General Terms and Conditions for UK Video Production Agency in Nottingham.

TERMS AND CONDITIONS OF TRADE

01 August 2025

1) This agreement.

A) This document constitutes the full agreement between Page One Photography Ltd, and you (The Customer).

B) If we do not at any time enforce our rights under this agreement, we do not give up any of those rights.

C) If you are a partnership, you will be liable for payment individually and together.

D) Material is defined as any product or services produced or supplied by Page One, including but not limited to photography, graphics, image manipulation, library management, video production, video production services such as animations, pre-production services, script consultations, audio recordings, research etc.

2) Payment.

A) Fees are subject to change without notice, and our current fee structure can be obtained from our Client Manager.

B) Full agreed fees for services or goods will become payable once a confirmed order or booking has been received either orally, in writing or by other electronic means. A contract for supply is deemed to exist upon the booking or ordering of material or services, and no additional terms or conditions will be allowed without the written consent of Page One.

C) Full agreed fees on ordered works or products are payable regardless as to whether the material has been used by you.

D) Deposits on projects may be required for projects over a certain value which may vary over time, or where there may be significant upfront costs on Page One’s behalf. Any deposit made is non-refundable if the customer cancels or varies the contract. Work will only commence on a project requiring a deposit once that deposit has been made, and failure to make a deposit on a project commissioned does not absolve the customer of any liabilities under our normal terms.

E) Stage payments may be required depending on the nature of the project, in particular if the project production and delivery period exceeds 30 days. Failure to meet stage payment obligations may result in work being suspended at our discretion, and full payment then becoming due for the project.

F) If a purchase order is required prior to invoicing for services or products produced by Page One, work will only commence on any projects, works or services upon issuing of said purchase order. If a client becomes liable for additional costs during a project, then work on that project will be suspended until an adjustment to or additional purchase order is issued. Page One may undertake work outside of the provision of a purchase order at its discretion, failure to then issue a purchase order for that work will not negate the contract of supply that exists based upon clause 2(B), however no licence will exist for the use of that material by the client, and any use made will be subject to enforcement under the terms of clause 8 (Copyright) below. Please note Clause 1 (B) above applies to this section.

G) Final invoice for a project will be issued and become due via the terms of that invoice once the first version of the final edit of a project has been delivered to the customer for feedback and tweaks. First version of final edit being defined as a complete version of the video including all footage, effects, animation, audio and content, in a form such that matches the original project specification and scripting but requires review by the customer for minor adjustments and changes before use. (This version will be defined by us in its title as “V1F of VF1”or by notification in any other way.)

H) If you fail to make payment for services or goods we may suspend your service without notice, in addition any licences granted in material supplied by us for any current or previous works or products, may be withdrawn without notice. For the absence of doubt, clients must ensure accounts and payments to Page One are in good standing at all times, to ensure any licences issued by Page One are valid.

I) Overdue accounts will be charged interest at the rate of 2% per month.

J) VAT is due on all fees.

K) Full payment is due within the time allowed on the invoice.

L) We retain legal title to all material or products produced or procured under any contract or order or booking until payment is made in full.

3) Cancellation or variations.

A) Once a booking has been made via a commission either orally or in writing or via email or our own commissioning form or otherwise, a contract for supply exists and as such fees may apply for any variations of the terms or cancellation. Whilst Page One will always endeavour to meet your needs and accommodate variations, we reserve the right to reject any additional or special terms or conditions if those are not notified to us prior to the contract for supply being entered into by us, and cancellation or variation fees will apply as outlined below and in section 2 above.

B) Variations to contracts at any stage will incur additional fees if the variation incurs additional costs to Page One.

C) If the timing or dates of the work are altered less than 10 working days prior to work commencing then a rebooking fee may become due if the new dates for the work are booked no later than 72 hours after the initial works should have commenced. If the new booking dates are not confirmed within that time frame, then cancellation fees will apply. If Page One is unable to undertake the work booked on the new date, then cancellation fees will apply.

D) In all cases of cancellation, alteration or variation, all expenses already incurred by Page One for the fulfilment of the contract will be payable. This may include mileage charges, props, preparation work, hire equipment and consumables, work already undertaken in preparation or as part of the commission such as graphics production, or subcontractors’ fees or any other expenses incurred for the provision of the service.

