Design, Print & Distribution Policy
Last updated 03/04/2024
Design
At Coalville Leaflet Distribution, we offer comprehensive design services. To ensure smooth operation and client satisfaction, we adhere to the following policies:
- Copyright Responsibility: By uploading or submitting any materials to Coalville Leaflet Distribution, the client confirms that they have full copyright permissions to use all materials submitted and assumes all responsibility for any issues that may arise.
- Payment Policy: Payment is required in full before work commences.
- Satisfaction Guarantee: If we are unable to complete the work to the client's satisfaction after a sufficient attempt, a refund may be requested by contacting Coalville Leaflet Distribution. In the event that a client publishes or uses any materials that have been created as part of the job, a refund is no longer avialable. If a refund has already been made, the client will be required to repay the full amount previously agreed to Coalville Leaflet Distribution.
- Refund Limitations: Once a design job is authorised as complete by the client, the client is deemeed to be satisfied with the product, and therefore a refund is no longer available.
- Final Checks: It is the client's full responsibility to ensure that all details in the design work are checked and correct before authorising the job as complete. As it is the client's responsibility to thoroughly review all aspects of the design and content for accuracy, Coalville Leaflet Distribution is not liable for any damages, costs, or losses incurred due to design defects or inaccuracies found after the client has authorized the final product for use.
- Unauthorized Use of Proofs: If a client uses a proof or any unfinished design product without explicit final approval from Coalville Leaflet Distribution, the client does so at their own risk. Coalville Leaflet Distribution will not be held responsible for any errors or issues present in these proofs, nor for any damages, costs, or losses incurred as a result of such unauthorized use. Furthermore, using proofs or unfinished designs without authorization may result in additional charges or penalties, as these materials are not intended for final use and may not represent the quality and accuracy of the completed work.
- Use of Unauthorized Proofs Alongside Final Designs: In instances where a client uses both an unapproved proof and the final authorized design for public or commercial purposes, it will be treated as if two separate design services were provided. This practice may incur additional charges, reflecting the completion and utilization of two distinct design jobs. Coalville Leaflet Distribution considers the use of any unapproved or provisional designs, in addition to the final agreed-upon design, as a breach of our terms, warranting appropriate billing for the additional usage. Clients are reminded to seek authorization for the use of any design materials not explicitly approved as the final version.
- Finished Product Copyright: All produced materials are the copyright of Coalville Leaflet Distribution unless otherwise stated. If you require full copyright permissions as part of your job, please discuss your requirements with us before work is carried out.
- Exclusivity: We do not guarantee exclusivity for leaflet designs or provided materials, though designs are typically unique to each client. For bespoke logos, exclusivity rights will be specified per job.
- Revisions: Revisions until satisfaction are offered for initial designs, with a maximum of three revisions for previously authorized designs.
- File Delivery: Source files are not provided. PDFs may be supplied upon request, subject to the client's usage license.
- Timeline: Design completion typically takes 3-10 days, subject to variation based on required revisions.
- Communication Expectations: If client feedback is not received within 30 days, the job may be considered complete at Coalville Leaflet Distribution's discretion. Further modifications may incur charges.
- Content Responsibility: Clients are responsible for providing all content for designs unless otherwise agreed.
- Proofing and Approval: Approvals are managed through a website form. Jobs unresponded to within 30 days may be automatically marked as completed.
- Portfolio Rights: Coalville Leaflet Distribution retains the right to use completed designs for promotional purposes.
- Archiving Policy: Completed jobs are retained for a minimum of 5 years, with the timer resetting upon reordering.
- Third-Party Materials: Responsibility for licensing third-party materials lies with the designer. These materials are not for exclusive use unless specified.
Our printing services at Coalville Leaflet Distribution are guided by the following policies:
- Quotes: Print quotes and invoices are valid for up to 30 days once given. Coalville Leaflet Distribution reserves the right to withdraw or amend a quote at any time. If you are paying an invoice that is more than 30 days old, please check with us that your quote is still correct before payment to avoid any unexpected charges.
- Submitting artwork (copyright expectations) : By uploading files to Coalville Leaflet Distribution for print, the client confirms they have the necessary copyright permissions to reproduce the materials and exonerates Coalville Leaflet Distribution from any losses.
Proofing and Producing Materials: Coalville Leaflet Distribution may submit print-ready artwork provided by clients to its trusted suppliers, for the purposes of proofing and ensuring compliance with technical requirements, including bleed and cut margins. This process is integral to maintaining the quality and accuracy of the final printed materials. Client consent for the use of their artwork in this manner is implied upon submission of their materials for our services.
