KathaFrames
Legal

Client Policy

1. Service Package Selection & Project Start Process

Clients must select the appropriate service package before project onboarding. Services will be delivered strictly according to the selected package, approved quotation, proposal, or agreement.

To begin any project or monthly service, the client must provide complete business information, required documents, brand assets, content references, and approvals relevant to the selected services.

Mandatory Client Requirements
  • Company Profile
  • Vision, Mission & Core Values
  • GST Registration Certificate
  • Billing Details
  • PAN Card Details (if applicable)
  • TDS Deduction Information (if applicable)
  • Authorized Contact Person Details
  • Logo Files (AI, PNG, SVG, PDF)
  • Brand Guidelines / Brand Book
  • Product or Service Details
  • Pricing Information
  • Team Information
  • Social Media Access (if applicable)
  • Marketing Materials
  • Images and Videos
  • Testimonials and Reviews
  • Content References
  • Website Information (if applicable)
  • Promotional Offers (if any)
  • Any other information required for the selected service

Project timelines and monthly activities will commence only after all required information, assets, access credentials, and approvals are received.

2. Department-Wise Requirements
A. Accounts Team Requirements

The client must provide:

  • GST Certificate
  • Billing Address
  • PAN Details
  • TDS Information
  • Non-GST Client Declaration (if applicable)
  • Authorized Signatory Details
  • Purchase Order (if applicable)
  • Payment Confirmation Details
  • Invoice Approval Contact Person
B. Employee / Shoot Team Requirements

Before any shoot, the client must provide:

  • Project Brief
  • Shoot Brief
  • Objectives
  • Product Details
  • Service Details
  • Shoot Location
  • Contact Person at Location
  • Required References
  • Brand Guidelines
  • Product Samples (if required)
  • Permissions for Shooting
  • Talent or Model Information (if applicable)
  • Approvals and Permissions
C. Editing Team Requirements

The client must provide:

  • Approved Raw Footage
  • Brand Guidelines
  • Logo Files
  • Fonts (if applicable)
  • Reference Videos
  • Music Preferences
  • Content Direction
  • Required Output Formats
D. Posting & Social Media Team Requirements

The client must provide:

  • Approved Raw Footage
  • Brand Guidelines
  • Logo Files
  • Fonts (if applicable)
  • Reference Videos
  • Music Preferences
  • Content Direction
  • Required Output Formats
3. Service-Specific Requirements
A. Social Media Management Requirements

For Social Media Management projects, clients must provide:

  • Company Information
  • Brand Guidelines
  • Product & Service Information
  • Social Media Account Access
  • Content References
  • Photos and Videos
  • Promotional Offers (if any)
  • Testimonials and Reviews
  • Approval Contact Person

Any delay in providing the above information may result in project delays.

B. Social Media Advertising Requirements

For Social Media Advertising Services, clients must provide:

  • Business Objectives
  • Target Audience Information
  • Product & Service Details
  • Creative Assets
  • Social Media Ad Account Access
  • Social Media Page Access
  • Promotional Offers (if any)
  • Testimonials and Reviews
C. Website Development Requirements

For website development projects, clients must provide:

  • Company Information
  • Product & Service Information
  • Brand Guidelines
  • Logo Files
  • Website Content
  • Images and Videos
  • Domain & Hosting Access (if applicable)
  • Contact Information
  • Testimonials
  • Privacy Policy Content
  • Terms & Conditions Content

Website revisions will be limited to the selected package scope.

D. Video Production Requirements

For video production projects, clients must provide:

  • Project Brief
  • Objectives
  • Shooting Locations
  • Script (if available)
  • Product Information
  • Brand Guidelines
  • Required References
  • Approvals and Permissions

Travel, accommodation, food, equipment transportation, permits, and other production-related expenses will be charged separately unless specifically mentioned in the commercial proposal.

E. UGC & Podcast Content Requirements

For UGC Content and Podcast Production:

  • Clients must provide all necessary references, speakers, products, branding materials, and content direction.
  • Clients are responsible for arranging speakers, guests, products, and approvals unless otherwise agreed.
  • Data and project files will be stored for 7 days after project completion.
  • After 7 days, the company reserves the right to delete project data from its servers and storage systems.
4. Scope of Services

Services will be delivered strictly according to the selected package, proposal, quotation, or agreement.

The client must clearly select and confirm the required services, content formats, video formats, deliverable types, and output requirements before project commencement.

