Every answer your procurement team needs, before the first call.

Your marketing team has found an agency it likes. Now procurement, legal and IT each have a list of questions, and the answers decide whether that agency ever reaches the shortlist. This page is written for the people holding those lists. It sets out who we are, how we contract, how we charge and how we look after your information, so you can check the basics before the first call rather than after the third.

Where something depends on the contract, we say so. We would rather tell you plainly what gets agreed in writing than publish a policy that cannot survive your legal team’s first redline.

Who we are and where we are registered

Quiamo is an independent, founder-led brand, media and communications agency. We are remote by design: the core team is in India and we work with companies around the world over video, shared workspaces and email. Our registered address is Padmavati Hills H103, Bavdhan, Pune 411021, India. Legal entity details, tax registrations and bank information are provided during vendor onboarding, in whatever form your supplier set-up requires.

You can see the senior people who would work on your account on our team page. The people you meet in the pitch are the people who do the work.

How engagements are structured

Most large companies work with us in one of three ways, and many start with the first before moving to the second.

• Project. A defined piece of work with a start, an end and a fixed fee: a brand strategy, an identity, a website, a launch campaign.
• Retainer. An agreed monthly scope for ongoing work such as search, media planning, content or corporate communications, at a flat monthly fee.
• Embedded team. Named Quiamo people working inside your rhythm, attending your stand-ups and using your tools, for a set period.

Whichever model fits, the scope sits in a statement of work. If you have a master services agreement, we work under it. If you do not, we can propose ours. Either way the statement of work names the deliverables, milestones, team, fees and approval points, so nobody has to rely on what was said in a meeting. How we work describes what a typical engagement looks like week by week.

How fees work

Every engagement is priced as a flat fee: a fixed price for a project, or a fixed monthly fee for ongoing work. We never charge a percentage of media spend, and we take no commission, rebates or mark-up on media. Media is paid by you directly to the platforms, and ad accounts stay in your name. Changes in scope are quoted before the work happens and approved in writing. The detail, including how projects are invoiced in stages, is on how we charge.

What procurement usually asks

These are the questions that come up most often in supplier questionnaires and agency selection. If your form asks something else, we answer it in your format. For an RFP pack, attach our ten-page credentials.

Confidentiality and intellectual property

We sign NDAs before briefings, and we treat anything you share in a pitch as confidential whether or not the paperwork has caught up. Launch dates, pricing, unreleased products and internal restructures are the normal material of our work, and they stay with the people on your account.

Intellectual property is handled in the contract. Who owns final deliverables, what happens to concepts you did not choose, how third-party material such as fonts, stock images or music is licensed, and when rights transfer are all written into the agreement for your engagement. We do not publish a single fixed IP policy because the right answer for a logo is rarely the right answer for a campaign that uses licensed footage. What we can promise is that the position is agreed in writing before work starts.

Data protection and security

We handle personal data only as the contract and applicable law require, for example India’s Digital Personal Data Protection Act, and the GDPR where it applies. If you have a data processing agreement, we can work within it. Most brand and communications work needs very little personal data, and we prefer to keep it that way: if a task can be done with anonymised or sample data, we ask for that.

The security practices we follow day to day are simple and we can describe them honestly:

• Access to your material is limited to the people working on your account.
• Client files are kept in access-controlled shared drives, not on personal devices or in email threads where we can avoid it.
• The accounts we use for client work are protected with two-factor authentication.
• Where you prefer, we work inside your own systems with accounts you issue and can revoke.

If your security questionnaire asks for more detail, we answer it item by item and tell you plainly where something is outside what we do.

AI use and disclosure

We use AI tools in parts of our work, including the Studio, where we make AI talent, AI product photography and AI films. How we use them, what we will not do with them and how we label AI-made work are set out in our editorial standards. If your company has its own policy on generative AI, or does not want AI used on certain work, tell us at the start and it goes into the statement of work.

Time zones, remote collaboration and languages

We do not promise in-person meetings, and we have built the way we work so you will not miss them. For each project we agree overlap hours with your team, hold calls on video at times that suit your working day, and keep the brief, decisions, feedback and files in a shared workspace you can open at any time. A colleague in Frankfurt and one in Singapore see the same version of the same file.

Local-language work is done by native-speaking colleagues and specialists, not by a translation tool followed by a hopeful glance. Tell us your markets early so the right people are in place before the first draft.

How onboarding works

1. NDA and briefing

   We sign your NDA, then you brief us in detail on video.

2. Proposal and statement of work

   A written proposal with a flat fee, then a statement of work under your agreement or ours.

3. Vendor set-up

   We complete your supplier forms and questionnaires and supply the documents your finance team needs.

4. Access and contacts

   You grant access to the systems and files we need. We confirm who on our side holds it.

5. Kick-off

   Overlap hours, approval routes and the first thirty days agreed and written down.

What we need from you

• A named lead on your side who can make or route decisions.
• The brief, or the RFP, plus any brand guidelines and past research you can share.
• Your contract templates, data processing terms and supplier forms, as early as possible.
• Access to the files, accounts and people the work depends on.
• An approval route: who signs off, in what order, and how long each step usually takes.

Conflicts of interest

Before we take on a direct competitor of yours in the same category and market, we tell you. That conversation happens before any agreement with the other company, not after. If your contract asks for a stricter exclusivity arrangement, we discuss it openly and write down what we agree.

Measuring the work

Procurement teams often ask how they will know the agency is worth renewing. We agree what success looks like at the start and report against it. How we measure explains the approach. If you are ready to begin, send us your brief or RFP, or get in touch with a question first.