Terms & Conditions

Video Production Edinburgh Ltd
Company: Video Production Edinburgh Ltd
Address: 37/9 Milton Street, Edinburgh EH8 8HB, UK
Company Registration: SC715249
Last Updated: 19 June 2026
Version: 1.2

1. Definitions

In these Terms and Conditions:

“Company” means Video Production Edinburgh Ltd

“Client” means the person or entity commissioning video production, live streaming, photography and other services

“Services” means video production, filming, editing, live streaming, photography, graphic design, and related services

“Deliverables” means the final video content, live stream, photographs, and associated materials

“Project” means the specific video production, live streaming, or photography work commissioned

2. Acceptance of Terms

2.1 These terms apply to all services provided by the Company.

2.2 By commissioning our services or signing a project agreement, the Client accepts these terms in full.

2.3 These terms supersede any previous agreements unless specifically agreed otherwise in writing.

2.4 Acceptance may be confirmed via signed agreement, email confirmation, digital acceptance or agreeing to the go ahead with the project.

3. Project Scope and Specifications

3.1 All projects require a brief or project specification agreed by both parties. This can be a document, email or what has been verbally agreed at meetings.

3.2 Video Production Services include, but are not limited to:

  • Pre-production planning and consultancy
  • Single and multi-camera filming, including drone
  • Post-production editing and colour correction
  • Subtitling
  • Motion graphics and visual effects
  • Audio recording and mixing

3.3 Live Streaming Services include, but are not limited to:

  • Live event streaming to multiple platforms
  • Multi-camera live production
  • Sound production
  • Real-time graphics and lower thirds
  • Interactive features (e.g. chat, polls)
  • Technical setup, testing and monitoring
  • Backup streaming solutions
  • Recording/Editing

3.4 Photography Services include, but are not limited to:

  • Event photography (corporate, social, cultural, etc.)
  • Portrait and headshot photography
  • Product and commercial photography
  • Property and architectural photography
  • Wedding and celebration photography
  • Photo editing, retouching, and album design

3.5 Each project might be governed by a separate agreement defining:

  • Deliverables and technical specifications
  • Production timeline and milestones
  • Delivery dates and methods
  • Number of revisions
  • Usage rights and licensing terms
  • Any project-specific conditions superseding these terms

3.6 Any changes to the agreed scope are subject to a variation of charges and may affect delivery.

3.7 A detailed quote will be provided covering services, costs, expenses and schedules.

4. Payment Terms

4.1 Deposit: A non-refundable deposit of 50% is required before work commences.

4.2 Final Payment: Final balance is due within 30 days of the invoice date.

4.3 Additional Work: Any work beyond the agreed scope will be charged at our standard day/hourly rates. This will be notified and agreed with the Client before providing the additional services.

4.4 Late Payment: Overdue payments may incur interest at 8% per annum above the Bank of England base rate.

4.5 Expenses: Reasonable expenses (travel, accommodation, equipment and studio hire) will be estimated and agreed in advance. When possible, additional expenses will be discussed and agreed with the client in advance.

5. Production Schedule

5.1 Each project will have a mutually agreed schedule.

5.2 Timelines provided are estimates and subject to change.

5.3 Delays caused by the Client (e.g., feedback, approvals) may result in extra charges or rescheduling. This will be discussed with the Client in advance.

5.4 The Company is not liable for delays beyond our control (see Force Majeure) or delays caused by the Client failing to provide material and feedback within the agreed time.

6. Client Responsibilities

6.1 Provision of Materials: Client must provide all necessary materials, information, and access required for the project. The Company is not responsible in any way for the content and the quality, compatibility/functioning of the material provided.

6.2 Permissions: Client must obtain all required permissions/releases for filming locations and participants. This must include the right for the Company to utilise any material relative to the project for the promotion of their activity, including publishing it on their website and social media. The Company reserves the right to delay or cancel filming if such permissions are not secured and can not be held accountable for any issue related.

6.3 Legal Ownership: Client must ensure that all content provided is legally owned or properly licensed.

6.4 Feedback & Timelines: Client must provide feedback and approvals within agreed timeframes.

7. Intellectual Property Rights

7.1 Upon full payment, the Client receives an implicit non-exclusive, non-transferable licence to use final Deliverables for agreed purposes.