Format Selection Policy
  • The client must select and approve the required format before production begins.
  • Only the formats included in the selected package will be delivered.
  • Any additional format requests after approval will be treated as extra work.
  • Additional formats may require extra editing, shooting, camera setups, equipment, manpower, and production time.
  • Additional formats will be charged separately.
  • Format changes requested after shooting or editing has started may require reshoots and revised timelines.
Included Service Categories
UGC Content Production
  • UGC Video Creation
  • Product-Based UGC Content
  • Testimonial Videos
  • Lifestyle Content
  • Promotional UGC Videos
  • Short-Form Content for Social Media
Podcast Production
  • Podcast Recording
  • Podcast Video Editing
  • Podcast Reels Creation
  • Podcast Thumbnail Design
  • Podcast Content Formatting
  • Social Media Podcast Snippets
Video Production
  • Promotional Videos
  • Brand Videos
  • Product Videos
  • Corporate Videos
  • Event Coverage (if agreed)
  • Video Editing
  • Motion Graphics
  • Short-Form Video Content
  • Reel Production
Branding Services
  • Logo Adaptations
  • Brand Identity Creatives
  • Marketing Collateral Designs
  • Campaign Creatives
  • Digital Branding Assets
Social Media Creatives & Reels
  • Social Media Post Designs
  • Carousel Designs
  • Story Creatives
  • Promotional Creatives
  • Festival Creatives
  • Social Media Reels
  • Motion Creatives
  • Content-Based Visual Assets

Any work requested outside the approved scope will be considered additional work and may require:

  • Additional Charges
  • Additional Timeline
  • Separate Approval

The company reserves the right to revise timelines and costs for any scope changes.

5. Monthly Service Process

For monthly UGC content, podcast production, video production, branding, social media creatives, reels, posting services, social media management, and advertising services:

  • Monthly plans will be prepared based on the agreed package.
  • Content calendars and production schedules will be executed according to the approved plan.
  • Delays in approvals may affect delivery schedules.
  • Unused services within a billing cycle cannot be carried forward unless specifically agreed in writing.
  • Monthly reports or delivery summaries will be shared as per the package terms.
6. Client Responsibilities

The client agrees to:

  • Provide accurate business information.
  • Share GST billing details before invoice generation.
  • Inform the company regarding TDS deductions before payment processing.
  • Share required content, assets, and access credentials on time.
  • Confirm required formats before production.
  • Provide approvals within the agreed timeframe.
  • Maintain active communication with the assigned team.
  • Inform the company of any changes in products, services, pricing, or business operations.
  • Ensure all submitted content, images, videos, trademarks, and materials are legally owned or authorized for use.

Delays caused by incomplete information, format changes, late responses, or delayed approvals may impact project timelines and deliverables.

7. Pricing & Commercial Policy

All pricing, deliverables, timelines, revisions, and service inclusions will be governed by the approved commercial proposal.

Any additional requirements outside the approved scope will be treated as extra work and charged separately after management approval and payment confirmation.

The company reserves the right to revise pricing for additional requirements, scope changes, reshoots, extra formats, additional manpower, or special production requirements

8. Payment Policy
  • Payments must be made according to the approved quotation or agreement.
  • Monthly service fees must be paid before the start of each billing cycle unless otherwise agreed.
  • 100% advance payment may be required for selected services.
  • Work will commence only after payment confirmation.
  • Additional services will require advance payment before execution.
  • Additional formats, extra deliverables, reshoots, and extra production requirements will be charged separately.
  • Delayed payments may result in service suspension until payment is received.
  • The company reserves the right to stop work on overdue accounts.
  • GST will be charged as applicable under Indian tax regulations.
  • If TDS is deducted, the client must provide the TDS certificate and deduction details promptly.
9. Approval Policy

All creatives, designs, videos, reels, podcasts, branding materials, advertisements, websites, and content require client approval.

If approvals are delayed:

  • Project timelines may be extended.
  • Scheduled activities may be postponed.
  • The company will not be responsible for delays caused by pending approvals.
10. Revision Policy

Revisions will be provided according to the selected package.

Additional revisions beyond the approved limit may incur extra charges.

Major changes after approval may be treated as a new task and billed separately.

Format changes after approval may require:

  • Additional Charges
  • Additional Editing Time
  • Additional Production Time
  • Reshoots (if required)
11. Communication Policy

All project approvals, revisions, scope changes, and commercial discussions must be documented through official communication channels such as:

  • Email
  • WhatsApp Business
  • CRM System
  • Project Management Platform

Official Contact Details:

  • Phone: 7799551572
  • Email: info@kathaframes.com

Verbal discussions, phone calls, or informal conversations will not be considered final approvals unless confirmed in writing.

