TERMS OF SERVICE

Hallowix Studios — Main Discord Server

Last updated: [insert date]

These are the general/client Terms. Freelancer Team and Marketplace Creator obligations are published separately under Freelancer Terms.

Welcome to Hallowix Studios. These Terms of Service ("Terms") govern client and visitor use of the Hallowix Studios main Discord server, website and services, including tickets, quotes received, counteroffers, payments, purchases and reviews managed by our bot, Noor. By opening a ticket, accepting a quote, making a payment, purchasing a digital product, or otherwise using our client-facing services, you confirm that you have read, understood, and agree to be bound by these Terms, together with our #rules-and-guidelines, which these Terms incorporate by reference.

If you do not agree with these Terms, please do not use our services. We reserve the right to update these Terms at any time; continued use of our services after changes take effect constitutes acceptance of the revised Terms.

Note: this document is an operational template designed to be clear and complete for a Minecraft commission service, but it does not replace legal advice. Before publishing it officially, it is recommended to have it reviewed by a lawyer or accountant in your jurisdiction, particularly regarding tax obligations and the handling of client funds.

QUICK SUMMARY

This summary highlights the key points of our Terms for your convenience. It is not a substitute for the full document below — the complete Terms always govern in case of any discrepancy.

  • By opening a ticket or making a purchase, you automatically accept these Terms and our server rules in full.
  • Commissions go through: ticket → freelancer quote/deny/question → optional counteroffer → acceptance → full payment via Stripe → work → review → ticket closes automatically.
  • Full payment is required upfront before work begins, processed only through our official Stripe checkout.
  • Paying or negotiating with a Freelancer outside the official ticket/payment system is prohibited and voids any protection or refund eligibility.
  • Funds are held by Hallowix Studios and only released to the Freelancer’s balance after the Client leaves a review.
  • Every completed commission includes 18 days of free bug-fix support — new features or redesigns are not included and are charged separately.
  • Refunds are not automatic and are capped by category: up to 40% for missed deadlines, up to 15% for unsatisfactory work (after a mandatory revision attempt), up to 30% for substandard delivery. The platform fee is never refunded.
  • Chargebacks or payment disputes filed without going through our official Dispute Resolution process are treated as fraud and result in an immediate ban.
  • Delivered work may not be resold or claimed as the Client’s own; Hallowix Studios may feature completed work in its portfolio.
  • All tickets are logged as transcripts, visible only to management, and used to resolve disputes fairly.
  • Violating these Terms can result in a warning, suspension, or permanent ban, without refund for any active order at the time of removal.
  • These Terms may be changed at any time; continued use of our services after an update means you accept the new version.

1. General

  • You will be refused service if you do not agree with these Terms of Service or our server rules.
  • It is your responsibility to review these Terms periodically, as we reserve the right to change them at any time, with or without prior notice.
  • These Terms apply to the entire Hallowix Studios Discord server, our website, and any communication between you and Hallowix Studios or its freelancers relating to a commission.

2. Definitions

  • Hallowix Studios / "we" / "us": the platform, brand, management team, and official Discord bot (Noor) that facilitate commissions between clients and freelancers.
  • Client: any user who opens a ticket to request a service.
  • Freelancer: an independent contractor who accepts, quotes, and completes work requested through Hallowix Studios. Freelancers are not employees of Hallowix Studios unless explicitly stated otherwise.
  • Ticket: a private channel created on the main server (and mirrored on the freelancer server) for a specific commission request.
  • Commission: the agreed work resulting from a Client accepting a Quote or an accepted Counteroffer.

3. How Commissions Work

  • Opening a ticket: a Client opens a ticket describing the work requested. This does not obligate the Client to accept any quote, nor does it obligate any Freelancer to submit one.
  • Freelancer response: upon receiving a ticket, a Freelancer may Deny the request, ask a clarifying Question (which the Client can answer directly), or submit a Quote (price and estimated delivery time). Denial and quote counts may be visible to other Freelancers to reflect demand for that request.
  • Counteroffers: a Client may propose a different price on a submitted Quote. The Freelancer may accept or decline the counteroffer. If accepted, the counteroffer price replaces the original Quote price. Declining a counteroffer does not cancel the original Quote, which remains available for the Client to accept at its original price.
  • Formation of agreement: once a Client accepts a Quote (or an accepted Counteroffer), a binding agreement is formed between the Client and the assigned Freelancer on the terms specified at that time (price, deadline, and scope of work described in the ticket).
  • Assignment: once a Freelancer is assigned, all other Quotes on that ticket are automatically closed and can no longer be accepted, and the corresponding ticket on the freelancer server is closed.

