Last Updated: October 12, 2026.

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These Terms of Service ("Terms") govern your use of the Vista Santa Ana Design, LLC ("we," "us," or "our") website and your engagement of our design services. By using our website or purchasing our services, you agree to these Terms.

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1. Services and Scope

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We provide custom graphic design, web design, social media, illustration, and related creative services. The specific services and deliverables for your project will be outlined in a separate Project Agreement or Proposal.

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2. Booking & Payment Policy

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• Custom Print Projects: Full payment is required upfront before design or production begins. This includes all orders for custom sports cards, custom sports posters, custom holiday cards, custom invitations, custom business cards, informational pamphlets, and flyers. This allows us to begin design and production immediately and ensures your order is reserved in our queue.

• Mini Sessions: Full payment is required at the time of booking to secure your session date and time exclusively for you. Spots are limited and booked on a first-come, first served basis.

• All Other Projects: A non-refundable deposit of 50% is required to begin all other projects. The remaining balance is due upon approval of your final proof and before we release final files or begin production on printed items.

• Late Fees: Invoices not paid within 14 days of the due date may be subject to a late fee of 1.5% per month.

• Chargebacks: If a client initiates a chargeback without first contacting us to resolve the issue, we reserve the right to suspend all work and pursue recovery of the disputed amount.

• Third-Party Costs: Domain registration, web hosting, and printing costs (except for Custom Sports Cards, Custom Sports Posters, and where otherwise outlined in the Project Agreement) are separate from our fees and are your responsibility.

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3. Revisions & Approvals Policy

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Included Revisions

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Unless otherwise stated in the Project Agreement, all projects include two (2) rounds of revisions. A "revision" is a set of changes that does not alter the approved scope, design direction, or core concept.

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What Counts as a Revision

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• Minor adjustments to color, font, layout, or wording

• Small changes to placement or sizing

• Refinements to an approved concept

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What Does NOT Count as a Revision

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• Changing the entire design direction after approval

• Adding new deliverables not in the original scope

• Requesting a completely different concept after the first round

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Additional Revisions

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Revisions beyond the included two rounds will be billed at our standard hourly rate. We will notify you before proceeding with any additional work.

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Approval Process

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• We will send you a digital proof for review.

• You will have 5 business days to provide feedback.

• Once you approve the final proof in writing (email is sufficient), the project is considered complete, and final payment is due.

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Written Approval Constitutes Sign-Off

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Once a client provides written approval of a design, proof, or deliverable, including informal approval via email, text message, or messaging platform, the work is considered approved and signed off. Any request to reverse or undo an approved design after the fact will be treated as a new round of work and will be billed accordingly.

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Post Hand-Off Amendment Rate

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Once final files have been delivered and the invoice has been paid in full, any subsequent requests for changes, revisions, or amendments will be billed at our standard hourly rate. Post-handover work is treated as a new engagement and is not included in the original project scope. 

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4. Privacy & Image Usage Policy

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Your privacy matters. We will never share, post, or publish images of anyone, including both children and adults, without their express written consent. Your images remain private by default.

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What This Means for You:

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• We will not post your images on Instagram, Facebook, Pinterest, our website, or any other public platform unless you have given us written permission to do so.

• If you do grant permission, you may specify which platforms you are comfortable with (for example, Instagram only, or website portfolio only).

• You may withdraw your consent at any time by contacting us in writing, and we will remove the image from our public platforms within 7 business days.

• We will never sell, license, or share your image with any third party.

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Model Release (Optional) 

 

By default, your images will remain private. If you would like to grant us permission to use images for our portfolio, website, or social media, you may do so by signing the optional model release. This is entirely your choice and is not required to book a session. Our Model Release Form can be found here.

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Data Retention

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We retain client project files for 12 months after project completion for the purpose of reprints, revisions, or future orders. After this period, files may be archived or deleted. You may request deletion of your files at any time by contacting us in writing.

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5. Intellectual Property & Copyright

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• Our Rights: We retain the copyright to all preliminary designs, sketches, and rejected concepts. We also reserve the right to display completed work (without human photographs) in our portfolio and marketing materials unless you request otherwise in writing.

• Your Rights: Upon receipt of full and final payment, you will own the final deliverables created specifically for your project. You are responsible for ensuring that any content you provide (text, photos) does not infringe on third-party copyrights.

• Human-Made Design: All final deliverables are created by hand, by a human designer. We do not use AI to generate any finished content, including logos, illustrations, graphics, or written copy.

• No AI Editing or Uploading: You may not upload our content to any AI tool, platform, or service for the purpose of generating derivative works, editing, modifying, or recreating our designs. This includes but is not limited to AI image generators, AI design tools, and AI editing software. Our work is protected as original, human-made intellectual property, and using it to train, prompt, or generate AI content is strictly prohibited.

• Unused Concepts Remain Our Intellectual Property: Any concepts, directions, or ideas explored during the project that were not selected or used by the client remain the intellectual property of Vista Santa Ana Design, LLC. Clients may not take unused or rejected concepts and provide them to another designer or service provider.

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6. Photo Guidelines & Disclaimers

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• Client-Provided Photos: For any custom order that includes the use of a client-provided photograph, the final quality of the finished product depends on the quality of the photo you provide. You acknowledge that you have read our Photo Guidelines & Best Practices and understand that low-resolution, blurry, poorly lit, or group photos may affect the final result. We cannot add detail that is not present in the original image.

