examples, Pinterest boards, Canva mock-ups, competitor sites, etc. must be shared upfront
Late provision of materials or preferences will extend the project timeline
9.2 Images & Photography
Client-supplied images must be high resolution and accompanied by proof of usage rights
Designer is not responsible for copyright violations arising from Client-supplied images
Designer can source royalty-free stock images if Client does not supply their own images
IMPORTANT: If Client has specific image preferences (style, age of subjects, aesthetic requirements, etc.), Client MUST supply their own images
Colour variation may occur when converting images for print (RGB to CMYK)
9.3 Trademarks
Client is solely responsible for trademark searches and registration
Designer does not conduct trademark searches or provide legal advice
Designer is not liable for trademark conflicts
10. CONTENT & COPYWRITING
10.1 Content Creation & Approval Process
If Designer has been contracted to provide copywriting or content creation services:
Designer will provide draft content for Client review and approval BEFORE integrating content into website or design materials
Client must review and approve all content in writing before integration
Once content is approved and integrated into the website/design, only minor changes are included (spelling corrections, small factual updates)
10.2 Content Changes After Integration
After content has been approved and integrated into the website:
Minor changes included: Spelling corrections, small word changes (1-2 sentences), factual updates
NOT included as minor changes: Complete rewrites, significant additions or deletions, restructuring of content, new content sections
Complete content rewrites after integration are considered scope changes and will be quoted separately at Designer's hourly rate (minimum 1-hour charge)
10.3 Client Responsibility
Client is responsible for thoroughly reviewing all content during the approval phase
Changes in direction or substantial content modifications after approval and integration will incur additional charges
Designer is not responsible for Client's failure to review content thoroughly before approval
11. FILE DELIVERY & STORAGE
11.1 File Formats Provided
Logos: Print-ready (PDF, EPS) and web-friendly (PNG, JPG) formats
Print files: High-resolution PDFs with crop marks and bleed
Working files (AI, PSD, etc.) are NOT included unless separately purchased
11.2 File Storage & Re-supply
Client is responsible for downloading and storing all delivered files
Files are provided via email or temporary download links (Google Drive, OneDrive, WeTransfer, etc.)
After 30 days: $50 USD fee to re-supply files
After 12 months: $150 USD fee to re-supply files
Designer is not responsible for lost or deleted files after initial delivery
12. WEBSITE-SPECIFIC TERMS
12.1 Platform Setup
If the project includes a website and Client does not yet have domain/hosting:
Client must purchase domain and hosting immediately upon project booking
Designer provides guidance but Client handles setup
Delays in setup extend project timeline
12.2 Content Management
Client is responsible for providing all website content (text, images, etc.) unless copywriting or content creation services are included in the Project Proposal
If copywriting, content creation, or image sourcing services are included in the proposal, these will be specified with associated costs
After website launch, Client is responsible for ongoing content updates unless ongoing content management services have been contracted separately
Post-launch content additions, updates, or management are available at Designer's hourly rate
12.3 Mobile Optimisation
Mobile optimisation is performed AFTER desktop design is fully approved by Client
Designer will not proceed with mobile optimisation until Client has provided written approval of the desktop design
Client must review the desktop design on a desktop or laptop computer before approval
Changes to the overall design after mobile optimisation has been completed will require mobile optimisation to be redone, which constitutes additional billable work
If Client requests design changes after mobile optimisation is complete, mobile re-optimisation will be charged at Designer's hourly rate
12.4 Post-Launch Support
Included: Up to 2 hours of minor text updates within 6 months of launch (typos, pricing changes, contact info updates)
NOT included: Adding pages, redesigning sections, plugin troubleshooting, technical issues
Post-launch changes beyond included hours are billed at the hourly rate
12.5 Technical Limitations
Designer does not provide hosting, maintenance, or ongoing support unless separately contracted
Designer is not responsible if website is hacked or compromised after delivery
Malware, security issues, or technical problems discovered on existing sites are OUT OF SCOPE and billed separately
13. CANCELLATION & TERMINATION
13.1 Cancellation by Client
Client may cancel at any time with written notice
50% of deposit is non-refundable once design work has commenced
If project is more than 50% complete (as determined by Designer), pro-rata payment is due for work completed
Designer retains ownership of all work in the event of cancellation
13.2 Cancellation by Designer
Designer may terminate project if:
Client fails to provide timely feedback or payment
Client is abusive, disrespectful, or discriminatory
Client repeatedly requests work outside original scope without accepting quotes
Working relationship has broken down
In the event of Designer-initiated cancellation:
Client receives all work completed to date
Partial refund of deposit may be provided at Designer's discretion (minus work completed)
14. LIMITATION OF LIABILITY
14.1 Designer's Liability Cap
Designer's maximum liability for any damages is limited to the total amount paid by Client for the specific project
Designer is not liable for lost profits, business interruption, or consequential damages
14.2 No Warranties
Design work is provided "as is"
Designer makes no guarantees regarding business results, sales increases, or ROI from design work
Designer is not responsible for technical issues beyond design scope (hosting, email, domains, etc.)
15. CONFIDENTIALITY
All information shared by Client is kept confidential
Designer will not share Client information with third parties without written consent
16. DISPUTE RESOLUTION
16.1 Good Faith Negotiation
In the event of any dispute arising from this agreement, both parties agree to first attempt resolution through direct, good faith negotiation
If negotiation does not resolve the dispute, parties may agree to mediation before pursuing any other remedies
17. PROFESSIONAL CONDUCT
17.1 Respectful Communication
Designer and Client agree to maintain professional, respectful communication at all times
Abusive, discriminatory, or harassing behaviour will result in immediate project termination without refund
17.2 Designer's Right to Refuse Work
Designer reserves the right to decline any project or client for any reason
Designer may terminate relationship with difficult clients to maintain business integrity and mental well-being
18. MISCELLANEOUS
18.1 Entire Agreement
These Terms & Conditions, together with the signed Project Proposal, constitute the entire agreement
No verbal agreements or promises outside these documents are binding
18.2 Amendments
Designer may update these Terms & Conditions at any time
Current version always available at www.pipdones.com/terms
Projects in progress remain under the terms agreed at project start
18.3 Severability
If any provision is found invalid, remaining provisions remain in full effect
CONTACT INFORMATION
Email: pippadones@gmail.com
Payment details will be provided on Project Proposal
Last Updated: December 2025
By accepting a proposal, paying a deposit, or engaging Designer's services, Client confirms they have read, understood, and agree to be bound by these Terms & Conditions.