Welcome to Visual Impact Productions. These Terms of Service ("Terms") govern your use of visualimpactproductions.co.uk (the "Website") and, together with any quote, proposal or project agreement we issue (a "Project Agreement"), the video production and live streaming services we provide. In these Terms, "we", "us" and "our" means Visual Impact Productions, and "you" means the person or organisation using our Website or services. Please read them carefully.

1. Acceptance of Terms

By using our Website or booking our services, you agree to be bound by these Terms and all applicable laws and regulations. If you do not agree to these Terms, please do not use our Website or services.

2. Changes to Terms

We may update these Terms from time to time. Changes will be posted on this page with an updated date. The version in force when you confirm a booking will apply to that project, unless we both agree otherwise in writing.

3. Use of Our Website

Permitted Use

You may use our Website for lawful purposes only. You must not:

• Use the Website in any way that breaks applicable laws or regulations

• Attempt to gain unauthorised access to the Website, its server or any connected systems

• Interfere with or disrupt the integrity or performance of the Website

• Introduce viruses or other harmful or malicious material

• Copy, download, reproduce or redistribute our videos, images or other content without our written permission

Website Availability

Our Website is provided free of charge. We do not guarantee that it will always be available, uninterrupted or error-free, and we may suspend or change it at any time without notice.

4. Services Provided

Visual Impact Productions provides video production and live streaming services, including but not limited to:

• Live streaming and hybrid events

• Event and conference filming

• Corporate and promotional films

• Aerial filming and photography, using CAA-licensed drone operators

• Timelapse filming

• Analogue to digital transfer

• Post-production and editing

We work both directly with clients and as a specialist partner to other production companies. The specific scope, deliverables, timeline and pricing for each project will be set out in a Project Agreement. If anything in a Project Agreement conflicts with these Terms, the Project Agreement takes priority.

5. Bookings

A booking is confirmed once you have accepted our quote or proposal in writing (email is fine) and paid any deposit requested. Until then, dates, crew and equipment are not reserved.

6. Payment Terms

Pricing

All fees will be set out in your quote or Project Agreement. Prices are in pounds sterling (GBP) and are subject to VAT where applicable. Quotes are valid for 30 days unless stated otherwise. Agreed expenses, such as travel, accommodation, venue charges or third-party platform fees, will be itemised in your quote or invoiced separately.

Payment

Payment terms will be set out in your Project Agreement. Typically:

• A deposit is required to confirm your booking

• Milestone payments may be required for larger projects

• The balance is due by the date shown on our invoice

• Final files may be held until payment has been received in full

Late Payment

For business clients, we reserve the right to charge interest and compensation on late payments under the Late Payment of Commercial Debts (Interest) Act 1998, and to suspend work until overdue amounts are paid.

7. Cancellation and Postponement

Cancellation terms will be set out in your Project Agreement. Unless agreed otherwise, deposits are non-refundable because they secure your date, crew and equipment. Cancellations made close to the event date may be charged in full where we have already committed crew, equipment or other costs. If you need to postpone, we will do our best to move your booking to a new date, subject to availability.

8. Client Responsibilities

To help us deliver your project, you agree to:

• Provide timely feedback, approvals and all materials, information and access we need

• Arrange any permissions needed from the venue, including access times, power and parking

• For live streams, provide a suitable internet connection at the venue (a dedicated wired connection where we advise it) and access to any streaming platform accounts

• Inform attendees, speakers and performers that filming or live streaming will take place, and obtain any consents needed

• Make sure you have the rights to any music, presentations, logos or other materials you ask us to use

• Share any health and safety information relevant to the venue or event

• Make payments according to the agreed schedule

If these responsibilities are not met, the project may be delayed or additional charges may apply.

9. Live Streaming

Live streaming relies on venue internet connections, power supplies and third-party platforms such as YouTube, Vimeo or Zoom. We test our setup in advance and use backup measures where agreed, but we cannot guarantee an uninterrupted stream where problems are caused by factors outside our control. Wherever possible, we record the event locally as a backup.

10. Aerial Filming

All drone work is carried out by CAA-licensed operators in line with UK Civil Aviation Authority regulations. Flights depend on airspace restrictions, landowner and venue permissions, and weather conditions. Our pilot has the final say on whether it is safe and legal to fly. If a flight cannot go ahead for these reasons, we will agree a new date or an alternative with you, and we will not be liable for the change.

