Partnership Terms & Agreements

A set of key agreements guiding our partnership.

General Terms and Agreements

This document provides a general framework for working with Three Spheres.

If adjustments to these General Terms and Agreements are necessary to align with specific company policies or particular circumstances, we are prepared to create more personalized terms and agreements.

1. Overview

  • This General Terms and Agreements serves as an integral component of the Service Proposal, delineating our operational framework. Three Spheres commits to delivering video production services as stipulated herein. Should you have requested a Cost Estimate (CE), the attached estimate will outline the project's scope, timeline, and deliverables.

2. Payment Terms

Payment Details:

  • For Productions:

    • Cancellation, Discontinuation, and Rescheduling (After Cost Approval and/or Production Confirmation):

      • Clients will be invoiced as follows, depending on the project milestones achieved:

      • 25% of the total production cost if cancelled or rescheduled more than 72 hours before the feasibility meeting.

      • 50% of the total production cost if cancelled or rescheduled less than 72 hours before the pre-production meeting.

      • 100% of the total production cost if cancelled or rescheduled less than 72 hours before the scheduled shoot.

      • If a project is cancelled after the cost summary submission but before any significant milestones are achieved, a fee of 20% of the total estimated cost will be charged to cover pre-agreed preparations by the production team.

      • Notification of changes to the shoot date must be submitted at least 72 hours prior to the initially agreed date.

      • Failure to provide timely notice will result in the enforcement of the original schedule and may incur additional rescheduling fees based on resource availability.

  • For Post-Production:

    • Cancellation, Discontinuation, and Rescheduling (After Cost Approval and/or Production Confirmation):

      • 50% of the post-production costs will be billed if cancellation or discontinuation occurs once post-production has officially begun (defined as the commencement of video editing).

      • 100% of the post-production costs will be billed if cancellation occurs after the first editing pass, which is defined as the initial complete assembly of video content prior to detailed editing and finalization.

      • Pre-work expenses amounting to 20% of the total cost estimate will be charged if the project is cancelled after the cost estimate is approved but before post-production work begins.

  • Urgent Requests:

    • Requests for rush completion may include a 'Rush Fee,' set at 25% of the Production Cost, in addition to the standard project cost. This fee will be detailed in the Service Proposal and requires client approval.

  • Late Payments:

    • Late payments will incur a late fee of 2% per month on any outstanding balance.

Payment Conditions:

  • Prices may be revised due to market changes or changes in client requirements.

  • Proposal validity extends up to 3 months after submission; beyond this period, prices and production crew availability may vary.

Payment Methods:

  • For your convenience, payments can be made through the following methods:

    • Bank Transfers:

      • Bank: Unionbank (Dela Rosa, Makati Branch)

      • Account Name: 3Spheres, Inc.

      • Account Number: 0017 7000 3396

      • Note: Online bank transfers are preferred.

    • Checks:

      • Please issue checks payable to "3Spheres, Inc." You can either arrange for the check to be picked up or mail or deliver the check directly to our office address.

    • Wire Transfers (for International Clients):

      • For international Transfers we use the service of Wire.com. Here are the details:

      • Account Holder: Joseph Michael DeCastro Juat

      • ACH and Wire routing number: 026073150

      • Account number: 8314377493

      • Account type: Checking Wise's

      • Address: 30 W. 26th Street, Sixth Floor New York NY 10010 United States

3. Project Management and Client Privileges

  • Business Hours:

    • Our regular business hours are Monday to Friday, 9 AM to 5 PM Philippine time. Please provide advance notice for urgent tasks or requests from international clients outside of regular business hours.

  • Client Privileges:

    • Dedicated Team:

      • Clients have access to a dedicated team composed of a Creative Director, Executive Producer, and Video Editor, ensuring personalized and focused project management.

    • Project Management Tools:

      • Notion Dashboard: Centralized platform for all project-related information and materials.

      • Google Workspace: Comprehensive suite for meetings and collaboration.

      • FrameIO: Streamlined tool for project feedback and approvals.

    • Communication:

      • Consistent updates and quick communication via instant messaging platforms (WhatsApp, Viber, or Telegram) and email ensure that all stakeholders are aligned throughout the project.

    • Contractual Processes:

      • All contracts and agreements can be securely signed via recognized e-signature platforms or digital signatures, providing flexibility and security unless otherwise required by corporate mandates.