- Refunds: Due to the bespoke nature of printed materials, we are unable to offer refunds once a job has been printed. If a job is submitted to Coalville Leaflet Distribution but printing has not commenced, or if printing is still in progress, we may be able to issue a partial refund. However, any costs incurred up to the point of cancellation will be deducted from the refund amount. Please note that the issuance of any refund, in whole or in part, is at the sole discretion of Coalville Leaflet Distribution. To cancel a job that has already been submitted for print, please call us on 07766-950639 as your first point of contact for the best chance of stopping the job as quickly as possible. There is no absolute guarantee that we will be able to stop the job or issue a refund.
- Damaged or defective work: In the event that your printing job contains damaged or defective leaflets, this will be rectified in accordance to the quality tolerance and Significant Shortages policies within this document. If a defect is due to the design work rather than the printing process itself, no refunds or reprints will be made as it is the clients responsibility to make sure the design is correct before authorising for print.
- Quantity Tolerance: A discrepancy within 5% of the ordered quantity is deemed acceptable and may be addressed with a partial refund or credit towards future orders, at our discretion. We will not generally reprint any shortfall within 5% tolerance. Generally speaking, most orders are printed with more than the requested amount so this is rarely an issue, even if there are a couple of defects.
- Significant Shortages above 5%: If the shortfall exceeds 5% of the ordered quantity, we will reprint the necessary amount to fulfil the order or discuss refund options if mutually agreed upon.
- Colour Variations: Please be aware that color variations in printed materials can occur due to factors such as the type of materials used, the presence of lamination, and the printing process itself. Additionally, colors viewed on a screen during the proofing stage may not perfectly match the final printed product. Coalville Leaflet Distribution does not accept liability or responsibility for any variations in color or any other defects or irregularities that may arise from these production factors. We strive to produce a product that is as close to the proof as possible, but slight differences are inherent to the printing process.
Production Timeline: All orders with Coalville Leaflet Distribution are treated as non-time-sensitive by default. The estimated completion dates we offer for the production of materials, coordinated with our trusted partners, are not guaranteed unless explicitly stated. For time-sensitive orders, clear communication before order placement is essential, allowing us to align closely with our production chain to meet your schedule. Coalville Leaflet Distribution, while committed to timely delivery, shall not be held liable for any damages or costs incurred as a result of any delays in the production process, including those that may arise from third-party involvement
Artwork Submission Guidelines: For optimal print quality, all artwork must be supplied in PDF format, include an appropriate bleed area and cut lines, and be set with a CMYK color profile. Coalville Leaflet Distribution is not liable for printing defects due to the supplied artwork not meeting these specifications. Artwork submission is done through logging into the client area and accessing the "Upload Design" page, where the form can be filled out accordingly. While we perform a basic check of the artwork files, the ultimate responsibility for accuracy lies with the client. Alternatively contact us for a one-off link.
Distribution
Our distribution services at Coalville Leaflet Distribution operate under the following policies:
- Booking for Delivery: A distribution job is officially booked and confirmed once the following conditions are met: the materials for distribution have been collected, full payment has been received, and the distribution area has been finalized. If you are sourcing your leaflets through a third-party supplier, we strongly advise booking your distribution routes with us prior to ordering your materials. Please be aware that in cases where a route advertised as available by Coalville Leaflet Distribution is subsequently booked by another business, Coalville Leaflet Distribution will not be responsible for the costs of any third-party materials that were produced in anticipation of our distribution services.
- Payment Policy and deadlines: Payment for distribution is required in advance and must be paid no later than 72 hours before distribution is due to start to guarantee inclusion of the selected route(s).
Shared Route Distribution Limitation: In our shared route distribution service, each area you book will include your leaflet along with up to five other non-competing leaflets. This policy ensures a balanced exposure for all participating businesses and maintains the effectiveness of the distribution.
- No Competing Businesses: To ensure the best success for our clients' distribution runs, we maintain a no-competing business policy. This means we will not schedule two competing businesses to advertise the same product on the same distribution route. However, in cases where a route is only partially booked by a client, we reserve the right to fill the remaining capacity with other businesses, which may include competitors. Additionally, please be aware that this policy does not extend to third-party distributors. We cannot control whether a competing leaflet is distributed before or after our services, as we have no influence over the actions of other distributors
Exclusivity Policy for Non-Competing Businesses: While we ensure that no competing businesses are included on the same distribution route, please be aware that competing businesses may be distributed on other routes where you have not booked distribution. This policy guarantees exclusivity only for the specific routes you have chosen for your leaflet distribution. There is currently no option for a business to have exclusive distribution rights over a given sector.
