TERMS & CONDITIONS
EMPLOYEE TERMS & CONDITIONS | CONFIDENTIALITY & WORK POLICY
Applicable to employees, trainees, interns and, where contractually agreed, freelance professionals.
1. Employment & Professional Responsibilities
1. Employees shall perform all assigned duties professionally, responsibly and in accordance with company standards.
2. Employees must follow instructions issued by their reporting manager or authorised company representative.
3. All employees are expected to maintain punctuality, discipline, professional behaviour and respectful communication.
4. Working hours, weekly holidays, leave, probation, notice period, compensation and other employment benefits shall be governed by the individual appointment letter and applicable laws.
5. Employees shall not undertake conflicting outside assignments during employment without prior written approval.
2. Confidentiality & Client Privacy
1. All client information, project details, product designs, marketing strategies, pricing, business correspondence and unpublished creative materials shall be treated as strictly confidential.
2. Employees shall not disclose, distribute, reproduce or share confidential information with unauthorised persons.
3. Client photographs, product images, packaging designs, videos, artwork and other project materials must not be shared through personal email, messaging platforms, social media or public websites without authorisation.
4. Employees shall not disclose company quotations, client lists, project budgets, internal processes or commercial arrangements.
5. Confidentiality obligations shall continue after employment ends for as long as the information remains legitimately confidential, subject to applicable law.
6. Nothing in this policy shall prevent legally protected disclosures, reporting of misconduct or compliance with lawful authorities.
3. Ownership of Creative Work & Intellectual Property
1. All artwork, graphic designs, photographs, videos, animations, packaging designs, layouts, concepts, scripts, website materials and other creative deliverables developed within the scope of employment shall belong to Aiglemonte, subject to applicable law and client agreements.
2. Employees shall not claim, sell, license, reproduce or commercially exploit company-owned or client-owned work without written authorisation.
3. Editable source files, including PSD, AI, INDD, CDR, RAW, project timelines, 3D files and related production assets, must be delivered and maintained in designated company storage.
4. Any intellectual property assignment required beyond statutory employer ownership shall be governed by a separate written agreement specifying the necessary rights.
5. Employees shall not include company or client projects in personal portfolios, Behance profiles, social media or promotional materials without prior written permission.
6. Third-party stock assets, fonts, music, templates and other licensed materials must be used strictly within their applicable licence terms.
4. Task Allocation, Deadlines & Project Management
1. All assignments shall be handled according to the approved project brief, production schedule and company quality standards.
2. Employees must acknowledge assigned tasks and communicate any clarification required before beginning work.
3. Project deadlines must be respected. Any expected delay must be reported promptly to the reporting manager.
4. Employees shall provide regular updates regarding task progress, pending work, revisions and completed assignments.
5. Employees shall not independently change an approved creative brief, product specification, client instruction or project scope without authorisation.
6. Completed work must undergo appropriate internal review before submission to clients.
7. Employees must maintain proper project documentation, file naming, version control and handover records.
8. Deliberate misreporting of task completion, unauthorised deletion of project work or concealment of significant errors may result in disciplinary action.
5. Product Accuracy & Creative Quality
1. Employees working on commercial product photography, image editing, advertising and packaging shall preserve approved product specifications and branding.
2. Product shape, dimensions, colours, logos, labels, materials, technical components and other critical details must not be modified without approval.
3. All creative output must meet the quality standards communicated by the company.
4. Employees shall verify artwork dimensions, spelling, technical information, print specifications, image quality and file formats before final delivery.
5. Errors discovered after submission must be reported immediately and corrected through the approved workflow.
6. Employees shall not use unlicensed, plagiarised or improperly sourced creative assets.
6. AI Tools, Software & Digital Media
1. Employees may use AI-assisted creative tools only in accordance with company policies and project requirements.
2. Confidential client materials shall not be uploaded to public AI platforms or external processing services without authorisation.