12. Travel & External Expenses Policy

Unless specifically mentioned in the proposal, the following expenses are not included:

  • Transportation Charges
  • Travel Costs
  • Flights
  • Local Travel
  • Accommodation Expenses
  • Food & Beverages
  • Food Expenses
  • Permissions & Licenses
  • Location Rental Charges
  • Special Permissions or Entry Fees
  • Studio Rental Charges
  • Equipment Rental Charges
  • Additional Camera Rental Charges
  • Equipment Transportation Charges
  • Additional Crew Charges

Such expenses will be billed separately to the client.

13. Data Storage & File Retention Policy

The company will retain project files, raw footage, podcast recordings, UGC content, edited videos, designs, and related assets for 7 days after final delivery or project completion.

Clients are responsible for downloading and securely storing all delivered files.

After the retention period, the company reserves the right to permanently delete project data without further notice.

The company shall not be liable for data loss after the retention period has expired.

14. Change Request Policy

Any request made after project approval or monthly planning may be considered a change request.

Change requests may result in:

  • Additional Costs
  • Additional Timelines
  • Revised Deliverables
  • Additional Production Requirements

Work will proceed only after written approval from the client and payment confirmation where applicable.

15. Reshoot & Additional Production Policy

Reshoots will be chargeable in the following situations:

  • Client changes the approved concept.
  • Client changes the approved format.
  • Client requests additional formats after shooting.
  • Client requests additional camera angles not included in the approved scope.
  • Client requests additional cameras, crew, equipment, or production setups.
  • Client provides incorrect or incomplete information before the shoot.
  • Client-side delays require a repeat shoot.

Reshoot costs, additional camera costs, crew costs, equipment costs, and related expenses will be billed separately.

16. Service Suspension & Termination

The company reserves the right to suspend or terminate services in the following situations:

  • Non-payment of invoices
  • Repeated delays in approvals
  • Failure to provide required information or assets
  • Misuse of company resources
  • Abusive or inappropriate behavior
  • Breach of agreed terms and conditions

Any outstanding payments remain payable even after service termination.

17. Project Delays Policy

The company shall not be held responsible for delays caused by:

  • Late submission of information by the client
  • Delayed approvals
  • Technical issues from third-party platforms
  • Social media platform restrictions
  • Website hosting or domain-related issues
  • Force majeure events
  • Government restrictions

Project timelines may be revised accordingly.

18. Emergency & Resource Availability Policy

Project timelines may be affected due to circumstances beyond the company's control, including:

  • Employee Health Issues
  • Medical Emergencies
  • Accidents
  • Natural Disasters
  • Government Restrictions
  • Public Holidays
  • Technical Failures
  • Unforeseen Operational Challenges
  • Resource Availability Constraints

The company will make reasonable efforts to minimize delays and keep clients informed of revised timelines whenever possible.

19. Confidentiality Policy

Both parties agree to maintain the confidentiality of business information, strategies, documents, credentials, content materials, and proprietary data shared during the engagement.

Confidential information shall not be disclosed to third parties without prior written consent unless required by law.

20. Intellectual Property & Usage Rights

All final deliverables will be provided to the client as per the approved scope and package.

The company reserves the right to showcase completed work, creatives, videos, branding materials, websites, podcasts, UGC content, and marketing assets in its portfolio, social media channels, presentations, and promotional materials unless otherwise agreed in writing.

Any third-party assets, stock materials, fonts, music, or licensed content remain subject to their respective licensing terms.

21. Results & Performance Disclaimer

Branding, content creation, video production, podcast production, UGC content, social media management, advertising, and digital marketing services involve multiple external factors.

While the company will apply professional expertise and best practices, specific results such as sales, leads, revenue, engagement, reach, conversions, or business growth cannot be guaranteed.

Performance may vary depending on market conditions, competition, audience behavior, content quality, platform algorithms, advertising budgets, and client participation.

22. Client Relationship & Future Dispute Prevention

To ensure a smooth working relationship:

  • All requirements must be clearly communicated.
  • Selected services and formats must be confirmed before project commencement.
  • GST and billing details must be shared accurately.
  • TDS deductions must be communicated in advance.
  • All approvals should be provided in writing.
  • Any concerns should be raised immediately.
  • Scope changes must be documented and approved.
  • Payment obligations must be fulfilled on time.
  • Additional formats, reshoots, and extra camera requirements will be charged separately.

Both parties agree to work professionally and cooperatively to avoid misunderstandings and future disputes.

23. Acceptance of Terms

By making payment, signing an agreement, approving a quotation, or continuing with the company's services, the client acknowledges, understands, and agrees to all company policies, commercial terms, deliverables, timelines, and project conditions stated in this document.

For support and communication:

  • Phone: 7799551572
  • Email: info@kathaframes.com