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Coverluv Project Terms & Conditions

Updated January 2025

Introduction

At Coverluv, our goal is to make our clients happy and meet their creative needs. This agreement clarifies our responsibilities and sets expectations to ensure a smooth working relationship. By placing an order with us, you agree to the terms below, which apply to both current and future projects.

A. General

1. Confidentiality & GDPR Compliance

Confidentiality: Your personal information is confidential and will only be used by Coverluv to carry out your project. We do not share your information with third parties unless required and confirmed in writing.

GDPR Compliance: We comply with UK GDPR regulations. You have the right to access, correct, or delete your data. If a data breach occurs, we will notify you within 24 hours with details and steps to secure your data.

B. Deposits, Payments, Cancellations & Refunds

1. Deposits

A deposit is sometimes required to secure your booking, especially for projects scheduled further out in the calendar. This deposit is deducted from your final invoice. If the deposit is not paid, we reserve the right to offer your spot to another client.

2. Payment

As we work on a tight turnaround schedule, we ask for full payment to be made before the design process begins. We accept payments via PayPal, Stripe, Klarna, and Afterpay in USD. Payment plans are available upon request.

3. Late Payment

Coverluv may charge a late payment fee if payment is not received before the designated design start date.

4. Refunds

Refunds are not guaranteed unless Coverluv cancels or is unable to deliver the order as agreed upon. Please be certain about proceeding before making payments. Partial refunds for unused hours will be negotiated on a case-by-case basis.

5. Cancellations

Either party may terminate the service at any time via email. If Coverluv cancels the order, you will receive a full refund (if paid), and we will reappoint you to the next available delivery slot, potentially with a discount

C. The Design Process

1. Client Communication

We value timely communication to keep the project on track. Flexibility is key—while we expect regular check-ins, we understand that delays can happen. If we don’t hear from you for over 30 days, we may need to reschedule your project, and an additional deposit and re-start payment will be required.

2. Required Materials

All necessary materials (e.g., design brief, confirmed main stock image) must be provided before we begin the design stage. This may affect agreed deliveries and timelines.

3. Revisions

Each cover package includes 5 major revisions within a reasonable scope, based on a fair use policy. You will be notified if your revisions exceed the allotted time. Further revisions after project approval are billed at an agreed hourly rate.

4. All-Inclusive Packages

For clients who purchase an all-inclusive package, paperback and promotional graphics must be requested and completed within 75 days after delivery of the ebook cover design. If requests are not made within this timeframe, a $75 fee will apply for each paperback or graphics package add-on. Flexibility will be offered if you can provide key details (e.g., trim size, blurb draft, and page count for paperbacks; specific graphics and placeholder copy for promotional graphics).

5. Originality

All designs by Coverluv are original and unique. Any similarity to existing covers is coincidental. Coverluv will make necessary edits free of charge if a design ever appears to impede upon another work.

6. Sharing Draft Files

Draft concepts and files shared during the design process are confidential and should not be distributed outside of the project for licensing reasons and to uphold the designer's reputation. Please delete draft files once the project is completed.

7. Designer Limitations

While we strive to meet all requests, we may decline changes that compromise the design’s integrity or fall outside our capabilities.

D. Scheduling, Delays & Work Hours

1. Project Schedules

Project timelines are estimates and depend on timely responses and material provision. We will do our best to meet hard deadlines but cannot guarantee them without your cooperation.

2. Work Hours

Our office manager, Emily’s, work hours are Monday to Thursday. Lara, our designer, has a more flexible schedule working Tuesday to Friday, but that may extend during busy periods.
Coverluv is closed on all major UK holidays. Additional closures will be communicated via email.

3. Delays

Coverluv will notify you of any foreseen delays as soon as possible. No liability is assumed for missed deadlines due to unforeseen circumstances but we will always strive to keep you informed.

