Return of Digital Assets 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 Return of Digital Assets Policy (“Policy”) explains how VRL PRO DIGITAL (“Company,” “we,” “our,” or “us”) manages the handover of all project deliverables, files, and digital accounts to the client (“Client,” “you,” or “your”) upon service completion, retainer termination, or contract closure.

Our aim is to ensure a smooth, secure, and transparent transfer of digital assets while protecting both parties’ rights.

2. Applicability

This Policy applies to:

  • Fixed Projects (e.g., website development, branding, video production)
  • Ongoing Retainers/Subscriptions (SEO, marketing campaigns, social media management)
  • Consulting/Training Sessions (where proprietary templates, reports, or tools are delivered)

3. Conditions for Handover

VRL PRO DIGITAL will return or release project assets when:

  1. Full payment has been received, including invoices, third-party costs, and any outstanding dues.
  2. Retainer clients have completed their billing cycle and cleared all fees (including deductions against the security deposit, if applicable).
  3. There is no active dispute over work quality, contract breach, or misuse of intellectual property.

4. Types of Assets Returned

4.1 Creative Deliverables

  • Final designs (logos, graphics, branding assets)
  • Video/animation exports (in agreed formats such as MP4, MOV, or GIF)
  • Approved ad creatives (images, banners, video ads)
  • Editable working files (e.g., PSD, AI, After Effects, Figma) only if specified in the contract — otherwise, only final outputs are delivered.

4.2 Web & Development Deliverables

  • Website source code, theme files, and CMS exports (WordPress, Shopify, etc.)
  • User documentation, handover notes, and setup instructions
  • Database backups (if applicable)
  • API keys or integration documentation (excluding licensed third-party keys).

4.3 Marketing Deliverables

  • SEO reports, keyword research documents, and audit reports
  • Performance reports (Google Analytics, Google Ads, Meta Ads, LinkedIn Ads)
  • Campaign strategy decks, ad copy, and targeting details

4.4 Account Access

Where accounts are set up in the client’s name, we return:

  • Admin logins (website, hosting, domain registrar, ad platforms, analytics, email accounts, social media pages)
  • Transfer of ownership for ad accounts or business managers (Google Business Manager, Meta Business Suite, LinkedIn Campaign Manager)

Where accounts are set up in VRL PRO DIGITAL’s name (temporary or under white-label arrangements):

  • Access will be revoked upon project closure.
  • Clients may be required to create their own accounts and migrate campaigns/data before closure.

5. Assets Not Covered by Return

The following are not included in standard handovers unless separately licensed or purchased:

  • Third-party licensed tools (plugins, premium themes, stock footage, images, music, fonts, APIs) – Clients must purchase/renew their own licenses.
  • Internal agency tools or frameworks (dashboards, scripts, templates used for execution).
  • Ad spend credits or prepaid balances with platforms (Google, Meta, etc.) – these remain consumed once spent.
  • Draft/experimental files not included in final deliverables.

6. Method of Delivery

  • Assets will be shared securely via:
    • Encrypted email links
    • Cloud storage (Google Drive, Dropbox, WeTransfer, OneDrive)
    • Direct upload to client’s server or CMS (if applicable)
  • VRL PRO DIGITAL ensures the handover occurs within 10 Business Days after final clearance of dues.

7. Client Responsibilities After Handover

Once digital assets are transferred:

  • Clients are responsible for ongoing maintenance, hosting, renewals, and backups.
  • VRL PRO DIGITAL is not liable for loss, corruption, or downtime after the handover.
  • Clients must change all shared passwords/logins within 7 days of receiving them.
  • Any post-handover support or troubleshooting requires a new service agreement or retainer.

8. Data Retention by VRL PRO DIGITAL

  • We may retain a backup of project files for up to 12 months for internal record-keeping.
  • After this period, files may be permanently deleted from our servers.
  • Retained backups are not guaranteed and should not replace the client’s own backups.

9. Confidentiality

All client data, including project files, campaign reports, and login credentials, will continue to be treated under our Client NDA & Confidentiality Statement even after project closure.

10. Disputes Regarding Assets

If a dispute arises regarding ownership or return of digital assets:

  • VRL PRO DIGITAL reserves the right to withhold assets until the dispute is resolved.
  • Ownership is determined by the Terms & Conditions and proof of payment.

11. Governing Law

This Policy is governed by the laws of India. Any disputes will fall under the jurisdiction of the courts in Vadodara, Gujarat, India.

12. Updates to Policy

We may update this Policy from time to time. The revised version will be posted on this page with a new effective date.

13. Contact

For return of assets or related queries, contact:

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