Legal Terms & Policy Information

When you engage HyperProFlux for corporate event planning, you're entering into a professional services agreement governed by Taiwan business law. Our office at Lane 174, Section 2, Bade Road in Zhongshan District serves as the primary jurisdiction for all contractual matters.

Each project begins with a detailed proposal outlining scope, deliverables, and timelines. Once you accept our proposal, it becomes a binding agreement. We've been doing this since 2019, and honestly, the clearer we are upfront, the smoother everything goes.

Payment structures vary by project size. Most corporate events require a deposit to secure vendor bookings, with milestone payments throughout the planning process. Final payment is due before event day – this protects both parties and keeps everything running smoothly.

Business circumstances change. We get it. If you need to cancel or significantly modify your event, here's what typically applies.

Cancellations more than 90 days before your event date usually result in a refund minus any non-recoverable vendor costs we've already committed. Between 60-90 days, you can expect around 50% refund after vendor deductions. Less than 60 days out, most costs become non-refundable because we've secured venues, catering, and other suppliers on your behalf.

Postponements are different from cancellations. If you need to move your event to a later date within the same calendar year, we'll work with you to transfer existing deposits and bookings when possible. No guarantees – vendor availability changes – but we'll do our best.

• Force majeure events (natural disasters, government restrictions) are handled case-by-case
• Minor modifications to event details typically don't affect your contract
• Major scope changes may require a new agreement

We collect information necessary to plan your event: attendee lists, dietary requirements, company branding materials, budget details. Standard stuff for event planning, but we take the privacy side seriously.

Your data stays with us unless sharing it is essential for event execution. For example, we'll share attendee counts with caterers and venue names with transportation providers. We won't sell your information to marketing companies or use your contact details for unrelated promotions.

After your event concludes, we keep project records for three years for accounting and reference purposes. If you want your data removed earlier, contact us at help@hyperproflux.com, and we'll handle it within 30 days (keeping only what's legally required for financial records).

Event concepts we create for you belong to your company once you've paid in full. That includes themes, décor plans, and custom elements we design specifically for your event. You can reuse those ideas for future events without additional fees to us.

But there's nuance here. If we bring in established concepts or templates we've used before, those remain our intellectual property. Think of it like this: the custom logo treatment we create for your stage backdrop is yours, but our general planning framework and vendor relationships aren't transferable.

Photography and video from your event get tricky. Professional photographers we hire typically retain copyright to their images while granting you usage rights. We negotiate these terms beforehand, so you know exactly what you're getting. Most packages include unlimited internal use but restrict commercial advertising without photographer approval.

• We may request permission to feature your event in our portfolio
• Client approval required before we publish any photos or details
• Vendor portfolios operate under separate agreements

We carry professional liability insurance covering our planning services and advice. This protects you if something goes wrong due to our oversight or error in professional judgment.

What it doesn't cover: issues arising from vendor performance, venue problems, or circumstances outside our control. For instance, if the caterer you approved delivers subpar food, that's between you and the caterer (though we'll absolutely advocate on your behalf).

You're responsible for obtaining event insurance for your actual gathering. This typically covers property damage, injuries to attendees, and cancellation costs due to unforeseen circumstances. We can recommend insurers familiar with corporate events in Taiwan, but the policy needs to be in your company's name.

By providing your email and phone number, you're agreeing to receive project-related communications from our team. This includes planning updates, vendor confirmations, and timeline reminders. We won't bombard you – just what's necessary to coordinate your event.

After your event, we may occasionally send relevant information about our services or industry insights. You can opt out anytime by replying to any email with "unsubscribe" or adjusting preferences in our client portal.

For legal notices or contract modifications, we'll use the contact information you provided during onboarding. It's your responsibility to keep this current. If we send something to your last known address or email and it bounces back, we've still fulfilled our notification obligation under Taiwan law.

If something goes sideways and we can't resolve it through normal conversation, our contracts specify mediation before litigation. We'll both select a neutral mediator familiar with Taiwan business practices to help find a solution.

This approach saves time and money compared to going straight to court. In six years of operation, we've only needed formal mediation twice – most issues get sorted out with honest dialogue and compromise.

Should mediation fail, disputes fall under jurisdiction of Taipei courts, given our registered business location in Zhongshan District. Contracts are governed by Taiwan law, which generally favors clear documentation and good-faith business practices.