Art Commission Terms of Service

Last updated: July 31, 2025

Welcome! I’m Venkaris, an artist based in France. These Terms of Service (referred to as “Terms”) are designed to ensure a clear and efficient process for your art commissions. Here I will outline expectations and the process.

By submitting a commission request, you acknowledge and agree to these Terms.

1. Definitions & Governing Law

Artist: Venkaris, operating as a sole proprietor under French law.

You / Your: Refers to you, the person or company commissioning artwork.

Artwork: The custom art created as specified in your invoice.

Governing Law: These Terms are governed by French law. For EU consumers, you may have access to local small-claims courts in your country of residence. For non-EU clients, any legal disputes that cannot be resolved informally will be subject to the jurisdiction of French courts, meaning legal proceedings would take place in France under French law.

2. Age Requirement

To proceed with a commission, you must confirm you are 18 years of age or older. I reserve the right to request proof of age verification at any time during our transaction. I will not accept commissions from minors. If a commission is placed by someone underage, I will cancel it, and I will fully refund any payments.

3. The Commission Process

Here are the steps to commission artwork from me:

Step 1: Submitting Your Commission Request

Begin by submitting your commission request via the official form on venkaris.com. Please provide full details, including clear descriptions and any relevant reference images to ensure I fully understand your vision.

Step 2: Review and Invoice Issuance

I’ll review your request and check my current availability. I’ll get back to you within 10 business days to either accept your commission, or let you know if it’s not a good fit or if I’m fully booked.

If I accept, you will receive a personalized invoice. This document will detail:

  • The specific artwork I will create.
  • The estimated project timeline.
  • The number of included revisions (as further explained in Section 5).
  • The final file formats I will deliver.
  • The licensing terms for the artwork (as further explained in Section 7).

Step 3: Starting the Project: Deposit Payment

To start your commission and secure your place in my schedule, I require a 20% deposit of the total fee within 7 days of the invoice date.

Your Cancellation Before Sketching: If you cancel the commission before I begin the sketching phase, I will fully refund your deposit.

Your Cancellation After Sketching Begins: If you cancel after I have started the sketching phase, the deposit becomes non-refundable. This covers the creative time and effort I have already put in. However, I will convert this amount into a credit toward a single future commission within one year. This credit cannot be divided across multiple commissions and expires after one year with no extensions.

Step 4: Sketching and Your Feedback

This is where the creative work begins. I will provide 1-2 rough sketches based on our agreed-upon concept. These sketches are for your review and feedback.

Your Review: Please review the sketches carefully. This is the best stage to provide feedback on composition, pose, and overall direction.

Updates from Me: I will provide you with updates at each major stage of the artwork (e.g., after initial sketch, after line art, after base colors).

Minor Revisions (Your Preference): Small adjustments based on your preference, such as minor color tweaks or slight line style refinements, can be requested at this stage. These are for aesthetic preferences, not to correct errors on my part.

Quality Corrections (My Responsibility): Any objective technical flaws in the artwork’s execution are my responsibility to fix and do not count against your revision rounds. This includes issues with fundamental artistic execution that prevent the artwork from meeting professional standards.

Major Revisions: If a big change is needed that alters the core composition or pose, please tell me right away. Such changes may need an additional fee and timeline adjustment, which we will agree on before I proceed.

Step 5: Final Payment and Artwork Completion

Upon your approval of the sketches, the remaining 80% of the payment is due within 7 days. Once I receive final payment, I will proceed with the detailed rendering and completion of your artwork. I will only deliver the final high-resolution files after I receive full payment.

Step 6: Artwork Delivery

Once I complete the artwork and confirm final payment, I will provide a download link to your high-resolution files.

4. Payment Terms & Cancellation Policy

This section covers payments and cancellations.

4.1 Payment Method

I accept payments via PayPal, Stripe, or direct bank transfer, in euros (€).

4.2 Your Cancellation Policy

Cancellation Before Sketching: I will issue a full refund of the deposit if you cancel your commission before I have started any sketches.

Cancellation After Sketching Begins: If you cancel after I have started the sketching phase, the deposit becomes non-refundable and I will convert it into a credit toward a single future commission within one year. This credit cannot be divided across multiple commissions and expires after one year with no extensions.

4.3 Artist Cancellation Policy

In the rare event that I must cancel your commission at any stage due to unforeseen circumstances, I will provide a full refund of all payments you have made, including any transaction fees incurred.

4.4 EU Consumer Right of Withdrawal

If you are an EU consumer, you have a statutory right to withdraw from this contract within 14 calendar days from the day the contract is concluded (i.e., when you receive and accept the invoice). To exercise this right, you must inform me of your decision to withdraw by a clear statement (e.g., an email). I will provide a full refund within 14 days of receiving your withdrawal notice.

