Terms & Conditions

If you have any questions or require clarification of any terms, please email enquiries@avatarmediagroup.co.uk
 

Any project-specific amendments to these Terms & Conditions are outlined in Clause 1.1 of your contract and will take precedence over the relevant standard terms below.
 

​

A-F outlined breaks down structured terms. 

A - Booking, Payment, Cancellation & Contract Terms

 

2.1 Deposits - a 50% non-refundable deposit is required to secure any booking

 

2.2 Cancellation & Date Move Fees

(i) Cancellation Fee - 50% of contracted day, per contracted day if fully cancelled without rescheduling the job.

(ii) Date Move greater than 3-days before the job - The existing deposit will be carried over to the new booking date, provided the job is completed within 3 months of the original date. After 3 months, the deposit is forfeited. If project-specific preparation has already commenced, a £75 date-move fee may apply (clause v).

(iii) Date Move within 3 Days of the job - A £75 date-move fee applies. Where another job has been turned down because the date was reserved, 50% of the contracted rate applies instead.

(iv) Cancellation or Date Move On-The-Day - The full contracted filming/photography rate is payable. If the job is moved, the new date will constitute a new booking.

(v) Date Move After Project Preparation Has Commenced - Where the client requests to move or reschedule a confirmed booking after project-specific preparation has commenced, including but not limited to flight planning, airspace checks, permissions, risk assessments, site planning or other booking-specific administrative work, a £75 date-move fee may apply to cover work already undertaken, even where the request is made more than 3 days before the booked date. This fee will not apply in addition to another cancellation or date-move charge under this clause.


 

2.3 Inclement Weather Fee - Where unexpected weather affects the booking ahead of the job within 3-days, we charge £75 if the job can be rescheduled, or the 50% deposit is retained and lost, if it cannot be. If weather affects the booking on the day and we're unable to complete the works, the full rate for the day is due for the works booked out. 
 

2.4 Payment Terms, Late Fees, and Delivery of Content - Unless otherwise agreed in writing, all invoices are payable within 7 days of the invoice date. Final content may be provided with watermarks for review and approval prior to settlement of the outstanding balance. Unwatermarked final deliverables will not be released until all outstanding balances relating to the project have been paid in full. We reserve all applicable rights in relation to overdue payments.

 

2.5 Deliverables - Deliverables are limited strictly to those explicitly agreed within this contract (clause 1.0 - Overview) or subsequently confirmed in writing. Verbal discussions, including telephone or in-person conversations, do not constitute an agreed change or addition to the deliverables unless confirmed in writing.

 

2.6 Paying Your Invoice & Acceptance of Terms - Payment of a deposit, invoice or any other payment relating to the project constitutes the client’s acceptance of the Project Overview and these Terms & Conditions in full. A physical or electronic signature is not required for acceptance. The Terms & Conditions applicable to the individual project are those provided within this agreement, including any project-specific amendments or variations.

Our standard Terms & Conditions are also published on the Avatar Drones and Avatar Media Group websites and form part of the terms under which we operate:

Avatar Drones – Terms & Conditions
Avatar Media Group – Terms & Conditions

Where there is any difference between the standard website Terms & Conditions and this project-specific agreement, this agreement will take precedence.

 

2.7 Client Delays / Failure to Provide Materials - Where the client is required to provide information, materials, access, approvals, feedback, branding, files, music choices, references, instructions or any other item reasonably required for us to progress the project, these must be provided within the agreed or reasonably requested timeframe.

Any delay by the client in providing required information, materials, access, feedback or approvals may result in corresponding delays to filming, editing, delivery or completion dates. We will not be responsible for missing an original project timeframe where the delay results from the client or another party acting on the client's behalf. Where a client-caused delay results in additional work, administration, travel, rebooking or other costs, these may be charged additionally at the applicable rate.

 

2.8 Project Schedule & Overrunnings - For multi-visit or phased projects, we will request the anticipated project/build schedule before quoting. Our quotation, pricing and any multi-visit discounts are based on the programme, number of visits and anticipated timescales provided at the time of quotation.

Where the project programme is materially delayed, extended or changed, we reserve the right to review the remaining scope and issue revised pricing where reasonably required. If the client chooses not to proceed with the revised scope or pricing, they may terminate the remaining project, subject to the applicable cancellation terms under Clauses 2.2 and 2.3.

