ColophonAI content disclosure, Bristol

Terms of business and website terms

Last updated 24 September 2026

Part A applies when you book any service from Colophon. Part B applies when you use this website.

Part A: Terms of business

1. Who we are

Colophon is a trading name of The Thousand Rays Ltd, a company registered in England and Wales, company number 16823245, with its registered office at 15 Heath Street, Bristol, England, BS5 6SN. Email ray@thebristolcreative.co, telephone +44 7960 800999.

2. Who these terms are for

Our services are for businesses and other organisations. If you book on behalf of an organisation, you confirm you’re authorised to do so. If you book as a consumer, you have legal rights these terms don’t affect, which may include the right to cancel within 14 days of booking.

3. How we agree the work

Before any paid work starts, we send you a written scope and price by email. The contract begins when you accept it in writing or pay the first invoice. If your written scope conflicts with these terms, the scope applies. If the number of assets turns out to be higher than the band in your scope, we’ll tell you before going further and agree the new band in writing.

4. What our work is, and what it isn’t

We assess content against published law and guidance, including Article 50 of the EU AI Act, the European Commission’s Guidelines on the transparency obligations and the Code of Practice on Transparency of AI-Generated Content. We are not a law firm and we don’t give legal advice. Our work reflects the law and guidance published on the date we carry it out. Regulators, courts and platforms may take a different view, and we can’t guarantee their decisions. We don’t update past work when the rules change, unless you’re on a retainer. We don’t certify, accredit or approve compliance, and our work must not be described as certification. The rules and guidance are still changing, so we recommend reviewing your record at least every six months, and we’ll remind you when it’s due.

5. Your part

You give us accurate information and the access we need, and you confirm you’re entitled to share the material you send us. Decisions about what to publish, and responsibility for complying with the law, stay with you. Our assessments inform those decisions. They don’t transfer your legal duties to us.

6. Prices and VAT

Our prices are fixed, and published on our services page or set out in your written scope. Prices exclude VAT. Where VAT applies, we add it at the current rate. Business clients outside the UK normally account for any VAT due in their own country under the reverse charge.

7. Payment

Work under £1,000 is paid in full when you book. One-off work of £1,000 or more is invoiced half when you book and half on delivery. Retainers are invoiced monthly in advance, or yearly in advance if you choose annual payment. Invoices are due within 14 days.

You can pay by card through the secure SumUp link on your invoice, or by bank transfer to the UK bank account shown on your invoice. We invoice in pounds sterling. If you pay from outside the UK, any bank or transfer charges are yours, and the full amount of the invoice must arrive.

We will never change our bank details by email. If you receive a message saying they’ve changed, call us on +44 7960 800999 before you pay.

If an invoice is paid late, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, and pause work until overdue invoices are paid.

8. Retainers

Retainers run for a minimum of three months, then continue month to month until either of us gives 30 days’ notice in writing. Each month covers the number of assets in your plan, and unused checks don’t carry over. You can move to a different plan from the start of the next month. Annual payments cover twelve months and are not refundable after the first 30 days.

9. Changes and cancellation

You can change the scope before we start, and we’ll confirm any change to the price in writing. If you cancel after work has started, you pay for the work done up to that point. Training days cancelled with less than ten working days’ notice are charged at half the fee.

10. Confidentiality

We keep your information confidential and use it only to do the work. We’ll sign your own non-disclosure agreement on request. We don’t name clients publicly without their permission.

11. Intellectual property

You keep all rights in your own material. Once you’ve paid in full, you may use the deliverables we write for you, such as your Disclosure Record and reports, for any purpose, including sharing them with your clients and regulators. We keep all rights in our own methods, templates, checklists and know-how.

12. Our use of AI tools

We may use AI tools in our work. Every decision in a deliverable is made and reviewed by a person. We don’t put your unpublished material into AI tools that are permitted to train on it.

13. Data protection

Each of us will comply with the data protection laws that apply to us, including the UK GDPR, the Data Protection Act 2018 and, where it applies, the EU General Data Protection Regulation. Your assets may contain personal data, such as images of people. When we handle that data for you, you’re the controller and we’re your processor, and we will:

  • process it only on your documented instructions;
  • make sure anyone who handles it is bound by confidentiality;
  • keep it secure with appropriate technical and organisational measures;
  • use other processors only under written contracts that protect it in the same way;
  • help you respond to requests from individuals and to any security incident, and tell you without undue delay if we become aware of a breach;
  • delete or return it when the work ends, unless the law requires us to keep it;
  • give you the information you need to show that these obligations are met.

Our privacy notice explains how we handle our own contacts’ data.

14. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can’t be limited by law. Subject to that, our total liability for an engagement is limited to the fees you paid for it, and for a retainer to the fees paid in the twelve months before the claim. We’re not liable for loss of profit, revenue, business or goodwill, or for any indirect loss.

15. Ending the contract

Either of us can end the contract by written notice if the other seriously breaches it and doesn’t put it right within 14 days of being asked to, or becomes insolvent. You pay for work done up to the date it ends.

16. Events outside our control

Neither of us is responsible for delay or failure caused by events outside our reasonable control.

17. Complaints

If you’re unhappy with our work, email us. We’ll acknowledge your complaint within two working days and aim to resolve it within ten.

18. General

These terms and your written scope form the whole agreement between us. Any change must be agreed in writing. No one else has rights under this contract, including under the Contracts (Rights of Third Parties) Act 1999. If any part of these terms is found unenforceable, the rest still applies.

19. Law and courts

English law governs these terms, and the courts of England and Wales have jurisdiction. This applies wherever you’re based, but it doesn’t remove any rights you have under the law of your own country that can’t be excluded by agreement.

Part B: Using this website

20. Our content

The text, drawings, labels and layout of this site belong to us. You may read, print and link to our pages. You may not copy substantial parts of them or republish them without our written permission.

21. No advice

The information on this site is general. It isn’t advice about your situation, and the rules it describes change, so check the date on each page.

22. Links

We link to other websites for convenience. We aren’t responsible for their content.

23. Changes to these terms

We may update these terms. The date at the top shows the latest version, and the version in force when you book applies to that booking.