Terms of business

Unless otherwise agreed in writing, the following terms and conditions will be binding on all dealings between Pyramar Ltd trading as Creative Marketing Services (hereinafter referred to as the agency) and its clients. The registered office of the agency is at Hollinthorpe Hall, Swillington Lane, Leeds LS26 8BZ. Its registered number is 1622537 and its VAT number is 363 8257 33.

1 Basis of charging

The basis of charging operated by the agency is that all creative work such as copywriting, design, artwork, digital and web production, social network marketing and PR production is charged at a commercial hourly rate. All subcontracted services such as printing, photography, media, video production etc is uplifted to give the agency a reasonable commercial profit for the capital risk employed.

The agency’s remuneration for media bookings is wholly or partly by way of a commission paid by media owners to recognised advertising agencies such as ourselves. In many cases this is 15%, but where this is less it will be uplifted by the agency.

2 Terms of payment

Unless otherwise shown on the invoice, all invoices are due 30 days from date of invoice.

3 Late fee

As the conditions of the media owners are very strict and media bookings involve a low profit margin, we must regretfully charge a late payment fee if our payment terms are not met. This fee of 5% is shown on invoices and must be paid if the invoice is not settled within 30 days. It may be deducted from payments made within 30 days.

4 Late payment of Commercial Debts (Interest) Act 1998

Irrespective of whether a late fee is shown on invoices, the agency gives notice that it will alternatively or additionally invoke its powers under the Late Payment of Commercial Debts (Interest) Act 1998 as amended and supplemented by the Late Payment of Commercial Debts Regulations 2002 to charge statutory interest at 8% above Bank of England reference rate in force on the date the debt becomes overdue and at any subsequent rate where the reference rate changes and the debt remains unpaid. Such fees will apply on a daily basis beginning on the first day that an invoice becomes overdue. An additional compensations charge of £40 on invoices below £1000 and £70 on invoices over £1000 may be levied.

5 Commissioning of design work

Where the agency is requested to carry out design work the basis of charging will be a commercial hourly rate or an agreed fee. In the case of projects which extend beyond one month, the agency will charge 25% of the agreed fee after 30 days and a further 25% after 60 days with the balance charged on completion.

6 Rejection or cancellation

The client shall have no right to terminate a contract, allege breach of contract, or seek any cancellation, reduction or repayment of costs on the basis of style or composition. Once the agency has been commissioned to deliver a project or series of projects, the full agreed fee shall become liable. Where no initial fee had been agreed, a sum equivalent to the hourly costs of starting and completing the project will be liable.

7 Copyright

The copyright belonging to any work produced by the agency shall remain the property of the agency. Copyright may be assigned at the conclusion of the contract upon payment of all outstanding invoices. The agency retains the right to mention or feature any work commissioned or undertaken on its websites, brochures or any publicity.

8 Liability

As advertising, social media marketing or production of publicity material plays only a part in the marketing mix, no liability in law can be accepted for the effectiveness or otherwise of any advertisement, series of advertisements, social media activity, paid search activity or promotional material.

Whilst every effort will be made to ensure that advertising and promotional material appears correctly, the agency’s liability is limited to the cost of the advertising space or social media posts only if booked by the agency and/or the cost of the creative work.

Written text for advertising digital and promotional material and/or designs and/or proofs will be submitted for client approval. From this point on, no liability can be accepted for any inaccuracies.

9 Invoice queries

Any query or dispute arising from any invoice submitted must be raised in writing by email to [email protected] or recorded delivery letter not later than fourteen days from the invoice date.

10 Vouchers

Voucher copies are expressly excluded from our terms of payment stipulations. The agency may provide a copy of the artwork or the advertisement involved, or tear sheet, or certificate of insertion or transmission but the provision of such information may not vary the payment terms outlined above.

11 Asbof and Adfast

In conjunction with the media publishing associations described above, we are obliged to charge a levy – shown on invoices as ASBOF – on all media invoices issued. This small levy of 0.1% is paid to the Advertising Standards Board of Finance to operate the Advertising Standards Authority. We are also obliged to pay a transmission charge, most commonly referred to as Adfast. The agency charges a £5 fee to cover such transmission charges and combines this with the 0.1% Asbof charge when shown on invoices.

12 Legal and voluntary controls

The agency shall not be responsible for executing any advertising or promotional material which contravenes the Advertising Standards Code of Advertising Practice, the Trades Descriptions Acts, Sale of Goods Act, Race Relations Act, Sex Discrimination Act or any other statute. Furthermore, the client indemnifies the agency against any legal action, civil or criminal, arising as a result of carrying out the client’s instructions. The client warrants that any mailing list provided to the agency for marketing purposes complies with the General Data Protection Regulations and other applicable laws, rules and codes regarding the acceptance of electronic communication.

13 Conditions of acceptance by media

The client further guarantees that advertising meets the limitations laid down by the media associations such as the Newspaper Publishers Association, Newspaper Society, Periodical Publishing Associations and their Scottish, broadcasting and online equivalents.

14 Law of confidentiality

Reports and recommendations prepared by the agency and associated creative designs are produced in commercial confidence and Copyright.

15 Time

Although the agency uses every endeavour to maintain agreed time schedules and delivery of creative work to the customer, media or producer of marketing materials, time is not of the essence of the contract and the agency cannot be held responsible for any losses actual or consequential which arise from such delays.

16 Lien

The agency has the right to retain any creative work produced for the client, or any of the clients’ documents or materials, or access to websites or social media platforms until the agency’s accounts to the client are discharged in full.

17 General

The placing of an order for the insertion of an advertisement, marketing project, creative work or production work, whether written or verbal, shall be deemed to be acceptance of the above conditions and agreement to abide by them.