Terms & Conditions for Businesses

About us

These terms apply when an organisation, business, or client ("you", "the client") books True Capture Productions Ltd ("we", "us") to provide video production, photography, or technical services for corporate events, conferences, promotional projects, or commercial content.

Company Registration Number: 12605971. Registered Address: 23 Dove Close, Sandy, SG19 2UT.

1. Bookings & quotations

• A booking is confirmed when you accept our quotation in writing (including by email or through our client portal) and pay any required deposit.
• Quotations remain valid for 30 days from the date of issue.
• Any requested changes to the date, venue, schedule, or scope of work after confirmation will be accommodated where possible, but may incur additional charges and cannot be guaranteed.

2. Payment terms & invoicing

• Deposits: a deposit may be required to secure the booking; this will be agreed prior to confirmation of the booking.
• Final payment: the remaining balance is invoiced upon delivery of the draft edit/gallery and must be paid within 30 days of the invoice date.
• Travel & expenses: agreed travel, accommodation, or venue-related expenses outside our standard coverage area will be itemised in your quotation or invoice.
• Late payments: we reserve the right to charge interest on overdue payments in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

3. Venue access & on-site requirements

• Access & setup: you are responsible for ensuring we have safe and timely access to the venue (ideally 1 to 2 hours prior to the start of the event) and suitable parking for our crew.
• Venue authorisation: you are responsible for securing all necessary venue approvals, permits, and permissions required for photography, filming, and audio recording.
• Lighting & power: you must ensure adequate access to power and suitable event lighting for photography and video capture. Where flash photography or auxiliary lighting is required, you must verify the venue permits its use.

4. Attendance, consent & safeguarding

• As the Data Controller, you are responsible for informing speakers, staff, and attendees that photography and filming will take place at your event and for securing any required consents or legal grounds under data protection law.
• If any speaker or attendee must not be photographed or filmed, you must notify us in writing or via the portal prior to the event. While we will make all reasonable efforts to avoid designated individuals, we accept no liability if an individual inadvertently appears in background, group, or wide crowd shots.

5. Music, copyright & third-party assets

• You are solely responsible for securing and paying for all necessary copyright licences, performance rights, or permission fees (e.g. PRS/PPL) for any third-party music, videos, logos, or presentation slides used at your event.
• You agree to indemnify True Capture Productions Ltd against any third-party claims, liabilities, or costs arising from copyright infringement related to assets provided by you or used during your event.

6. Reviewing, revisions & delivery

• Review process: draft video edits or watermarked photo proof galleries will be shared via our client portal for review.
• Revisions: up to 2 rounds of minor revisions (e.g. sound tweaks, text adjustments, or clip swaps) are included in the agreed fee. Requests for major changes outside the original agreed brief may incur additional charges.
• Final delivery: media is released for download upon final approval and receipt of payment. Media is retained on active download storage for 4 months, after which files are archived in our local storage for a minimum of 2 years.

7. Intellectual property & marketing use

• Ownership: True Capture Productions Ltd retains copyright in all original raw footage, unedited photographs, and project files.
• Client licence: upon full payment of all invoices, you are granted a worldwide, royalty-free, non-exclusive licence to use, publish, distribute, and broadcast the final delivered videos and photos for your commercial, promotional, internal, and marketing purposes.
• Portfolio & promotional use: we will only use photos, video clips, or deliverables in our company portfolio, website, or marketing channels if you have explicitly selected or agreed to that option in your client portal settings.

8. Cancellation & rescheduling

If you cancel your booking, the following charges apply to cover committed dates and prep work:

• More than 30 days before the event: any deposit paid is retained; no further fees are due.
• 14 to 30 days before the event: 50% of the total agreed project fee is payable.
• Less than 14 days before the event: 100% of the total agreed project fee is payable.

If an event is rescheduled, we will apply fees paid to the new date wherever possible, subject to crew availability.

9. Limitation of liability

• We take every precaution to protect equipment, media, and recordings. In the unlikely event of total or partial equipment failure, data corruption, severe weather, illness, or circumstances beyond our control that prevent us from delivering the agreed media, our liability is limited strictly to a refund of fees paid for the unfulfilled portion of the service.
• Neither party shall be liable to the other for any indirect, special, or consequential loss, loss of profit, or loss of business opportunity.
• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be excluded.

10. Governing law

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Both parties agree to submit to the exclusive jurisdiction of the courts of England and Wales.