FIVEO COINS INC. ("FIVEO") provides custom artwork and product-design services to assist customers in developing challenge coins, badges, patches, insignia, lapel pins, medals and other custom products intended to be manufactured by FIVEO.
The following terms apply to preliminary artwork, concepts, renderings, revisions, proofs, production-ready designs and other creative work prepared by FIVEO unless otherwise agreed to in writing.
1. Complimentary Artwork Is Part of Our Manufacturing Service
FIVEO does not provide complimentary artwork as a standalone graphic-design service.
Artwork created without an upfront design charge is provided on the understanding that the customer is genuinely considering manufacturing the resulting product through FIVEO.
The time spent consulting, researching, designing, illustrating, revising, developing concepts and preparing production artwork represents a significant investment of professional time and resources by FIVEO.
Complimentary artwork is therefore provided as part of FIVEO's prospective manufacturing relationship with the customer.
Submission of a design request, authorization to begin artwork, requesting revisions, or approving artwork constitutes acknowledgement that the project is subject to this policy.
2. Commercial Value of Complimentary Artwork
Artwork provided without an upfront charge should not be interpreted as having no commercial value.
FIVEO may identify the normal commercial value of custom artwork, illustration or design-development services on quotations, project records, artwork proofs or other documentation while showing those services as complimentary when the associated product is manufactured through FIVEO.
Custom Artwork & Design Development
- Commercial Value
- $___
- FIVEO Manufacturing Client Price
- Complimentary
Complimentary pricing reflects FIVEO's anticipated manufacturing relationship with the customer and does not constitute a waiver of FIVEO's intellectual-property rights or the underlying commercial value of the design work.
3. Ownership of FIVEO-Created Artwork
Unless expressly transferred or assigned by FIVEO in writing, all original artwork and creative material created by FIVEO remain the intellectual property of FIVEO to the extent of FIVEO's rights in that material.
This includes, where applicable:
- original illustrations;
- layouts;
- compositions;
- typography arrangements;
- custom backgrounds;
- graphic elements;
- product layouts;
- design concepts;
- mockups;
- 2D and 3D renderings;
- production drawings;
- digital proofs;
- production artwork;
- templates;
- working files; and
- other original creative elements developed by FIVEO.
Providing a JPG, PNG, PDF, screenshot, proof, mockup or other preview to a customer does not constitute a transfer or assignment of ownership.
The customer receives a limited right to review the artwork for the purpose of evaluating, revising and approving a potential FIVEO manufacturing order.
No third-party manufacturing rights are granted merely because artwork has been supplied or approved.
4. Client-Supplied and Third-Party Intellectual Property
Customers remain responsible for obtaining permission to use any logos, crests, photographs, insignia, trademarks, copyrighted materials, badges, government marks, official emblems or other intellectual property supplied to FIVEO.
By submitting such material, the customer represents that they have the authority or permission necessary for its intended use.
Ownership of customer-supplied and third-party intellectual property remains with its respective lawful owner.
FIVEO's ownership of its original design work does not give FIVEO ownership of trademarks, logos, police insignia, government marks, photographs or other intellectual property supplied by or belonging to the customer or another party.
Where FIVEO incorporates third-party material into a larger design, FIVEO may retain rights in its own original creative contributions while the underlying third-party intellectual property remains with its owner.
5. Manufacturing Rights
Artwork created by FIVEO may not be submitted, forwarded, reproduced, recreated, traced, modified or supplied to another manufacturer, designer, engraver, mint, factory or vendor without FIVEO's prior written authorization.
This restriction includes using:
- FIVEO artwork in its entirety;
- substantially similar versions of FIVEO artwork;
- traced or redrawn versions;
- individual illustrations or design elements created by FIVEO;
- production layouts based substantially upon a FIVEO concept;
- screenshots or low-resolution proofs used as references;
- cropped or watermarked versions;
- photographs of the artwork used as production references; or
- instructions provided to another supplier to recreate substantially the same FIVEO-developed design.
Manufacturing authorization is granted when an eligible production order is placed with FIVEO for the applicable project or where FIVEO provides a separate written licence or Artwork Release.
6. Minor Changes Do Not Automatically Create a New Design
Changing minor elements of a FIVEO-created design does not automatically eliminate FIVEO's rights in its original creative work.
Examples may include:
- changing colours;
- changing plating or finish;
- removing a watermark;
- changing limited text;
- slightly repositioning elements;
- changing an edge or border;
- tracing artwork;
- simplifying artwork; or
- having another designer redraw substantially the same composition.
Whether a later work legally infringes copyright or other rights depends on the applicable law and the specific facts of the case.
7. 60-Day Project Activity Period
Complimentary artwork remains associated with an active project for 60 calendar days following the most recent substantive project activity.
Substantive activity may include:
- delivery of artwork;
- delivery of a revision;
- customer design feedback;
- quotation activity;
- approval activity;
- meaningful project correspondence; or
- another material step toward production.
Routine automated correspondence does not necessarily reset the 60-day period.