4. Flexibility in Client Responses

If we do not hear from you for more than 30 days, we may need to reschedule your project to our next available date in the calendar. A new deposit will be required to secure your spot and a re-start fee of $250 may apply.

E. Usage Rights & Intellectual Property

1. Coverluv Usage Rights

Coverluv retains the right to use your final designs for promotional purposes on our website and social media platforms.

2. Client Usage Rights

You are granted a royalty-free, exclusive license to use Coverluv's designs for your book and related promotions (e.g., social media, websites). This license does not extend to merchandise use without prior consent. These rights are also limited depending on the licensing of fonts and images included in the design which we will notify you of.

3. Intellectual Property Ownership

Coverluv retains all intellectual property rights to the designs until full payment is received. After payment, you are granted a license to use the design as agreed. If you provide materials (e.g., licensed photos and fonts), you must ensure proper licensing. Coverluv will manage licensing for any stock photos or materials we provide.

4. Client-Provided Materials

You are responsible for ensuring that any materials you provide (e.g., photos) have appropriate licenses for your intended use cases. Coverluv is not liable for any legal issues arising from the use of these materials.

5. Liability Limitation

Coverluv is not liable for any indirect, incidental, or consequential damages. Our liability is limited to the amount paid for the specific project.

6. File Storage

Coverluv guarantees to store project files for up to two years after final delivery. Due to cloud storage costs, we cannot guarantee access to older files beyond this period and may refuse to work on projects older than one year. Please download all necessary files as soon as possible.

F. Licensing, Stock Photos, Materials & Third-Party Vendors

1. Stock Photos

Coverluv will handle licensing for any stock photos used in your design. You will be responsible for any additional licensing costs if necessary.

2. Client-Provided Stock

If you provide stock images, you guarantee that you have the appropriate licenses. Coverluv will only use these images for your project in compliance with copyright law and contracts you have with photo services and photographers.

3. Additional Costs

Any additional costs incurred for materials or third-party services will be included in your invoice.

G. Final Deliverables

1. Deliverables Included

Each all inclusive package includes one original design adapted to eBook, paperback, hardcover, and audiobook formats as required. You also receive two promotional graphics per cover. Additional graphics can be purchased in a minimum pack of 3 for $75USD.

2. Final Delivery

Final files will be delivered via Dropbox once all invoices are settled. Any further changes after final approval will be billed at an hourly rate.

3. Fonts and Raw Files

Fonts and raw files used in the project remain Coverluv’s property and will not be released unless separately negotiated.

4. Errors & Omissions

Please proofread all text and designs. Coverluv will correct any of our own errors promptly but is not liable for costs incurred due to errors in the final design. Minor edits outside of Coverluv's error will incur a minimum fee of $75 that you can use on 4 additional minor edits within 60 days.

H. Miscellaneous

1. Mutual Respect

Both parties agree to maintain respect throughout the process. If any issues arise, please communicate them so they can be addressed promptly.

2. AI Imagery

AI-generated imagery is available but please understand Coverluv reserves the right to refuse to use AI-generated images that are low quality or infringe too blatantly on another artist’s work. This is an evolving landscape and we reserve the right to change or withdraw our view at any time without notice.

3. Dispute Resolution

Any disputes will first be addressed through negotiation. If unresolved, mediation or arbitration will be attempted before pursuing legal action.

4. Force Majeure

Neither party is liable for failure to perform due to events beyond our control (e.g., natural disasters, internet outages). Partial refunds may be offered on a case-by-case basis.

5. Non-Disclosure Agreement (NDA)

An optional NDA can be signed if the project involves confidential or proprietary information.

6. Governing Entity

Coverluv is the trading name of Mixtape Ltd, a company based in the UK. This contract is governed by UK law. We operate as an independent contractor, and all matters arising from this agreement are subject to UK jurisdiction.

7. Amendments to These Terms

Coverluv may amend these terms at any time and we will notify clients when updated terms are available. The contract remains valid for all future projects unless amended or updated by Coverluv.

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