11. Project Timeline and Delivery

Project timelines are estimates and may change because of:

• Late receipt of materials or feedback

• Changes to the project scope

• Unforeseen technical challenges

We will make reasonable efforts to meet agreed deadlines, but we are not liable for delays caused by circumstances outside our control.

12. Revisions and Changes

The number of revision rounds included will be set out in your Project Agreement. Changes beyond the agreed scope, or additional revision rounds, may incur extra fees, which we will confirm with you before starting the work.

13. Intellectual Property

Our Content

All content on our Website, including videos, images, text, graphics and the Visual Impact Productions® name and branding, belongs to Visual Impact Productions or our licensors and is protected by copyright, trade mark and other intellectual property laws. You may not reproduce, distribute, modify or create derivative works from it without our written permission.

Client Content

You keep all rights to any content, materials or intellectual property you provide to us ("Client Content"). You grant us a limited, non-exclusive licence to use, reproduce and edit Client Content solely to deliver our services to you.

Work Product

Rights in final deliverables will be set out in your Project Agreement. Unless agreed otherwise, once you have paid in full you may use the final deliverables for the purposes agreed. Raw footage, project files and working materials remain our property unless agreed otherwise in writing.

Portfolio Use

We may show completed work in our portfolio, showreel and social media channels unless you ask us not to in writing before the project starts. Where we work as a partner to another production company, we will not publicly showcase the work or contact their client directly without their permission.

14. Warranties and Disclaimers

Our Warranty

We will provide our services with reasonable care and skill, in a professional manner consistent with industry standards.

Disclaimer

Except as expressly set out in these Terms or a Project Agreement, and to the extent permitted by law, all other warranties, conditions and terms, whether express or implied, are excluded. Our Website is provided "as is" and we do not guarantee that it will meet your specific requirements.

15. Limitation of Liability

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

Subject to this, we will not be liable for any indirect or consequential loss, or for any loss of profit, revenue, business, goodwill or data arising out of or in connection with our Website or services.

Our total liability for any claim arising from our services will not exceed the total fees you paid us for the specific project giving rise to the claim.

If you are a consumer, nothing in these Terms affects your statutory rights.

16. Indemnification

You agree to indemnify Visual Impact Productions against any claims, damages, losses and costs (including reasonable legal fees) arising from:

• Your breach of these Terms

• Content or materials you provide to us, including any claim that they infringe the rights of a third party

• Your failure to obtain permissions or consents that are your responsibility under these Terms

17. Events Outside Our Control

We will not be liable for any failure or delay in performing our services caused by events outside our reasonable control, including extreme weather, illness, travel disruption, venue closures, power or network failures, or government restrictions. If this happens, we will let you know as soon as possible and work with you to agree a new date or an alternative.

18. Termination

By You

You may end your engagement with us in line with your Project Agreement. Fees may be payable for work completed and costs committed up to that point.

By Us

We may suspend or end our services if you seriously breach these Terms, fail to pay amounts due, or behave in a way that is abusive or puts our crew at risk.

Effect of Termination

On termination:

• You remain responsible for all fees incurred up to the date of termination

• We will stop active work on your project

• Rights to deliverables will be determined by your Project Agreement

• Any terms that by their nature should continue will remain in effect

19. Confidentiality

Both parties agree to keep confidential any non-public business information disclosed during the course of a project, except where disclosure is required by law or agreed in writing.

20. Third-Party Services and Links

Our services may rely on third-party platforms, such as streaming services, and our Website links to external websites, including our clients' websites. We are not responsible for the availability, content or terms of these third-party services.

21. Governing Law and Jurisdiction

These Terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales will have exclusive jurisdiction. If you are a consumer living elsewhere in the UK or in the EU, you may also be entitled to bring proceedings in your local courts.

22. Dispute Resolution

If a dispute arises, we will both first try to resolve it through good-faith discussion. If that does not work, we may agree to try mediation before starting court proceedings.

23. Severability

If any part of these Terms is found to be invalid or unenforceable, that part will be limited or removed to the minimum extent necessary, and the rest of these Terms will remain in full force and effect.

24. Entire Agreement

These Terms, together with any Project Agreement, form the entire agreement between you and Visual Impact Productions regarding our services and replace any earlier agreements or understandings.

25. Contact Us

If you have any questions about these Terms, please contact us:

Visual Impact Productions
Martin Phillips, Producer
Email: martin@visualimpactproductions.co.uk
Phone: 07748 458212
Location: South Wales, United Kingdom