3. AI-generated output must be reviewed for product accuracy, copyright concerns, brand consistency and technical quality.
4. Employees must not use pirated software, unauthorised plugins or improperly licensed commercial assets.
5. Company software accounts, AI subscriptions and licensed resources shall be used only for approved purposes.
6. Employees must not share company subscription credentials or permit unauthorised third-party access.
7. Any use of AI-generated content must comply with relevant platform terms and client agreements.
7. Data Security & File Management
1. All company and client project files shall be stored in approved company-controlled systems.
2. Employees must not copy confidential data to personal drives, USB devices, cloud accounts or external storage without authorisation.
3. Company passwords, account credentials and access codes must remain confidential.
4. Employees must follow approved backup procedures and shall not deliberately delete or alter company records without permission.
5. Lost devices, accidental file sharing, suspected hacking or data breaches must be reported immediately.
6. Employees shall access only those files, folders and accounts required for their authorised work.
7. Company project data must be returned or securely removed from personal devices upon authorised instruction or employment separation, subject to applicable law.
8. Client Communication & Professional Ethics
1. Employees shall communicate with clients only within their assigned responsibilities and authority.
2. Employees shall not independently promise delivery dates, pricing, discounts, additional services or commercial commitments without approval.
3. Employees shall not accept undisclosed personal commissions, gifts or payments in exchange for preferential treatment.
4. During employment, employees shall not divert company projects or client enquiries for personal commercial benefit.
5. Employees shall maintain professional and respectful communication with clients, colleagues, vendors and service providers.
6. Client complaints, disputes or significant project issues must be escalated to the authorised company representative.
9. Company Equipment & Resources
1. Computers, cameras, lenses, drones, lighting equipment, microphones, storage devices and other company resources shall be handled responsibly.
2. Employees shall use equipment only for authorised assignments unless permission is obtained.
3. Any loss, malfunction, damage or suspected theft must be reported immediately.
4. Equipment must be returned in appropriate condition, allowing for normal wear and tear.
5. Any liability for loss or damage shall be determined fairly and in accordance with applicable law. No automatic salary deductions or penalties shall apply contrary to law.
10. Social Media & Public Representation
1. Employees shall not publish confidential company or client projects without prior approval.
2. Behind-the-scenes photographs, production footage, office recordings and unpublished campaign materials must not be publicly shared without authorisation.
3. Employees shall not make statements representing the company unless authorised.
4. Employees must respect the privacy and reputation of clients, colleagues and other individuals.
5. Personal social media activities must not misuse company confidential information or intellectual property.
11. Workplace Conduct & Discipline
1. Employees shall maintain a respectful, safe and inclusive workplace.
2. Harassment, discrimination, intimidation, threats, dishonesty and deliberate misuse of company resources are prohibited.
3. Employees must comply with workplace safety procedures, particularly during studio shoots, location productions and equipment handling.
4. Violations may result in counselling, written warnings, suspension where legally permissible, or termination following applicable procedures and fair consideration of the circumstances.
5. Employees shall have access to appropriate channels for raising grievances or reporting misconduct without retaliation.
12. Resignation, Termination & Handover
1. Resignation and termination shall follow the individual employment agreement and applicable laws.
2. Employees must complete a documented handover of assigned projects, pending tasks, client communications, source files and company equipment.
3. Company-controlled accounts and project access shall be transferred or disabled through authorised procedures.
4. Employees shall not retain or use confidential client information or proprietary company materials after separation.
5. Final salary, reimbursements and statutory dues shall be settled in accordance with applicable legal requirements.
6. Continuing confidentiality and intellectual property obligations shall remain effective to the extent legally enforceable.
13. Policy Acknowledgement
I confirm that I have read and understood the Employee Terms & Conditions, Confidentiality and Work Policy of Aiglemonte. I agree to comply with the above policies, follow authorised instructions, protect company and client information, and maintain professional standards throughout my association with the company.