7.2 The Company retains ownership, copyright and intellectual properties on raw footage, source files, and materials unless otherwise agreed and stated in writing. The release of ownership, IP and copyrights and relative transfer of files can be agreed and quoted accordingly. If not agreed specifically, the Company maintains full ownership.

7.3 Third-party content (music, stock footage, fonts) must be properly licensed by the Client. Alternatively, the Company can proceed with the acquisition of such content and relative licensing in accordance with specific agreements. This will be specified in the quote.

7.4 The Company may use final Deliverables for promotional purposes unless otherwise agreed in writing. This includes use of videos, photographs and any other material in the Company on-line portfolio and social media.

8. Credit and Attribution Requirements

8.1 Client agrees to credit Video Production Edinburgh where reasonably practicable. Social media tagging is appreciated but not mandatory when publishing work on social media.

8.2 Required platform tagging includes:

8.3 When tagging is not possible, credit should be: “Video & Photo production by Video Production Edinburgh Ltd – www.videoproductionedinburgh.co.uk”.

8.4 Internal corporate/private content is exempt unless later made public.

9. Revisions and Changes

9.1 Three rounds of revisions are included as standard. Individual quotes might override the numbers of revisions depending on project-specific circumstances and budget.

9.2 Additional changes are billed at hourly or daily rates.

9.3 Major alterations may require a new quote and revised delivery timeline.

10. Cancellation Policy

10.1 Client cancellations:

  • 2 weeks before shoot: 50% of entire fee
  • 2 weeks: 75% of entire fee
  • 48 hours: 100% of entire fee

10.2 If the Company must cancel, a full refund is offered unless rescheduling is agreed.

11. Force Majeure

11.1 Neither party is liable for failures caused by uncontrollable events (e.g., weather, illness, power outages, government restrictions).

11.2 Affected events may be rescheduled without penalty.

12. Liability and Insurance

12.1 The Company holds £2 million in public liability insurance.

12.2 Liability is limited to the total value of the project fee.

12.3 The Company is not liable for indirect, consequential, or special damages, including but not limited to loss of profit, business interruption, or damage of reputation.

12.4 Clients are responsible for backing up their own materials and delivered files.

13. Confidentiality

13.1 Both parties agree to maintain confidentiality for 2 years following project completion.

14. Data Protection

14.1 We comply with UK GDPR and the Data Protection Act 2018.

14.2 Personal data is used only for project delivery and business administration.

14.3 The Client can request for their personal data to be deleted after the delivery of the project.

15. Health and Safety

15.1 All production activities will comply with applicable health and safety laws.

15.2 Risk assessments are performed as needed.

15.3 Client must inform the Company of any hazards or health-related concerns at filming locations.

15.4 Client must inform the Company of any specific Health & Safety requirements the Company needs to comply to in order to provide their services.

16. Equipment and Technical Standards

16.1 Professional-grade equipment is used for all services.

16.2 Deliverables will be formatted per agreement.

16.3 Compatibility with Client’s system is not guaranteed unless agreed.

17. Dispute Resolution

17.1 Any dispute should be addressed via written notice within 14 days of the issue.

17.2 If not resolved, mediation will be pursued before litigation.

17.3 These terms are governed by and construed under Scottish law. Any disputes shall be heard in the courts of Scotland.

18. Photography Specific Terms

18.1 Shoot Preparation:

  • Location visits may be required for complex shoots (charged separately)
  • Shot lists and specific requirements to be agreed in advance
  • Lighting and equipment needs assessed based on venue and requirements
  • Weather contingency plans for outdoor photography sessions

18.2 During Photography Sessions:

  • Professional conduct expected from all participants
  • Reasonable breaks scheduled for longer sessions
  • Additional time required for outfit changes or setup adjustments charged at hourly rates
  • Client responsible for coordinating participants and managing schedules

18.3 Image Delivery:

  • All delivered images professionally processed and colour-corrected
  • High-resolution images delivered via secure online gallery or digital transfer
  • Low-resolution preview images provided for initial selection if requested
  • Raw files available for additional fee (processed images remain primary deliverable)

