Terms and Conditions

Introduction

These Terms and Conditions apply to ENVOCS services, quotations, proposals, invoices, project confirmations, retainers, and related client engagements unless a separate written agreement says otherwise.

By approving a quotation, paying a deposit, providing project materials, confirming a booking, or continuing with a project, the client agrees to these terms for the relevant engagement.

Booking and Payment

Bookings are confirmed only after ENVOCS accepts the project scope and receives the required payment, deposit, or written confirmation stated in the quotation, invoice, or project message thread.

Quotations are prepared based on the information available at the time. Pricing may change if the project scope, timeline, production needs, deliverables, locations, third-party costs, or client requirements change.

Deposit and Balance Payment

Unless otherwise agreed in writing, ENVOCS may require a 50% upfront deposit to reserve production time, begin planning, or start project work.

The remaining balance is payable according to the invoice, quotation, or written project arrangement. Final deliverables, publication, handover, or launch support may be withheld until outstanding payments are settled.

Late Payments

Invoices should be paid by the stated due date. Late payments may pause production, editing, revisions, delivery, website launch, support, or access handover until the account is brought up to date.

Where late payment creates additional administrative time, rescheduling, storage, supplier, or platform costs, ENVOCS may charge reasonable additional fees where permitted and clearly communicated.

Cancellation and Rescheduling

If a client cancels after confirmation, paid amounts may be used to cover time reserved, planning, preparation, production work, administrative time, third-party costs, and work already completed.

Rescheduling is subject to ENVOCS availability, venue availability, crew availability, and any costs already committed. Additional fees may apply for short-notice changes, extra logistics, travel, or supplier changes.

Scope of Services

ENVOCS provides creative and digital services that may include video production, photography, corporate or event coverage, content production, editing, branding, websites, digital systems, campaign support, AI-assisted workflows, and related consulting or execution.

The exact scope for each project is defined by the quotation, proposal, invoice, project brief, written confirmation, or agreed message thread.

Client Cooperation and Responsibilities

The client is responsible for providing accurate information, timely feedback, approvals, access, credentials, venue permissions, brand assets, project files, reference materials, and any other resources needed to complete the project.

The client confirms that any materials supplied to ENVOCS, including logos, footage, photos, copy, music, trademarks, data, website access, account access, or references, are lawful to use for the project.

Project Timeline and Delivery

Project timelines depend on scope, workload, production complexity, client feedback speed, third-party availability, platform behavior, and the amount of revision or development work required.

Any timeline provided by ENVOCS is an estimate unless it is clearly stated as a fixed commitment in writing. Delays caused by missing materials, late feedback, changed instructions, third-party issues, weather, venue restrictions, technical problems, or force majeure may extend delivery.

Revisions and Change Requests

Included revision rounds, if any, must be stated in the project scope, quotation, or written arrangement. Revision requests should be consolidated, specific, and submitted within the stated revision window.

Revisions are intended to refine the agreed work, not to create new deliverables, restart the creative direction, or add major new requirements unless separately agreed.

Additional Work and Scope Changes

Requests outside the agreed scope may require a revised quotation, additional fee, new timeline, or separate project.

Significant changes, such as a major creative direction change, new pages, new campaign assets, extra shoot days, additional deliverable formats, new platform work, or changes after approval, may be treated as new scope or a new project.

Raw Files and Source Files

RAW footage, unedited photos, working files, website source files, design source files, project files, presets, templates, internal systems, and editable production files are not provided by default.

Source files or RAW files may be requested separately and may require a separate written agreement, additional fee, usage limits, or technical handover conditions.

Intellectual Property and Usage Rights

After full payment is received, the client may use the final paid deliverables for the purposes described in the agreed project scope, quotation, or written confirmation.

ENVOCS retains ownership of its pre-existing methods, internal templates, production workflows, unpublished concepts, working files, source files, reusable components, and know-how unless expressly transferred in writing.

Portfolio and Marketing Usage

Unless confidentiality is agreed in writing, ENVOCS may reference completed work, project names, public-facing deliverables, behind-the-scenes materials, and results in portfolios, proposals, case studies, social media, and marketing materials.

If a project is confidential, embargoed, sensitive, or subject to brand approval, the client should notify ENVOCS before work begins or before public use of any project material.

Confidentiality

ENVOCS will take reasonable steps to protect non-public client information, private files, credentials, internal documents, business information, and sensitive materials shared for a project.

Confidentiality does not apply to information that is already public, independently developed, lawfully obtained from another source, or required to be disclosed by law, authority, platform provider, or professional adviser.

Liability and Indemnification

To the extent permitted by applicable law, ENVOCS is not responsible for indirect losses, lost profits, lost revenue, business interruption, platform downtime, third-party service issues, reputational loss, or data loss caused by factors outside ENVOCS reasonable control.

The client agrees to indemnify ENVOCS against claims, losses, damages, liabilities, costs, or expenses arising from client-provided materials, unlawful instructions, rights violations, inaccurate information, third-party claims, or misuse of deliverables.

Termination

Either party may terminate a project if the other party materially breaches payment obligations, scope responsibilities, timeline responsibilities, confidentiality obligations, or these terms and does not resolve the issue within a reasonable time after notice.

If a project is terminated, the client remains responsible for completed work, committed costs, reserved time, third-party expenses, and approved project expenses up to the termination date.

Governing Law and Jurisdiction

These terms are intended to be governed by the applicable laws of Malaysia, unless otherwise stated in a written agreement.

The parties should first try to resolve disputes in good faith through practical communication before pursuing formal legal remedies.

Contact

For questions about these terms, project scope, payment, file handover, confidentiality, or client responsibilities, contact ENVOCS through the contact page or official business channels.