E) Full fees for stills photography work will be due on our normal terms should work be cancelled or varied less than 48 hours prior to the scheduled time the work would have commenced. This fee will be minus any expenses not already incurred. A nominal one-hour fee of £150 or one half of the total works value, whichever is greater, will be charged for stills photography work cancelled more than 48 hours but less than 7 working days prior to the booked day of the work. All expenses incurred for works will be chargeable, plus a 10% handling fee, for cancellations greater than 7 working days prior to the scheduled date of the cancelled work. (See clause 3D above for more details)

F) Full fees for video production work will be due on our normal terms should work be cancelled or varied less than 10 working days prior to the day the work should have commenced. 50% of the fee for any video production work will be due on our normal terms should work be cancelled less than 25 but more than 10 working days prior to the day work should have commenced. 10% of the fee for any video production work will be due on our normal terms should work be cancelled more than 25 working days prior to the day work should have commenced. In all cases of cancellation clause 3D above will apply and all incurred expenses will become due.

G) The enforcement of these cancellation and variation fees are entirely at the discretion of Page One.

H) Customers are reminded that Page One cannot be held liable for the weather and customers should consider appropriate insurance if cancellation or variation may become needed due to weather constraints.

4) Alterations and variations to specifications, treatments or scripts.

A) All video production quotes include reasonable allowances for alterations (or so called “Tweaks”) to initial final videos. This amounts to 15% of the time allowed in the post production schedule unless a specific allowance is included in the original project specifications. Alterations and variations which exceed this reasonable allowance will be chargeable at our normal production rates.

B) Alterations which constitute a variation to the agreed or specified script or treatment which incur additional time in production will be chargeable at our normal production rates which may or may not have been specified in the project specification.

C) Whilst Page One will make all reasonable efforts to accommodate script and treatment variation, Page One is not obliged to complete or deliver or action any script or treatment alterations once production has commenced, and if Page One either choose not to or cannot accommodate script or treatment alterations the original project specifications will still apply, together with all the original terms and conditions.

5) Time allowances for time based rates.

A) A “Day” will be defined as 10 hours from the offices of Page One to the work location and return, including a maximum of 8 hours on the work location.

B) A “Half Day” will be defined as 5 hours from the offices of Page One to the work location and return, including a maximum of 4 hours on the work location.

6) Health and safety including stakeholder welfare.

A) Page One reserves the right to halt or withdraw work if Page One deems the welfare or health and safety of its employees or other attendant parties are at risk during the work.

B) The liability for costs and fees associated with any project is maintained by the customer if work is halted or unable to proceed for reasons of health and safety or welfare.

C) Appropriate time for welfare provisions must be included in all project schedules.
Appropriate facilities for welfare provisions must be available for all projects, including the provision of appropriate shelter for weather, and toilet facilities.

D) For the absence of doubt, the health and safety and welfare of the attendees be it our staff or third parties is of the utmost priority, and must be appropriately allowed for at all times.

E) Customers must make Page One aware of any specific health and safety requirements such as PPE needs, RAMS packs, working at height, etc., as part of the specification for the project, and prior to work commencing. Page One reserves the right to halt or withdraw work if this does not occur, clause 6(B) above will apply in this case.

F) Page One has a zero tolerance policy towards abuse, bullying, intimidation, physical violence, misogyny, racism or any behaviour towards our staff which we consider would constitute the above, and reserves the right to withdraw or halt work or services if in our judgement behaviour of that nature occurs, clause 6(B) will apply in this case.

7) Data and project retention, ongoing service.

A) Page One has no obligation of any sort to retain any data or project material or workings or outputs of any sort associated with any commissioned work or projects beyond the completion of its obligations under a contractual provision of service to a client.

B) Page One will in no way be held liable for any loss or destruction, accidental or otherwise, of data or project material or workings or outputs beyond the completion of its obligations under a contractual provision of service to a client.

C) Page One in no way warrants that it can reopen or make updates to or provide ongoing services to a client for old or previously completed projects beyond the completion of its obligations under a contractual provision of service to a client.

D) Page One may withdraw all future services or cooperation with past or historical clients at its discretion once any contractual obligations have been discharged.

