Terms & Conditions

Introduction

Ventok OÜ is a design and automation studio based in Tallinn, Estonia. We build custom internal tools, workflow automations, AI integrations, and high-performance websites for businesses. By engaging Ventok for any project or service, the client agrees to the following terms.

1. Services

Ventok provides the following services:

• Process audit and workflow mapping
• Workflow automation (Zapier, Make, n8n, custom APIs)
• Internal tool development (dashboards, admin panels, client portals)
• AI integration (GPT, Claude, Whisper, custom models)
• Web design and development (Next.js, Webflow, Framer)
• Digital strategy and consulting

2. How We Work

Every engagement begins with a discovery phase where we map your workflows and identify opportunities. We then define a clear project scope, timeline, and milestones before any building begins. Most projects take 4–8 weeks from kickoff to launch. All changes to the agreed scope or timeline must be confirmed in writing by both parties. Changes outside the original scope may affect the timeline and cost.

3. Fees & Payment

Project pricing is provided as a fixed estimate before work begins. The standard payment structure is 60% upfront and 40% upon delivery of the final milestone.

• Monthly retainer clients are invoiced at the start of each month, with payment due within 14 days.
• Milestone-based projects require payment at each milestone before the next phase begins.

4. Revisions

Each project includes up to three rounds of revisions at no additional cost. Revisions beyond this, or changes that fall outside the original project scope, will be quoted separately. To keep the process efficient, we ask that all feedback is consolidated into a single point of contact before submission.

5. Client Responsibilities

We build with people, not for them. For projects to succeed, we need your active participation:

• Providing required materials, content, access credentials, and assets on time.
• Responding to feedback requests and milestone reviews within 5 business days.
• Granting access to necessary tools, platforms, and infrastructure.
• Designating a single point of contact for feedback and approvals.

6. Code & Data Ownership

Your code, your data — 100%. Upon full payment, all custom code, tools, dashboards, and deliverables become the exclusive property of the client. We build on your infrastructure, and there is no vendor lock-in.

Until full payment is received, all work remains the property of Ventok OÜ. Ventok retains the right to showcase the project in its portfolio, unless a non-disclosure agreement has been signed.

7. Ongoing Support

We don’t disappear after launch. Most clients choose a monthly retainer for maintenance, updates, and new features. Retainer agreements are billed monthly and can be cancelled with 30 days written notice. One-time projects include 14 days of post-launch support for bug fixes at no additional cost.

8. Cancellation & Refunds

If the client cancels a project before completion, the upfront payment is non-refundable as it covers discovery, planning, and work already completed. Any additional work completed beyond the initial payment will be invoiced separately.

Refunds are not available for completed milestones or delivered work.

9. Confidentiality

Both parties agree to maintain confidentiality regarding all project-related materials and information shared during the engagement. This includes business strategies, workflow data, financial information, customer data, API credentials, internal processes, and any proprietary tools or systems. For AI integration projects, we ensure your data stays on your infrastructure and never leaves your control.