Terms &
conditions

By submitting your project booking form, paying a deposit, or delivering assets, you agree to be bound by these Terms in full. Where a written Project Estimate exists, it takes precedence in the event of conflict.

1. Definitions

1.1 Project Estimate. Written document outlining agreed scope, timeline, deliverables, grading days, and fees. Provided via invoice, PDF, email, or booking summary. All project-specific figures are set here.

1.2 Grading day. Up to 8 hours of dedicated color grading time. The applicable day rate is stated in the Project Estimate.

1.3 First pass. The first complete graded version delivered for client review.

1.4 Revision round. One consolidated set of notes submitted via Frame.io, followed by delivery of a revised version.

1.5 Reconform. Any change to the locked edit after grading has begun: timing changes, shot reordering, or duration adjustments.

1.6 Rush work. Any project requiring turnaround within 48 hours of conform QC, or booked with fewer than five working days' lead time.

1.7 Deliverables. Final output files listed in the Project Estimate.

1.8 Attended session. A supervised session where the client participates in the grade in real time, whether remote or in person.

1.9 Business hours. 08:30 to 16:30 UK time, Monday to Friday, excluding UK public holidays.

2. Service scope

2.1 Services offered. The Palette provides color grading, conform, and online finishing for film, television, commercial, and digital media projects. Additional services including custom LUT creation and consultation are available and quoted separately.

2.2 Project confirmation. All projects are subject to availability and schedule confirmation. Project acceptance is confirmed only upon agreement of the Project Estimate and receipt of the deposit.

2.3 Scope of work. The quoted fee covers only the work, runtime, and deliverables explicitly listed in the Project Estimate. Any work outside this is a scope change and requires additional grading days and fees, quoted and approved before work continues.

Scope changes include: new edits or re-cuts, additional shots or VFX plates, creative direction changes after look approval, additional deliverables or formats, and extended or unscheduled review sessions.

3. Pricing and billing

3.1 How projects are priced. Projects are priced on estimated grading days, or on runtime for longer-form work. Every project receives a written Project Estimate before any work begins. All applicable rates, multipliers, and fees are stated in that document.

3.2 Complexity. Quotes reflect project complexity, including source format, camera count, restoration requirements, and delivery specification. The applicable complexity factor is stated in the Project Estimate.

3.3 Rush work. Rush work as defined in 1.6 carries an additional fee, stated in the Project Estimate. Payment for rush work is due on delivery.

3.4 Attended sessions. Attended sessions are quoted separately from the grade itself, as stated in the Project Estimate.

Remote supervised sessions are charged as an uplift on the project fee. In-person attendance is charged as a full committed day at the applicable day rate, regardless of project runtime, with transport costs billed to the client at cost. In-person attendance is subject to availability and location.

3.5 Currency. All fees are quoted in GBP unless otherwise specified. Exchange rate fluctuations and all bank charges are the responsibility of the client.

4. Revisions and feedback

4.1 Included revisions. Each project includes one look approval stage, one First Pass, and two Revision Rounds, unless otherwise stated in the Project Estimate.

4.2 Look approval. Before shot-by-shot grading begins, representative stills are provided for approval of the overall look. Approval at this stage confirms creative direction. Changes to the approved look after this point are a scope change under 2.3, not a revision.

4.3 Additional revisions. Revisions beyond the two included rounds are billed at the agreed day rate or as quoted in writing.

4.4 Feedback process. All feedback must be submitted via Frame.io with timecode-specific notes. Email, WhatsApp, and verbal feedback will not be accepted. Consolidated notes from a single decision-maker are required. Conflicting notes from multiple stakeholders may result in delays and additional charges.

4.5 Approval timeline. Clients have 7 days to provide feedback per revision round. Delayed feedback may result in schedule adjustments and additional fees if the project extends beyond the original booking window.

4.6 Scope exclusions. New edits, new shots, or changes that materially alter the approved grade are scope changes under 2.3, not revisions.

5. Client responsibilities

5.1 Locked edit. Grading commences only upon receipt of a fully locked edit. Editorial changes after grading has begun constitute a reconform.

5.2 Reconform fees. Reconform is charged at a fixed handling fee plus grading time at the agreed day rate for affected shots, as stated in the Project Estimate. Major restructure requires a full requote.

5.3 Materials required. Locked picture. Source media or conform package (XML, EDL, or AAF with media files). H.264 reference export for Frame.io. Graphics and subtitles as separate files. Accurate technical and creative information.

5.4 Legal clearance. Clients warrant they hold all necessary rights and clearances for materials provided and indemnify The Palette against claims arising from client-supplied content.

