1. Acceptance of Terms
By clicking "I agree to the terms and conditions" on the booking form, you confirm that you have read, understood, and agreed to these terms.
2. Service Delivery
- We will deliver the final product to a professional standard.
- You are entitled to two free rounds of changes, with no more than 10 individual changes per round.
- Any additional changes will incur a minimum charge of £100 per request.
- Change requests must be submitted in writing within 30 days of the first submission.
3. Event Coverage
- Our team will be present at the specified times. Additional time will be charged at £150 per hour or part thereof.
- You authorise us to charge for additional time if required.
- Payment for additional time must be made before the delivery of footage.
4. Location and Scheduling
- You are responsible for providing the correct event location(s).
- Changes to the location must be communicated at least one week in advance. Additional charges may apply.
- Itineraries must be provided two weeks prior to the event and adhered to.
5. Soundtracks and Shots
- You must specify soundtracks before editing begins. You are responsible for ensuring compliance with copyright laws.
- You must outline "must-have shots" in writing. We will do our best to capture them.
6. Event Organisation
- We are not responsible for organising the event. We capture events on a candid basis.
- If you have specific scenes you want included, they must be specified in writing.
7. Lighting and Venue Restrictions
- We are not responsible for restrictive venue lighting. Discuss lighting requirements with the venue in advance.
- We will colour-grade videos to a "true to life" standard but will not airbrush makeup.
8. Health and Safety
- If the health and safety of our staff are compromised, we reserve the right to stop the shoot.
- If an accident occurs and we cannot continue, we will either reschedule or provide a refund, depending on fault.
9. Digital Delivery and Client Download Responsibility
- Your completed film and/or photographs will be delivered via an online download link sent to the email address provided at the time of booking.
- Once your delivery link has been sent, it is entirely your responsibility to download and save your files to your own secure storage (e.g. an external hard drive, cloud storage, or personal device) immediately.
- Download links remain active for 90 days from the date of delivery. After this period, links will expire and files may be permanently deleted from our servers.
- Eyecon Moments accepts no liability for the loss of files after the 90-day delivery window has passed, or for any failure by the client to download and back up the delivered content.
- We strongly recommend saving your files to at least two separate locations (e.g. cloud storage and an external drive) immediately upon receipt.
- If your link has expired within the 90-day window due to a technical issue on our side, contact us and we will do our best to assist. We cannot guarantee restoration of files beyond the 90-day period under any circumstances.
10. Backup and Footage Loss
- We use a RAID backup system to secure footage during production. In the rare event of footage loss due to equipment failure, we will refund the amount paid for the affected coverage.
- This refund represents our full and final liability in such circumstances. No further compensation will be due.
11. Guest Numbers and Additional Charges
- You are responsible for providing the correct number of guests. A significant increase in guests may result in additional charges.
- You are responsible for additional charges such as parking, toll roads, congestion charges, and any other travel-related expenses incurred by our team.
12. Production Timeline
- We will complete production in a timely manner but do not guarantee specific completion dates unless agreed in writing.
- Production timelines may vary depending on workload, complexity, and client response times (e.g. soundtrack submissions, revision feedback).
13. Weather and Safety
- We will not shoot in conditions that endanger our staff or equipment, including heavy rain, extreme weather, or unsafe environments.
- If weather prevents filming at any point during the event, we will capture as much as safely possible. No refund will be issued for weather-related limitations.
14. Copyright and Usage
- All footage and photographs captured remain the intellectual property and copyright of Eyecon Moments. Unauthorised reproduction, resale, or distribution is strictly prohibited.
- We reserve the right to use footage and photographs for our portfolio, website, and social media unless you formally request otherwise in writing prior to the event. An additional charge of 40% of the total package price applies for full privacy.
- You are granted a non-exclusive, personal licence to use the delivered content for personal, non-commercial purposes.
15. Booking, Payment and Cancellation
- A non-refundable booking fee is required to secure your date. This fee will be deducted from your total balance.
- The remaining balance is due in full no later than 14 days before the event date, unless otherwise agreed in writing.
- Late payments or requests to pay the balance after the event will incur a 20% surcharge on the outstanding amount.
- Booking fees are non-refundable under any circumstances, including cancellation or postponement of the event.
- If you wish to reschedule, please notify us as soon as possible. We will do our best to transfer your booking to a new date, subject to availability. A rescheduling fee may apply.
- If we are unable to attend due to circumstances within our control, we will issue a full refund of all monies paid.
16. Force Majeure
- Eyecon Moments shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, pandemic, natural disaster, government restrictions, civil unrest, or critical equipment failure.
- In such circumstances, we will notify you as soon as reasonably possible and work with you to find an alternative arrangement where feasible.
17. Behaviour and Conduct
- We expect all guests and event attendees to treat our team with respect. Threatening, aggressive, or abusive behaviour towards our staff will result in us ceasing coverage immediately. No refund will be issued in such circumstances.
18. Liability
- We are not liable for unsatisfactory results caused by time constraints, schedule changes, weather, restrictive venues, uncooperative subjects, or failure to provide required information (such as itineraries or shot lists) in good time.
- Our total liability in any circumstances shall not exceed the total amount paid by the client for the services in question.
- By paying a deposit, you confirm you have read and agreed to these terms in full, including our non-refund policy on booking fees.
19. Data Protection
- We process your personal data in accordance with UK GDPR and the Data Protection Act 2018. Please refer to our Privacy Policy for full details of how we collect, use and protect your data.
20. Governing Law
These terms and conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
21. Contact Us
If you have any questions about these terms, please contact us at eyecon.moments@gmail.com or call +44 7957 450570.