Where a project remains incomplete 12 months or more beyond the originally anticipated completion date, any outstanding balance for the contracted project will become payable. Once settled, the remaining contracted services will remain available for fulfilment when the project resumes, subject to scheduling and availability.

This is particularly applicable to discounted multi-visit packages, where pricing has been agreed on the basis of a specified number of visits. Delays, suspension or failure to arrange the remaining visits do not retrospectively alter the basis on which the discounted project price was agreed.

 

2.9 Force Majeure / Events Outside Reasonable Control - We will not be responsible for delay, postponement or failure to perform the agreed services where we are prevented from doing so by circumstances outside our reasonable control, including serious illness or injury, accident, emergency, road or transport disruption, vehicle breakdown, power or communications failure, fire, flood, extreme weather, government or authority action, venue or site closure, or other comparable events outside our reasonable control.

Where such circumstances prevent Avatar from attending or completing the agreed work, we will notify the client as soon as reasonably practicable and will make reasonable efforts to reschedule or complete the affected services at the next suitable opportunity. A genuine inability by Avatar to attend due to circumstances outside our reasonable control will not constitute a failure to perform the contract where the affected services can reasonably be rescheduled.

This clause does not remove or reduce the client's payment, cancellation or rescheduling obligations where the client, their personnel, site, venue or another party acting on their behalf is unable or unwilling to proceed. Client cancellations and rescheduling remain subject to the applicable cancellation terms within this agreement.

 

2.10 Limitation of Liability - Nothing within this agreement excludes or limits any liability which cannot lawfully be excluded or limited.

Subject to the above, to the extent permitted by law, Avatar will not be liable for any indirect or consequential loss, loss of profit, loss of revenue, loss of business, loss of opportunity, loss of anticipated savings, reputational loss or other commercial loss arising from or connected with the services, deliverables, delay, non-delivery or use of the content.

Subject to any liability which cannot lawfully be limited, Avatar's total liability arising from or in connection with an individual project will not exceed the total amount paid or payable to Avatar for the affected project. Where only a specific part of a project or deliverable is affected, any remedy or liability will be considered in relation to the affected part of the services where reasonably appropriate.

 

2.11 Termination of This Contract & Works Provided On The Basis of X Contract Term - Where a project, package or service has been quoted or discounted on the basis of a specified minimum term or commitment, the agreed pricing is conditional upon the client completing that commitment. If the client chooses to terminate the agreement before the end of the agreed minimum term, any outstanding amounts payable under that minimum commitment will remain due, unless otherwise agreed by us in writing. This applies particularly where discounted pricing, reserved availability, staffing, resources or other commercial commitments have been provided on the basis of the agreed contract term. Any specific termination arrangements stated within the Project Overview will take precedence over this clause.

 

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

Where any discount, reduced rate, complimentary filming day, additional content, enhanced deliverable or other benefit (“Incentivised Value”) is provided specifically on the basis of the client entering into or completing an agreed minimum contract term, that Incentivised Value is conditional upon the agreed term being honoured.

The standard, undiscounted value of any Incentivised Value will be stated within the Project Overview, quotation, agreement or otherwise confirmed to the client in writing before the relevant work is provided.

If the client terminates, cancels or otherwise fails to complete the agreed minimum term, any Incentivised Value already provided may become retrospectively chargeable at the standard value stated and agreed at the commencement of the contract, in addition to any other amounts properly due under the termination and cancellation provisions of this agreement.

This may include:

• complimentary filming or photography days;

• discounted filming, photography or editing rates;

• complimentary or discounted edits, content or deliverables; and

• any other service, benefit or additional work expressly provided on the condition of completing the agreed contract term.

By accepting this agreement and proceeding with the relevant work, the client acknowledges the stated standard value of the Incentivised Value and agrees that this value may become payable if the conditions upon which the discount or complimentary service was provided are not fulfilled. Any applicable amount will be calculated using the standard value agreed at the commencement of the contract, not a subsequently increased rate.
 

 

B - Filming, Site Operations, Safety, & Travel

2.13 Safety Briefing for the drone - Our pilots may conduct a safety briefing on location and may use a bodycam to record this for safety and record-keeping purposes. Briefing time forms part of the booked on-site time. We are not responsible for accidents, injuries or damage resulting from a person(s) failing to follow the pilot’s safety instructions, unless caused by our negligence.
 

