Terms & Conditions

Last updated on 25.April 2026

By working with us, you agree to these Terms and Conditions. These terms serve as our Master Service Agreement (MSA) for all professional engagements.



  • Formal Agreement: While these terms are public for your review, you will be required to provide a formal e-signature on a digital version of this agreement before we begin any project.

  • Project Specifics: Details regarding specific deliverables, timelines, and budgets will be defined in a separate Statement of Work (SOW).

  • Precedence: In the event of a conflict between these general Terms and a specific Statement of Work, the terms within the SOW shall prevail for that specific project.

1. Scope of Services


  1.  Services
    Gear Golem provides art outsourcing services, including but not limited to: 3D/2D art production, game assets, characters, environments, props, animation, rigging, VFX, and UI.

  2. Deliverables
    Specific deliverables, timelines, and pricing are defined in a Statement of Work (SOW), proposal, or written email confirmation.

2.  Independent Contractor & Freelancers


  1.  Independent Contractor
    Gear Golem operates as an independent contractor. Nothing in this Agreement creates a partnership, joint venture, or employment relationship.

  2. Subcontractors
    Gear Golem may engage subcontractors (freelance artists) to perform services. The Studio remains responsible for the quality and coordination of these artists.

  3. Communication
    The Client has no contractual relationship with the Studio’s subcontractors. All communication must be handled through Gear Golem Business Operators.

Contract Formation & Materials

  1. Collaboration Start

    Contracts are formed via text form (e.g., email) confirmation or commencement of work after a deposit is received.

  2. Existing Materials
    The Client warrants that all provided materials (logos, references, concepts) are legally cleared. The Client shall indemnify Gear Golem against any third-party intellectual property claims regarding provided materials.

Payment & Pricing

  1.  Deposit
    A 50% or 30% deposit is required upfront. Gear Golem is not obligated to start work before receipt.

  2.  Default
    Late payment allows Gear Golem to suspend all work. Payment upon delivery shall be made not later than 5 business days unless client provides prior written notice and specific rea

 Milestones & Revisions

  1. Revisions
    Fixed-price milestones include up to two (2) rounds of reasonable modifications.

  2.  Scope
    Revisions must be related to the original agreed scope and requested within 5 business days of the preview.

  3. Silent Acceptance
    Feedback is due within 5 business days. If no feedback is received, the Work is deemed accepted.

  4. Additional Work
    Major changes or revisions beyond the included rounds will be billed at an hourly rate of €30/h (+ surcharge in case of full copyright)

Timeline & Delays

  1. Timelines
    Timelines  are estimates. Gear Golem is not liable for delays caused by slow Client feedback, additional requests, or third-party tool malfunctions.

  2. Out Of Scope
    If work extends beyond the agreed timeline due to Client-side delays, additional project management fees may apply.

 Copyright & Usage Rights

  1. License Grant
    Upon full payment of all invoices, Gear Golem grants the Client a perpetual, exclusive, worldwide license to use the final deliverables (e.g., .FBX, .PNG) for the agreed project and related marketing materials (the “Project”). This does not include use in iterations of the Project, such as sequels, downloadable content (DLC), expansions, updates, and related marketing materials. Those will need to be discussed separately

  2. Ownership & Exclusivity
    Gear Golem retains full legal copyright and ownership of all created work, including underlying files, concepts, and production assets. However, Gear Golem agrees that all custom deliverables produced for the Client are exclusive to the Client and will not be resold, reused, licensed, or distributed to any third party.

  3. Scope of Use
    The granted license is limited to the Project and its related IP as defined above. Use of the assets in unrelated projects, different intellectual properties, or external products requires prior written agreement and may be subject to an additional licensing fee.

  4. Copyright Buyout (Optional)
    If the Client requires full transfer of copyright ownership (a “buyout”), Gear Golem may assign all rights, title, and interest in the work to the Client upon full payment of an additional 100% fee of the total project value, unless otherwise agreed in writing.

  5. Source Files & Working Materials

    Delivery of editable source files (e.g., .blend, .spp, .psd) or rigging/control systems is not included in the standard pricing. These may be provided upon request for an additional fee, subject to technical review and agreement.

