Project Management Policy

1. Introduction

​This Project Management Policy outlines the core principles and procedures we follow to ensure the successful delivery of creative design and production projects for our clients. Effective project management allows us to meet client needs, deliver hight-quality work on time and within budget, and foster strong client relationships.

2. Project Lifecycle

Our Project management approach follows a defined lifecycle with key stages:

• Project Initiation:
• • Client inquiry and initial discussion
  • Gathering project requirements ands defining scope
  • Developing a project proposal with estimated timeline and budget
  • Client approval and contract signing
• Project Planning:
• • Assigning a dedicated project manager (PM)
  • Developing a detailed project plan with tasks, milestones and deliverables
  • Establishing communication protocols with the client team
  • Identifying potential risks and mitigation strategies
• Project Execution:
• • Executing tasks according to the project plan
  • Regular team meetings and status updates
  • Managing resources effectively
  • Addressing risks and issues promptly
  • Client feedback and review cycles
• Project Monitoring and Control:
• • Tracking progress against the project plan
  • Identifying and managing deviations from the plan
  • Reporting progress to the client team
  • Making adjustment to the plan as needed
• Project Closure:
• • Final Project delivery and client sign-off
  • Project documentation and archiving
  • Post-project review and evaluation for improvement

3. Project Management Tools and Techniques

We utilize various project management tools and techniques to ensure project success, including:

• Project Management Software: We may use project management software to track tasks, deadline, dependencies, and resource allocation.
• Communication Tools: We leverage effective communication tools like team collaboration platforms and video conferencing to keep clients and internal teams informed.
• Risk Management Framework: We have a risk management framework to identify, assess, and mitigate potential project risks.
• Change Management Process: We have a defined change management process to handle client request for scope changes during project execution.

4. Roles and Responsibilities:

• Project Manager (PM): Leads the project team, manages communications, tracks progress and ensures project deliverables meet client expectations.
• Creative Team: Compromised of designers, developers, videographers, etc., who execute the creative aspects of the project according to the PM's direction.
• Account Manager: Acts as the primary client contact, managing the client relationship and ensuring client satisfaction.
• Client: Provides project requirements, feedback and timely approvals.

5. Communication and Reporting

• We maintain open and transparent communication with clients throughout the project lifecycle.
• Regular project status reports will be provided to the client, keeping them informed of progress, potential roadblocks, and any necessary adjustments.
• We encourage client feedback and actively solicit their input at key stages of the project.

6. Quality Assurance

• We are committed tot delivering high-quality creative work.
• We have established quality assurance procedures to ensure deliverables meet our high standards and client expectations
• This may include internal design reviews, client feedback rounds, and final quality checks before project completion.

7. Continuous Improvement

• We strive to continuously improve our project management practices
• We will hold post-project reviews to identify areas for improvement and implement changes to enhances future project execution.

8. Conclusion 

• By adhering to this Policy, we aim to deliver exceptional creative solutions to our clients while maintaining a smooth and efficient project workflow. This policy serves as a foundation for a consistent project success and fosters strong client relationships.

Privacy Policy

Services We Provide:

• Graphics Design
• Digital Marketing
• Website Design and Deployment
• Video Production and Editing 
• Product Photography
• Aerial Cinematography
• Events Coverage
• Branding and Startups

Information We Collect:

​We collect personal information from you in a variety of ways including:

• • Information you provide directly: This includes information you submit through our website forms, such as your name, email address, phone number, company name, project details (specific to the service requested), and any other information you choose to share related to the services we offer.
  • Information collected automatically: When you visit our website, we may automatically collect certain information about your device and browsing activity, such as your IP address, browser type, operating system, referring website, pages visited and time spent on the site.

Information Stored About Users:

​The specific information we store about you depends on the services you request and the information you choose to provide. However, it may include:

• Contact Information: Name, Email Address, Phone Number (If Provided)
• Company Information: Company name, Website (If Provided)
• Project Information: Details specific to your project (e.g., designs files, marketing copy, website content, video footage, photos, etc.)
• Billing Information: If applicable we may store limited billing information such as your billing address and payment method type (not full credit card details)

Use of Information:

​We use the information we collect for the following purposes:

• To provide and improve the creative services you request (e.g., designs mockups, marketing materials, website content, video edits, photos, etc.)
• To respond to your inquiries and requests related to our services
• To send you marketing and promotional materials about our services (with your consent)
• To personalize your experience on our website when browsing services
• To analyze website traffic and usage patterns to improve our service offerings
• To comply with legal and regulatory requirements.

