Terms & Conditions

About us

These terms apply when you book True Capture Productions Ltd ("we", "us") to photograph, film, or provide technical support for your event, and when you purchase photos or videos from us. Company Registration Number: 12605971. Registered Address: 23 Dove Close, Sandy, SG19 2UT.

Part 1: Schools and organisations

This part applies to the school, dance school, theatre company, or organisation booking our services ("the client").

Bookings & fees

A booking is confirmed when accepted in writing (including email or portal confirmation). Certain bookings may require a deposit, which will be specified before confirmation.

Where photography or filming is offered subject to minimum sales, standard minimum order thresholds apply as agreed during booking. If the minimum sales target is not met by the order deadline, the client will be invoiced for the shortfall at the agreed unit rate (or baseline service fee).

If your venue is outside our standard coverage zone, agreed travel fees will apply. Please notify us immediately of any date, timing, or venue changes; we will attempt to accommodate revisions but cannot guarantee availability.

What we need from you

• Complete all event requirements in your portal prior to the event, including schedules, running orders, stage access, and reserved space/seating for camera positions and photographers.
• Provide venue access for setup at least 1 to 2 hours prior to start times, along with suitable crew parking.
• Ensure all venue permissions and permissions for photography and filming are secured in advance.

Flash photography & lighting

For photography bookings, performance lighting must allow for adequate exposure. Where flash photography or supplemental lighting is required, the client is responsible for ensuring the venue permits its use and informing performers/audience members if necessary.

Music & performance licensing

The client is solely responsible for obtaining and funding all required music, performance, and copyright licences (e.g. PRS/PPL) for the event. The client indemnifies True Capture Productions Ltd against any third-party claims or expenses arising from copyright or licensing disputes.

Safeguarding & opt-outs

Before the event, the client confirms that all required permissions have been obtained from performers (or their parents/guardians) to be photographed, filmed, and included in products sold to families.

The client must explicitly identify any performer who must not be photographed or filmed via the portal prior to the event. While we take every reasonable step to avoid designated individuals, we accept no liability if an individual inadvertently appears in wide shots or group photos.

Intellectual property & marketing

True Capture Productions Ltd retains copyright in all photos, imagery, and video recordings produced. The client is granted a non-exclusive licence for internal school use only. Images or video clips will only be used on our website or marketing channels if explicit permission is granted by the client in the portal.

Reviewing & approval

Proofing galleries or draft edits will be shared via the client portal. Up to 2 rounds of minor revisions are included. Once approved by the client, media is finalised and released to purchasing families.

Part 2: Families buying photos and videos

This part applies when you order digital downloads, prints, USBs, or DVDs from our shop pages.

Your order

Upon placing an order, you will receive an email confirmation containing a link to your order page. Digital downloads, print proofs, or video access will appear on this page once released. Prices are shown in pounds sterling (GBP).

Delivery & expiry

• Digital photos & downloads: digital photo files and video downloads are accessible from your order page once released (typically 6 to 8 weeks after the event). Downloads remain active for 2 months from release. Please download and back up your files promptly.
• Physical prints, USBs & DVDs: physical orders can be posted to your address or collected via the school if ordered before the specified collection deadline. Delivery times and postage costs are detailed at checkout.

Digital rights & personal use

Purchased photos and videos are strictly for personal and non-commercial family use. You may print photos for personal use or post purchased individual photos on personal social media accounts. You may not resell, re-license, edit for commercial use, or upload full-length event videos to public platforms (e.g. YouTube).

Cancellations & refunds

• Digital downloads & instant photos: by placing an order for digital photos or downloads, you agree that access begins upon release and that statutory cancellation rights end once downloading or high-resolution viewing has commenced. Un-downloaded digital items may be cancelled within 14 days of purchase.
• Physical prints, USBs & DVDs: because prints, USBs, and DVDs are bespoke items produced to order specifically for your event, orders cannot be cancelled once printing or manufacturing has begun.
• Faulty items: if any physical print or media arrives damaged or defective, contact us within 14 days via your order page for a free replacement or refund.

General

These terms are governed by the laws of England and Wales.