Legal

Legal Policies

Production-ready legal documentation covering privacy, service terms, data protection, and accessibility for game & animation collaborations with Otherworlds Studio.

Browse the policies below or use the navigation to jump directly to the documentation you need.

1. Company & Scope

Legal Entity: Otherworlds Studio, LLC (d/b/a Otherworlds Studio & Otherworlds AI)

Studios Covered: Game cinematic, in-engine animation, virtual production, rigging, and live-ops support.

This Privacy Policy governs data collected through otherworldsstudio.com, production intake forms, demo submissions, and all client collaboration workflows.

By visiting our sites, requesting proposals, or collaborating on production work, you consent to the practices described here.

Effective: January 1, 2025 | Last Updated: February 12, 2025

2. Information We Collect

2.1 Directly from You

Contact data (name, studio, email, phone, role, region).
Project briefs, shot lists, schedules, NDAs, and pipeline documentation.
Production assets you provide: concept art, reference videos, mocap recordings, animation rigs.
Support history: call notes, Jira tickets, Slack threads, QA spreadsheets.

2.2 Automatically

Device metadata, browser type, IP-based region, session identifiers.
Site analytics and error diagnostics collected via first-party cookies.
Production portal telemetry (asset download logs, review approvals, file versioning).
Advertising and conversion tracking data via Google Analytics and Google Ads to measure campaign performance and optimize ad delivery.

2.3 Third-Party Sources

Vendor onboarding data from payment processors, VO artists, and motion capture stages.
Marketing attribution from opt-in campaigns, trade shows, and partner referrals.

3. How We Use Personal Data

Production & Delivery

Scoping animation sprints, allocating crew, and forecasting resource availability.
Coordinating motion capture, voice sessions, and vendor bookings.
Quality assurance, feedback cycles, and version control.

Operations & Compliance

Billing, tax compliance, contract administration, and anti-fraud checks.
Security monitoring, access auditing, and incident response.
Improving service offerings, reels, and case-study insights.

Processing relies on contractual necessity, legitimate interest, explicit consent, or legal obligation, depending on the context.

4. Data Retention & Transfers

Record Type	Retention
Contracts, SOWs, NDAs	7 years after project close (legal & audit)
Production Assets & Renders	Lifetime of engagement + 3 years (client resupply requests)
Analytics & Telemetry	26 months (aggregated)
Support Conversations	24 months

Data may be stored or processed in the United States, Canada, or EU regions where our render partners operate. We rely on Standard Contractual Clauses and vetted subprocessors.

5. Rights & Requests

Residents of the EU/UK, EEA, California, and other jurisdictions can exercise access, correction, deletion, portability, and objection rights.

How to reach us:

Email: projects@otherworldsstudio.com
Mail: Otherworlds Studio, LLC — Privacy Office, 1500 N Grant St STE R, Denver, CO 80203, USA
Response time: 30 days (GDPR) / 45 days (CCPA)

1. Engagement Overview

These terms govern use of our sites, demo reels, proposal process, and any production services delivered through Statements of Work (SOWs) or Master Service Agreements (MSAs). When terms conflict, the executed SOW controls.

2. Services & Workflow

Pre-production: discovery, look dev, animation tests, rig audits.
Production: keyframe passes, mocap cleanup, simulation, lighting.
Delivery: review links, shot breakdowns, source files, engine-ready exports.
Support: bug fixes, integration guidance, and live ops refreshes as defined in the SOW.

3. Client Responsibilities

Provide timely feedback, approvals, and access to tooling (Perforce, Unreal, Unity, motion libraries).
Supply legally licensed assets, clearly labeled reference material, and platform requirements.
Maintain a primary point of contact for daily stand-ups or async reviews.

4. Fees, Changes, & Suspension

Invoices follow the schedule in the SOW; default net terms are 15 days.
Scope changes (new platforms, cinematics, additional characters) require a written change order.
We may pause work for unpaid invoices, unresolved feedback, or security concerns.
Either party may terminate for material breach with 15 days written notice and opportunity to cure.

5. Intellectual Property & Credits

We retain ownership of pre-existing tools, rigs, scripts, and proprietary workflows. Upon full payment, clients receive the license or ownership defined in the SOW.

Credits, usage restrictions, and portfolio rights are negotiated per project. Any open-source or third-party middleware is subject to its own license.

6. Warranties & Liability

Services are provided “as is.” We disclaim implied warranties and limit liability to fees paid in the preceding twelve (12) months. Colorado law governs unless both parties agree otherwise in writing.

1. Purpose

This policy ensures animation assets, shot reviews, and collaboration tools are used responsibly and lawfully.

2. Prohibited Activities

Uploading unlawful, defamatory, or unlicensed materials.
Reverse engineering tools we provide (control rigs, Python utilities) without written consent.
Sharing portal access outside authorized team members.
Using our infrastructure for crypto mining, botnets, or unrelated commercial services.

3. Content Standards

We reserve the right to decline or remove content that violates platform policies, ESRB/PEGI ratings, or partner platform rules.

4. Enforcement

Violations may result in access suspension, termination, or reporting to appropriate authorities. We will provide written notice with remediation steps where feasible.

