1. OVERVIEW.

This segment provides an overview to your project, what is it we are creating for you, the scope of works, and the agreed deliverables, from our agreed proposal: *SEE YOUR OWN PROPOSAL FOR THIS*

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2. Our T&Cs Applicable to this Agreement:

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T&Cs v11 (12/01/2026)
 

2.1 Deposits - a 50% non-refundable deposit is required to secure any booking.
- This covers date reservation, pre-production planning, drone admin (if applicable), and kit preparation.
- Work does not commence until the deposit is paid.

2.2 Cancellation fee – 50% of contracted day, per contracted day if cancelled before leaving or arriving at the location. See clause 2.3 for on-location/on-the-day cancellations.

2.3 Cancellation On-Location/On-The-Day - If cancelled on the day of the job the full rate for the booking will apply to mitigate unrecoverable costs for the day booked out for your project, the prep & commitments made, along with kit hire, and expenses incurred.

2.4 Inclement Weather Fee – We will always check the weather ahead of a project and plan around the appropriate conditions. However, where unexpected weather affects the booking, ahead of the job day, we charge:
£95 (if the job can be rescheduled)
£140 if it cannot be rescheduled

If adverse weather conditions prevents filming on the day of the booking, the 50% non-refunable deposit is retained instead of charging a full on-the-day cancellation.

2.5 Date Move Fee – if a job is moved by the client (whether by choice or by logistics) after prep for the project has started (ie legal pre-flight paperwork for the drone), the 50% deposit becomes a retainer and is lost. A new 50% deposit is required to book a new date.

2.6 Safety Briefing (for the drone) – Avatar Drones // Avatar Media Group's pilots will always have a safety briefing on location (unless using a drone under 250g where it is deemed safe by the CAA not to do so). This is a requirement by law. We may use a bodycam when completing the safety brief to ensure we have recorded our due dillegence. Time required to complete a safety briefing is covered in the booking cost. Any accident or injury resulting from those not listening to the safety briefing or following the instructions outlined in the safety briefing procedures; in the instance of an emergency, Avatar Drones // Avatar Media Group and its pilots, associates or owners will not be held responsible. Injury due to negligence or not following the safety guidance is the responsibility of that person injured by their own actions and/or decisions.

2.7 Neighbours (for the drone) – To ensure maximised safety when flying a drone, we may notify neighbours within a 50-100m vicinity of where the job is taking place - especially when using a drone over 250g - as required by law (outlined above in clause 2.6). The required time to do this is covered in the booking cost and is inclusive within the set time-on-location. Any disputes with third parties (e.g. neighbours or members of the public) are between the client and the complainant. You agree to indemnify Avatar Drones // Avatar Media Group against liability arising from such disputes, unless caused by our negligence. 

2.8 (i) Disputes/Complaints - It is good practice to notify the police prior to any flight or series of flights (with the drone) commencing and therefore we may advise the necessary agencies that drone flights are taking place. Any disputes with third parties (e.g. neighbours or members of the public) are between the client and the complainant and you indemnify Avatar Drones // Avatar Media Group and all associated parties against liability arising from such disputes unless the pilot has been negligent. 

Please note for reference: People do not own the airspace above their property. Drones (like helicopters and aircraft) may legally fly over homes and gardens when operated in accordance with aviation rules. If a complaint is raised solely because a drone has flown overhead, that alone does not mean the flight was illegal. It is important to be aware of this for any possible disputes arising with neighbours. 

2.8 (ii) Video Editing Disputes/Complaints:
This could be but not limited to: Developer doesn't like a shot being featured after the video has gone live, neighbour requests video should not feature their home etc. Whilst these opinions do not neccessarily govern what is legal, you may wish to honour their request for whichever benefit to your business. Requests to remove footage or make changes after your included revision rounds, or after publication, are billable at £35/hour. Fully removing a video from all platforms where you are requested to not use it, does not entitle the client to a refund. Production time and costs will already have been incurred.

