Studio
Terms of Service
The agreement between Brainy Circles OÜ and a client working with Brainy Studio.
Contents
- Who we are and what Studio is
- How a project starts
- Payment: the deposit, the milestones and paying in full
- Approval of a delivery
- Scope, revisions and out-of-scope work
- Who does the work
- Ownership of the work and source files
- Timelines
- Cancelling a project
- Confidentiality
- What we are not responsible for
- Raising a problem
- Changes to these terms
Who we are and what Studio is#
Studio is the in-house design and build team of Brainy Circles OÜ ("Brainy", "we", "us"). Studio is also the platform where your project is briefed, paid for, reviewed and delivered.
The work on your project is done by our own team. We hold the brief, we do the work, we review it before you see it, and we stay responsible for quality from start to finish.
These terms apply to every Studio project. Your project confirmation in Studio sets out the scope, the price and the payment plan that apply to yours.
How a project starts#
A project starts when all three of these are true:
- You have a written scope in Studio setting out what will be delivered and what it costs.
- You have paid the deposit, or the whole amount if you chose to pay in full (see section 3).
- We have confirmed the project has started, in Studio.
Nothing before that binds either of us. A quote, an estimate or a conversation is not a project.
Payment: the deposit, the milestones and paying in full#
A 30% deposit starts the project. The rest is invoiced per milestone.
How you pay
| Option | How it works |
|---|---|
| Deposit and milestones | You pay 30% of the project total up front. The remaining 70% is split across the milestones written in your scope, and each milestone is invoiced when the work for it is delivered and approved (see section 4). |
| Pay in full | You pay the whole project total up front and 5% comes off the total. This is the only discount a Studio project has. |
What the price covers
The price in your scope is the whole price. There are no platform fees, no fees for messages, and no charge for revisions inside your included rounds (section 5). Card processing fees are charged by our payment provider and shown at checkout.
Invoices
Every payment on your project is invoiced in Studio and paid there, so the invoice, the work it covers and the record of payment stay in one place.
Approval of a delivery#
When a milestone is delivered you review it in Studio. A milestone is approved when you approve it there. Not before.
If you do not respond to a completed delivery within 14 days, and we have reminded you at least twice in Studio, the delivery is treated as approved and the milestone is invoiced. This exists so a finished piece of work cannot be left unpaid indefinitely; it is not a way to slip work past you.
Scope, revisions and out-of-scope work#
What is in scope
Your scope is written in Studio before the project starts. It lists what will be delivered, the milestones it is delivered in, and the revision rounds included. If something is not written there, it is not included.
Revisions
Three revision rounds are included. After that, revisions are charged hourly.
Every Studio project includes three rounds of revisions. A round is one consolidated set of feedback, not a series of separate changes over several days. Further rounds are charged at the hourly rate stated in your project agreement, and we tell you before we start one.
Out-of-scope work
New work is quoted or charged hourly, never absorbed quietly
Anything not defined in the scope at the start is out of scope. If you want it, it is either quoted as an addition or charged at the hourly rate in your project agreement.
How this works in practice:
- We tell you before doing the work that it is out of scope, and what it costs.
- You approve it in Studio.
- It is invoiced separately, on the same terms as everything else.
We will not do out-of-scope work and bill you afterwards, and we will not quietly absorb it either, because absorbed work is how a project stops getting proper attention.
If you think something has been called out of scope wrongly, open a support ticket (section 12) rather than argue it in the project channel. That way the decision and its reason are written down.
The hourly rate for your project is stated in your project agreement in Studio.
Who does the work#
Your project is done by Brainy's own team. Where a piece of it calls for a specialist from our creator community, they work under our direction and under these terms, we review the work before it reaches you, and we stay responsible for it.
You are never handed to someone you have not seen. Your project in Studio shows who is working on it.
Ownership of the work and source files#
Ownership transfers on final payment. The source files come with it.
Full ownership of the final delivered work transfers to you once the final payment for the project has been made. Until then, the work remains ours. Work in progress, rejected directions and unused concepts are not yours to use.
The source files, meaning the editable working files behind the final deliverables, are delivered with the final payment, alongside the final deliverables.
We may show the finished work in our portfolio and marketing, but not before you launch. Nothing from your project appears anywhere public until your launch date has passed. If your launch moves, tell us and the hold moves with it.
After launch you can still ask us not to show a specific piece, in writing, and we will take it down.
Timelines#
Timelines in your project are our honest estimate, not a guarantee. They assume you respond to questions and reviews within a few working days.
If a deadline is genuinely fixed, it must be written into the scope before the project starts so we can plan for it and price it properly.
Cancelling a project#
Once work has begun, either side can end the project in Studio. What happens to the money:
- Work completed and approved is paid for.
- Work in progress is settled at a fair proportion of what has been done, agreed between us.
- Anything you have paid beyond those two is returned to you. If you paid in full, the settlement is worked out at the full project price, without the 5% discount.
Before work begins it is different: what you have paid is returned in full, less the card processing fee. That fee is charged by our payment provider when you pay and is not returned to us when we refund you, so it cannot be returned to you either. It is roughly 3% of the amount and is shown on your refund. It is not money Brainy receives.
The short version
Cancelled before work started?
Everything back except the card processing fee.
Cancelled after work started?
You pay for what was done; the rest comes back.
Confidentiality#
We keep your brief, your business information and anything you share confidential. Anyone we bring onto your project is under the same obligation.
This carries on after the project ends.
What we are not responsible for#
- Printing and production. We deliver print-ready files to the specification you give us. We are not responsible for what a printer does with them, and we strongly recommend a physical proof before any production run.
- Trademark and clearance. We do not carry out trademark searches or legal clearance on names, marks or designs unless it is written into your scope. Getting that checked is your responsibility.
- Material you supply. If you give us images, fonts, copy or assets, we assume you have the right to use them.
- Commercial outcomes. We are responsible for the quality of the work, not for how a market responds to it.
Raising a problem#
Problems go through a support ticket, not the project channel
Open a ticket on your project in Studio. The channel is for the work itself, where things move fast and scroll away. A ticket is tracked, assigned to a person, and stays open until it is closed.
Use a ticket for anything that needs resolving rather than discussing: a disagreement about scope, a delivery you do not think matches the brief, a delay, a billing question, or anything you would want a record of.
What happens then:
- It reaches us straight away and is assigned to a person, not a queue nobody owns.
- You get a reply within one working day. That is a reply from a human, not necessarily a resolution.
- Everything stays on the ticket, so there is one thread to read rather than a conversation to reconstruct.
Most problems are a misunderstanding about scope and are settled the same day. Raising one early is always better than raising it late, and it is never taken as a complaint.
If we cannot settle it
If we cannot resolve it between us, these terms are governed by the laws of Estonia, where Brainy Circles OÜ is registered.
Changes to these terms#
We may update these terms. Changes apply to new projects, never retroactively to a project already underway. The terms that apply to your project are the ones in force on the day it started.