1. Roles & Responsibilities

For most engagements we act as a data processor handling assets on behalf of the client (data controller). When delivering our own demo reels or marketing sites we act as controller.

2. Security Measures

ISO 27001-aligned controls, least-privilege access, and MFA.
Versioned backups, per-project encryption keys, and secure transfer (SFTP, Aspera, Signiant, or Frame.io).
Annual vendor risk reviews, NDAs, and subcontractor SLAs.

3. Subprocessors

We maintain a current list covering render farms, mocap stages, VO studios, cloud providers, and communication platforms. Clients may request notifications and object to replacements with reasonable cause.

4. Data Subject Requests

We assist controllers by forwarding requests, providing logs, and deleting or anonymizing data when instructed and technically feasible.

5. Breach Protocol

Any confirmed incident is reported without undue delay (within 72 hours for GDPR matters) along with remediation steps and impact analysis.

1. Production Cadence

Standard hours: Monday–Friday, 9am–6pm Mountain Time.
Critical builds, live-ops drops, or broadcast events may include approved weekend coverage.
Daily syncs or async reports through preferred channels (ShotGrid, SyncSketch, Frame.io, Slack).

2. Response Targets

General inquiries: within 1 business day.
Blocking issues: within 4 business hours.
Render farm incidents: initial response in 2 hours, resolution updates every 6 hours.

3. Delivery Assurance

Shot deliveries follow mutually agreed calendars. If dependencies outside our control slip (e.g., mocap stage, voice actor, publisher approvals), we will provide alternative timelines and mitigation plans.

4. Uptime Commitments

Internal collaboration portals target 99.5% uptime. If availability drops below 99%, we credit affected months per the SOW.

1. Pre-Existing Materials

Our rigs, shaders, control scripts, and animation libraries remain our property unless purchased outright. Third-party middleware retains its original licenses.

2. Project Deliverables

Ownership or licensing of final assets (FBX, Maya scenes, Unreal sequences, video renders) is dictated by the SOW. We may retain archival copies for portfolio or continuity unless prohibited.

3. Portfolio Rights

We value the ability to showcase finished work after public release. Clients can negotiate embargo periods, NDAs, or anonymous showcases in writing.

4. Trademark & Attribution

Client logos and trademarks are used strictly per brand guidelines. Credit placement follows game industry standards (end credits, marketing collateral) when granted.

1. Security Posture

MFA for all portals, VPN access for remote artists, and device management.
Segregated environments for unreleased titles with dedicated access controls.
Encrypted storage (AES-256) and TLS 1.3 for data in transit.

2. Asset Control

Assets are versioned through secure DAM systems with audit trails. Builds and renders are watermarked or hashed to detect tampering.

3. Incident Response

Security incidents are triaged by our internal task force, documented, and communicated per contractual commitments. Penetration testing and tabletop exercises occur annually.

4. Compliance Alignment

We align with SOC 2, ISO 27001, and TPN best practices relevant to cinematic & game production supply chains.

1. Deposits & Progress Payments

Projects typically require a 30–50% deposit to secure production slots. Deposits are applied to final invoices and are non-refundable once kickoff has occurred, unless we fail to deliver agreed work.

2. Cancellation

Client-driven cancellation after kickoff: billed for completed work, committed vendor fees, and a reasonable wind-down charge.
Mutual cancellations: parties agree on prorated fees for work in progress.
Schedule pauses longer than 30 days may incur holding fees to retain allocated crew.

3. Quality & Revisions

If deliverables deviate from agreed specs, we will promptly revise at no additional charge. Refunds are issued only when we are unable to meet the SOW after remediation attempts.

4. Payment Disputes

Disputes must be raised within 10 days of invoice receipt. We will review playblasts, renders, and revision notes to resolve fairly.

1. Commitment

We aim for WCAG 2.1 AA conformance across public websites, client portals, and delivered web experiences. Accessibility is integrated into our design reviews, UI kits, and QA passes.

2. Measures

Semantic HTML, ARIA labels, and keyboard navigation support.
Captioning or transcripts for promotional and behind-the-scenes videos when feasible.
Contrast-tested color palettes and adjustable typography.
Accessible animation guidelines (reduced motion states, flashing content checks).

3. Continuous Improvement

We audit major releases annually and whenever navigation or interaction patterns change significantly. Third-party feedback is welcomed.

4. Feedback

Report barriers to projects@otherworldsstudio.com or call +1 (720) 240-9188. We will respond within 5 business days.

Compliance Standards

Our legal and security posture is aligned with leading global regulations and entertainment industry benchmarks.

GDPR & UK GDPR

Data Processing Agreements & SCCs on request

CCPA / CPRA

Opt-out and data request workflows established

SOC 2 Alignment

Security controls audited annually

ISO 27001 Inspired

Risk assessments & vendor reviews

TPN Ready

Trusted Partner Network best practices for media

WCAG 2.1 AA

Accessibility baked into design system

Questions About Our Policies?

Our legal team is available to review custom clauses, execute DPAs, and share security artifacts for enterprise reviews.