Terms & Conditions
LAST UPDATED — 31 JULY 2026
01
Who we are
Polaris Technologies (SSM 202603066744) is a web design studio in Cheras, Kuala Lumpur. These terms cover design and development work you commission from us. They take effect when you accept a quotation, and are read alongside it.
02
Quotations and scope
Every project is quoted on its own, against a written scope. If something is not in that scope, it is not in the price — we will quote it separately and wait for your go-ahead before starting it.
03
Fees, deposit and payment
A 50% deposit is due when you accept the quotation, and work starts once it clears. The other 50% is due on handover. Domains, hosting, licensed fonts and stock imagery are not included in the quoted fee.
04
Late payment
Invoices are due on the date printed on them. Anything still unpaid 14 days after that date carries interest at 2% a month until it is settled.
05
What we need from you
Content, brand assets and approvals, on the dates we agree. We also need you to hold the rights to everything you send us — text, images, logos, fonts. Tell us if you are unsure about any of it.
06
Feedback window
When we send a stage for review, we need your written feedback within 7 working days. If it takes longer, every date after it moves by the same amount. We would rather wait for a considered answer than rush you — we just cannot hold the schedule still while we do.
07
Revisions and approval
Each stage includes two rounds of revision. Anything beyond that is billed at RM250 an hour. Once you approve a stage in writing it is closed, and reopening it later is new work.
08
Timelines
Dates in a quotation are estimates, not guarantees, and they assume content and approvals arrive when agreed. We will tell you as soon as we know a date is going to move, and why.
09
Ownership and intellectual property
When the final payment clears, the delivered design is yours. What stays ours: working files, concepts you did not choose, and the tooling we build across projects. If you need any of that as well, say so before we start and we will price it.
10
Portfolio rights
We show finished work in our portfolio, in case studies and on social. If you need that held back or delayed — an unannounced launch, a sensitive rebrand — tell us in writing before we start and we will agree a date.
11
Third-party services
Some of what we build sits on other people’s platforms, plugins and licences. Their terms are between you and them, their fees are yours, and we cannot be responsible for them changing their product or withdrawing it.
12
Your customers’ data
We build the site. We do not hold or process personal data belonging to your customers — enquiries from your site go to your inbox and your services, never ours. If a project ever needs us to handle that data, we agree how in writing before it starts.
13
Cancellation
Either of us can cancel, in writing. Work done up to that point is payable, and the deposit is not refunded — it covers the time we set aside for the project and the other work we turned down to keep it free.
14
Liability
If you have a claim against us, it is limited to what you have paid us for that project. We are not liable for indirect losses on top of that — lost revenue, lost data, lost opportunity.
15
Governing law
Malaysian law governs these terms, and the Malaysian courts have exclusive jurisdiction.
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