2.14 Neighbours/Third Party Disputes & Complaints - We may notify relevant third parties within the vicinity of the project where appropriate. Time required to do so forms part of the booked time. Any third-party disputes or complaints relating to the project are between the client and the complainant. The client agrees to indemnify Avatar against liability arising from such disputes, unless caused by our negligence or unlawful operation. A complaint made solely because a drone has flown over or near a property does not, by itself, mean that the flight was unlawful.

 

2.15 Privacy / Venues / Permissions / Legal Responsibility — The client is responsible for obtaining any necessary permissions and, where appropriate, notifying residents, tenants, occupants, venue owners or other relevant parties of filming activity, particularly where filming may capture buildings, windows, gardens or other private areas.

Where we identify privacy-sensitive material during the initial editing process, we will not knowingly include that material within the final deliverables. This does not constitute a guarantee that every privacy-sensitive detail will be identified during filming or the initial edit. Once the initial deliverables have been provided, any subsequently identified material requiring removal, obscuring or amendment will be treated as a revision and may be billable in accordance with the agreed revision terms. During filming and editing, our primary focus is on producing the agreed content and it may not always be possible to identify every privacy-sensitive detail within a scene. The client is the final checkpoint before publication and once the final deliverables have been provided, is responsible for carrying out a final privacy and permissions check and ensuring the content is appropriate and authorised for its intended use.

 

2.16 Airspace & Authority Permissions - in certain regions, relevant authorities; including Air Traffic Control, PaPD, Counter Terrorism, the Police, Military, or other applicable authorities, may need to be notified ahead of a flight. If permission is declined, withdrawn, or the operation is otherwise prevented by a relevant authority, the applicable date-move fee will apply. We will aim to accommodate a new date within 14 days; where this is not possible, the applicable cancellation terms will apply.
 

2.17 Safety, Legal Compliance & Final Project Instructions - We will make reasonable efforts to accommodate the client's requirements; however, no filming, photography, drone operation or other activity will be undertaken where we consider it to be unsafe, unlawful or contrary to applicable aviation requirements, or health and safety requirements.

Any final project instructions, including intended usage, publication restrictions or embargoes, confidentiality requirements, required shots, deliverable requirements, photography/editing styles, video references or other specific creative requirements, must be provided in writing before the relevant work begins in order to constitute an applicable project requirement.

Where instructions are not provided in writing at the appropriate stage, we will proceed in accordance with the Project Overview and the creative control provisions contained within this agreement.

 

2.18 Site Access, Readiness & On-Site Delays - The client is responsible for ensuring that the agreed site, venue or filming location is accessible and reasonably ready for the agreed work at the booked time, including arranging any required keys, escorts, inductions, permissions, personnel, access to agreed areas and other site requirements.

Time spent waiting for access, inductions, escorts, personnel, site preparation, areas to become available or other matters outside Avatar's control forms part of the booked on-site time. Where delays cause the agreed booking time to be exceeded, additional time will be charged in accordance with the applicable overtime terms.

Where the agreed work cannot reasonably be completed because the site is inaccessible, unprepared or otherwise unavailable for reasons outside Avatar's control, any required return visit will be treated in accordance with the Reshoots & Additional Filming clause.

 

2.19 Reshoots & Additional Filming - A return visit or reshoot requested because of a change in client requirements, unavailable personnel, incomplete or unprepared works, restricted or unavailable access, a change of creative direction, or any other circumstance outside Avatar's reasonable control will constitute additional filming and will be separately chargeable.

Where a reshoot is required because Avatar materially failed to capture an agreed requirement that was provided and agreed in writing before filming, we will make reasonable efforts to correct the affected work without an additional filming fee where a reshoot is reasonably possible. This does not apply where the required shot or outcome was prevented by safety, legality, site conditions, weather, access restrictions, third parties or another circumstance outside Avatar's reasonable control.

Any reshoot remains subject to scheduling, availability, site access, permissions and any unavoidable third-party, travel, parking, accommodation or location costs.

 

2.20 Equipment / Technical Failure - We take reasonable professional precautions when capturing, handling and storing project footage and photography; however, cameras, drones, memory cards, storage media, software and other technical equipment can fail, malfunction or become corrupted unexpectedly.