4. Payments

  • Payment processor: all Client payments are processed through Stripe. Hallowix Studios does not store or have access to full card details.
  • Timing: full payment is due at the time a Quote (or accepted Counteroffer) is accepted, before work begins, unless a different arrangement is explicitly agreed upon and documented within the ticket.
  • Held funds: payments are held by Hallowix Studios until the commission is marked complete and the Client leaves a review. Funds are then credited to the Freelancer’s internal balance, net of the applicable platform fee.
  • Platform fee: Hallowix Studios retains a service fee on completed commissions, currently set at [insert %], which is disclosed to Freelancers and factored into their net payout. This fee is non-refundable under any circumstance, including partial or full refunds issued under Section 10.
  • Private payments prohibited: all payments related to a Hallowix Studios commission must go through our official payment system. Sending or accepting payment outside of this system is strictly prohibited, is not covered by our refund or dispute process, and may result in an immediate ban.

5. Deadlines

  • The agreed deadline begins once full payment has been received and confirmed, not at the time the Quote was accepted.
  • If a Commission is not delivered by the agreed deadline, the Client may be entitled to a partial refund as described in the Refund Policy (Section 10), unless the delay was caused by the Client, a third party, or circumstances beyond the Freelancer’s reasonable control.
  • If a Client does not respond to a Freelancer’s requests for feedback or information for an extended period, the time spent waiting does not count toward the delivery deadline, and the deadline is extended accordingly. After a prolonged period of client inactivity, an admin may mark the commission as complete.

6. Freelancer Reassignment

  • If a Freelancer becomes unavailable, is removed, or is otherwise unable to complete a commission after payment has been made, Hallowix Studios may reassign the ticket to a different Freelancer without requiring an additional payment from the Client.
  • The Client will be notified of the change and introduced to the newly assigned Freelancer. The new Freelancer will honor the core scope, price, and (with reasonable adjustment if needed) the deadline originally agreed upon.
  • Any significant change to scope, price, or timeline resulting from a reassignment must be clearly communicated to the Client within the ticket.

7. Scope Changes and Extra Charges

  • Any change to the original commission requested by the Client after work has begun may result in an additional charge, determined by the assigned Freelancer and subject to management approval.
  • All scope changes and related charges must be discussed and confirmed within the ticket. Requests made outside of the ticket will not be honored or enforced by Hallowix Studios.
  • If a Client does not wish to pay for a requested change, the Freelancer will complete the Commission according to the originally agreed specifications. This is not grounds for a refund.

8. Reviews and Completion

  • Once work is delivered, the Freelancer will prompt the Client to leave a review (rating and optional written feedback) directly within the ticket.
  • The review is automatically published in a dedicated channel on the main server and remains publicly visible.
  • Upon submission of the review, the ticket is automatically closed/archived, and the payment (net of the platform fee) is credited to the Freelancer’s balance.
  • Reviews must reflect a genuine experience with the service. False, abusive, or incentivized reviews are not permitted and may be removed by staff.

9. Support & Warranty (18-Day Free Support)

We stand behind the quality of every commission. Once a Commission is marked complete, it is automatically covered by an 18-day free support window.

  • What is covered: bugs, technical malfunctions, or defects directly caused by the delivered work itself are fixed by the assigned Freelancer at no additional cost within this 18-day window.
  • What is not covered: issues caused by third-party plugins, mods, server configuration changes, other builders’ work, Minecraft version updates released after delivery, or any modification made by the Client or a third party after delivery. New features, redesigns, or scope changes are never included and fall under Section 7.
  • How to request support: the Client must reference the original ticket and describe the issue in writing, including steps to reproduce it where applicable.
  • Response time: the assigned Freelancer will acknowledge a support request within a reasonable timeframe (target: 48 hours).
  • After 18 days: continued support is entirely at the Freelancer’s discretion and may be offered as a new, separately priced service.
  • File retention: it is the Client’s responsibility to keep a personal backup of all delivered files. Hallowix Studios is not liable for files lost after the support window closes.

10. Refund Policy

Because most of our services and digital goods are delivered as custom, non-tangible work, refunds are the exception rather than the default and are always evaluated by the Hallowix Studios management team. The percentages below represent the maximum a Client may be eligible for under each scenario — actual amounts awarded may be lower, and the final decision always rests with management.