4. Intellectual Property Rights

  • Ownership of Final Outputs:

    • Upon full payment, the client owns all final video outputs produced as part of the project. Usage rights are subject to initial agreements, which may restrict certain uses due to contractual obligations with talents and production crew.

  • Portfolio Use and Promotional Rights:

    • Three Spheres retains the right to utilize all project materials, such as videos, drafts, and production stills, for various promotional purposes after the production has concluded. This may include, but is not limited to, creating case studies, sharing on social media platforms and our website, or presenting them as references during client pitches.

    • However, for internal videos, Three Spheres must seek permission from the client before using these materials.

    • Additionally, videos posted on publicly accessible platforms such as websites and social media pages automatically grant Three Spheres the right to share and use them as promotional materials.

5. Confidentiality

  • General Confidentiality Obligation:

    • All project-related information, including client data, project details, and any communications between Three Spheres and the client, must be treated as confidential. This confidentiality extends to protecting all forms of data from unauthorized access, disclosure, or theft.

6. Project Changes and Cancellations

  • Changes in project scope or additional services may affect the timeline and costs and will require a formal amendment to this agreement.

  • If the project is cancelled by the client, fees for work completed to date must be paid in accordance with the cancellation policy outlined in the Service Proposal.

7. Revisions Policy

We understand that video production often involves multiple stakeholders, each with their own unique perspectives and requirements. This can make consolidating feedback challenging.

To accommodate this reality and ensure that every video meets its standards, we offer an Unlimited Revisions Policy within the project's timeline under these conditions.

  • Standard Revision Time:

    • Revisions are generally completed within 1 to 3 working days, depending on the complexity of the feedback.

  • Revision Platform:

    • We utilize Vimeo Review for all revision requests. This platform allows clients to easily annotate videos and precisely indicate where changes are needed, ensuring clarity and efficiency in the revision process.

  • Deadlines:

    • All revisions must fit within the agreed-upon project timeline. We strive to accommodate all reasonable requests, but the key to making unlimited revisions work is cooperation in adhering to the timelines and maintaining the original scope.

  • Revision Limitations:

    • Upon the 2nd revision, these are intended for refinement and not for complete overhauls or changes in tone and direction. However, these revisions should build upon previous comments rather than introducing entirely new feedback.

  • Consolidating Revisions:

    • Consolidate all feedback via FrameIO, using this single platform for communication. This method helps to ensure that all requested changes are accurately captured and implemented efficiently.

  • Revisions after Project Closure:

    • Clients can request revisions after project closure. Each request will be assessed for approval based on the required changes and potential additional costs detailed in a revised cost estimate. Costs vary based on the complexity of the requested changes.

Project Closure Agreement

  • Completion Confirmation:

    • The project is deemed closed once both parties sign off on all final deliverables, marking the end of project activities.

  • Final Review:

    • A closing meeting is held to review the project's completion. The Client may request minor adjustments or give final approval at this meeting.

  • Post-Closure:

    • After project closure, any further revisions or work will be subject to new agreements and potentially additional costs.

  • Documentation and Archiving:

    • All essential project materials are provided to the client, and all files are archived for two years for potential reference or legal purposes. After this period, files may be deleted unless an agreement is made for extended storage.

    • If revisions are required after two years, a new Service Proposal will be necessary, as these revisions do not fall under the standard revisions-after-closure policy.

  • Feedback Opportunity:

    • To continually improve our services, a feedback form will be provided to the Client at the project's closure. We highly value your insights and suggestions for enhancing our service delivery.

  • Revisions after Project Closure:

    • Additional revisions requested after project closure will typically incur a fee of 25% of the original post-production costs.

    • This fee covers un-archiving, restructuring, editing, motion graphics, and other post-production services.

    • This excludes initial production expenses like filming and voiceovers.

    • Each request will be assessed, and a cost estimate provided for approval before proceeding.

8. Force Majeure

  • Neither party is liable for delays or failure to perform their contractual obligations due to external events beyond their control (e.g., natural disasters, war, government action).

9. Dispute Resolution

  • Disputes will first be addressed through negotiation; unresolved disputes will be settled by arbitration in accordance with local arbitration laws.

10. Comprehensive Clauses

  • This agreement constitutes the full terms and conditions between Three Spheres and the Client, superseding any prior discussions or agreements.

  • Amendments to duties or compensation terms within this contract do not affect its overall validity; null provisions under law will not affect the remainder of the agreement.