Where footage or photography is lost, corrupted or rendered unusable because of an unforeseen technical failure outside our reasonable control, we will make reasonable attempts using our available systems and standard working processes to recover or use the affected files where practicable. We are not required to undertake or fund specialist or forensic data-recovery services. Where specialist recovery is available, this may be undertaken at the client's request and cost, with no guarantee that recovery will be successful.

Where recovery is unsuccessful and the affected work can reasonably be recreated, we may offer to reshoot the affected work without an additional filming fee, subject to scheduling and availability. Any unavoidable third-party, travel, parking, accommodation, access or location costs associated with the reshoot remain chargeable. Where the affected work cannot reasonably be recreated, including one-time events or circumstances that no longer exist, any liability will be subject to Clause 2.10.
 

2.21 - Travel & Overtime - Unless otherwise agreed within the Project Overview, the following rates apply:

On-Site Overtime - £70/hour: Applies where filming, photography or other on-site work continues beyond the hours included within the agreed booking.

Additional Travel Time - £15/hour: Applies where travel time falls outside the hours included within the agreed booking.

Mileage - £0.75/mile: Charged for applicable project travel and covers fuel, vehicle running costs and wear.

Congestion Charges/Parking/Tolls: Any applicable charges incurred in connection with the project will be charged to the client.

London Operating Surcharge - £12.50 Projects within London but outside the Congestion Charge Zone may incur a £12.50 operating surcharge.

Any additional travel, mileage, overtime, parking, tolls, congestion charges or applicable surcharges incurred will be added to the final invoice unless already included within the agreed quotation.

 

2.22 Parking Fees & Charges - Where parking permits or vehicle details are required, we ask to complete or submit these ourselves wherever possible to reduce the risk of incorrect information being entered.

Where the client, site team or another party acting on the client's behalf provides or submits incorrect parking details, permit information, or parking instructions which result in a parking charge or penalty, the client will be responsible for the resulting charge. This also applies where we are specifically instructed or advised that we are permitted to park in a particular location and a charge or penalty is subsequently issued because that information was incorrect.

Where no designated or pre-arranged site parking is available, we reserve the right to select appropriate parking ourselves, with any applicable parking costs charged in accordance with Clause 2.21.

 

 

C — Deliverables, Ownership, Copyright & Usage

2.23 Understanding Your Deliverables, Content & Usage Rights -

(i) RAW Files
RAW files (original, unedited, un-cut & unprocessed files captured directly from camera or drone) are not included unless explicitly stated within this contract. Where RAW files are requested, additional fees may apply for their preparation, processing, transfer and/or upload.

(ii) Ownership & Licence
Unless otherwise agreed in writing, all original footage, photography and created deliverables remain the intellectual property and copyright of the creator. You are paying for our services to capture, produce and deliver the agreed content, rather than purchasing ownership of the underlying files or copyright.

Upon full payment, the client(s) named within this contract are granted a permanent, worldwide, royalty-free, non-transferable and non-sublicensable licence to use, reproduce and publish the final agreed deliverables for the purposes agreed within the project scope, including where applicable social media, websites, marketing, advertising and other agreed promotional use. This licence does not transfer ownership or copyright and does not permit the client to sell, license, sublicense, transfer or otherwise commercially distribute the deliverables to any third party unless agreed by us in writing.

(iii) Third-Party Use (Use by Other Businesses) & Crediting - 

The client may permit additional businesses, collaborators or third parties to use and publish the final deliverables, provided any such use is subject to visible credit being given to us (Avatar Media Group / Avatar Drones) wherever the content is published.

Required credit:

• Instagram / social media: @avatardrones must be visibly tagged or credited within the caption, and 'tagged' in the post directly.

• Websites / LinkedIn / blogs / news / publications: “Avatar Drones / Avatar Media Group - avatarmediagroup.co.uk” must be visibly credited alongside the content of the relevant page/article.

• Other platforms / uses: Where the above formats are not reasonably applicable, an equivalent visible credit must be provided.
   

Where a third party wishes to use the deliverables without providing the required credit, a non-credit licence may be purchased at £250 per business. Unless such a licence has been agreed and paid for, the credit requirement remains a condition of third-party use. Third-party use does not transfer ownership or copyright and does not permit the content to be sold, sublicensed or transferred onwards to further parties without our written agreement.

