Clear rules.
No surprises.

Once a stage is complete we hand the result over for review. You have 5 working days to send feedback — as one complete list.

• No feedback within that window means the stage is deemed accepted. Acceptance follows from the agreed review period expiring; we may issue a unilateral handover record solely as an administrative record of its date and scope.
• Need more time? Just say so — we will agree a new date. We only ask that it be agreed rather than silent.
• Feedback sent after the deadline or outside the shared list goes into the next round, or to a quote if the rounds are used up.
• Feedback that contradicts a decision approved at an earlier stage is a change of scope, even if it concerns the same screen.
• An accepted stage is closed. Returning to it is possible — we treat it as a change of scope.

The project price includes three full rounds of revisions, assigned to the stages where they actually change something:

Round 1

Visual direction — before we design everything

Round 2

UI design — refinements on finished views

Round 3

Build — corrections on the working site

A round is one complete list of feedback, not a series of individual messages. Gather everything, think it through, send it once. Feedback trickling in over a week is still one round — just far less effective and slower for you.

An unused round does not carry over to the next stage — it belongs to the moment where it makes sense. Typos, punctuation fixes and swapping a single sentence do not consume a round; we handle those right away.

This distinction is objective and verifiable — it does not depend on our judgement:

We fix defects free of charge during the stabilisation period and within the 12-month warranty described below. Rounds are consumed only by changes.

What we test on

We verify compliance on current, supported browsers and devices:

What is not a defect are the things outside our control:

• Natural differences in how fonts, shadows and animations render across browsers and operating systems.
• Appearance on hardware or browsers outside the list above — we can support them if we write them into the scope.
• Effects of browser extensions, ad blockers, data-saver modes and automatic page translators.
• Consequences of post-launch changes made by you or anyone else — to content, code or plugins.

Good ideas appear mid-project — that is normal and they are usually right. We do not refuse them. We quote them separately.

• You receive a short summary: exactly what we will do, what it costs, how far it moves the deadline. The quote is valid for 14 days.
• We start work only after your written approval — an email reply is enough. Nothing happens automatically and nothing appears on an invoice without your consent.
• Work outside the scope is billed hourly at the rate stated in the proposal, in 30-minute increments.

We also treat as a change of scope: returning to a previously accepted stage, feedback raised after the rounds are used up, and changes to the business assumptions the specification was built on.

You nominate one decision-maker on your side. Input from the team, a partner or the board is of course welcome — we only ask that it reaches us consolidated and resolved.

Conflicting feedback from several people is the most common cause of delay in design projects. A single deciding voice removes the problem entirely.

Changing the decision-maker mid-project is of course possible. If it involves revisiting earlier decisions, that is a change of scope.

We collect all feedback in one tool, which we share at the start of the project. Every item has a status there: reported, in progress, done.

Not because we like tools — because a note dropped in a phone call or a message at 11pm gets lost, and then each side remembers it differently. One list means nothing slips and nothing gets done twice.

We are available by phone and day to day — we simply record what we agree in the same place. What binds are the items recorded in the tool or confirmed by email to the addresses given in the proposal.

The schedule in the proposal is realistic and we take it seriously. It is, however, conditional: it assumes materials, decisions and approvals arrive on the agreed dates.

A delay on our side

We tell you immediately, give a new date and — where it is our fault — agree compensation on the terms set out in the proposal.

A delay on your side

The date moves day for day, plus the time needed to re-enter the production schedule.

External causes

Supplier outages, third-party API changes, force majeure — we agree a new date with no claims on either side.

We work in production slots. Your project has a reserved team and specific weeks in the calendar — which is why a shift is never “free” for either side. That is an argument for both of us to keep to the dates, not a penalty.

We invoice in stages, following the schedule in the proposal — typically three instalments tied to the sign-off of successive stages.

• The first instalment is an advance payment towards the fee. It reserves your place in the schedule and starts the work, and it is credited against every final settlement — it is never charged twice.
• All prices are quoted net, plus VAT.
• Invoices are payable within 7 days unless the proposal states otherwise.
• If payment is more than 14 days late we may suspend further work until the account is settled — after notifying you first. The delivery date then moves by the length of the suspension.
• Late payment entitles us to statutory interest for delay in commercial transactions and to the flat-rate recovery compensation (EUR 40 / 70 / 100 depending on the amount). This follows directly from statute — we mention it so it is never a surprise.
• Source files, production credentials and the transfer of copyright follow payment of the full fee.

External costs — hosting, domain, licences, stock photography, SaaS services — are not included in the fee unless the proposal says otherwise. We state them in advance and agree them before purchase.

Sometimes a project has to stop. Strategy changes, budgets change, owners change. We do not make a drama of it — we simply set out how the settlement works, so nobody has to negotiate it in the heat of the moment.

The proposal identifies which deliverables form a result-based project — such as designing and building a website — and which are ongoing, consulting or hourly services. Each model is settled differently.