18.4 Image Selection and Editing:

  • Number of final edited images specified in project agreement
  • Client may select preferred images from contact sheet/preview gallery
  • Additional editing beyond agreed scope charged at standard rates
  • Specialised retouching (extensive beauty work, object removal) quoted separately

18.5 Usage Rights and Licensing:

  • Standard license includes agreed commercial and personal use rights
  • Model releases required for commercial use of recognisable individuals
  • Property releases may be required for certain commercial applications

18.6 Photography Specific Cancellations:

  • Outdoor shoots: Weather cancellation within 24 hours, alternative date offered
  • Studio bookings: Less than 48 hours notice incurs 50% fee
  • Wedding/event photography: Cancellation terms as per specific event contract
  • Corporate headshots: Group booking cancellations may incur partial fees

Client cancellations:

  • 2 weeks before shoot: 50% of entire fee
  • 2 weeks: 75% of entire fee
  • 48 hours: 100% of entire fee

If the Company must cancel, a full refund is offered unless rescheduling is agreed.

18.7 Equipment and Backup:

  • Professional backup equipment available for all critical shoots
  • Multiple memory card backup during shooting
  • Immediate backup of images to secure storage
  • Equipment insurance covers technical failures during contracted sessions

18.8 Post-Production Standards:

  • Industry-standard colour correction and exposure adjustment included
  • Basic skin smoothing and blemish removal included for portrait work
  • Consistent style and colour grading across delivered image set
  • Print-ready files provided in requested formats and resolutions

19. Live Streaming Specific Terms

19.1 Client/Venue must provide:

  • Stable and suitable high-speed internet, preferably wired
  • Backup internet connection if possible
  • Venue access and power
  • Tables and chairs for AV staff and equipment
  • Platform credentials and requirements

19.2 Platform Setup:

  • Account access to be shared in advance
  • Multi-platform setups may incur added costs

19.3 Content:

  • Client is responsible for all live content and compliance with platform rules
  • Necessary rights for performance/music must be obtained

19.4 Technical Support:

  • On-site support included
  • Pre-event tests optional
  • Emergency support provided

19.5 Limitations:

  • No guarantees on uninterrupted stream
  • Quality varies by venue/internet
  • Chat/comments managed by Client unless agreed
  • Real-time edits are not possible

19.6 Audience & Privacy:

  • Client manages audience access and GDPR compliance

19.7 Additional Costs:

  • Setup/breakdown time and extra crew charged hourly
  • Rehearsals charged separately
  • All extra costs will be discussed with the Client and defined in the quote

19.8 Cancellations:

  • <7 days = full setup fee
  • Weather: reschedule or 50% fee
  • If Company cancels: full refund

19.9 Deliverables:

  • Recording within 48 hrs (if contracted). More time might be needed if complex editing is required.
  • Edited highlights and analytics available for extra fee

20. File Storage

20.1 The Company will retain all project files, including raw footage and deliverables, for a period of 3 months following final delivery.

20.2 After this 3-month period, the Company reserves the right to permanently delete all stored files without further notice. This includes any local and cloud storage.

20.3 If extended file storage is required beyond 3 months, this must be arranged in advance and may incur an additional fee.

20.4 Files can be transferred to the Client upon request and may incur an additional fee.

21. Non-Solicitation

21.1 The Client agrees that they shall not, directly or indirectly, solicit, engage, or otherwise contract with any subcontractor, freelancer, or collaborator introduced or engaged by Video Production Edinburgh Ltd in connection with any project for a period of 12 months from the final delivery date of that project.

21.2 This clause applies whether such contact is for services identical to, similar to, or unrelated to those provided by the Company.

21.3 Any breach of this clause may result in damages equal to the fees that would have been earned by the Company for equivalent services over a 12-month period.

22. General Provisions

22.1 These terms, any communication and any signed agreement form the entire agreement.

22.2 If a clause is deemed invalid, the rest remains enforceable.

22.3 Neither party may assign rights without consent.

22.4 All amendments must be in writing and confirmed by both parties (email sufficient).

23. Contact Information

Video Production Edinburgh Ltd
Email: hello@videoproductionedinburgh.co.uk
Phone: +44 (0)7810 704 445
Address: 37/9 Milton Street, Edinburgh EH8 8HB, UK

These terms are effective from 2 September 2025 and apply to all new projects from this date forward.