Terms and Conditions

Welcome to Austwick Media LTD. The following Terms and Conditions outline the responsibilities and expectations of both Austwick Media LTD and our Clients when working together. They are designed to keep everything clear, transparent, and professional from the outset.

If there is anything you are unsure about, please get in touch and we will be happy to clarify.

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General Terms

1. Definitions

Austwick Media LTD
Refers to Austwick Media LTD, 89 Rufus Road, Carlisle, Cumbria, CA1 2FZ.

Client
Refers to the individual, business, or organisation purchasing services from Austwick Media LTD.

Owner
Refers to Brian Austwick, owner of Austwick Media LTD.

Quotation
Refers to the agreed cost of services based on a confirmed scope of work.

Estimate of Fees
Refers to a provisional cost which will be confirmed once full project details are agreed.

Contract
Refers to the agreement between Austwick Media LTD and the Client, including these Terms and any agreed documents.

Services
Refers to all work carried out by Austwick Media LTD, including any agreed additional services.

Associates
Refers to any third party engaged by Austwick Media LTD to support the delivery of services.

Commission
Refers to a project or instruction given by the Client for services to be delivered.

Deliverables
Refers to all content produced as part of a project, including photography and video.

Client Material
Refers to any content or information provided by the Client to support the project.

2. Confidentiality

Any proposals, quotations, or materials provided by Austwick Media LTD are confidential and must not be shared without prior permission.

The Client agrees to keep any technical, commercial, or creative information confidential.

Where required, a Non-Disclosure Agreement may be entered into. Any associated legal costs will be shared equally unless otherwise agreed.

3. Quotations and Estimates

All quotations are valid for 30 days unless stated otherwise.

It is the Client’s responsibility to review quotations and highlight any changes before work begins.

Acceptance of a quotation, whether written or verbal, confirms agreement to proceed.

Quotations and estimates do not form a contract until accepted and work has commenced.

While we aim to meet agreed timelines, all dates are estimates. Delivery is dependent on cooperation and the timely provision of information from the Client.

4. Client Responsibilities

The Client agrees to cooperate fully and provide all necessary information, materials, and access required for the project.

Delays caused by missing or late information may impact delivery times, and Austwick Media LTD will not be held responsible for resulting delays or losses.

The Client agrees not to approach or employ any staff or associates of Austwick Media LTD within 4 months of project completion without written consent.

5. Speculative Work

Austwick Media LTD does not undertake unpaid or speculative work. All projects must be agreed in writing before commencement.

6. Pro-Bono Work

We may occasionally support charities or organisations aligned with our values. This is at our discretion and does not imply free work as standard.

Travel time, expenses, and accommodation may still be chargeable where applicable.

7. Changes to Scope

If the Client requests changes after work has started, additional charges may apply.

Significant changes may require a revised quotation or, in some cases, termination of the original agreement with charges applied for work completed.

Late or additional materials provided by the Client may also incur additional costs.

8. Cancellation of Services

If a project is cancelled, the Client is responsible for payment of all work completed up to that point.

An itemised breakdown will be provided where applicable.

9. Advance Payments

A deposit of up to 50% may be required before work begins. This will be stated in the quotation.

Deposits are non-refundable once work has started.

10. Payment Terms

Invoices are payable within 14 days unless otherwise agreed.

Payments must be made in GBP via bank transfer or cheque.

11. Late Payments

Late payments may incur a charge of £25 per calendar month.

If payment cannot be made within the terms, the Client must notify us as soon as possible.

12. Copyright and Usage

Austwick Media LTD retains the right to use content for portfolio, marketing, and promotional purposes.

We also retain moral rights to be credited as the creator of the work.

13. Liability

Austwick Media LTD is not liable for any business losses resulting from the use of our services.

We will always aim to meet deadlines, but we are not responsible for delays caused by external factors.

We are not responsible for disputes between the Client and third parties.

14. Complaints

If you are unhappy with any aspect of our service, please contact us at hello@austwick-media.co.uk.

We will acknowledge your complaint within 3 working days and respond within 7 working days.

15. Offers and Promotions

Offers are subject to availability and may be withdrawn at any time.

Only one offer may be used per booking.

Offers apply to new bookings only and cannot be applied retrospectively.

Referral rewards apply only when a new client completes a paid booking.

Offers are non-transferable and cannot be exchanged for cash.

Austwick Media LTD reserves the right to amend or cancel promotions at any time.

Video Production Services

Ground and Aerial Filming

1. Booking and Availability

We aim to be flexible with video production bookings. However, sufficient time must be allowed for planning, setup, and safety checks, particularly when drone filming is involved.

Provisional bookings can be held, but confirmed bookings take priority.

2. Pre-Production and Access

We may carry out planning, site visits, or risk assessments depending on the project.

The Client is responsible for ensuring permissions and access are in place, including drone permissions where required.

If access is not available on the day, full fees may still apply.

3. Filming

All filming is carried out safely and in line with regulations.

If a requested shot is not safe or feasible, we will adjust accordingly and offer alternatives where possible.

4. Editing

Editing is included within agreed packages.

Additional editing, including extra revisions, multiple versions, or use of client-supplied content, will be charged at £50 per hour.

5. Weather and Cancellations

If weather or conditions prevent filming, we will reschedule where possible.

Cancellations:

More than 4 days: no charge
Less than 2 days: 25% fee
On the day: full fee plus expenses

If advice to postpone is not followed and filming cannot proceed, a 50% fee may apply.

Photography Services

1. Booking and Planning

Photography sessions are arranged with flexibility to suit your needs. We encourage early booking, but we will always try to accommodate shorter notice where possible.

Dates can be provisionally held, but confirmed bookings will take priority.

2. Preparing for the Shoot

We will discuss your requirements ahead of time so everything runs smoothly on the day.

It is the Client’s responsibility to ensure access, permissions, and readiness of locations.

If we are unable to carry out the shoot due to a lack of access or preparation, the full fee may still apply.

3. During the Shoot

Photography sessions are delivered in a professional yet adaptable manner, allowing us to respond to lighting, environment, and real-time conditions.

If certain shots are not achievable, we will guide you towards suitable alternatives to ensure the best possible outcome.

4. Editing and Image Delivery

All images are professionally edited and delivered ready for use.

Additional requests, such as extra edits, retouching, or extended selections, will be charged at £50 per hour.

Images are supplied in appropriate formats for web and print use.

5. Rescheduling and Cancellations

We understand that plans can change, particularly with outdoor shoots.

Cancellations:

More than 4 days: no charge
Within 2 days: 25% fee
On the day: full fee plus expenses

If the weather impacts the shoot, we will rearrange where possible at no extra cost.

If a shoot proceeds against advice and cannot be completed, a 50% fee may apply.