Prepare files, permissions, personalization data, and physical items for responsible review.
A useful file or physical item is not automatically production-ready, legally usable, compatible, safe, or replaceable.
Keep the original source when available. Vector artwork is often preferred for logos and line work; raster images need enough resolution at final size. Fonts, links, layers, transparency, spot colors, and effects may require preparation.
You must own or have permission for logos, characters, photographs, trademarks, fonts, designs, and personal likenesses. We may request evidence, refuse work, pause production, or respond to a credible rights concern.
Names, numbers, dates, sizes, departments, products, and destinations need one controlled list. We reconcile blanks, duplicates, characters, quantities, and mappings before the customer approves the preview.
Basic production setup is different from cleanup, recreation, typesetting, data setup, illustration, or original design. The estimate identifies included work, revisions, ownership or license, and archive/reorder terms.
The estimate separates work required to produce an approved design from work that creates, repairs, recreates, or adapts the design itself.
| Service | What it may include | How it is governed |
|---|---|---|
| Production setup | Method-specific sizing, placement, output naming, and simple separation or export from a usable approved file. | The estimate states what setup is included for the exact product and method; the production proof is approved before release. |
| File cleanup | Removing artifacts, repairing paths, simplifying shapes, preparing transparency or layers, and correcting production-blocking file problems. | Quoted separately when beyond included setup; before/after evidence and the corrected proof are versioned. |
| Authorized logo recreation | Rebuilding a customer-authorized mark from an unusable source without claiming trademark clearance or redesigning the identity. | Rights evidence, recreation scope, source reference, exclusions, deliverables, and exact proof approval are recorded. |
| Typesetting and layout adaptation | Setting supplied wording with approved/licensed fonts and adapting approved artwork for another product, placement, size, or orientation. | Exact spelling, font/license, dimensions, placements, revision allowance, and each product-specific proof are approved. |
| Personalization setup | Normalizing approved names, numbers, dates, departments, sizes, products, and destinations into controlled output. | Import checksum/version, validation exceptions, row-to-item reconciliation, preview, privacy, deletion, and customer approval are required. |
| Original design or illustration | Creating a new concept from a documented brief rather than preparing existing customer artwork. | Separate creative scope, concept count, revision allowance, milestones, deliverables, source-file terms, ownership or license, third-party assets, and approval are priced explicitly. |
Keep original source files when possible. The estimate identifies accepted transfer formats, final-size resolution or vector needs, fonts, linked assets, layers, transparency, color references, and method-specific limitations for the approved workflow.
No universal revision count is implied. The estimate names included rounds, what constitutes one consolidated revision, additional-work pricing, proof expiry, approver, and the rule that changed work receives a new immutable version.
The estimate distinguishes customer-supplied assets, Hays Custom Works production files, original creative deliverables, source-file delivery, third-party fonts or stock, transfer or license terms, permitted use, and rights that remain with their owner.
The accepted scope states what may be retained, for how long, who can access it, deletion requests, source-file availability, and whether a reorder may reuse it. Every reorder still revalidates rights, files, product, method, price, proof, and personalization.
Submitting a file starts a business review. Acceptance is not legal clearance, trademark approval, or a guarantee that the submitter owns every right.
The customer identifies the authorized submitter and confirms ownership or permission for every logo, trademark, character, photograph, likeness, font, illustration, slogan, stock asset, and other protected element.
Exit: Submission remains blocked without the required attestation.
Record the exact product, quantity, audience, sale or giveaway, territory, placement, modification, attribution, distribution, deadline, and whether public portfolio use is separately requested.
Exit: The review applies only to the documented use and version.
When needed, review source evidence, written license or permission, brand approval, photographer/model/property release, stock/font terms, public-domain source, expiry, and transfer or modification restrictions.
Exit: Proceed, request evidence, restrict scope, or place the work on hold.
Check privacy and consent, deceptive or counterfeit use, infringement indicators, hate or targeted harassment, sexual exploitation, unlawful threats, unsafe instructions/materials, and other unacceptable legal, safety, or business risk.
Exit: Accept for business review, escalate, restrict, decline, or preserve on hold.
Link asset ID/version/checksum, evidence, reviewer, date, approved use and quantity, restrictions, expiry/review trigger, refusal or hold reason, owner approval, and remaining production blocks.
Exit: Only the exact accepted scope can continue to proofing.
A credible complaint or takedown request triggers prompt hold or removal where appropriate, evidence preservation, restricted access, customer notice, and legal/insurer escalation when needed.
Exit: Restore only after documented resolution; otherwise record final removal, disposition, customer/material impact, and audit history.
Permission must cover reproduction on the exact products, quantity, use, territory, and distribution. Being a fan, finding an image online, or owning a product does not establish reproduction rights.
Copyright permission and consent to use a recognizable person, private information, property, or commissioned image can be separate questions. Children and sensitive contexts require heightened review.
A download or design-app subscription does not automatically include merchandise, production, client-transfer, logo, or unlimited-distribution rights. Applicable license evidence and restrictions must be recorded.
Hays Custom Works may decline, restrict, hold, remove, or stop work when evidence is missing or contradictory or when the request creates unacceptable rights, privacy, safety, content, or business risk.
Do not leave a product until Hays Custom Works has agreed to inspect and accept it.
Identify the item, manufacturer information, material, coating, age, prior treatment, condition, value, and replaceability.
Inspect for damage, contamination, unknown finishes, seams, obstructions, heat sensitivity, shape, access, and method compatibility.
Discuss a spare, test area, replacement limit, natural or production variation, and whether the item is unique or emotionally significant.
Photograph condition, label custody, record quantity and owner, restrict access, and document every handoff.
Refuse unsuitable, unsafe, contaminated, prohibited, suspected-infringing, irreplaceable, or unsupported items.
Approve the exact item, method, placement, proof, risk acknowledgment, estimate, and deposit before work begins.
Describe the manufacturer or source, item, material, coating, dimensions, age, prior treatment, condition, quantity, value, replaceability, intended result, placement, and meaningful or unique nature.
Exit: No custody. We decide whether an in-person inspection or more evidence is appropriate.
We compare the item and desired result with verified capability, equipment or accountable partner, safety, rights, testing, production, quality, and deadline constraints.
Exit: Proceed to inspection, request clarification, propose an alternative, or decline.
With the customer present when practical, record count, unique identifiers, all sides, existing damage, wear, contamination, seams, obstructions, coatings, heat or process sensitivity, and unknowns.
Exit: Accept for estimate, require a spare/test, impose conditions, or refuse custody.
Discuss destructive or non-destructive testing, production variation, hidden conditions, unique or irreplaceable value, maximum accepted responsibility, spare availability, and what happens if the item is damaged.
Exit: Customer and Hays Custom Works accept the exact written boundary or the item is not accepted.
Create item labels and a signed receipt; photograph condition; record owner, count, storage location, custody owner, access, handoffs, and linked request/order.
Exit: Customer receives the receipt; customer-owned items remain segregated from business inventory.
Confirm exact item IDs, method, placement, artwork/proof version, estimate, deposit, test result when required, recipe, operator, quality checks, and risk acknowledgment.
Exit: Only the authorized item and approved version may enter production.
Reconcile every item as good, unused, damaged, reworked, held, or otherwise disposed; record condition, packaging, authorized recipient, identity check, handoff, time, and exceptions.
Exit: Signed return or fulfillment closes custody; unresolved loss or damage opens documented escalation.