All refund amounts below are calculated on the total Commission price, excluding the platform fee described in Section 4, which is never refunded under any scenario.

  • 1. Missed deadline: a refund of up to 5% of the Commission price per day of unjustified delay may be granted, up to a maximum of 40% of the total price. No refund applies if the delay resulted from the Client’s own lack of response, requested scope changes, or circumstances outside the Freelancer’s control.
  • 2. Unsatisfactory work: if delivered work materially deviates from the specifications agreed upon at Quote acceptance, a refund of up to 15% may be granted — only after: (a) the Client provides specific written feedback within 48 hours of delivery; (b) the Freelancer is given one revision attempt; (c) management reviews the outcome. Subjective taste or new requests not in the original agreement do not qualify.
  • 3. Substandard delivery: if delivered work falls meaningfully below Hallowix Studios’ general quality standard, independent of personal preference, a refund of up to 30% may be granted at management’s sole discretion.
  • 4. Change of mind: Clients are not entitled to a refund for cancelling after work has begun. If cancelled before any work has started, a refund may be issued excluding the non-refundable platform fee.
  • 5. Commission on hold: time spent on hold at the Client’s request does not count toward the deadline and is not eligible for a "missed deadline" refund for that period.
  • 6. Chargebacks and unauthorized disputes: attempting to reverse a payment without first completing our official Dispute Resolution process (Section 18) is treated as fraud, resulting in an immediate permanent ban, forfeiture of any pending balance, and cancellation of any active Commission without refund.
  • 7. Refund method and time limits: approved refunds are issued to the original payment method only. Requests made more than 180 days after payment may be offered as store/service credit instead.
  • 8. Open clause: management may, at its sole discretion, offer a refund for circumstances not explicitly listed above. This does not create an entitlement or precedent for future requests.

By opening a ticket and proceeding with payment, the Client acknowledges having read and accepted this Refund Policy in full.

13. Communication Rules

  • All communication related to a commission — including negotiation, quotes, counteroffers, questions, and delivery — must take place within the relevant Discord ticket.
  • Clients must not move commission negotiation, payment, delivery or dispute discussions outside the official ticket system. Off-platform communication or payment is not protected by Hallowix Studios.
  • Hallowix Studios is not responsible for, and will not investigate or provide support for, any issue, scam, or dispute arising from communication or payment conducted outside of the official ticket and payment system.
  • If any part of a commission is discussed via voice chat, it is the responsibility of both parties to agree on whether the conversation is recorded. Hallowix Studios will not arbitrate disputes based solely on an unrecorded voice conversation.

14. Intellectual Property and Portfolio Use

  • Upon full payment, the Client receives an exclusive license to use the delivered work for the purpose agreed upon in the ticket, meaning Hallowix Studios will not sell, reuse, or license that same deliverable to any other Client. Ownership of the underlying creative work remains with Hallowix Studios and the assigned Freelancer, who reserve the right to showcase the completed work in their portfolio and promotional materials, unless the Client requests otherwise in writing at the time of commissioning.
  • Delivered work, files, and any related assets may not be resold, redistributed, or claimed as the Client’s own original work without explicit written permission from Hallowix Studios.
  • Unless otherwise agreed with management in advance, Hallowix Studios reserves the right to showcase any completed commission in its portfolio or promotional materials. Client names or personal information will not be used without explicit permission.
  • Source/editable files are not included by default and may require a separate agreement and fee.

15. Privacy and Logging

  • Personal information provided through a ticket or invoice is kept private and is not sold or shared with third parties.
  • Every ticket is automatically logged as a transcript when closed. This transcript is visible only to management and is used to resolve disputes, verify commission history, and maintain service quality.
  • We do not store full payment card details; all card processing is handled directly and securely by Stripe.

16. Prohibited Conduct

  • Attempting to bypass the official payment system for a commission originating from Hallowix Studios.
  • Harassment, threats, or abusive language directed at Clients, Freelancers, or staff.
  • Opening tickets in bad faith, with no genuine intent to proceed, or for the purpose of spam.
  • Leaving false, manipulated, or incentivized reviews.
  • Any violation of these Terms may result, at staff’s discretion, in a warning, temporary suspension, permanent ban, and/or refusal of future service. Users removed for a Terms violation while an order is active are not entitled to a refund for that order.