If FIVEO receives no meaningful response or production commitment within that period, the project may be classified as Dormant or Closed – No Production Order.
FIVEO is not obligated to indefinitely maintain complimentary design services for inactive or dormant projects.
8. Design & Development Cost Recovery
FIVEO's complimentary artwork service is provided in anticipation of a genuine manufacturing order through FIVEO.
Where substantial custom artwork, illustration, consultation, revisions or design-development work has been completed and the project does not result in a production order within the applicable 60-day project activity period, the complimentary-design arrangement may expire.
FIVEO reserves the right, where appropriate, to assess a reasonable Design & Development Recovery Fee reflecting the time and resources invested in developing the project.
The applicable amount may take into consideration:
- design complexity;
- illustration requirements;
- number of concepts prepared;
- number and extent of revisions;
- consultation time;
- research and development time;
- production-preparation work; and
- overall project scope.
The purpose of this provision is not to charge customers who proceed with manufacturing through FIVEO. It is intended to protect FIVEO where substantial professional design and development services are used without a resulting manufacturing order.
Where the customer subsequently proceeds with the original project through FIVEO, FIVEO may, at its discretion, waive, reduce or credit any applicable Design & Development Recovery Fee toward the production order.
9. Dormant Project Reactivation
A project that becomes dormant may be reactivated at FIVEO's discretion.
Before additional complimentary design work is undertaken, FIVEO may require confirmation that the customer genuinely intends to continue toward production.
Where a dormant project requires:
- substantial new design work;
- reconstruction of older files;
- significant revisions;
- creation of new concepts; or
- a material change in scope,
FIVEO may advise the customer that additional design charges apply before further work begins.
Reactivation of a dormant project does not transfer ownership of FIVEO-created artwork or grant third-party manufacturing rights.
10. Design Release / Third-Party Manufacturing Licence
A customer who decides not to manufacture through FIVEO may request a Design Release or Third-Party Manufacturing Licence.
FIVEO is not obligated to grant such a release.
Where FIVEO agrees to provide one, the customer may be required to pay an Artwork Release or Licensing Fee based upon the amount and complexity of work completed.
The applicable fee may take into account:
- design complexity;
- illustration work;
- number of concepts;
- number of revisions;
- development time;
- commercial value of the artwork; and
- scope of the requested licence.
Any permitted use must be confirmed by FIVEO in writing.
11. Artwork Release Does Not Transfer Third-Party Rights
Payment of an Artwork Release Fee or receipt of a Third-Party Manufacturing Licence applies only to rights that FIVEO has authority to license.
It does not automatically:
- transfer ownership of a police crest;
- transfer ownership of a government mark;
- grant rights to a client's trademark;
- transfer ownership of third-party photography;
- grant permission FIVEO itself does not possess; or
- override restrictions imposed by another rights holder.
Customers remain responsible for obtaining any additional permissions required from third-party rights holders.
13. Revisions
Complimentary design services include a reasonable number of revisions intended to finalize a genuine manufacturing order.
FIVEO reserves the right to charge additional design fees where:
- revisions become excessive;
- the original concept is repeatedly changed;
- entirely new concepts are requested after substantial work has already been completed;
- multiple unrelated designs are requested for comparison;
- previously approved artwork is repeatedly restarted;
- substantial new artwork is introduced late in development;
- artwork is substantially redesigned after approval;
- the project materially changes in scope; or
- the project no longer appears reasonably connected to a prospective manufacturing order.
FIVEO will advise the customer before additional paid design work begins.
14. Source and Production Files
Editable artwork and production source files remain proprietary FIVEO working materials unless specifically included in a written Design Release, licence or intellectual-property assignment.
FIVEO is not obligated to provide:
- Adobe Illustrator files;
- Photoshop files;
- vector source files;
- CAD files;
- engraving files;
- factory drawings;
- layer-separated artwork;
- colour-separated production files;
- dies;
- mould files;
- tooling specifications;
- internal templates; or
- other proprietary production files.
Customers will ordinarily receive proof-quality files necessary for review and approval.
Where FIVEO agrees to release source or production files, additional charges and conditions may apply.
15. Watermarked Artwork
FIVEO may place watermarks, copyright notices, project identifiers, proof notices, ownership notices or other markings on preliminary artwork.
Removal, concealment, cropping or alteration of these notices does not transfer manufacturing rights, copyright or ownership.
16. Approved Production Orders
When the customer places the agreed manufacturing order with FIVEO and satisfies required payment or order terms, FIVEO grants the customer the necessary licence to use the approved design for the products included in that FIVEO manufacturing project.
Unless otherwise agreed in writing, FIVEO continues to own its original creative contributions while the customer retains ownership of their pre-existing trademarks, logos and other supplied intellectual property.
Placing a production order with FIVEO does not automatically grant the customer the right to subsequently provide FIVEO-created artwork to another manufacturer.
A separate written Artwork Release or Third-Party Manufacturing Licence is required for manufacturing outside FIVEO where FIVEO-created artwork is involved.
17. Reorders
Where a design has previously been manufactured through FIVEO, FIVEO may retain the artwork and associated production information to facilitate future reorders.
