TERMS & CONDITIONS OF BUSINESS

Video Production Services

These Terms & Conditions apply to all video production services provided by Bonsai Pictures ("the Company") to its clients ("the Client"). By accepting a quotation, making a payment, or instructing the Company to commence work, the Client agrees to the following terms.
 

1. Services & Project Scope

1.1. The Company will provide video production, filming, editing, photography, content creation and any other agreed services as outlined in the relevant quotation or project proposal.

1.2. The scope of work, deliverables, timescales and associated costs will be agreed upon before work commences.

1.3. Any work or services requested outside the original agreed scope may incur additional charges. These will be discussed and agreed upon with the Client before proceeding.

1.4. The Company reserves the right to subcontract elements of a project where necessary to fulfil the agreed services.
 

1. Quotations & Booking

2.1. All quotations are valid for 30 days from the date of issue unless otherwise stated.

2.2. A project booking is considered confirmed once the Client has accepted the quotation in writing and any required deposit or initial payment has been received.

2.3. The Company reserves the right to decline or postpone work until the agreed booking requirements have been met.

2.4. Any changes to the original project brief, requirements or deliverables may result in revised pricing and timescales.
 

1. Payments & Invoicing

3.1. Payment terms will be specified on the relevant invoice or quotation.

3.2. Unless otherwise agreed in writing, invoices are payable within 14 days of the invoice date.

3.3. The Company reserves the right to request a deposit or full payment in advance before commencing work or undertaking filming.

3.4. The Company reserves the right to suspend work, withhold final deliverables or postpone scheduled services where outstanding invoices remain unpaid.

3.5. Any additional costs incurred during production, including travel, accommodation, location hire, specialist equipment or third-party services, will be communicated to the Client and may be charged separately.

3.6. Late payments may be subject to reasonable interest and recovery costs where permitted by applicable law.
 

1. Project Expiry & Outstanding Work

4.1. Any work, services or project time that has been invoiced for and paid for but has not been fully completed or utilised within 12 months (one year) of the original invoice date will be considered expired.

4.2. Upon expiry, any outstanding work, unused production time, filming sessions, editing time or other services associated with the relevant invoice may be forfeited without entitlement to a refund, credit or transfer of the unused balance.

4.3. Should the Client wish to retain or extend any outstanding work beyond the 12-month period, they must specifically request this in writing before the expiry date. Any extension will be subject to the Company's written agreement.

4.4. Where an extension is agreed, the Company may specify a revised completion date and any applicable additional charges.

4.5. The Client is responsible for requesting the completion or scheduling of any outstanding work within the applicable 12-month period.

4.6. This clause is subject to any mandatory consumer rights or other applicable legal requirements. It does not remove any rights the Client may have where work remains incomplete due to the Company's failure to fulfil its agreed obligations.
 

1. Filming & Production

5.1. The Client is responsible for ensuring that all necessary permissions, access arrangements, location approvals and relevant consents are obtained before filming, unless otherwise agreed.

5.2. The Client must ensure that any individuals appearing in the production have provided the necessary permissions and releases.

5.3. The Company will take reasonable care when filming and handling equipment but cannot be held responsible for circumstances outside its reasonable control, including weather conditions, location restrictions, technical interference or unforeseen access issues.

5.4. The Company reserves the right to make reasonable creative and technical decisions during production to achieve the best possible result.

5.5. The Client must provide accurate project information, appropriate access and any necessary materials required for the successful completion of the production.
 

1. Editing, Revisions & Approval

6.1. The agreed quotation will specify the number of editing rounds or revisions included within the project fee.

6.2. Additional revisions, substantial changes to the original brief or requests made after final approval may incur additional charges.

6.3. The Client is responsible for reviewing draft content and providing clear, consolidated feedback within a reasonable timeframe.

6.4. Delays in receiving feedback, approvals, content or other required materials may affect the agreed delivery schedule.

6.5. Once final content has been approved by the Client, any subsequent changes may be treated as additional work and charged accordingly.

6.6. The Company will make reasonable efforts to meet agreed deadlines but cannot be held responsible for delays caused by the Client or circumstances beyond its reasonable control.
 