• Mini Sessions: While we strive to capture the best possible images during our green screen mini sessions, we are not professional photographers. Mini sessions are intended to provide a fun, efficient way to capture a photo for your custom card or poster. The final result reflects the nature of a short, informal session and is not equivalent to a professional photography session.

• Image Selection: For mini sessions, the photographer will select the best photo from your session to use for your card or poster. If you have a specific preference, please let us know before your session, and we will do our best to accommodate.

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7. Booking and Cancellation Policy

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• Payment: Full payment is required at the time of booking to secure your session date and time.

• Rescheduling: Notify us at least 24 hours before your session. With proper notice, your payment transfers to your new date, and you receive one courtesy reschedule. Less than 24 hours' notice forfeits your payment, and a new payment may be required to re-book.

• Cancellations: If you cancel, your payment is non-refundable.

• No-Shows & Late Arrivals: A no-call, no-show forfeits your payment, and we may decline future bookings. Arriving more than 15 minutes late without notice is considered a no-show.

• Photographer Cancellations: If we must cancel due to illness, emergency, or equipment failure, we will notify you as soon as possible and offer a full refund or a free rescheduled session.

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8. Client Conduct & Project Management Policy

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Reactivation Policy

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If a client becomes unresponsive to attempts at communication by Vista Santa Ana Design, LLC for 30 days or more and then wishes to resume the project, we reserve the right to charge a reactivation fee to restart work. Alternatively, we may choose to cancel the project altogether, in which case the client forfeits their deposit.

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Communication Expectations

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We ask that clients respond to project communications within 5 business days. If we do not hear back from you within this timeframe, we will send a follow-up. If we do not receive response within 30 days, the project may be considered abandoned, and the terms of the Reactivation Policy will apply.

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9. Sliding Scale & Accessibility Policy

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Our Commitment to Accessibility

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We believe that meaningful design should be accessible to everyone, not just those who can afford to pay a premium.

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​Who Qualifies

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• Nonprofits & grassroots organizations doing mission-driven work

• New small businesses in their first year of operation

• Low-income individuals and families who need design services but are facing financial hardship

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How to Request Sliding-Scale Pricing

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If any of these categories apply to you, please mention it in your inquiry or message here. We will work with you to find a number that feels comfortable and sustainable for both of us.

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Limitations

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Sliding-scale pricing is limited and offered on a case-by-case basis. We reserve the right to decline requests that do not align with our values or capacity.

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10. Shipping & Delivery Policy

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Digital Deliverables

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• Digital files (logos, brand assets, social media graphics, digital proofs) are delivered via email or a secure file-sharing link.

• Digital files are typically delivered within [3–5] business days of final proof approval, unless otherwise stated in your Project Agreement.

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Physical Deliverables (Cards, Posters, Merchandise)

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• Shipping Methods: We ship via USPS / UPS / FedEx with tracking included.

• Processing Time: Physical items are typically produced and shipped within 5-7 business days of final proof approval.

• Shipping Costs: Shipping costs are calculated based on weight, size, and destination. Shipping is charged separately and is the responsibility of the Client.

• Local Delivery & Pickup: Local delivery and/or pickup may be available by appointment for clients in San Benito County. Please inquire before ordering.

• Lost or Damaged Items: If your item is lost or damaged in transit, please contact us within 7 days of the expected delivery date. We will work with you and the shipping carrier to resolve the issue. We are not responsible for delays caused by the shipping carrier, but we will always do our best to help.

• International Shipping: At this time, we do not ship internationally, but we may make exceptions on a case-by-case basis. Please inquire before placing an international order.

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Risk of Loss

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​All items purchased from Vista Santa Ana Design are made pursuant to a shipment contract. This means that the risk of loss and title for such items pass to you upon our delivery to the carrier.

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11. Limitation of Liability

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To the fullest extent permitted by law, Vista Santa Ana Design, LLC shall not be liable for any indirect, incidental, special, or consequential damages arising out of or related to your use of our services. Our total liability for any claim shall not exceed the total amount paid by you for the services in question.

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12. Governing Law

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These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law principles.

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13. Termination

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Our Right to Terminate

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We reserve the right to terminate a project or end a working relationship at our discretion. This includes, but is not limited to, situations involving abusive or disrespectful behavior, prolonged unresponsiveness, or a pattern of dissatisfaction that cannot be resolved through reasonable revisions. We are committed to protecting the health and sustainability of our business and our creative energy.

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Right to Refuse Service

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We reserve the right to refuse service to anyone, for any reason, to the fullest extent permitted by law.

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Effect of Termination

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If we terminate a project, the client is responsible for payment for all work completed up to the termination date. Any deposit paid is non-refundable.

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14. Changes to These Terms

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We reserve the right to modify these Terms at any time. We will post the updated version on this page with a revised "Last Updated" date. Your continued use of our services after any changes constitutes your acceptance of the revised Terms.

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15. Contact

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For questions about these Terms, please contact us at:

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Vista Santa Ana Design, LLC

Email: info@vistasantaanadesign.com

Website: https://vistasantaanadesign.com