 

2.24 Copyright - Unless otherwise agreed in writing, we retain copyright ownership of all footage, photography and creative works produced by us. Payment for our services does not transfer copyright or ownership of the original captured files to the client. The client instead receives the usage licence outlined within this agreement for the final agreed deliverables.

Further information on UK copyright:
(i) GOV.UK – Copyright Notice: Digital Images, Photographs and the Internet
(ii) GOV.UK – How Copyright Protects Your Work

 

2.25 Client-Supplied Materials & Intellectual Property - Where the client supplies logos, photographs, video footage, graphics, fonts, music, branding, copy, designs or any other materials for inclusion within the project, the client confirms that they own, license or otherwise have the necessary rights and permissions for those materials to be used for the agreed purpose.

The client is responsible for any claim, restriction or infringement arising from materials supplied or specifically instructed for use by the client, except where caused by our use of those materials outside the agreed purpose. Where we become aware of a potential rights issue, we may refuse to use or may remove the affected material until appropriate permission or replacement material is provided.

 

2.26 Avatar-Sharing of Content - As we retain ownership of the content we create, we may offer content captured on a project to other businesses involved with that project, unless otherwise agreed with you in writing before filming.

Please select your preference and include it in our Communications Thread email. 

(i) Like-for-like permitted - Other businesses may use the same final deliverables originally created for you (see clause 2.5)

(ii) New edits only - Other businesses may purchase access to the captured content, but must commission and pay for their own unique and separately edited deliverables.

(iii) No sharing - Content captured for your project will not be sold or licensed by us to other businesses. Any third party wishing to work with us must arrange and pay for a separate filming/photography project.

Where options (ii) or (iii) result in us securing separately paid work from another business involved with your project, we will pay you a £100 referral commission per business, subject to that business proceeding with and paying for the quoted work.

 

 

2.27 UnAuthorised Use & Copyright Enforcement - Any use of our content outside the licence granted under this agreement, including unauthorised copying, publication, commercial use, sublicensing or onward distribution, may constitute copyright infringement. Where unauthorised use is identified, we reserve the right to require the content to be removed, require the appropriate licence to be obtained, and/or pursue any other remedies available to us.

We reserve the right to seek recovery of losses, damages, licensing fees and legal costs arising from unauthorised use.

 

2.28 Post-Delivery Third-Party Requests - Following delivery or publication, a third party may request that certain content is removed or amended, for example where a neighbour objects to their property appearing within footage or an individual requests that a particular clip is no longer used. Where there is no legal obligation to make such a change, you may still choose to honour the request. Any amendments requested after the included revision period will be billable at £35/hour. Removal or discontinuation of content following a third-party request does not entitle you to a refund for filming, photography, editing or other services already provided.

 

2.29 Project Confidentiality - If the project or any captured content is confidential, subject to an embargo, or you do not wish for us to publish it on our own platforms, this must be confirmed to us in writing before filming. Unless otherwise agreed, we may use captured content for our portfolio, website, social media and promotional purposes.

If a confidentiality request is received after content has already been published, we will cease further publication from that point onwards; however, content already published will not automatically be removed. 

 

D - RAW Files, Photography, Editing & Creative Direction

2.30 RAW Content Files (Original Footage) - RAW/original files are not included as standard and will only be provided where explicitly included within the project overview or otherwise agreed in writing. RAW file access is available as an additional option:
 

(i) RAW File Access - £250 per project
Access to the original, unedited files in their native format, exactly as captured by the camera/drone. Files may include LOG footage and other professional formats requiring appropriate editing software, hardware and knowledge to process.

OR 
 

(ii) Processed RAW File Access - £500 per project
Access to the original captured files as above, processed by us into a standard colour profile to make the footage more readily usable for further editing. This includes up to one editing day for processing/conversion.
 

Important: Original and processed footage can involve very large file sizes and demanding file formats. It is the client's responsibility to ensure they have suitable storage, hardware, software and/or editing capability before purchasing RAW file access. RAW file fees are non-refundable where the client's systems or software are subsequently unable to store, open, process or edit the supplied files.