E) Page One retains a licence and has an absolute right to retain and hold all past original content and project material at its discretion in perpetuity.

8) Copyright.

A) We retain ownership of the copyright in the material, as per our rights under the 1988 Design, Copyright and Patent Act, unless we agree in writing to assign ownership to you before the commencement of the provision of any services or material.

B) Commissioners of services and material are granted by way of licence one time exclusive usage rights over the final output material or output from the services, unless they have purchased the full copyright of material produced as outlined in point 8(A) above, or any other licence terms as may be agreed in writing in advance of the commencement of the provision of services or material.

C) Commissioners of services and material are granted licences only in the final output video or photographic content produced from a project, not the project timelines or workings or technical methodology or proprietary trade practices used for those outputs. For the absence of doubt, commissioners of services do not gain a licence to access or use or have sight of in any way any of the editing sequences or workings that may or may not be used for the production of any final specified outputs.

D) Licences for the RAW still or video images shot by Page One and used in the production of a project can be purchased for an additional fee at our discretion, with delivery via a “Rushes” package as defined by ourselves from time to time.

E) If you breach our copyright conditions on material supplied by us you will be liable for unlimited damages, in addition to all fees that we may choose to impose for your breach, as well as any other remedies allowed under current legislation.

F) We retain under all circumstances a licence to use intellectual property produced by us for portfolio and/or marketing purposes in perpetuity, unless specifically agreed otherwise in writing in advance of the commencement of the provision of services or material.

G) We retain our right to be identified as the author of all photography that we produce, as outlined in section 77 and 78 of the 1988 Design, Copyright and Patent Act, and this clause shall be taken as an assertion of those rights, and we only surrender those rights if agreed to in writing in advance of the commencement of the provision of services or material, or if your contract includes full copyright release.

H) Transfer of ownership of rights and/or copyright and/or licences implied or otherwise will only take place once payment in full for services and goods provided has been received by Page One. For the avoidance of doubt, no transfer of rights or licences occurs until payment is made in full for our services or goods.

I) Third party intellectual property may be included in projects by way of licence from third parties. This may include, but is not limited to, music, voice overs, stock footage, graphics, LUTS, animations, animation templates, and other production inputs. Third party licenced material will be for specific one time use in the original project, and use outside of that may be in breach of these licences, the liability for which will be entirely held by the customer, and not Page One. Use of the original project outside of the terms outlined in the original project specification may breach the licence of intellectual property from third parties, this may include variations to use such as expansion of territories, or using the project material in public (such as on YouTube) when the original specification was for internal use.

For the avoidance of doubt, to avoid copyright issues customers will consult with Page One prior to making use of any output material outside of the original project specifications and terms and envisaged uses.

The liability for usage variations on third party licences will be entirely held by the customer, and not Page One.

9) Your Obligations.

A) You will indemnify Page One Photography Ltd from any loss, damages or costs (including legal costs on a full indemnity basis) incurred by us as a result of your use of, or commissioning of, any material supplied by us to you.

B) You will not transfer material from us to any third parties without our express written consent unless allowed under the terms of any licence that we agree prior to the commencement of the provision of any services or material.

C) You will not release information from any database you may hold our material on to any third parties as outlined above without our express written consent.

10) Our Exclusions.

A) We do not warrant in any way the accuracy, veracity, or serviceability of material provided by us. In particular we will not be responsible for any costs and or losses and or damages incurred by you through the use in any way of any material provided by us.

B) We will not be liable for any costs or losses or damages incurred by you through third party legal action following or due to the use of any material provided to you by us.

C) Without prejudice to any other clause, we shall in no circumstances be responsible for direct or consequential loss incurred by you.

D) For the absence of doubt, whilst Page One will make best endeavours to ensure goods and services provided by us are of merchantable quality, fit for purpose and according to any brief, you are responsible for ensuring that the goods or services are of merchantable quality, fit for purpose and are suitable for any use you make of them. If in doubt consult with us to ensure goods or services will meet your needs and circumstances prior to commissioning or purchasing.

11) Governing Law.

This agreement shall be construed in accordance with the laws of England and Wales, and in the case of copyright those of the European Union, and shall be subject to the jurisdiction of the UK and/or the European courts.