2.9 Privacy – The client is responsible for notifying residents, tenants, or occupants of filming activity, especially of those where we are shooting towards buildings/windows/gardens in the summer (where people may be naked sunbathing), to prevent a breach of privacy. Where we notice that a photograph/video shot has an item or person which could be considered as a breach of privacy within the image/video, we will do our best to remove it/them from the photograph in post production editing or we will not use that footage at all. In the case where we capture photographs and/or video of any items or people which make for a breach of privacy within these photographs/video, and they are published, the legal responsibility will lie on the hiring company/client. Permissions for filming in private venues (bars, restaurants, venues) are the client’s responsibility unless agreed otherwise in writing. If filming cannot proceed due to missing permissions, on-the-day cancellation fees apply.
 
IMPORTANT: Where you as the client/footage handler/landlord/(or anyone who has access to the files), sees something within the footage that could be considered as a breach of privacy, it is your responsibility to remove/not use/not publish that content. We will not be held responsible for footage captured, in your possession, which we cannot amend/adapt/control, before releasing publicly.

2.10 Restaurants/Bars/Venues & Filming Permissions - see above clause 2.9 relating to privacy.
 

2.11 ATC (for the drone) – In certain regions Air Traffic Control must be notified ahead of each flight. If for any reason ATC decline the request to operate on a particular date, you will be liable for the date move fee. We will do our best to accommodate a new date within that week, however, if not, the cancellation fee would apply, and you agree to pay the sum in full, without dispute. 

2.12 Copyright – We own the copyright and ownership to all footage shot, however when purchasing our services, we will license you (COMPANY NAME) a usage license, as agreed in writing, to cover you for: (EXPLAIN WHAT THEY ARE ALLOWED TO DO WITH THE FOOTAGE ie: to feature the final video edit outcome on your website, youtube, social media platforms). Footage cannot be shared, sold, or given to third parties. In the case where other pages or companies want to use our footage, please connect us with them via email: enquiries@avatarmediagroup.co.uk or phone: +44 7392 184394 and we will be more than happy to discuss footage licensing for them. Any unauthorised use by third parties may result in fines. You can read more about Copyright using the resources below:
 

Copyright UK (Click Here) - UK (About copyright)

Gov.UK Copyright Info - UK (more on copyright)

https://copyright.gov/what-is-copyright - USA

Important Note: if you as our client are not the direct client of the project (e.g. you're a building consultancy working for a school doing a refurb. With the school being the direct client), please let us know in writing ahead of the project so we can have a discussion around enabling the direct-client use of the content. 
 

2.13 Deliverables – Deliverables are limited to what is explicitly agreed in writing. In your case: OUTLINE DELIVERABLES. RAW (original) files are not included unless agreed separately in writing. At the current agreed price of £XXX your price includes EXPLAIN WHAT IT INCLUDES.

For project confidentiality reasons you may not wish for us to release footage to our social media platforms immediately. Please let us know this information in the 'Onboarding Requested Notes' document, which you will find in the email "Comms" thread for your project. Failure to do so will mean that we will start releasing content as soon as we are able to. If you notify us after we have posted a piece of content, we can seize all posts from that point onwards however the previous posts may stay up. This protects our brand's image. 
 

2.14 RAW Content Files/Sending Them - We do not share the original RAW files on any projects unless specifically agreed by us with the client in writing, signed, beforehand. This is standard industry practise. RAW files are working materials, not deliverables. 

Sharing RAW Files Explained: 
 

When engaging our photography and videography services, the agreed day rate covers our professional time, expertise, specialist equipment, and the production of the final edited deliverables. 
 

This is comparable to appointing a bricklayer to deliver a completed build, where their fee covers solely the labour required to deliver the result, and they will purchase the materials and retain them as their own ownership. Their fee does not give access to the tools in their van for you to take home and work on your own projects, nor the bricks (materials) that the bricklayer owns outright - unless agreed prior in writing - regardless of the fact the tools & materials are essential to deliver the work. 
 

Original RAW files are considered working materials/tools. They are not finished deliverables. RAW files are not included by default unless expressly agreed in writing by the copyright owner, us. Access to or ownership transfer of RAW files requires a separate licence and fee.
 

2.15 Editing Images - Clients receive either edited images (if that was the service chosen) or original JPEGs (if editing was not a service chosen), not both. 

