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Company Policy

Updated May 2017

SymBIOtic Biomedical Communications Company Policy/Warranty: All information and correspondence with the client will be treated with confidentiality. This includes all drawings, sketches, photographs and other materials conveyed by the Client to us. We will sign and honor a nondisclosure agreement at the clients request. As a professional creative services business we prepare original work and will not knowingly infringe on the copyrights of another. We provide our clients the assurance of anatomic, scientific and technical accuracy and consults experts when the work requires. Should the client wish to recommend a content expert or reference material we will honor the recommendation. We assure that the work will be delivered in a suitable and agreed upon media according to the clients needs. We accept and abide by the Code of Ethics and the Standards of Fair Practice of the Association of Medical Illustrators. Estimates and Fees and Invoices:  As new clients and return clients contact SymBIOtic we will offer complimentary phone consultations with clients to discuss basic needs, goals, timeline etc. to help gain clients confidence. Formal consultation will be scheduled. If requested, we will prepare an estimate for a flat fee of $30.00, using the information available at the time of request. Estimate will include the minimum estimate of professional and creative fees plus expenses for the proposed project. The estimate should not be considered as a quotation and final fees and expenses may vary by 15% of the estimated total. Final fees will be shown on the invoice. We will make due diligence to notify the Client in advance if fees or expenses will exceed 10% of estimated amounts.  Commissioning Work:  Prior to initiating work on a proposed project we will work with the client to draft a commission agreement to establish the following: Title Description and scope Intended audience Goal & objectives Project production and media parameters Use and license requirements Timeline Compensation and Fee schedule We will not begin work without a signed agreement. Rush Work For quality assurance reasons, we prefer to not do work on rush order. In the event of a Rush order we will make a responsive effort to meet the Client’s needs. Any overtime or increased vendor costs directly related to the project will be billed to the client at 1.5x cost. Charitable & Speculative Work We earn a living by selling our creative services and cannot accept work on spec or without compensation. Consultation The first phone consultation with the client will be free of charge (up to 30 minutes). Any further consultations will be billed at our hourly studio rate. Cancellations In the event of a cancelation we require compensation for the time we invest on a Client's behalf. Consequently, if a commission is cancelled by the Client prior to delivery of the final work, we will bill the Client for the actual work completed. In the event of cancellation, conveyance of copyrights or license is void, and all rights remain with us. Changes & Revisions We provide Clients with one or multiple proofs of the content at multiple stages through the development of the piece. These will be approved and signed by the client to ensure no further changes and revisions are required. These may include sketches, studies, comprehensives, mock layouts, preliminary models or animatic. These will be reviewed by the client for comment and approval prior to execution of the final work. The number and type of preliminary proofs depends on the nature of the project, and will be specified in the commission agreement. We are happy to provide additional proofs as necessary and for an additional cost. These additional proofs will be billed at our standard studio rate and shown separately on the invoice. The Client is responsible for reviewing the proof materials thoroughly. It is our policy not to begin execution of the final work until the Client has approved preliminary proofs for content and style. Changes or revisions requested after delivery of the final work will be billed at our standard studio rate. Acceptance of Work The Client will have ten (10) business days after receipt of the final work to note any errors or omissions. After this reasonable inspection period has passed, the work will be considered accepted as delivered and we will not be held responsible for any subsequently discovered errors or omissions. Creative Fees & Rates We prefer to provide flat-free estimates based on a combination of project scope and complexity, media and market use, and copyrights conveyed. These estimates are based upon our hourly rate and how long we estimate a project to take. Ther may be times when it is necessary to bill by the hour, for instance in the event of Client-requested changes. Our current standard studio rate is $105 per hour. Our minimum fee is $210. Expenses We expect the Client to reimburse us for all direct expenses arising from their project. We will endeavor to advise the client beforehand of any necessary expenses, and in no case will we incur any expense valued at more than $75 without the Client's prior approval. Job-related expenses may include, but are not limited to: Shipping & delivery Modeling & talent fees Research & clinical consultation fees Photography & film processing Imaging & scanning services Video services Equipment rental Travel Reprographics and xerography Printing Mastering & duplication fees In compensation for the time and financial considerations of purchasing items for the Client's benefit, we typically mark-up the cost of items by 15%. Expenses will be shown separate from Creative Fees on the invoice, and will be aggregated by category (for example, total for shipping & delivery...$19.95). Sales Tax If sales tax is applicable, the Client is responsible for the payment of the tax. Where required by law, we will collect the sales tax and forward it to the proper authority. Any sales tax will be shown separately on the invoice. Payments The payment schedule will be as follows: 1. 30 minute phone consultation free of charge 2. Formal consultation will be charged at our studio rate of $105 an hour 3. A flat fee will be charged for a project estimate ( $30). 4. Client will be asked for 25% down payment before work will begin* 5. Client will pay and additional 25% at the review stage 6. Client will be be responsible for the remaining balance of the project cost paid in full within 30 days of final delivery *For all commissions in excess of $2,500, we require a retainer of 40% to begin work. Payment is due in full upon receipt of invoice, and is payable in U.S. dollars at our primary address Copyrights & Licenses We claim the copyrights to our original creations, and protect our copyrights. Our creative fees reflect the rights and usage requested by the Client. In consideration of certain compensation, specific copyrights will be conveyed to the Client via a written license (grant of rights). The license is conditioned upon the timely payment in full of our invoice(s). Any use or reproduction without payment in full is an infringement of our copyrights and a breech of contract. Only the rights and uses specified in the license are transferred to the Client. All other rights are reserved to SymBIOtic and Shawn H. McLeod. Any unauthorized use is an infringement of our copyrights. At our sole discretion, we may issue an invoice for the unauthorized use. Should it become necessary to take legal action to obtain satisfaction, we also may be entitled to statutory damages and attorney's fees. Crediting (Byline) For branding purposes, our work carries a signature. Notice of copyright will also be placed on the work. When appropriate, we may require that a credit line be included in the publication, website or other media production. The form and location of the credit line are negotiable. Ownership of Originals We own our original creations, including finished work as well as sketches and any other preliminary materials. Unless specified in writing, the commission agreement does not include the title in or transfer of the original artwork. License for use or transfer of copyrights does not include the title to the original. The sale of the original artwork is negotiable, and separate from any agreement for rights and usage. Access to Originals In order to effect the license and use, the Client may be furnished with the original artwork. The Client is responsible for the return of the artwork in undamaged and usable condition within thirty (30) days of first use or reproduction. The Client is expected to compensate us for loss or damage to our property while it is in their custody or control. Compensation for loss or irreparable damage will be calculated at ten (5) times the original commission fee. © 2017 SymBIOtic and Shawn H. McLeod