17. Management Discretion

These Terms and our server rules aim to cover every foreseeable situation, but no document can anticipate every scenario a growing community will encounter.

  • Hallowix Studios management reserves the right to make a final decision on any matter not explicitly addressed in these Terms or our rules, acting in what it reasonably believes to be the best interest of the community and the platform.
  • This discretion is not a license for arbitrary or discriminatory action — it exists specifically to resolve genuine gaps and edge cases fairly.

18. Dispute Resolution

  • Step 1 — Direct discussion: disputes should first be raised directly within the relevant ticket, between the Client and the assigned Freelancer.
  • Step 2 — Staff mediation: if direct discussion does not resolve the issue, either party may request that an admin be added to the ticket. The admin has access to the full ticket history to make an informed decision.
  • Step 3 — Final decision: the decision issued by Hallowix Studios management regarding refunds, reassignments, or forced ticket closures is considered final within the scope of the service we provide.

For scam allegations specifically, tag a member of management directly in the relevant ticket. We are not liable for any payment made privately, outside of our official ticket and payment system.

19. Limitation of Liability

Hallowix Studios acts as an intermediary connecting Clients with independent Freelancers. To the maximum extent permitted by applicable law, Hallowix Studios is not liable for: the subjective artistic or technical quality of delivered work beyond what was explicitly agreed upon in the accepted Quote; delays caused by circumstances outside our reasonable control; or technical issues originating from Discord, Stripe, PayPal, or other third-party services not directly controlled by Hallowix Studios.

All services and digital goods are provided "as is." Under no circumstances shall Hallowix Studios be liable for any indirect, incidental, or consequential damages arising from the use of, or inability to use, our services.

20. Changes to These Terms

Hallowix Studios reserves the right to modify these Terms at any time. Material changes will be announced on the server. Continued use of our services after a change takes effect constitutes acceptance of the updated Terms.

21. Contact

For questions about these Terms, refund requests, or to report an issue, please open a ticket on the main server or contact us at [insert contact email/channel].

The following provisions apply in addition to everything above and govern your relationship with Hallowix Studios in full.

  • Agreement: by accessing our server and placing an order with Hallowix Studios, you confirm that you are in agreement with, and bound by, these Terms of Service in their entirety, together with our server rules.
  • License: Hallowix Studios grants you a revocable, non-exclusive, non-transferable, limited license to access and use our server and services strictly in accordance with these Terms. This license may be revoked at any time for any violation of these Terms.
  • No warranties: our services and any delivered digital goods are provided "as is" and "as available," without warranties or guarantees of any kind, express or implied, except as explicitly stated in Section 9 (Support & Warranty).
  • Limitation of liability: under no circumstances shall Hallowix Studios, its management, staff, or affiliated Freelancers be liable for any direct, indirect, incidental, special, or consequential damages arising out of the use of, or inability to use, our services, even if advised of the possibility of such damages. Where liability cannot be fully excluded under applicable law, our total liability is limited to the amount actually paid by the Client for the specific Commission giving rise to the claim.
  • Indemnification: you agree to indemnify and hold harmless Hallowix Studios, its management, staff, and affiliated Freelancers from any claim or demand, including reasonable legal fees, arising out of your use of our services or your violation of these Terms or any applicable law or third-party right.
  • Third-party services: our services rely on third-party platforms, including Discord, Stripe, and PayPal. We are not responsible for outages, policy changes, or account actions taken by these third parties that are outside of our direct control.
  • Severability: if any provision of these Terms is found invalid or unenforceable, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.
  • No waiver: our failure to enforce any right or provision of these Terms will not be considered a waiver of that right or provision.
  • Entire agreement: these Terms, together with our server rules, Refund Policy, and any other written policy referenced herein, constitute the entire agreement between you and Hallowix Studios regarding the use of our services.
  • Governing law: these Terms are governed by the laws of [insert jurisdiction], without regard to its conflict-of-law provisions. Any dispute not resolved through the process in Section 18 shall be subject to the jurisdiction of the competent courts of [insert jurisdiction].

This disclaimer, together with all preceding sections, applies fully and without exception to every Client and visitor using the Hallowix Studios Discord server, website and associated client-facing services.

These Terms of Service may be updated, amended, or replaced at any time, at our sole discretion, with or without prior notice. We recommend checking this document periodically. Continued use of Hallowix Studios’ server and services after any change constitutes your acceptance of the revised Terms.

Developed & designed by Raffaele Montuori.