Terms & Conditions
1. Scope of Service
All filming is carried out in 4K resolution where possible. Files are typically provided in .mov or .mp4 formats, which may require professional video editing software to view in their raw state.
Raw, unedited footage can be supplied for an additional fee if requested before filming, unless otherwise agreed in writing (see Section 3).
2. Promotional Use
Unless agreed otherwise and paid for in advance, Affinity Media reserves the right to use any footage, audio, or images from your project for our own promotional purposes, including on our website, social media, and marketing materials.
The client confirms they own or have the necessary rights for any logos, music, fonts, or other assets they supply and agrees to indemnify Affinity Media against any claims relating to the use of those assets.
3. Ownership & Storage
All original footage, audio files, photos, and project files remain the property of Affinity Media.
We are not responsible for long-term storage of your files, though we will keep a backup of all materials for at least 6 months from the shoot date.
Raw, unedited footage is not automatically included with project deliveries but can be purchased separately if available. Once supplied, raw footage may only be used in line with the agreed project’s purpose unless additional licences are purchased.
4. Copyright & Usage Licence
All copyright and intellectual property rights in the produced content belong to Affinity Media until payment is received in full.
Upon full payment, the client is granted a licence to use the final content, limited to the agreed purpose, platforms, and timeframe as stated in the invoice or contract.
Any re-use, modification, or distribution outside of these terms requires Affinity Media’s written consent and may incur additional licensing fees.
5. Filming Coverage & Permissions
We will film at our professional discretion to best capture your event, although we will always aim to follow any agreed brief.
It is the client’s responsibility to ensure all required permissions are in place for locations, venues, and individuals appearing on camera. This includes securing consent from anyone being filmed, including staff, guests, or the public.
Failure to secure permissions may result in additional costs if changes are required later.
6. Shoot Day Terms
A full shoot day covers up to 10 hours, including breaks. A half day covers up to 5 hours. Time worked beyond these limits is charged at 1.5x our standard hourly rate.
We require full creative control on the shoot day and expect a collaborative and respectful environment. Client input is welcomed, provided it does not obstruct production.
We will comply with venue rules and site staff instructions, but we are not responsible for missed footage due to restrictions or interference. We also require suitable conditions for audio and lighting, which may impact final results if unavailable.
7. Editing & Revisions
Editing will be completed to Affinity Media’s professional standards and in line with the agreed brief.
We deliver what we consider the best footage available. Raw files are only supplied in exceptional cases and may incur additional fees.
We do not guarantee to retain unused footage once a project is completed.
The project includes two rounds of revisions. Additional revisions will be charged at our standard editing rates.
No part of the final video may be altered, edited, or repurposed without our written consent.
8. Force Majeure (Events Beyond Our Control)
In the event that Affinity Media is unable to fulfil a booking due to illness, injury, or unforeseen events, we will do our best to provide a suitable replacement.
We are not liable for non-performance caused by events beyond our control, including (but not limited to) natural disasters, extreme weather, strikes, power failures, theft, or equipment failure.
We always bring backup equipment, but in the event of a complete failure, our liability is limited to a refund of payments made (excluding deposits).
We also reserve the right to stop filming or editing if conditions are unsafe, abusive, or unsuitable. In these cases, no refund will be given.
9. Cancellation Fees
Once a booking is confirmed, the following cancellation fees apply:
• More than 14 days before the shoot – No charge
• 7 to 14 days before the shoot – 50% of the agreed fee
• Less than 7 days before the shoot – 100% of the agreed fee
The client will also be charged for any costs already incurred (e.g., travel, equipment hire).
10. Liability & Refunds
Our fees cover our time, equipment, expertise, and professional service.
We always strive to meet client expectations, but due to the subjective nature of creative work, dissatisfaction with style or content does not entitle the client to a refund.
Our maximum liability is limited to the total project fee already paid by the client.
11. Client Indemnity
The client agrees to indemnify Affinity Media against any claims, legal action, or damages resulting from:
• Unauthorised use of copyrighted content provided by the client.
• Failure to obtain necessary permissions from individuals appearing in the video.
• Unauthorised use of the final video beyond the agreed licence.
It is the client’s responsibility to ensure that all necessary permissions, licences, and releases are obtained.
12. Payment Terms
Invoices must be paid within 30 days of issue, unless otherwise agreed in writing.
Late payments may incur interest at 8% above the Bank of England base rate, plus a statutory late payment compensation fee:
• £40 for debts under £1,000
• £70 for debts between £1,000 and £9,999
• £100 for debts over £10,000
We reserve the right to withhold delivery of final files until all outstanding payments have been received.
13. Corrections & Final Approval
After delivery, the client has 7 days to request corrections, such as minor spelling errors (where these are not the client’s fault).
We offer one free round of corrections within 7 days. Further changes are treated as a new project and charged accordingly.
14. Data Protection
Both parties agree to comply with the Data Protection Act 2018 and UK GDPR.
Any personal data shared with us will only be used for:
• Managing your project.
• Invoicing and payment processing.
• Client communications.
We will not share your data with third parties without consent, unless required by law.
The client may request deletion of their data after the project is complete and payment has been made.