Terms and Conditions

Last updated: April 20, 2026

1. Applicability and Acceptance

1.1 These terms and conditions apply to every quotation, agreement, and service provided by Vedetski BV, with registered office at Jean Béthunestraat , 9040 Ghent, Belgium, KBO 1009.756.637, VAT BE1009.756.637, legally represented by Mr. Bram Vuylsteker, director (hereinafter “Contractor”), to its client (hereinafter “Client”). The Contractor and the Client are hereinafter collectively referred to as “the Parties.”

1.2 These general terms and conditions are provided to the Client upon submission of the quotation, or may be viewed at www.vedetski.com. By accepting the Contractor’s quotation or services, the Client acknowledges that it has read these terms and conditions and accepts them in their entirety.

1.3 These terms and conditions supersede all prior oral or written agreements between the Parties. Any deviations are valid only with the written consent of both Parties. Any general terms and conditions of the Client shall not apply unless expressly accepted in writing by the Contractor.

2. Quotes, Orders, and Deposits

2.1 Unless otherwise stated, each quote from the Contractor is valid for 14 calendar days. Prices in the quote are exclusive of VAT, unless otherwise indicated.

2.2 An order is finalized as soon as the Client accepts the quotation in writing (by email or mail) and has paid the agreed-upon deposit.

2.3 Unless otherwise agreed in writing, the advance payment shall amount to 30% of the total project value, payable prior to the commencement of work. For projects valued at €5,000 or more, the Contractor may request a higher advance payment (up to 50%).

2.4 Each assignment will be confirmed in writing. Verbal changes to the scope or deliverables are not binding until they have been confirmed in writing by both Parties.

3. Execution of the assignment

3.1 All services provided by the Contractor are best efforts obligations, unless expressly agreed otherwise. The Contractor undertakes to perform the assignment with the care, professional knowledge, and skill customary for similar assignments in the industry.

3.2 The Contractor’s work, texts, audiovisual productions, and other deliverables are based on experience, creativity, and professional judgment. The assignment is entrusted to the Contractor based on references and trust.

3.3 The Client undertakes to provide the Contractor in a timely manner with all necessary information, briefings, access, and materials required to carry out the assignment. The Contractor shall not be liable for errors, delays, or deviations in the performance of the assignment that are attributable to insufficient, incorrect, or late input from the Client.

3.4 Stated delivery times are approximate and not binding, unless expressly agreed otherwise in writing. The Contractor will endeavor to meet these deadlines and will provide timely notice of any delays. A delay shall not give rise to any claim for damages or termination of the agreement.

4. Delivery, rounds of revisions, and acceptance

4.1 A project price includes two (2) rounds of revisions to the deliverables, unless otherwise specified in the proposal.

4.2 Any additional modifications or revisions requested by the Client that fall outside these rounds of revisions will be billed at the Contractor’s applicable hourly rate or according to a pre-agreed surcharge. The Contractor will inform the Client in advance of the expected additional time and costs. The Client will decide, based on this information, whether the requested modification will be implemented.

4.3 The Client must inspect the delivered works immediately upon receipt. Complaints are valid only if they are submitted in writing (by email or mail) within eight (8) calendar days of delivery, and in any case before the works are used or published, failing which the right to complain shall lapse.

4.4 In the absence of a timely complaint, or in the event of use or publication of the works, the deliverables shall be deemed to have been accepted.

5. Retainer Agreements

5.1 The following specific provisions apply to retainer agreements (ongoing collaboration for a fixed monthly fee), unless otherwise agreed in writing:

a) The minimum term is three (3) months.

b) The notice period is one (1) full calendar month and must be given in writing.

c) Unused hours or capacity expire at the end of each calendar month and are not carried over to the following month, unless otherwise agreed in writing.

d) The scope of the retainer is set forth in an accompanying document. Work that falls outside this scope will be billed separately based on the applicable hourly rate or a supplementary project quote.

e) Rates are reviewed annually, with at least one (1) month’s notice prior to the effective date of the new rates.

6. Prices, Expenses, and Rates

6.1 Prices quoted in proposals are provided in good faith and as accurately as possible. They may differ from the amount due upon invoicing if the scope of the project changes during the project. The Client will be notified in advance of any price adjustments or additional costs.

6.2 Expenses for specific equipment, travel expenses, shipping costs, or other additional costs necessary for the performance of the assignment will be billed separately, following prior consultation with the Client.

6.3 For work performed outside the scope agreed upon in advance, the Contractor’s applicable hourly rate shall apply, unless otherwise agreed in writing.

