Artwork submission & proof approval terms.

These terms apply whenever you upload or otherwise provide artwork, images, logos, personalisation data or production files, and whenever you review, reject or approve an artwork proof through our hosted proofing service or another agreed route.

By submitting artwork or approving a proof, you confirm that you have read and accept the relevant parts of these terms. The Colour Group is the group service identity. The legal entity supplying the goods or services is identified on the relevant quotation, order confirmation or invoice. If an order-specific written agreement conflicts with this page, that agreement takes priority.

The hosted upload and proofing interface is supplied by Artworker. Artworker may also process information under its own applicable terms and privacy information.

Before approval, check the whole proof carefully, including:

• spelling, grammar, punctuation, dates, prices, telephone numbers, email addresses, website addresses and all other contact information;
• names, initials, numbers and every item of variable or personalised information;
• images, logos, illustrations, icons, QR codes and other supplied content;
• layout, alignment, spacing, line breaks, orientation, cropping and artwork placement;
• the stated size, scale and dimensions, especially where the proof is not displayed at actual physical size;
• the intended product, material or garment and its colour where stated; and
• any requested finishing, cutting or production instructions shown with the proof.

Marking individual checklist items does not replace reviewing the complete proof. If something is missing from the proof or order confirmation, ask us before approving.

A proof is a visual representation used to confirm content, layout and the production information shown. It may be reduced or enlarged to fit your screen and may use compression, simulation or a simplified product outline.

Unless expressly stated otherwise, a proof is not a physical sample, an exact-scale template, a calibrated colour match or a guarantee of how a particular screen, material or production process will reproduce colour and texture. Use the written dimensions and specifications rather than measuring the proof on screen.

Small details can be easier to see when zoomed in. You are responsible for using the available viewing controls and reviewing every page, side, variation or item included in the proof set.

Colours displayed on phones, tablets and computer screens vary with the device, brightness, settings and colour profile. They can differ from printed, transferred, embroidered or otherwise decorated output.

Substrate, garment colour, fabric, ink, coating, transfer, curing, lighting and production method can all affect the result. A visual proof therefore indicates colour placement and general appearance but is not an exact physical colour match.

A particular Pantone, spot colour, calibrated match, physical sample or tolerance is binding only where we have expressly agreed it in writing for the order. Reasonable variation may occur between materials and production runs.

Printing, transfer application, embroidery, cutting, trimming and finishing are physical processes. Minor variations in position, scale, registration, trimming, colour and finish can occur within the normal tolerance of the agreed method and material.

We will produce the job with reasonable care and skill. A finished item that materially differs from the approved proof or confirmed order because of our production error is not made acceptable merely because a proof was approved.

You confirm that you are authorised to submit the files and instruct us to use them for the requested work. You must own the relevant rights or have all licences, permissions and consents required for any artwork, photograph, illustration, font, logo, trade mark, name, likeness, design or other material included.

If you submit or approve artwork for another person or organisation, you confirm that you are authorised to act for them. Supplying or approving a file does not transfer ownership of your intellectual property to us.

You must not submit material that is unlawful, infringes another person’s rights, breaches confidentiality or privacy, is defamatory, threatening or fraudulent, contains malicious software, or could reasonably expose us or another person to legal or security risk. We may pause, reject or remove a submission and ask for evidence of permission where reasonably necessary.

You give us a non-exclusive, royalty-free permission to store, copy, inspect, convert, resize, separate, proof, transmit and otherwise process the files only as reasonably necessary to quote, prepare, manufacture, fulfil, deliver, support or evidence the requested work.

Automated or manual checks may identify common technical production issues. They are not a complete spelling, grammar, design, legal, rights or quality review and do not confirm that every issue has been detected.

Unless we expressly agree to provide artwork preparation or checking as a separate service, you remain responsible for the supplied content and the final approval. Our assistance with one issue does not mean that we have accepted responsibility for checking every other element.

Tell us promptly if a file or proof is wrong. A replacement file or amendment is not effective until we confirm that it has been received, accepted and linked to the correct order.

Once a proof has been approved, production may start immediately. Changes may no longer be possible and can affect price, delivery dates and the cost of work or materials already used. If several versions are supplied, the version recorded as approved for the order will control production.

Files may contain personal information, including names, photographs, contact details, school information or individual personalisation data. You confirm that you have a lawful reason and all necessary notices or permissions to provide that information and instruct us to process it for the order.

Do not include personal information that is not needed. Take particular care with information about children or sensitive matters, and use the secure upload method we provide where appropriate. Our handling of personal information is explained in our Privacy & cookie information.

We and our service providers use reasonable organisational and technical measures to protect submitted files and approval records. No online transfer, display or storage system can be guaranteed completely secure or continuously available.

Keep your own secure copy of every original and submitted file. Files and approval records may be retained for production, reorders, customer support, quality records, dispute handling and legal obligations, then deleted or anonymised when no longer reasonably required.

Uploading a file or receiving a proof does not by itself mean that we have accepted an order. Acceptance, price, payment, quantity, delivery, cancellation, returns and other commercial terms are governed by the relevant quotation, order confirmation and any applicable brand-specific terms.

Personalised or made-to-order work may enter production as soon as the proof is approved and may not be capable of change or cancellation after that point. Nothing on this page limits any statutory rights or remedies that cannot lawfully be excluded.

To the extent permitted by law, you are responsible for errors visible in an approved proof, incorrect or incomplete customer instructions, and losses or claims caused by submitting content without the required authority or rights.

We are responsible for loss that is a foreseeable result of our breach of contract or failure to use reasonable care and skill. Proof approval does not exclude responsibility where the finished goods materially depart from the approved proof or confirmed specification because of our error.

We are not responsible for loss caused by an error you approved, incorrect customer files or instructions, events outside our reasonable control, or a failure that we could not reasonably have anticipated. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

Our proofing record may include the proof version, decision, date, time, user information, checklist selections and notes submitted through the service. We may rely on that record as evidence of the instruction received.

If any part of these terms is found unenforceable, the remaining parts continue to apply. A delay in enforcing a right does not waive it. These terms are governed by the laws of England and Wales, subject to any mandatory rights a consumer has in another part of the United Kingdom.

We may update these terms to reflect changes to our services, processes or legal obligations. The version presented or linked when the proof is approved will apply to that approval.

If you are unsure whether a proof is correct, do not approve it. Reject it with the required amendments or contact us before authorising production.

Email mail@thecolourgroup.com, call 03301 744 447, or write to Unit 2, 662 Holly Lane, Erdington, Birmingham, B24 9PD.