5.5 Delays. The Palette is not responsible for delays caused by incomplete, incorrect, or late materials.

6. Scheduling and availability

6.1 Booking confirmation. Grading days are confirmed upon receipt of the deposit. No calendar hold is made without deposit clearance.

6.2 Discovery call. A discovery call is required for new clients and projects over 20 minutes in runtime, to align on creative direction, technical specification, scope, and timeline before work begins.

6.3 Disruptions. Missed review sessions, delayed feedback, or late asset delivery may affect timelines and availability. Continuity of scheduled days cannot be guaranteed if disrupted.

6.4 Out-of-hours work. Rush work, weekend sessions, and out-of-hours work are subject to availability and additional fees under 3.3.

7. Payment terms

7.1 Deposit. A non-refundable 20% deposit is required to confirm the booking and secure dates. No calendar hold is confirmed without deposit clearance.

7.2 Final payment. Final payment is due 14 days from delivery. Rush work is due on delivery. Final masters are released on cleared payment.

7.3 Payment methods. Bank transfer (UK or Malaysia) or international wire transfer. All bank fees are the responsibility of the client.

7.4 Late payment. Invoices unpaid after the due date accrue statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, at 8% above the Bank of England base rate, together with the fixed statutory compensation sum applicable to the invoice value.

Where an invoice remains unpaid 14 days after the due date, The Palette may suspend work on other active projects for the same client until the account is settled.

> Solicitor review point. This replaces the previous escalating daily penalties, which compounded to roughly 150% per month. Rates substantially above the statutory position risk being unenforceable as penalty clauses in England and Wales, and are routinely redlined during enterprise procurement. The statutory position applies automatically and needs no contractual support, which makes it both safer and easier to enforce. Confirm the approach with a solicitor before publishing.

8. Deliverables and archiving

8.1 Standard deliverable. ProRes 422HQ at source resolution, Rec.709 Gamma 2.4, with viewing LUT supplied as a separate file where applicable.

8.2 Additional formats. ProRes 4444, DNxHD, DCP, platform-specific exports, subtitle burn-in, and loudness passes are available and quoted separately.

8.3 Delivery method. Files delivered via secure file transfer or Frame.io. Physical media delivery incurs additional cost.

8.4 Media storage. Project media and grade files are archived for 30 days following final delivery. Extended archival incurs additional fees. Clients are responsible for maintaining their own backups.

8.5 Data security. The Palette takes reasonable precautions to secure client data but is not liable for loss due to hardware failure, third-party service interruption, or circumstances beyond reasonable control.

9. Intellectual property

9.1 Ownership. The client retains ownership of original source materials. The Palette retains ownership of grade techniques, custom LUTs, look files, node structures, and proprietary workflows unless explicitly transferred in writing.

9.2 Portfolio use. The Palette reserves the right to use project stills, clips, and case studies for portfolio, marketing, and promotional purposes unless a non-disclosure agreement is in place.

9.3 Credits. Where appropriate, The Palette requests on-screen credit as "Colorist: Khalif Sultan" or as otherwise agreed.

10. Cancellation and rescheduling

10.1 Before work begins. Cancellation before grading commences forfeits the deposit.

10.2 After work begins. Cancellation after grading has commenced is liable for 50% of the quoted fee. The deposit is credited against this amount.

10.3 Rescheduling. Rescheduling requests must be made at least 7 days before the scheduled start date. Short-notice rescheduling is subject to availability and may incur additional fees.

10.4 Studio cancellation. If The Palette must cancel a confirmed booking, the deposit is refunded in full and reasonable efforts will be made to recommend alternative providers.

11. Liability

11.1 Limitation. The Palette's liability is limited to the total fees paid for the specific project. The Palette is not liable for indirect, consequential, or special damages including lost revenue, lost opportunities, or reputational damage.

11.2 Creative discretion. Creative decisions are subjective. The Palette is not liable for dissatisfaction arising from personal or aesthetic preference once the agreed scope has been fulfilled and the look has been approved under 4.2.

12. Confidentiality

All client projects, materials, and communications are kept confidential except where disclosure is required by law. Materials marked confidential or subject to NDA are handled with additional security measures and excluded from portfolio use.

13. Force majeure

The Palette is not liable for failure to perform obligations due to circumstances beyond reasonable control, including natural disasters, power outages, internet service disruption, illness, or government restrictions.

14. Governing law

These Terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

15. Changes to terms

The Palette reserves the right to update these Terms. The version in effect at the time of project booking applies to that project. Material changes will be communicated to clients with active projects.