 Confidentiality (NDA)

  1. Standard Privacy 

    Gear Golem agrees to keep all non-public project details, story elements, and "work-in-progress" materials strictly confidential.

  2. Duration

    This confidentiality applies until the Client officially announces or releases the project to the public

  3. Free of Charge

    Standard confidentiality as described above is provided at no additional cost to the Client.

Portfolio & Marketing Rights

  1. Right to Showcase

    Gear Golem retains the right to display completed work, the Client’s name, and the Client’s logo in its professional portfolio and social media.

  2. Launch Delay

    Gear Golem will observe a 30-day "Silence Period" after final delivery before posting work to its portfolio, ensuring the Client has time for their own marketing launch. Unless agreed otherwise

  3. Portfolio Buyout

    If the Client requires Gear Golem to never show the work publicly (Permanent NDA), a 100% "Portfolio Buyout" fee will be applied to the project total.

  4. Credits

    Where applicable, the Client is encouraged to credit “Art by Gear Golem Studio.” Credit is appreciated but not mandatory.

Cancellation & Termination

  1. Termination by the Client

The Client may cancel the project at any time by providing written notice. The Client agrees to pay for all work completed up to the cancellation date as follows: 

  1. Deposit is retained as a booking and administration fee.

  2. Up to 25% completion: 50% of total fee.

  3. 25–50% completion: 75% of total fee.

  4. Over 50% completion: 100% of total fee.

  1. Termination by Gear Golem 

Gear Golem reserves the right to suspend or terminate the project upon written notice if:

  1. The Client fails to make payments within the agreed timeframe

  2. The Client does not provide required feedback or materials for more than 10 business days

  3. The scope of work is repeatedly changed beyond the agreed scope without approval

  4. The Client engages in abusive, inappropriate, or unprofessional conduct

  5. Continuing the project becomes commercially or technically unfeasible due to factors outside Gear Golem’s control 

In such cases, the Client will be invoiced for all work completed up to the termination date, and any unpaid balance becomes due 3 business days.

  1. Mutual Termination (Good Faith) 

Either party may terminate the project for any reason with 5 business days’ written notice. In such cases

  1. The Client shall pay for all work completed up to the termination date

  2. Gear Golem shall deliver all completed work corresponding to paid amounts 

  3. No further obligations apply beyond settlement of outstanding payments

  1.  Client Protection (Quality & Delays)

    1. If the Client is reasonably dissatisfied with the quality of the work, or if Gear Golem fails to meet agreed milestones with significant delay, the Client shall notify Gear Golem in writing and allow a reasonable opportunity to remedy the issue.

    2. If Gear Golem is unable to resolve the issue within a reasonable timeframe, the Client may terminate the project without cancellation penalties. In such case:

    3. The Client shall only pay for work that is completed and usable up to the termination date

    4. Any incomplete, unusable, or non-conforming work shall not be invoiced

    5. All rights to unpaid work remain with Gear Golem

    6. All rights to paid work are subject to terms in section 7

 Confidentiality (NDA)

  1. Standard Privacy 

    Gear Golem agrees to keep all non-public project details, story elements, and "work-in-progress" materials strictly confidential.

  2. Duration

    This confidentiality applies until the Client officially announces or releases the project to the public.

  3. Free of Charge

    Standard confidentiality as described above is provided at no additional cost to the Client.

Warranty & Limitation of Liability

  1.  "As-Is" Service

    Gear Golem provides services according to industry standards but "as-is." The Client is responsible for the final review and approval of all assets.

  2.  Limited Liability

    To the maximum extent permitted by law, Gear Golem’s total liability for any claim is capped at the total amount of fees actually paid by the Client for the affected service.

  3. No Consequential Damages

    Gear Golem is not liable for indirect losses, loss of profit, or technical limitations of third-party engines/platforms (e.g., Unreal Engine, Unity, Miro).

  4. Final Approval

    Once the Client provides final approval or uses the assets commercially, Gear Golem is released from all liability regarding errors or technical issues.

Contact Us

If you have any questions about this Terms & Conditions contact us on info@geargolem.com