Disclosure of Information:

​We may disclose your personal information to third-party vendors and services provides who help us operate our website, deliver our services, or fulfill your project requirements. These third parties are contractually obligated to keep your information confidential and secure. For instance, we may share data with a web hosting company to store your website or a printing company to fulfill a print order. 

​We may also disclose your personal information in we are required to do so by law, in response to a legal process, or to protect our rights or the rights of others.

Data Security:

​We take reasonable steps to protect your personal information form unauthorized access, disclosure, alteration, or destruction. However, no website or internet transmission is completely secure. We cannot guarantee the security of your information.

Your Choices:

​You have choices regarding your personal information:

• • You can opt out of receiving marketing and promotional emails from us by following the unsubscribe instructions in those emails.
  • You can request access to, update, or delete your personal information by contacting us. We will respond to your request within a reasonable timeframe.

Change to this Privacy Policy:

​We may update this Privacy Policy from time to time. We will post the updated Privacy Policy on our website. We encourage you to review the Privacy Policy regularly to stay informed of any changes.

Contact Us:

​If you have any questions about this Privacy Policy, please contact us:

• • Email: info@ivquattuor.com
  • Phone: +968 252 300 45

​By using our website or services, you agree to the terms of this Privacy Policy.

Refund Policy

We strive to deliver exceptional creative solutions that meet and exceed your expectations. However, we understand that unforeseen circumstances may arise.

• Full Refunds:

• • Projects not started: Prior to commencing project after receiving your payment, you are eligible for a full refund.
  • Project cancellation before initial concepts presented: If your decide to cancel the project before we present the initial design concepts, mockups, or other initial deliverables, you will receive a full refund.
• Partial Refunds:
• • Project cancellation after initial concepts presented: If you cancel the project after we have presented initial concepts but before final approval, a partial refund may be issued based on the work completed. The percentage of the refund will be determined by the amount of work invested in the project up to that point.
• No Refunds:
• • Project completion and approval: Once a project is completed and you have provided final approval, no refunds will be issued.
  • Revisions exceed agreed-upon scope: Revisions exceeding the number of revisions included in the initial agreement are not refundable.

Change of Mind:

​We understand that project needs can evolve. If your decided to change your mind about the project after initial concepts have been presented, we will work with you to find a solution that meets your revised needs. However, refunds will not be issued in such cases.

Project Delays:

​We will make every effort to complete project according to the agreed-upon timeline. However, unforeseen circumstances may cause delays. If a delay is caused by us, we will work with you to find a solution. In such cases, refunds will not be issued unless the delay is significant and we are unable to reach a mutually agreeable solution.

Payment Process Fees:

​Any processing fees associated with your initial payment be deducted from the refund amount.

Dispute Resolution:

​We are committed to resolving any refund disputes fairly and promptly. If you have any questions or concerns about our refund policy, please contact us directly. We will work with you to find a solution that is satisfactory for both parties.

Refund Request Process:

​To request a refund, please contact us in writing within 4 days of the project start date or your last communication regarding the project. Please specify the reason for your request. You can reach us by email at info@ivquattuor.com or by phone at +968 252 300 45. We will review you request and respond within 1 - 2 days.

This policy is subject to change without notice. The most current version of this policy is available on our website.

This policy applies to all projects undertaken by IVQuattuor.

By working with IVQuattuor, you acknowledge that you have read and understood this refund policy.

Cancellation Policy

We understand that unforeseen circumstances may arise, and you may need to cancel your project. This policy outlines the cancellation terms and consequences for the services we offer:

Cause for Cancellation:

• Before Project Start:
• • Client decides to cancel the project: Full Refund.
  • Project not initiated: Full Refund.
• Before Initial concepts Presented
• • Client decides to cancel project after providing project brief: Full Refund.
  • We have not begun work on initial concepts: Full Refund.
• After Initial Concepts Presented
• • Clients decides to cancel project after receiving initial concepts: Partial Refund (Based on work completed)
  • Work has begun on the project: Partial Refund (Based on work completed)
• Near Completion:
• • Client decides to cancel project after significant work completed: No Refund.
• Project Completion and Approval:
• • Client provides final Approval: No Refund.
• Revisions:
• • Revisions exceeding agreed-upon scope: Not Refundable (additional charges may apply).
• Project Delays
• • Caused by us: We will work with you to find a solution. Refunds may be issued in cased of significant delays where a solution cannot be reached.

This Policy is subject to change without notice. The most current version of this policy is available on our website. This policy applies to all projects undertaken by IVQuattuor.

By working with IVQuattuor, you acknowledge that you have read and understood this cancellation policy