Upon receiving the content, it is forbidden to edit images further without permission. We edit our images on a colour-accurate screen to ensure they look accurate. Editing further completely takes away the professional look for the images we have created for you. And can tarnishe our work. If you wish to change the look of any images for whatever reason, please reach out to us and we will make any changes you wish for. Additional editing will be billed at £35p/h. 

2.16 Editing Images: The Style - By booking, you accept our editing style, unless references are provided in advance. Re-editing due to style preferences which were not put forward in advance, are billable working hours at £35p/h.

2.17 (i) Requested Angles and Video/Photography Style for Shooting – Specific shots or angles must be requested in writing before filming. Upon this request/list, we will do our best to capture these for you, provided they do not breach health and safety, aviation (for the drone) regulations, or any other laws. If not specified in writing only, creative decisions will be made by us. We take no responsibility if angles or shots you wish for, that have not been clearly put forward in writing, have not been captured. 

2.17 (ii) Requested for and Video/Photography Featured Shots when Editing - Specific shots, angles, or order of shots, that you would like featured in your edit(s) must be put forward in writing before we begin editing. Upon this list, we will do our best to utilise the request, in line with your vision. If not specified, creative decisions will be made by us. We take no responsibility if angles or shots you wish for, that have not been clearly put forward in writing, have not been used. Amendments to edits changing shots after delivery could fall into your 5hrs-included feedback changes. If not, works outside the included will be billable at £35p/h. 
 

2.18 Re-Edit Revisions - We will always do an initial video edit and send this to the client to ensure that the overall look is as they wish, text is worded correctly, logos are in the desired place, logos have been used, etc. Upon receiving the feedback, we will make the necessary and required changes before exporting the final product. (Note: this term ‘revisions’ applies to video editing, not photographs). Minor changes are usually included within agreed feedback hours unless specified otherwise. Minor changes include text re-wording, & logo adjusting. Minor changes do not include a full re-edit or music change. Any additional changes outside of your included hours will be billed at £35p/h.

2.19 Music & Audio Licensing - A) Useable Music Covered By Us:

Music provided by us is licensed via Epidemic Sound for online & social use. (Website, LinkedIn, Insta, Facebook)

Please let us know when and where you post it so that we can add your post to our subscription safelist. This will prevent you from getting copyright strikes and/or your account(s) banned, provided use of their music is in line with their terms linked below. It is your responsibility to ensure your use of content, and chosen music used in your content, abides by their terms. Under Epidemic Sound's 'Commercial Subscription Music License' Terms and Conditions, they cover what you are not allowed to do with videos that contain their music. Click Here to view their T&Cs.

IMPORTANT: We cannot actively monitor every client we work with. Failure to let us know when & where you've posted your content so we can safelist you, is your responsibility. If you receive legal action, copyright strikes, or account bans, we will not accept liability for this. It is your legal responsibility to advise in writing when & where you've posted.


2.19 Music & Audio Licensing - B) Use of Music Not Covered By Us:

If clients request unlicensed music  (such as popular songs on spotify, Instagram Reels, TikTok, etc), all legal responsibility lies with the client. As the production team, we can utilise your request, however, you accept the legal licensing responsibility as yours. Avatar Drones // Avatar Media Group, its owners, associates, and anyone in relation to the company will not be held responsible for using unlicenced audio which has been used upon your request. And you agree to exclude us from any court proceedings and/or lawsuits. 

If you give us full creative control to choose the music selection on your behalf (we will only do this confirmed in writing): you must ensure you have the licensing rights applicable for any music used before posting. You have the opportunity to review the music during our first round of feedback revisions. It is at this point you should ensure any music we have selected has been covered and licensed correctly by you, with the correct permissions & legal steps necessary, before you publish. We will take no responsibility for music that has been used on a production for you. 

Licensing & legal responsibility for audio used on a client-production is of that of the individual and/or company addressed at the top of this agreement. 

2.20 Project Overrunnings - Quotes are based on agreed timelines. Delays or overruns may require a revised quote. If you choose to not accept the revision, you may pull out of the contract with the cancellation fees applicable in clauses 2.2 & 2.3

2.21 Sending/Transferring Content - All balances must be paid in full before content is delivered. Failure to settle balance on time may result in delays of you receiving your deliverables and late payment fees. Where you fail to complete payment on time and delays occur in receiving your content or receiving late fees, you agree not to hold us liable or dispute. 