1. Cancellations & Rescheduling

7.1. Any cancellation or request to reschedule a confirmed booking must be communicated to the Company in writing.

7.2. Deposits and payments already made may be retained to cover work completed, preparation undertaken, resources committed and reasonable cancellation costs, subject to applicable law.

7.3. Where filming or production is cancelled or rescheduled at short notice, the Company reserves the right to charge for costs already incurred and any reasonable non-recoverable expenses.

7.4. The Company will make reasonable efforts to accommodate rescheduling requests, subject to availability.

7.5. Where a project is cancelled after work has commenced, the Client remains liable for the value of work completed and any agreed non-refundable third-party costs.
 

1. Intellectual Property & Usage Rights

8.1. Unless otherwise agreed in writing, the Company retains ownership of its original footage, project files, editing timelines, production materials and creative assets.

8.2. Upon receipt of full payment, the Client will receive the agreed final deliverables and a licence to use them for the purposes agreed within the original quotation or project proposal.

8.3. The Client may not sell, redistribute, sublicense or commercially exploit the Company's underlying production materials or raw footage without prior written permission.

8.4. Raw footage and editable project files are not included unless specifically agreed and may be subject to additional fees.

8.5. The Company retains the right to use completed work within its portfolio, website, social media channels and promotional materials, unless otherwise agreed in writing with the Client.

8.6. Any third-party music, stock footage, graphics, fonts or other licensed assets remain subject to their respective licence terms and restrictions.
 

1. Client-Supplied Materials

9.1. The Client is responsible for ensuring they have the necessary rights, licences and permissions for any logos, images, video clips, music, text or other materials supplied to the Company.

9.2. The Company accepts no responsibility for copyright infringement arising from materials supplied by the Client.

9.3. The Client agrees to indemnify the Company against reasonable claims, losses or expenses arising from the unauthorised use of materials supplied by the Client, to the extent permitted by law.
 

1. Equipment & Technical Issues

10.1. The Company will take reasonable care to ensure that suitable equipment and backup procedures are in place during production.

10.2. In the unlikely event of equipment failure, data loss or other technical difficulties, the Company will make reasonable efforts to recover footage, arrange replacement filming or agree an appropriate alternative solution.

10.3. The Company will not be liable for circumstances beyond its reasonable control, subject to its obligations under applicable law.
 

1. Confidentiality & Data Protection

11.1. Both parties agree to treat confidential business information, project information and sensitive materials received during the course of the project with reasonable care.

11.2. The Company will handle personal information in accordance with applicable data protection legislation.

11.3. The Client is responsible for ensuring that appropriate permissions and consents have been obtained for the collection and use of personal information and the filming of individuals, where required.
 

1. Limitation of Liability

12.1. The Company will exercise reasonable skill and care when providing its services.

12.2. The Company will not be liable for indirect or consequential losses, loss of profits, loss of business opportunities or loss of anticipated revenue arising from the provision of its services, except where such liability cannot legally be excluded.

12.3. Nothing in these Terms & Conditions excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot legally be excluded or limited.

12.4. Subject to applicable law, the Company's total liability in connection with a project will not exceed the total fees paid or payable for the specific services giving rise to the claim.
 

1. Force Majeure

13.1. The Company will not be held responsible for failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control.

13.2. Such circumstances may include severe weather, illness, accidents, natural disasters, government restrictions, power failures, travel disruption or other unforeseen events.

13.3. Where such circumstances arise, the Company will make reasonable efforts to notify the Client and agree an alternative arrangement.
 

1. General Terms

14.1. These Terms & Conditions, together with the relevant quotation or project proposal, form the agreement between the Company and the Client.

14.2. Any amendments or exceptions to these terms must be agreed in writing by both parties.

14.3. If any provision of these Terms & Conditions is found to be unenforceable, the remaining provisions will continue to apply.

14.4. The Company reserves the right to update these Terms & Conditions from time to time. The terms applicable to an existing project will be those agreed when the project was booked, unless otherwise agreed.
 

1. Governing Law

15.1. These Terms & Conditions shall be governed by the laws of UK

15.2. Any disputes arising in connection with these Terms & Conditions shall be subject to the jurisdiction of the relevant courts of that jurisdiction.

Acceptance of Terms

By accepting a quotation, making payment or instructing the Company to proceed with any services, the Client acknowledges that they have read, understood and agreed to these Terms & Conditions.