Where RAW file access has been purchased, only the client or agreed party/parties confirmed in writing are granted permission to use the supplied RAW/original files to create their own edited content for the same business purposes and usage agreed within the project. RAW file access does not transfer copyright or ownership and does not permit the original files to be sold, licensed, sublicensed or otherwise supplied to third parties for their independent use unless separately agreed by us in writing.

 

2.31 Photography Deliverables Selection - Where edited photographs are included within your project, we will select the images for editing by default. If you would prefer to make the selection yourself, this must be requested in writing and we will provide watermarked, unedited JPEG previews for selection.

Preview images are provided solely for selection and may include dark, unprocessed, duplicate or otherwise unsuitable images. They are not final deliverables and will not be supplied or licensed for publication in their unedited form.

If you select more images than the quantity included within your scope, additional editing will be charged at £35/hour (approximately 12 images per hour).

 

2.32 Photography Editing Style - Unless a specific photography/editing style is provided and agreed in writing before the project, photographs will be edited in accordance with our usual creative style and professional judgement.

Any request to change the editing style after delivery must be carried out by us and will be charged at £35/hour where outside the agreed scope.

Final delivered images must not be re-edited, filtered, recoloured, have their exposure altered, or otherwise be modified by the client or any third party without our prior written permission. Any such modification falls outside the licence granted under this agreement. Where an altered image is published, particularly where our business is credited or associated with the altered work, we reserve the right to require the altered image to be removed from publication.

 

2.33 Requested Angles & Style for Shooting -  Any specific shots, angles or filming styles required by the client must be provided and agreed in writing before filming. We will make reasonable efforts to capture these where safe, practical and compliant with applicable laws, aviation regulations and site restrictions.

Where no specific requirements are provided in writing, shot selection, angles and filming style will be determined using our professional and creative judgement. We are not responsible for failing to capture a specific shot or angle that was not requested and agreed in writing before filming.

 

2.34 Requested Featured Shots for Editing- If you require specific captured shots to be featured, excluded, arranged in a particular order, or edited in a particular way, these requirements must be provided in writing before editing begins.

Where a specific editing style is required, reference examples must be provided during onboarding and before filming, allowing us to consider the required style during planning and capture.

Where no specific requirements or references are provided, shot selection, sequencing and editing style will be determined using our professional and creative judgement. We are not responsible for failing to include or replicate preferences that were not provided and agreed in writing at the appropriate stage of the project.

Requests to change shot selection, sequencing or editing style after delivery will form part of any included revision allowance where applicable. Once that allowance has been exhausted, additional editing will be charged at £35/hour.

 

2.35 Creative Control -  The client may either:

(i) Client-led creative control - You provide your required creative direction, including editing styles, reference videos/images, colour-grading preferences, music choices and branding requirements. These must be provided at the appropriate onboarding/planning stage and before the relevant work begins.

(ii) Avatar-led creative control - You authorise us to make creative decisions on your behalf, including shot selection, editing style, colour grading, music selection and other creative elements, using our professional judgement.

Where creative control has been given to us, a subsequent change in creative preference does not constitute an error on our part. Requests to change previously approved or delegated creative decisions will form part of any included revision allowance where applicable, after which additional work will be charged at £35/hour.
 

Music: Where the client wishes to choose the music, the selected track or suitable references must be provided before editing begins. Where music selection is left to us, changing the music after the initial edit has been created may require substantial re-editing and will be treated as a creative change rather than a correction. For music-synchronised edits, changing the track may require the edit to be substantially or entirely rebuilt.

Music licensing and the use of commercial/trending music are governed separately under Clause 2.36.

 

2.36 - Music Choices & Licensing Rights:

(A) Music Selection - The client may either choose the music themselves or give us creative control to select it. Where music selection is left to us, the client must also select one of the following:
 

(i) Licensed Music Only: We will select music from our licensed provider (currently Epidemic Sound). This provides commercial licensing subject to the provider's applicable terms, but the client acknowledges that licensed catalogue music may not offer the same trend-led opportunities as popular/trending social-media audio. The client is also responsible for familiarising themselves with, and ensuring their intended use complies with, the applicable terms of the music provider’s licence.
 

(ii) Trending / Commercial Music Permitted - The client grants us permission on their behalf to select popular or trending music for social-media content. The client acknowledges that such music is not automatically licensed for commercial use and accepts responsibility for obtaining any necessary rights or permissions before publication. If the client does not expressly select this option and accept this responsibility, Licensed Music Only will apply by default. Requests to re-edit will be billable at £35p/h. 