2.22 Transferring Large Files (where we have agreed RAW content is to be shared) - We have an ad-hoc office space we use in Central London on a 'when we need basis' for large-file transfers. Transferring content to you will require additional costs, which are to be covered by the client. These are, but not limited to: travel expenses, on-the-day booking for the office space, and £35p/h for the work required. Alternatively, you could opt to purchase a USB/Harddrive which we can ship to you.  

2.23 Content/Footage Storage - Download links expire between 30-90 days. It is your responsibility to download files in ample time and store them somewhere safe. Once links have expired, the contents are gone forever. We do not store files upon completion nor delivery of the project. We may store them for 1 year on our archive drives before deleting them permanently, however, this is not guaranteed and not to be expected. If we have stored them for whatever reason, and you request them be re-shared with you, our working rate of £70p/h will apply to move files from archive drives to useable drives, ready for transfer. Our rate of £35p/h whilst resending them will also apply. To avoid these additional fees, please save your content somewhere safe and permanent in ample time. If you wish to avoid our resending hourly rate (outside of the required archive drive moving) you could opt to purchase a USB/Harddrive which we can ship to you. Postage fees will apply. 

As we retain copyright ownership of all content, long-term storage is the client’s responsibility unless a storage option is agreed. Where required, we can offer the following storage solutions:
 

(i) In-house storage on our office drives, prices starting at £100 depending on file size 
(ii) Ongoing cloud storage via Google Drive at £5 per month, managed in-house by us.

The above does not include access to RAWs in the future, should you wish for this content to be shared so you/third parties can work on it. RAW access must be purchased separately.


Where a RAW access licence has been granted: 
(iii) Content can be supplied on either a client-provided/or client-funded drive, with no guaranteed in-house backup retained by us.
(iv) Content can be stored on two hard drives: one provided to the client and one retained by us in-house, with the client covering the cost of both drives. This option offers increased security and easier future editing access.

 

2.24 Deleting Confidential Content After Posting - For project confidentiality reasons you may not wish for us to release footage to our social media platforms immediately. Please let us know this information in the notes section in your onboarding notes document which you will have been asked to fill out. Failure to do so will mean that we will start releasing content as soon as we are able to. If you notify us after we have posted a piece of content, we can seize all posts from that point onwards however the previous posts may stay up. This protects our brand's image. 

Project: *NAME OF PROJECT* | Confidentiality: Refer to onboarding document 'Requested Notes'. 

2.25 Transfer Expiry And Costs To Resend Content - Upon completion of your project, we will send you a WeTransfer link to download the files agreed in your deliverables - highlighted in clause 2.13. This link will expire, at a baseline, after 30 days. Please see below info for your project expiry timeframe. Please note, it is the client's responsibility to download all content within the specified timeframe and save the content somewhere. See clause 2.23 for costs relating to resharing requirements where we have retained files. 

For larger projects, this will often mean needing to go to our London Transfer Office. Please see clause 2.22 & 2.23 for fees relating to both.  

Important note: If the content is not downloaded by the client and saved somewhere and the footage expires (and if the editing asset files no longer exist but we have the RAW files available) and you require a new version of the deliverables to be created, then our standard editing rate applicable at the time requested will apply to re-create the project. 

Project: *NAME OF PROJECT* | Transfer Expiry Timeframe: *INSERT EXPIRY TIMEFRAME*

2.26 Recording Zoom & Phone Calls - We record all zoom & phone calls for training, quality, record-keeping, and marketing purposes. By working with us you consent to the recording and publishing of calls with, but not limited to, yourself, your business, any associated members, employees, other collaborators of the project(s), and/or anyone else when on a call and/or zoom with us.

2.27 Written Confirmation Only - Only agreements confirmed in writing by email are valid. Verbal agreements without written confirmation are not binding. Should something be discussed over the phone or in-person, you must ensure you follow up with confirmation, and acknowledging agreement from us, via email. 