Reorders remain subject to:
- current manufacturing availability;
- current pricing;
- applicable intellectual-property permissions;
- current product specifications; and
- any restrictions associated with the project.
18. FIVEO Recovery Production
Where a project has remained inactive for more than 60 days, FIVEO may reserve certain rights regarding designs composed entirely of intellectual property owned or controlled by FIVEO.
Where legally permitted and where FIVEO possesses the necessary rights, FIVEO may consider limited recovery production for the purpose of recovering reasonable design and development costs.
FIVEO will not exercise a recovery-production right where doing so would require unauthorized commercial use of:
- customer-owned intellectual property;
- third-party intellectual property;
- licensed material;
- police insignia;
- government marks;
- protected organizational logos;
- trademarks;
- confidential material; or
- otherwise restricted intellectual property.
Where such third-party rights exist, FIVEO may instead rely upon the Artwork Release, Design & Development Recovery, Project Reactivation or other remedies contained within this policy.
Any separate written agreement authorizing FIVEO to manufacture a predetermined quantity of abandoned-project products will take precedence over this section.
19. Confidential Projects
Customers requiring confidentiality should advise FIVEO before or during design development.
Where appropriate, FIVEO may agree in writing to additional confidentiality restrictions.
Confidential treatment does not transfer ownership of FIVEO-created artwork unless specifically stated.
Where confidentiality, licensing or usage restrictions apply, those restrictions take precedence over any general promotional or recovery rights contained in this policy.
20. Portfolio and Promotional Use
Subject to confidentiality obligations, third-party intellectual-property restrictions and any separate agreement with the customer, FIVEO may photograph or display products it has lawfully manufactured for purposes such as:
- portfolio use;
- website content;
- social media;
- catalogues;
- samples;
- trade displays; and
- marketing materials.
Where a design contains restricted law-enforcement, governmental, military or otherwise controlled imagery, applicable licensing, confidentiality or usage requirements will take precedence.
21. FIVEO Design Archive and Vault
FIVEO may securely retain artwork, proofs, manufacturing records, project records and finished-product photography in its internal design archive or FIVEO Vault for legitimate business purposes including:
- historical records;
- reorders;
- project administration;
- manufacturing reference;
- rights management;
- internal search;
- design similarity review;
- duplicate identification; and
- preservation of FIVEO's design history.
Internal archival storage does not expand FIVEO's rights in customer-owned or third-party intellectual property.
The FIVEO Vault is an internal FIVEO system and is not intended to provide unrestricted public or client access to FIVEO's complete design archive.
22. No Implied Transfer of Rights
No ownership transfer, copyright assignment or third-party manufacturing licence should be inferred merely because:
- FIVEO created artwork without an upfront charge;
- a customer participated in design discussions;
- a customer supplied ideas;
- the customer supplied a logo, badge or crest;
- FIVEO emailed or supplied a proof;
- the artwork was approved;
- a quotation was issued;
- an order was placed; or
- the customer possesses a copy of the artwork.
Any transfer, assignment or separate licence of FIVEO's rights must be expressly agreed to in writing by FIVEO.
23. Acceptance of Terms
This policy may be incorporated into:
- quotation requests;
- quotations;
- artwork proofs;
- order forms;
- email communications;
- FIVEO websites;
- customer portals;
- RFQ forms;
- artwork approval systems; and
- other electronic approval workflows.
By requesting that FIVEO commence custom design work, submitting materials for incorporation into a design, requesting revisions or approving artwork after receiving or being given access to this policy, the customer acknowledges that FIVEO's complimentary artwork services are provided subject to these terms.
Where electronic acknowledgement is used, FIVEO may retain records including:
- date and time of acceptance;
- policy version;
- customer identity;
- project or RFQ reference;
- associated email address or account; and
- acceptance status.
24. Policy Updates
FIVEO may update this policy from time to time.
The version applicable to an existing project will ordinarily be the version presented or accepted when the relevant design project commenced, unless FIVEO and the customer subsequently agree to updated terms.
25. Questions and Artwork Release Requests
Questions regarding:
- artwork ownership;
- design releases;
- third-party manufacturing permissions;
- source files;
- dormant projects; or
- use of FIVEO-created artwork
should be directed to FIVEO COINS INC.
© FIVEO COINS INC. All Rights Reserved.
FIVEO-created artwork is provided for review and FIVEO manufacturing purposes unless otherwise authorized in writing. Artwork, concepts and illustrations created by FIVEO may not be reproduced, traced, modified, supplied to or manufactured by another supplier without written authorization from FIVEO COINS INC.
Submitting artwork with your request
Share logos, crests, unit seals, sketches, mockups, or photo references that show the look you want. Vector files (SVG, AI, EPS when available) and high-resolution PNG or PDF files work best; JPG and HEIC are fine for references. Through Start Your Project you can attach up to 10 files, up to 25 MB each.
Questions about artwork ownership, design releases, or source files? Contact us. See our Privacy Policy for how contact and submission data is handled.