- Takeaway / Restaurant leaflet policy : For clarification on food leaflets, we will not distribute your leaflet alongside another takeaway advertising the same style of food as you. So we may put out an Indian and Fish / Chip restaurant leaflet together, however we won't put 2 different Indian restaurants together. If you would like exclusive access to the whole "Takeaway / Restaurant" sector on a given route, this can be arranged at an additional fee as long as no other restaurants have already booked on your desired route
Ongoing distribution / Subscriptions - There is currently no option to have an ongoing subscription to any given routes, however this is an option we are exploring for the future. Orders are currently only fulfilled on a "first come, first serve" basis, where a route is ONLY considered to be booked inline with the "Booking on for delivery" clause.
- Delivery Schedules: Please be aware that our delivery schedule is an ESTIMATED schedule, not a guarantee that the work will be completed by a given date. If your job is time-sensitive, please speak to us directly about this before booking. Dates are estimated because of the nature of our work; weather can play a big role in whether we run on time, along with logistics.
Area of Coverage: Please note that when a specific area is booked for distribution, the actual coverage area may slightly differ from the legal boundaries of the village or region. To ensure clarity and precise planning, we encourage clients to contact us directly to request a detailed coverage map. This map will outline the specific roads and areas included in your chosen distribution route.
Route Completion Criteria: A distribution route is deemed complete when at least one of the following conditions have been met:
1 - All residences within the designated area have been serviced, except for those listed in our delivery exclusion policy.
2 - The total number of leaflets specified in our delivery schedule has been distributed.
3 - All leaflets / materials produced by Coalville Leaflet Distribution, or provided by the client for distribution in the area have been distributed.
- Cancellation and refunds: If you wish to cancel a job, Coalville Leaflet Distribution must be given at least 72 hours notice before a job is due to take place to guarantee a refund. If a cancellation is requested after this time, we cannot guarantee that we can cancel your job due to the logistics of preparing / batching areas, and the admin process / time required to remove your leaflets from a prepared route.
- Cancellation (returning materials to client):
If you cancel a job and request the return or delivery of printed materials, a delivery fee may apply.
Please note that returned leaflets may not be returned in their original state but instead in their prepared state,
as they are typically rebatched into quantities of 50 and banded during our materials preparation process.
Returned materials may also be returned in a different box than the original one.
In the event that materials are returned to a client after being prepared for delivery, an admin fee may apply to cover time and cost of preparations at discretion of Coalville Leaflet Distribution.
- Late Cancellations : Whilst we cannot guarantee cancellation after the 72 hour deadline mentioned above, in the event that we are able to cancel a job, and additional admin fee may apply in order to cover time and costs to remove your materials from a route that has been batched up ready for delivery.
- Proof of delivery : We currently provide GPS information about most routes to our clients at no additional charge. Whilst we strive to make data available for as many routes as possible, there may be rare occasions that this is not possible due to technical limitations such has loss of signal, failed battery or user error.
If you MUST have GPS proof available following your route, please speak to us before booking to discuss the importance of this. We may be able to provide a GPS guaranteed service for an additional cost. In addition to GPS footage, we sometimes like to take pictures of your leaflets out on route too so that you can see we have indeed visited the area with your materials!
- Additional tracking: We also request live locations from all of our distributors when they are out on route. Whilst this information is NOT available to our clients for security reasons, it helps us to verify that distributors have visited the right areas and identify any mistakes quickly.
- Distribution areas: Our shared distribution routes are limited to certain areas. For a complete list of areas we are visiting in the near future, you can find our schedule in the client area.
- Dedicated Distribution: We offer dedicated distribution services, which may be available for specific jobs. The availability of dedicated distribution for a particular job is subject to scheduling around existing bookings and the requested location. Please note that certain locations may be charged at a higher rate than advertised. This higher rate takes into consideration factors such as longer travel distances and the extended time required for distributing in certain areas.
- Materials Preparation: Whether you provide your own leaflets, or we arrange printing for you, we currently prepare your materials into smaller batches of 50 leaflets at no additional cost. This is important to ensure distribution runs smoothly. In the event that an order is cancelled, they will be returned to the client in this state. They also may be returned to client in a different box from the one originally supplied.
Damages During Delivery: Coalville Leaflet Distribution takes great care in the distribution of your leaflets. However, clients should be aware that due to the variety of letterboxes and external factors, a small risk of damage exists. Incidents of leaflets getting creased, torn, or intercepted by animals beyond the letterbox are extremely rare (less than 0.1% occurrence). Such instances are considered an inherent risk of physical leaflet distribution. In the unlikely event of damaged leaflets, while we regret any inconvenience caused, Coalville Leaflet Distribution is not liable for compensation. We appreciate your understanding that these occurrences are beyond our direct control.