 

(B) Changes to Music - Where music selection has been delegated to us, changing the selected track after editing has begun may require substantial re-editing and will be treated in accordance with our revision/additional editing terms.
 

(C) Safelisting - Where Epidemic Sound music is used, the client must provide us with a direct link to the published post/content as soon as it goes live so we can safelist it. We cannot continuously monitor client accounts and cannot accept responsibility for claims or platform restrictions resulting from the client failing to provide the link(s).
 

(D) Music Performance - Music selection can influence the creative style and potential performance of social-media content; however, we do not guarantee reach, engagement, views, virality or other platform performance unless a specific performance guarantee is expressly included and clearly outlined within your Project Overview.
 

 

2.37 Edit Revisions - Unless otherwise stated within the Project Overview, each project includes two minor revision rounds, with up to 5 hours of revision work included in total across both rounds.

The revision process is:

Initial edit → Round 1 feedback → revised edit → Round 2 for final feedback → final approval and delivery.

Minor revisions may include reasonable changes to individual clips, text, titles, logos and similar elements within the existing edit.

The included revision allowance does not cover changes of creative direction, music changes, substantial restructuring, full or partial re-edits, or any revision work exceeding the included 5 hours. These will be treated as additional editing and charged at £35/hour.

Once the two included revision rounds or 5-hour allowance have been exhausted, whichever occurs first, any further requested changes will be charged at £35/hour, including small individual changes such as replacing a title or logo.

Our projects are quoted based on the revision allowance above to avoid clients paying upfront for editing time they may not require. If you require additional revision rounds or editing time to be included within your quotation, this must be requested and agreed in writing before the project begins.
 

 

2.38 Edit Feedback Timeframes - Unless otherwise agreed within the Project Overview, we typically aim to deliver the initial edit within 2 weeks of filming. This is our standard delivery timeframe and allows projects to be scheduled appropriately alongside other confirmed work. 

Following delivery of the initial edit, the client will have a 2-week feedback window to provide amendment requests and complete the revision process. During this period, we will keep reasonable time allocated to the project alongside our other scheduled work. This feedback window allows us to progress projects through revisions and sign-off, without indefinitely holding availability while awaiting client feedback.

Feedback or revision requests received after the 2-week window can still be actioned, subject to the revision allowance and scope agreed under Clause 2.37. However, the project will no longer retain priority within our editing schedule and any further work will be scheduled around other confirmed projects and availability.

The 2-week feedback window begins from the date the initial edit is first delivered to the client.

 

 

2.39 No Guarantee of Marketing or Business Results - Unless a specific performance guarantee is expressly included within the Project Overview, our services and deliverables do not guarantee any particular commercial, marketing or business result.

We do not guarantee views, reach, engagement, followers, enquiries, leads, sales, conversions, revenue, return on investment, search performance, platform growth or other business outcomes resulting from the production, publication or use of content. Performance may be affected by factors outside our control, including the client's wider marketing activity, audience, offer, publication strategy, advertising, market conditions and third-party platforms.

 

 

E - Storage, Transfer & File Delivery

2.40 Storage of Footage

A) Holding onto footage (RAW Original Files) - For projects with original captured files totalling under 100GB, we will retain the original files, complimentary, for up to 1 year after final delivery. After this period, the files may be permanently deleted without further notice.

For projects with original captured files totalling over 100GB, complimentary storage of the original files is not included and may be permanently deleted following final delivery and completion of the project. Client confirmation or formal sign-off is not required before deletion.  

If you require original files from a project over 100GB to be retained for future use, please refer to Clause 2.40(C).

 

(B) Final Deliverables - We will retain the final delivered files for up to 1 year from final delivery, at no additional charge. The client is responsible for downloading and securely storing their deliverables during this period. After 1 year, files may be permanently deleted and we cannot guarantee their continued availability.

 

(C) Projects Over 100GB / Avatar In-House Drive - Where original project files exceed 100GB, complimentary storage of the original/RAW files is not included. The client may instead purchase an Avatar In-House Drive, charged at cost, for us to retain the project files on their behalf. Where we undertake multiple projects for the same client, the purchased drive may be used as a dedicated client drive and additional projects may be stored on it until its available capacity is reached.