2.28 Paying Your Invoice & Acceptance of Terms - Payment of any invoice constitutes full acceptance of the Terms & Conditions in this agreement. As well as those of our standard operating T&Cs, linked here: https://avatardrones.co.uk/terms-conditions and here: https://www.avatarmediagroup.co.uk/t-and-cs. 

2.29 Copyright Theft - In line with worldwide, UK, and USA copyright laws, we keep ownership of all our photographs & videos captured and issue the client listed at the top of this agreement permission to use as outlined in clause 2.12 & 2.13. 

Unauthorised use of our content (from the addressed or third parties) will incur fines of:
£35 per image, per day, £100 per video, per day. 
Legal costs we incur will be pursued and recovered.

2.30 Parking Fees & Charges - On all our projects, we ask that we complete our own required parking permits to ensure that no details are entered incorrectly. If incorrect parking details are supplied by the client and result in us receiving a fine, the client is responsible for settling the payment.

2.31 Termination of This Contract & Works Provided On The Basis of X Contract Term - This project has been quoted and discounted on the express basis of a ___X___ term commitment. Early termination of the agreement could result in our financial loss, where pre-allocated resources and staffing commitments have been made in good faith. In the case of early termination of discounted or term-based contracts, the client agrees to cover any outstanding financial costs reasonably incurred to us as a result of the initial agreement

2.32 (i) Termination of Contract Relating to Free Filming Days, Discounts, Content, & Deliverables

Where any discounts, reduced rates, complimentary filming days, additional content, or enhanced deliverables (“Incentivised Value”) are provided solely on the basis of a fixed contract term or agreed commitment, those benefits are conditional upon the full contract term being honoured.

If the contract is terminated early, cancelled, or otherwise not fulfilled by the client for any reason, the client agrees that all Incentivised Value already delivered will become retrospectively chargeable at our standard rates, in addition to any applicable cancellation fees outlined elsewhere in this agreement.

For the avoidance of doubt, this includes (but is not limited to) situations such as:

• Free filming days included as part of a longer-term agreement

• Discounted filming or editing rates applied on the basis of contract length

• Additional content, deliverables, or services provided at no charge or reduced charge due to a term-based agreement

 

Example:
If a 12-month agreement includes one free filming day per month, and the agreement is terminated after four months, the four filming days provided free of charge will become payable at the standard rate applicable at the time the work was carried out.

2.32 (ii) Pre-Agreed Value & Acceptance of Work

Prior to any such work commencing, we will provide the client in writing with the standard, undiscounted value of the services or filming days being provided free of charge or at a reduced rate. This communication confirms the commercial value of the work being supplied under the conditional agreement.

By allowing the work to proceed - whether by written confirmation, verbal instruction, scheduling, or attendance on site - the client is deemed to have accepted the stated value of that work, regardless of whether further written confirmation is provided at that stage.
 

If the contract is later terminated early, the client agrees that:

• The previously supplied written standard rates apply

• The value of all Incentivised Value already delivered becomes immediately payable

• Payment is due for work completed up to the termination date, calculated at the pre-agreed standard rates

2.32 (iii) Commercial Protection

This clause exists to prevent situations where work is delivered at no cost or reduced cost on the basis of a longer-term commitment that is not ultimately honoured. Early termination does not negate the value of work already completed, nor does it entitle the client to retain that value without payment.

All sums due under this clause are payable immediately upon termination and may be invoiced accordingly. The client agrees to pay the sums due without dispute, and will be responsible for any legal fees we incur in the pursuit of funds. 

 

 

2.34 Final Note - We pride ourselves on being client focused and will do our best to accommodate your wishes providing they do not contravene the Drone Code, Aviation Laws, Privacy or General Health & Safety Regulations. If something cannot be done safely or legally, it will not proceed.

Any additional comments and notes regarding the project by client i.e. what footage will be used for, marketing schedule, whether footage can be posted immediately or kept confidential until a certain date, along with any specific shots you require to be captured & featured in your deliverables, photo editing styles, and video references. etc to be put forward in writing in your 'Onboarding Requested Notes' document, which you will find in the email "Comms" thread for your project.