If you cancel

• You can do so at any time, without giving a reason. A message is enough.
• For a result-based project, the settlement starts with the agreed fee less the costs we demonstrably save because the remaining work will not be completed. This contractual rule reflects Art. 644 of the Polish Civil Code. Closed stages that were priced separately are included at their full value.
• For ongoing, consulting and hourly services, we settle the work performed up to the end date and any approved, non-refundable third-party commitments. Any notice period is stated in the proposal.
• We add only approved third-party costs that cannot be recovered, then deduct every paid invoice and advance payment. There is one final settlement — never a double charge.
• We hand over everything that has been signed off and paid for — in the formats described in the proposal.

If we withdraw

We do this exceptionally and after prior notice giving a reasonable additional deadline — where essential cooperation is missing, payment is more than 30 days overdue, or delivery would require us to act unlawfully or against third-party rights. We then settle the work performed, approved third-party costs and any other amounts due under the law or the proposal, crediting all earlier payments.

Since 28 June 2025, the Polish Accessibility Act implementing the European Accessibility Act has applied to specified products and services provided to consumers, including e-commerce services. The Act also provides exemptions, including for services offered or provided by micro-enterprises.

In practice that means three things:

• As standard we design with accessibility in mind: we consider contrast, semantics, keyboard operation and support for alternative text. That craft alone does not amount to audited compliance with a specific statute or standard.
• Where accessibility is included in the proposal, the technical reference points are EN 301 549 V3.2.1 and WCAG 2.1 AA, or later versions expressly named in the proposal. The proposal also defines the views, functions, content and environments being tested.
• Assessing the client's legal obligations, a full audit, assistive-technology testing, and the documentation and accessibility information required by Polish law are a separate scope of work. We provide technical assistance, not legal advice on whether the Act applies to the client's business.

If the proposal does not name a standard, testing scope and documentation, we do not promise full regulatory compliance. This is worth agreeing before the start, especially for e-commerce and other consumer services.

A 14-day stabilisation period follows launch: we fix all technical defects free of charge and as a priority.

After that a 12-month warranty applies to the correct operation of the delivered functionality, in an unchanged technical environment. The warranty does not cover:

• Consequences of changes made by you or third parties to code, content, plugins or server configuration.
• Outages and changes on the side of third-party suppliers, and the effects of missing updates where you have no care plan.
• Moving the site to hosting configured differently from what was agreed.
• Damage resulting from an attack where our recommended safeguards were not implemented.

In business-to-business relationships the warranty replaces the statutory implied warranty, which we exclude under Art. 558 § 1 of the Polish Civil Code. We prefer a clear, documented scope of support to a general provision that each side reads differently.

Ongoing changes after launch — new pages, content updates, new features — are delivered in one of two modes:

Care plan

A fixed pool of hours each month, priority support, monitoring, backups and updates. The cheapest way to keep developing the site.

Hourly billing

Individual jobs at the rate from the proposal, queued behind care-plan clients.

Domain, hosting and maintenance

Client infrastructure

The domain and hosting account sit on your side, while AERIX LABS receives the access needed for deployment and the agreed maintenance.

AERIX-managed hosting

The domain remains yours, while we provide and administer the infrastructure, deployments and agreed care as an ongoing service.

Where the proposal includes hosting managed by AERIX LABS, it may run on our technical account or shared infrastructure and may use third-party providers. The proposal defines the fee and billing period, service parameters, administration, monitoring, backups, updates and support included, any SLA, notice period and migration rules. The client remains the owner of the domain, content, data and rights in paid deliverables, but does not acquire rights to our account, shared infrastructure or administration tools. Once the service ends and outstanding amounts are settled, we provide the agreed project export and client-owned access; migration, configuration of new infrastructure and assistance outside the proposal are charged separately. We do not guarantee uninterrupted availability or a specific SLA unless the proposal expressly provides one.

We keep project files and working copies for 12 months from handover. After that we do not guarantee their availability — which is why we give you the complete set of materials at the end of the project.

We stand behind our work and do not dodge it. We do, however, set a proportion between the project price and the scale of risk — without it no studio could take on an e-commerce project at all.

• We are liable for actual loss that is a normal consequence of our conduct. AERIX LABS' aggregate liability for all claims relating to a project is capped at twice the net fee stated for that project.
• To the fullest extent permitted by law, we are not liable for lost profits, lost revenue, loss of data, or indirect and consequential damage.
• Third-party rights claims are handled under the procedure in “Copyright and portfolio” and fall within the same aggregate liability cap.
• The limitations do not apply to damage caused intentionally or any other case where limiting liability is prohibited by law — Art. 473 § 2 of the Polish Civil Code does not permit liability for intentional damage to be excluded.
• Outside a care plan, backups are your responsibility. We will tell you how to run them; we do not run them for you without an agreement.

If your project carries risk beyond that scale — high transaction volume, sensitive data, business-critical integrations — say so at Discovery. We will then agree a higher cap and a matching scope of testing. It is negotiable; it simply has to be priced.