Important Note for Custom Artwork: For custom-made goods, the right of withdrawal may be lost if the performance of the service has begun with your explicit consent and your acknowledgment that you thereby lose your right of withdrawal. By making the deposit payment (Step 3) and approving the initial sketches (Step 4), you explicitly consent to the performance of the service and acknowledge that you will lose your right of withdrawal once I have started the custom artwork creation process.

5. Revisions and Scope Management

My aim is for you to be fully satisfied with the finished artwork. This section details the revision process.

5.1 Defined Scope

The invoice I issue in Step 2 clearly defines what your artwork will include. This agreed-upon scope guides the project.

5.2 Minor Revisions

Your commission includes up to two rounds of minor revisions. These cover small adjustments that do not change the basic composition, such as:

  • Color adjustments.
  • Line refinements (for aesthetic preference).
  • Minor detail modifications.

5.3 Major Revisions

A “major revision” means a big change to the artwork’s core after sketch approval, including but not limited to:

  • Big changes to a character’s pose.
  • Completely redesigning parts of the background.
  • Adding new characters or complex elements not initially discussed.

You can submit requests for major revisions via mutually agreed communication methods. I will then provide an estimate for the additional cost and time needed (typically within 5 business days). I will resume work upon mutual agreement of these new terms, which can be confirmed via email or other written communication, and receipt of any additional payment.

5.4 Project Timeline Pauses

Should I not receive a response from you within 10 business days at any stage requiring your feedback, I will pause the project timeline. I will resume the timeline once I receive your reply.

6. Delivery and File Access

Here’s how you’ll receive your finished artwork.

6.1 File Formats

I will deliver final artwork as a high-resolution PNG file (300 dpi, sRGB). I will not provide layered files (e.g., PSD) under any circumstances to protect the integrity of my creative process and prevent unauthorized alterations.

6.2 File Access and Archiving

I will provide a download link for your artwork. While this link is intended for long-term access, I maintain an archive of all commissioned work indefinitely as part of my artistic portfolio and backup system. Should you need the download link re-sent, please contact me.

6.3 Delivery Confirmation

While I encourage you to confirm receipt of files promptly after delivery, there is no strict deadline for this confirmation. Please notify me as soon as possible if you encounter any corrupted or missing files so I can re-issue them promptly.

6.4 Rush Orders

Rush orders requiring delivery in less than 4 weeks from project start may be arranged on a case-by-case basis with additional fees. Rush orders requiring delivery in less than 2 weeks will require significant additional charges due to the intensive schedule required. I will detail such arrangements in your invoice, including specific extra charges and deadlines.

7. Licensing and Usage Rights

This section explains how you can use the commissioned artwork.

7.1 Copyright

As the Artist, I retain the copyright to all artwork I create.

7.2 Personal Use License (Included)

Each commission includes a Personal Use License, allowing non-commercial use of the artwork. This includes:

  • Online sharing for personal purposes (e.g., social media profiles, personal websites).
  • Personal printing (e.g., wall art, custom items for personal use).
  • Use as digital backgrounds or avatars.

This license is for uses that don’t involve making money or promoting a business.

7.3 Commercial Use License

For any use of the artwork that generates income or promotes a business (e.g., merchandise, book covers, promotional materials, company branding), a Commercial Use License is required.

  • This license costs an additional fee, typically 100% of the original base fee. I will specify the exact fee in your invoice.
  • You can purchase it upfront with your commission or upgrade at any time after artwork delivery. The upgrade fee is fixed at the percentage of the original base fee, regardless of any later rate changes.
  • No Alterations (Commercial Use): With a Commercial Use License, you may crop or resize the artwork as needed for fitting purposes. However, you cannot otherwise alter, modify, or create derivative works from the artwork without my explicit written permission.

For any questions regarding usage, please contact me directly.

7.4 Attribution

While not required for personal use, crediting “Art by Venkaris” when sharing the commissioned piece is highly appreciated and encouraged as it helps other potential clients discover my work and supports my growth as an artist. If you crop or edit the artwork in a way that removes my signature, attribution becomes required when sharing the piece publicly.

7.5 Prohibited Uses

You cannot do the following without my written permission:

  • Sublicensing or reselling the artwork (unless specifically agreed upon in a commercial license).
  • Submitting the artwork to AI-training platforms or datasets.
  • Creating or selling NFTs (non-fungible tokens) of the artwork.
  • Using the artwork for cryptocurrency, blockchain, or Web3-related projects.
  • Using the artwork for political campaigns or controversial messaging.

