Client Offboarding Policy

Company: VRL PRO DIGITAL
Website: www.vrlpro.com
Registered Location: Vadodara, Gujarat, India
Contact: info@vrlpro.com
Effective Date: 01/01/2016
Last Updated: 27/09/2025

1. Purpose

This Client Offboarding Policy (“Policy”) outlines the process followed by VRL PRO DIGITAL (“Company,” “we,” “our,” or “us”) when closing out a client engagement (project or retainer).

Our aim is to ensure:

  • A smooth, professional transition,
  • Secure handover of deliverables and accounts,
  • Protection of confidential information,
  • Clear closure of all financial and contractual obligations.

2. Applicability

This Policy applies to:

  • Fixed Projects (e.g., website builds, branding, campaigns, videos).
  • Retainers/Subscriptions (e.g., SEO, digital ads, content marketing).
  • Consulting/Training Engagements.

3. Preconditions for Offboarding

Offboarding begins only when:

  1. All invoices and dues are cleared, including third-party costs.
  2. Security deposit (if applicable) adjustments are finalized.
  3. There are no open disputes or unresolved contract breaches.

4. Offboarding Stages

Stage 1: Closure Notification

  • Notice of Completion: Sent via email once project/retainer work is complete.
  • Includes a summary of delivered services, outstanding items, and offboarding checklist.

Stage 2: Deliverables Handover

Depending on the project type, VRL PRO DIGITAL will deliver:

  • Final creative files (logos, videos, graphics) in agreed formats.
  • Website backups, code files, and CMS exports.
  • SEO and campaign reports.
  • Documentation, guides, or user manuals (if included in scope).

⚠️ Working/editable files (e.g., PSD, AI, AE) are provided only if contractually agreed.

Stage 3: Account Transfer

  • Admin/ownership rights transferred for:
    • Hosting, domains, email servers
    • Google Analytics, Google Ads, Tag Manager
    • Meta Ads Manager, LinkedIn Campaign Manager
    • Social media pages (if managed by VRL PRO DIGITAL)
  • Temporary access provided for 7 business days for verification.

Stage 4: Security & Access Revocation

  • VRL PRO DIGITAL revokes its own access to client systems within 7 business days of handover.
  • Clients are advised to change all shared passwords/logins.

Stage 5: Final Review & Sign-Off

  • A Closure Summary Report is shared, including:
    • Delivered assets list
    • Pending recommendations (if any)
    • Notes on third-party tools/licenses
  • Client provides final acknowledgment of receipt and sign-off.

5. Data Retention by VRL PRO DIGITAL

  • We may retain a backup copy of project files for up to 12 months for record-keeping.
  • After 12 months, files may be deleted unless under a separate data retention agreement.
  • Confidentiality obligations remain in force as per our Client NDA & Confidentiality Statement.

6. Non-Transferable Items

The following are not included in standard offboarding:

  • Third-party licenses (plugins, stock assets, APIs) — must be purchased/renewed by the Client.
  • Ad spend balances (Google, Meta, etc.) — remain consumed once used.
  • Draft/experimental concepts not included in final deliverables.
  • Internal tools/frameworks developed by VRL PRO DIGITAL.

7. Financial Settlement

  • Final invoices (if any) must be paid within 7 calendar days of issuance.
  • Security deposits for retainers will be refunded within 15 business days (after adjustments).
  • Outstanding dues may be deducted from the deposit before release.

8. Post-Offboarding Support

  • Standard offboarding includes 7 days of limited support for clarification and technical assistance.
  • Extended post-project support requires a new support contract or retainer agreement.
  • VRL PRO DIGITAL is not responsible for downtime, security issues, or errors occurring after the handover date unless under ongoing support.

9. Client Responsibilities After Handover

  • Clients must update all login credentials within 7 days.
  • Clients must ensure renewals of hosting, domains, and third-party licenses.
  • Clients accept full responsibility for digital assets post-offboarding.

10. Disputes & Termination

If disputes arise during offboarding:

  • Assets may be withheld until resolution.
  • Legal ownership of deliverables follows contract terms and proof of payment.
  • Any disputes will be resolved under Indian law (Vadodara jurisdiction).

11. Governing Law

This Policy is governed by the laws of India, with exclusive jurisdiction in the courts of Vadodara, Gujarat, India.

12. Updates to This Policy

VRL PRO DIGITAL may revise this Policy periodically. Updated versions will be posted on our Website with a new effective date.

13. Contact

For offboarding-related queries, please contact:

VRL PRO DIGITAL
Vadodara, Gujarat, India
📧 info@vrlpro.com
🌐 www.vrlpro.com