Purchase of an Avatar In-House Drive is a storage service only and does not include RAW file access, ownership or copyright. If the client subsequently requires access to the stored original files, the applicable RAW file access terms and charges under Clause 2.30 will apply.

 

Storage does not guarantee indefinite preservation of files. While reasonable care will be taken when storing project data, all storage media can fail, become corrupted or otherwise become inaccessible. We cannot accept responsibility for data loss resulting from storage failure outside of our reasonable control. Where RAW file access and/or a physical storage drive is subsequently purchased or transferred to the client, the client becomes responsible for maintaining and backing up those files following successful delivery. Subsequent drive failure, corruption or loss does not entitle the client to a refund where the files and/or drive were successfully supplied and accessible at the point of delivery. Clients requiring permanent access to any files should maintain their own independent copies.

 

2.41 Transferring of Large Files - Where RAW files or other exceptionally large files are required to be transferred digitally, additional transfer time, facilities or resources may be required. Any associated costs, including transfer time, workspace/facility hire, travel and expenses, will be chargeable to the client in addition to any applicable RAW file fees under Clause 2.30. Alternatively, the files can be supplied on a physical storage drive purchased by the client and delivered or shipped to them, which will typically be the more cost-effective option.

 

2.42 Download Links, Expiry, & Resending Files - Final deliverables will normally be provided via WeTransfer or an equivalent service, with download links available for up to 1 year. The client is responsible for downloading and permanently storing their files before expiry.

After expiry, we do not guarantee that any deliverables, project files or original footage will remain available, subject to Clause 2.40. Where files remain available and the client requests retrieval, re-upload or re-delivery, the time required will be charged at our applicable rates at the time of the request.

Where final deliverables no longer exist but retained original footage remains available, any required recreation will be treated as new editing work and charged accordingly. For exceptionally large transfers or physical drive delivery, the provisions and associated costs under Clause 2.41 will apply.
 

 

 

F - Communications, Confidentiality of Accounts, & Written Agreements

2.43 Recording Zoom & Phone Calls - We may record Zoom meetings and telephone calls for record-keeping, documenting project instructions and agreements, training and quality purposes. Where call recording forms part of our working process, participants will be informed that the call is being recorded: ie by default on zoom.

Recordings may be retained as part of our project and business records, including where reasonably required to clarify instructions, decisions or agreements made during a project.
 

Marketing & Educational Use - We may use excerpts from recorded calls for marketing, training or educational content.

Where separate permission has not been obtained, we will take reasonable steps to anonymise the participant, including altering their voice and removing names, business details and other identifying information. Where we wish to identify the participant or their business, including for testimonials or case-study content, we will request separate permission to be obtained before publication.

Where a client does not wish for project calls to be recorded for record-keeping purposes, we may require project instructions and communications to take place in formal writing instead, or may decide that we are unable to proceed with the working relationship.

 

2.44 Written Confirmation Only - Only agreements, instructions, changes or approvals confirmed in writing will be considered valid. Verbal discussions, including telephone, or in-person conversations, do not constitute an agreed instruction or change unless subsequently confirmed in writing by Avatar..

 

2.45 Account Access, Passwords & Confidentiality - Where the client provides us with access to social media accounts, websites, software, platforms or other systems for the purpose of providing the agreed services, any passwords, login details or other access information provided to us will be treated as confidential and used only for the purposes of delivering the agreed work. We will take reasonable steps to protect account access and login information provided to us. Where reasonably required to deliver the agreed services, access may be used through relevant third-party software or platforms.

The client remains responsible for maintaining ownership and overall security of their accounts, including maintaining appropriate recovery methods and two-factor authentication where available. Upon termination or completion of services, the client may remove our access and should update or revoke any login credentials or permissions previously provided to us.

 

2.46 Social Media / Third-Party Platform Responsibility - Where our services involve social media or other third-party platforms, we are not responsible for matters outside our reasonable control, including platform outages, technical faults, algorithm changes, policy or feature changes, reduced reach, content restrictions, account limitations, suspensions, removals or other actions taken by the relevant platform.

We will make reasonable efforts to provide the agreed services using the platform functionality available at the relevant time; however, the availability, performance and continued operation of third-party platforms are not controlled by Avatar. We do not guarantee that any platform will continue to support a particular feature, format, account or method of publication.