7. Invoicing and payment

7.1 Invoices are payable within thirty (30) calendar days of the invoice date to the bank account number listed on the invoice, unless otherwise agreed.

7.2 Any objection to an invoice must be submitted to the Contractor in writing by certified mail within eight (8) business days of the invoice date. After this period, the invoice shall be deemed accepted.

7.3 In the event of non-payment by the due date, the invoice amount shall be increased by operation of law and without prior notice of default by:

a) a flat-rate penalty of 10% of the outstanding invoice amount, with a minimum of €150, and

b) late payment interest at a rate of 12% per annum until the date of actual payment.

7.4 In the event of non-payment by the due date, the Contractor reserves the right to suspend ongoing work until full payment has been made, without the Client being entitled to compensation as a result.

8. Cancellation

8.1 Any cancellation of an order by the Client must always be made in writing (by email or mail) and is valid only after written confirmation by the Contractor.

8.2 If the Client cancels a project assignment, the following cancellation fee, calculated based on the total project value, is due:

a) Within 48 hours of placing the order: 0%

b) Between 48 hours and 1 week after placing the order: 15%

c) Between 1 and 2 weeks after ordering: 30%

d) Between 2 and 3 weeks after ordering: 45%

e) Between 3 and 4 weeks after the order is placed: 60%

f) More than 4 weeks after the order was placed: 80%

g) Less than 24 hours before the scheduled performance: 100%

8.3 In addition to this cancellation fee, all hours already worked will be billed at the Contractor’s applicable hourly rate, or at the rate agreed upon in the proposal.

8.4 If the Client has booked the Contractor in advance for a specific number of hours and subsequently uses fewer hours, all booked hours will be billed.

8.5 In the event of termination of a retainer agreement, the notice period set forth in Article 5.1(b) applies.

9. Intellectual Property and Rights of Use

9.1 All intellectual property rights relating to the works and deliverables created by the Contractor in connection with the assignment shall vest exclusively in the Contractor, unless otherwise agreed in writing.

9.2 Subject to full payment of the agreed fee, the Contractor hereby exclusively transfers to the Client all economic copyrights and any other intellectual property rights in the deliverables created under this agreement. The transfer applies worldwide, for the maximum statutory term of protection (including extensions), and without limitation as to the number of uses. The transfer remains in effect regardless of the termination of the agreement.

9.3 The transfer of rights covers the following methods of exploitation:

A. Right of Reproduction and Right to Record. The Client is entitled to record, duplicate, or reproduce the works, in whole or in part, permanently or temporarily, on any medium and by any process, without limitation as to quantity. This right also includes the right to publish on websites, social media, and physical media, in color or black-and-white, in all formats, and on all current or future technical media.

B. Right to Communicate to the Public. The Client is entitled to communicate the works, in whole or in part, to the public in any manner and via any medium, worldwide, regardless of technical standards, including for promotional and publicity purposes.

C. Right of adaptation. The Client is entitled to modify, transform, incorporate into a database, combine with other works, or adapt the works, and to reproduce or communicate the results thereof as described in sections A and B.

D. Right of Use. The Client is entitled to distribute, reproduce, sell, or otherwise exploit the works, whether for commercial or non-commercial purposes.

E. Right to Grant Sublicenses. The Client is entitled, within the limits of this agreement, to grant sublicenses to third parties with respect to the works.

9.4 Voice-over work. A specific arrangement applies to voice-over recordings. Unless otherwise agreed in writing in the quotation, the base rate includes a buy-out for online and digital use for a period of 24 months. Use for radio, television, cinema, out-of-home, or use after the 24-month period requires an additional license fee to be agreed upon separately.

9.5 Preparatory work. Texts, research, drafts, and concepts created during the preparation of the assignment but not delivered as the final result remain the property of the Contractor.

9.6 The Contractor reserves the right at all times to sign his work or to include his name on the deliverables, in the colophon of a publication, or in its announcement, under the name "Bram Vuylsteker" or "Vedetski".

9.7 The fee for the transfer of rights as described in this section is included in the total agreed fee as stated in the quotation and will not be itemized separately on the invoice.

10. Portfolio, Attribution, and AI Tools

10.1 The Contractor reserves the right to use (parts of) the deliverables for its own portfolio, case studies, marketing, social media, and other professional communications, provided that no confidential information or trade secrets of the Client are disclosed.

10.2 If the Client objects to a specific use of the portfolio, it must notify the other Party in writing in advance. In such cases, the Parties shall make reasonable efforts to find a workable solution, such as attribution under NDA or with a delay.