Threshold for Significant Damages: Significant damage is defined as either more than 50 leaflets or over 1% of your total order being substantially damaged, whichever is greater, excluding instances covered under the "Damages During Delivery" policy. The determination of "total order" is at the discretion of Coalville Leaflet Distribution, based on recent print and distribution orders from the client.
Significant Damages - Coalville Leaflet Distribution Supplied Leaflets:
It is very common when Coalville Leaflet Distribution produces leaflets for clients to exceed the number of leaflets that was requested. As an example
if a client orders 10,000 leaflets, the actual amount produced may be 10,500 leaflets. Because of this, Significant damages will not be reportable to the client
unless the number of leaflets damaged brings the total of 'good' leaflets below the ordered threshold.
In the event that the significant damages does bring the total number of 'good' leaflets below the ordered threshold, we will notify the client of the issue if the total number of ordered leaflets falls more than 50 leaflets, or more than 1% below the ordered amount.
Where the total value of damaged leaflets falls below £10, a refund or discount on future orders will generally be offered, at our discretion. If the total value of damaged leaflets falls above £10,
Coalville Leaflet Distribution reserve the right to either arrange for the discrepancy to be reprinted, or to refund the customer a value proportionate to the number of leaflets damaged.
In the event that a booked distribution route cannot be completely fulfilled as a result of the damages, a proportionate amount may be refunded for delivery too at our discretion.
Coalville Leaflet Distribution will not be liable for any loss of business or damages resulting from non-delivery of leaflets due to damages or significant damages.
Significant Damages - Client Supplied Leaflets:
In the event of significant damages where a client has supplied the materials, Coalville Leaflet Distribution will notify the client and offer a refund or
future discount on orders at our discretion. In order for a refund or discount to be offered, the client must be able to produce a receipt for the order that clearly indicates the number of leaflets ordered, and and the value of the materials.
We will then refund an amount proportionate to the number of leaflets damaged, compared to the total order quantity and price.
If a receipt is not possible, or the business used for printing cannot be verified as legitimate by Coalville Leaflet Distribution, we reserve the right to base the amount on our own suppliers or refuse compensation.
In the event that a booked distribution route cannot be completely fulfilled as a result of the damages, a proportionate amount may be refunded for delivery too at our discretion.
Coalville Leaflet Distribution will not be liable for any loss of business or damages resulting from non-delivery of leaflets due to damages or significant damages.
- Late Delivery: Whilst we endeavour to stay on schedule, It's important to understand that the dates we supply are estimates, and that we may
occasionally fall behind our expected schedule due to the logistics of leaflet distribution and working outside in the elements.
In the event that we do fall behind, we will aim to get back up to speed as quickly as possible. As our delivery dates are estimated dates,
we do not allow refunds or any form of compensation due to late delivery of minor delays.
However, if we do not meet your expectations and fall more than 4 weeks behind from the original estimated schedule, you may request cancellation
of any remaining work, and request for a refund for any work that has not yet been completed (this refund policy is for distribution ONLY. Design and / or print services are excluded from this clause).
- Delivery Liability: Accidents are very rare but not impossible. Therefore, Coalville leaflet Distribution are fully insured with Public and employers liability insurance. If you are approached by any individual or company that believes any of our distributors have caused any damage, please report the incident to us right away, along with contact details if possible so that we can act responsibly and accordingly.
- Delivery Exclusions: Some delivery exclusions apply (see below).
Delivery exclusions include but are not limited to
- Properties with 'No Junk Mail' stickers, a trespass notice on display, or where a resident refuses the materials when asked.
- Houses where access is restricted or there is no visible letterbox
- Properties with active building or ground works taking place
- Residences where power tools are being used at the time of visiting or any other dangerous work is being carried out
- Flats where letterbox access is not available from the outside of the building.
- Holiday parks, Caravan Parks.
- Privately Owned or Managed Residential Areas, including Retirement Villages and Communities with Restricted Access (e.g., areas marked "No Public Access").
- Individual houses that are away from the main area or village being completed may also be excluded from delivery.
- Any properties that were simply missed because the distributor was not aware that the property was there (we do try our best not to miss any but can never guarantee we will get 100%!).
- Houses where a dog is loose on the outside of the property.
- Houses with any other hazards that a distributor considers to be dangerous or hazardous to their health.
- Commercial properties
These exclusions are already accounted for within your quote, as our quotes are usually based on historical distribution figures.
General Terms
- Limit of liability: Coalville Leaflet Distribution's liability for any of services provided is strictly limited to the invoice value of the order. We shall not be responsible for indirect or consequential losses, such as lost profits or business interruptions, arising from our services.
- Non Delivery Liability: In the rare event that we are unable to print or deliver materials for any reason, Coalville Leaflet Distribution will not be liable for any loss of business or damages resulting from non-delivery of leaflets for any reason.