Terms of Service 2024
Last Updated: 28th December 2023
From this point onwards; Client Name will be referred to as 'you' 'your' or 'the client' and Ibiza Creative Club will be referred to as 'us', 'we' or 'the club'. This document is to clarify, in writing, what is expected of each party and to ensure full transparency regarding the services in which we provide to you.
1) Monthly Processes
Visual Approval
You will receive, via e-mail or WhatsApp/Slack; depending on the agreed client preference, a 'Social Media Visual' containing 9, 12, 15 or 18 individual artworks in various media formats. The PDF may include some or all of the following; feed post visuals, overall themes, monthly stories and captions - depending on the individual client package.
Once the Social Media Visual has been sent, we request a turnaround of 2 working days for this to be reviewed as a whole. Any feedback or edits are to be sent back to your account manager and will be actioned within one round of edits only. Once these edits have been approved; no further amendments can be made, unless the responsibility of the required amendment falls to the club.
Scheduling Approval
Following Visual Approval; all artwork will be uploaded into our scheduling tool, Loomly. Captions, hashtags and relevant post details will be added here.
We request that Loomly posts are reviewed within 2 working days and that any feedback is to be left within Loomly via the comments section. Any edits required will be actioned within one round unless the responsibility of the required amendment falls to the club. All posts are to be reviewed in one batch.
Posts status should be 'approved' or 'scheduled' appropriately updated and assigned to your account manager within Loomly.
Following approval from both parties, content and captions can be made and reviewed together in one batch.
Content & Strategy Meetings
We aim always to ensure we have a 'buffer' period of 14 days before the end date of the current Social Media Visual. Therefore, we will organise your monthly content and strategy meeting approximately three weeks prior to the aforementioned end date. During each content and strategy meeting, we will discuss previous month's reports, content for the upcoming Social Media Visual along with any strategic decisions that need to be made. Meetings can take place via video call or in person. Planned calls missed with no prior cancellation (3-hour minimum) will be chargeable at €30 p/h.
Reporting
Depending on the client’s individual package, should it include reporting, then reports will be prepared on the same date each month; or within 5 working days of, in accordance with the commencement date of the individual client package.
Package dependant, a full Loomly Report will be provided, along with an individualised Stories & Reels Report, Hashtags Report, plus an overview email highlighting important factors. Should a client’s package include ‘Basic Reporting’, then a Loomly Report will be provided with a brief overview via e-mail.
2) Notices
Change of Package
Should the client wish to amend the details of their package after the initial 6 months, a written notice of at least 30 days is to be provided to the club. During the first 14 days of the notice period, a strategy meeting will be arranged to confirm new package details, this will then be followed by written confirmation via email from the club. Package add-ons can be included at any point, with a time frame agreed between both parties. The club will always endeavour to accommodate a client’s budget and seasonal circumstances to the best of its ability.
Cancellation of Package
Should the client wish to cancel their package, a written notice of at least 60 days is to be provided to the club. Cancellation before the end of the contract date will incur the following fees;
The difference in the package cost based on the length of term served, for example:
12 month package cost = €349
6 month package cost = €399
Length of term served = 6 months
Difference per month = €50
6 x €50 = €300
Should the client cancel their contract and not provide the requested written notice, then the client will also incur a 1-month penalty equal to the package cost, in addition to the fees mentioned above.
Should the club wish to cancel a client’s package, a written notice of 14 days will be provided to the client. The club reserves the right to cancel a client package for any reason.
Onboarding and Initial Packages
As per your proposal, all initial Social Media Management packages are a minimum of 6 months. This includes the onboarding time, as outlined in your proposal. Any one-off packages that differ to this length will be clearly stated on your ‘Welcome to the Club’ contract document.
3) Billing
Payment Terms
An invoice will be raised for your monthly retainer and sent 7 days prior to the due date, which will always be the same date each month and in accordance with the commencement date of the individual client package.
Failure to pay an invoice within 30 days, will result in an interest charge of 10% to be added for every day after the 30 days the invoice is not paid. Payment not received within 60 days, will result in the immediate cancellation of the package and legal actions may be taken by the club if deemed necessary.
4) Terms of Service
Updates
The club reserves the right to amend or update these terms of service at any given time, for any reason.