10.3 In carrying out the assignment, the Contractor may use AI-powered tools as an aid in the creative or production process. The Contractor remains responsible for the final quality, originality, and soundness of the deliverables. If the Client wishes to exclude the use of AI tools in whole or in part, this must be agreed upon in writing and in advance.

11. Collaboration with third parties

11.1 The Contractor is entitled to outsource certain parts of the assignment to third parties (freelance partners, subcontractors) or to carry them out in collaboration with such third parties, provided that the Contractor remains responsible to the Client for the final result and its quality.

11.2 The Contractor undertakes to impose the same confidentiality obligations on such third parties.

12. Confidentiality and Data Protection

12.1 All information of any kind (documents, files, visual materials, presentations, methodologies, software, financial information, customer information, strategy, etc.) made available by one Party to the other Party shall remain the property of the Party providing such information.

12.2 The receiving Party agrees to:

a) to treat this information with the necessary confidentiality;

b) not to disclose this information to third parties without prior written consent;

c) to use this information solely for the purpose of carrying out the assignment;

d) to return or destroy this information upon first request.

12.3 The confidentiality obligation shall remain in effect for the entire duration of the assignment and for three (3) years following its termination.

12.4 The confidentiality obligation does not apply to information that:

a) is or becomes generally known to the public through no act of the receiving Party;

b) was already lawfully in the possession of the receiving Party prior to disclosure;

c) was independently developed by the receiving Party without using the confidential information;

d) must be disclosed pursuant to a legal obligation or court order.

12.5 Processing of Personal Data. If the Contractor processes personal data on behalf of the Client in connection with the assignment, this shall be done in accordance with the General Data Protection Regulation (GDPR). Where applicable, the Contractor acts as a processor within the meaning of Article 28 of the GDPR. To this end, the Parties shall, where necessary, enter into a separate data processing agreement. The Contractor processes personal data exclusively on behalf of and in accordance with the Client’s instructions, takes appropriate technical and organizational measures, and respects the rights of data subjects.

13. Liability

13.1 The Contractor shall only be liable for direct damages that are the direct and inevitable consequence of its gross negligence, willful misconduct, or intentional act in connection with the performance of the contract.

13.2 Under no circumstances shall the Contractor be liable for indirect damages, such as (but not limited to) loss of profits, loss of customers, lost savings, damage to reputation, consequential damages, or costs of substitute performance.

13.3 In any event, the Contractor’s total liability is limited to the total value of the relevant assignment as invoiced by the Contractor.

13.4 The Contractor shall not be liable for errors in or consequences arising from the use of deliverables if the Client publishes or uses them without prior formal acceptance, or after the Client has made changes to the deliverables itself.

14. Force Majeure and Early Termination

14.1 Either Party may terminate the agreement in writing in the event of:

a) dishonesty, fraud, corruption, or unethical conduct on the part of the other Party;

b) gross negligence or a material breach of contract that is not remedied within ten (10) calendar days of written notice of default;

c) the other Party’s insolvency, bankruptcy, or judicial reorganization, effective immediately;

d) a force majeure event that lasts longer than one (1) month, without the Parties being able to find an appropriate solution.

14.2 Neither Party shall be liable for any failure to perform its obligations (except for payment obligations for services already rendered) if such failure is due to force majeure, such as (but not limited to) fire, flood, strikes, civil unrest, war, embargoes, blockades, pandemics, legal restrictions, or government measures.

14.3 Termination shall not affect any rights a Party may have with respect to breaches that occurred prior to termination.

15. Final Provisions

15.1 Nullity. If any provision of these general terms and conditions is declared null and void or unenforceable, the remaining provisions shall remain in full force and effect. The invalid provision shall be replaced by a valid provision that most closely approximates the purpose and intent of the original provision.

15.2 Assignment. The Client may not assign its rights or obligations under this agreement to third parties without the Contractor’s prior written consent.

15.3 Entire Agreement. These General Terms and Conditions, together with the quotation and any special terms and conditions, constitute the entire agreement between the Parties and supersede all prior agreements regarding the same subject matter.

15.4 Governing Law. This Agreement and all implementing agreements shall be governed exclusively by Belgian law, regardless of the nationality of the Parties or the destination of the services.

15.5 Dispute Resolution. The parties agree that, in the event of a dispute, they will first and foremost give preference to mediation before bringing the dispute before a court.

15.6 Competent court. For all disputes that cannot be resolved through mediation, exclusive jurisdiction lies with the Commercial Court of Ghent, Ghent Division, and the other courts of the judicial district of East Flanders, Ghent Division.

Vedetski BV Jean Béthunestraat · 9040 Ghent · Belgium
KBO 1009.756.637 · VAT BE1009.756.637