8. Artist’s Use of Artwork & Confidentiality

8.1 Promotional Use & Process Recording

By default, I will use your commissioned artwork in my portfolio, on social media, and in other promotional materials to promote my work and grow my audience. I may also record the creation process (e.g., time-lapse videos) for promotional or educational purposes, with any personal data or identifying information removed.

8.2 Privacy Package

If you require complete confidentiality, I offer a Privacy Package that includes:

  • No use of your artwork for promotional purposes
  • No recording of the creation process
  • No public disclosure that you have commissioned me
  • Complete confidentiality of our working relationship

The Privacy Package costs an additional 40% of the base commission fee and must be discussed and agreed upon before project commencement. This fee compensates for the significant lost promotional and educational opportunities.

Legal Exception: I may only disclose our working relationship if required by law, court order, or other legal obligations.

8.3 Your Material Confidentiality

I will keep all reference materials, personal information, and unique concepts you provide for the commission confidential. I will not reuse your unique, client-provided concepts in other works for different clients.


9. Quality Assurance & Liability

9.1 Quality Standards

The final artwork I deliver will match the approved sketches and invoice specifications. Please note that minor digital variations in color or detail can occur due to differences in screen calibration or printing processes, and I do not consider these defects.

9.2 Limitation of Liability

I’m not responsible for things I cannot control, such as:

  • Outages or issues with third-party platforms (e.g., payment processors, download services, or any failures in their systems).
  • Your subjective dissatisfaction with the final artwork after project completion and final delivery, provided the artwork matches what we agreed upon and meets professional quality standards. My responsibility ends when I complete the project and deliver the files.

9.3 Correcting Issues

If the final artwork contains objective technical flaws or significantly deviates from the approved sketches and invoice specifications due to my error, you must notify me within 30 days of delivery. I will make necessary corrections at no charge. However, I will only provide refunds in cases of significant objective failure to deliver the commissioned work as specified (such as complete non-delivery or delivery of work that bears no resemblance to what was commissioned). I will not provide refunds for subjective dissatisfaction or minor technical issues that I can correct.

10. Force Majeure

I will excuse delays from unforeseen events beyond my or your control (like natural disasters, serious illness, or major disruptions) within reasonable limits. If I am unable to complete work due to such circumstances for more than 60 days, I will provide a full refund of all payments received. The party affected by such an event will provide notification within 14 days when possible.

11. Dispute Resolution & Jurisdiction

11.1 Dispute Resolution

If a disagreement comes up, I encourage us to try to resolve it informally first.

For EU Consumers: You may pursue resolution through local small-claims courts according to your national limits and EU consumer protection laws.

For Others: Any legal disputes that I cannot resolve informally will be subject to French courts’ jurisdiction. This means that if legal action becomes necessary, proceedings would take place in France under French law, and you would need to engage with the French legal system.

11.2 Severability

If any part of these Terms isn’t valid or enforceable, the rest of the Terms will still apply.

12. VAT & Payment Processing

12.1 VAT for EU Clients

For EU clients, I will charge VAT via the OSS (One Stop Shop) system at your country’s applicable VAT rate. Business clients with a valid VAT ID should provide it for reverse charge purposes.

12.2 Non-EU Clients

For clients outside the EU, I will not charge EU VAT. You are responsible for any local taxes or customs duties applicable in your own country.

12.3 Currency Conversion

All transactions are in euros (€). If paying via PayPal or Stripe, they handle currency conversion at their current rates, and any associated fees are your responsibility. For direct bank transfers, please ensure the full euro amount is transferred, covering any bank fees on your end.

13. Data Protection & GDPR Compliance

13.1 Data Collection Basis

I collect personal data (like your contact details and commission references) only to fulfill our agreement.

13.2 Data Retention

I will keep your contact information and commission-related communications for 2 years following commission completion for business record purposes, after which I will securely delete them. However, the commissioned artwork files themselves remain my intellectual property and I will retain them indefinitely as part of my artistic archive.

13.3 Your Rights

You have the right to:

  • Access personal data I hold.
  • Request correction of inaccuracies.
  • Request deletion of your personal contact data (note: commissioned artwork files are my intellectual property and are not subject to deletion requests).

To exercise these rights, please visit my data request form at venkaris.com/privacy-statement-eu and use the provided options for access, deletion, or export.

14. Amendments to Terms

The Terms that apply to your commission are those in effect on the date I issue your invoice. While I may update these Terms from time to time, any future changes will apply only to new orders placed after the update. The terms I agreed upon at the time of your specific invoice will apply to that particular commission.

By commissioning me, you confirm your acceptance of these Terms. I look forward to working with you!