WIDEO.co.uk Terms & Conditions

These Terms & Conditions apply to work supplied by WIDEO Ltd, trading as WIDEO.co.uk (“WIDEO.co.uk”, “we”, “us”) to the person or organisation commissioning the work (“Client”, “you”).

They apply alongside the relevant quotation, proposal, estimate, booking confirmation or other written agreement describing the work.

If there is any conflict between these Terms & Conditions and a specific written quotation or agreement, the specific written agreement will take priority.

By accepting a quotation, confirming a booking, instructing WIDEO.co.uk to begin work, paying a deposit or paying an invoice, the Client confirms acceptance of these Terms & Conditions.

These terms are intended for Clients purchasing our services wholly or mainly for business, trade or professional purposes. If you are purchasing from WIDEO.co.uk as an individual consumer, please tell us before confirming the booking as different consumer terms may apply.

1. Scope of work

The work WIDEO.co.uk has agreed to provide, including any filming, recording, podcasting, live production, editing, development, consultancy or other services, will be described in the relevant quotation, proposal or booking confirmation.

Unless specifically included, a quotation does not include additional filming or recording, additional versions, extensive re-editing, raw footage, production/project files, travel, accommodation, specialist equipment, locations, performers, music, stock material or other third-party costs.

Quotations are based on the information available when they are prepared. If the scope or requirements change, the price and delivery schedule may also change.

2. Booking and commencement of work

A quotation or discussion does not necessarily reserve a production date.

A booking is confirmed when WIDEO.co.uk has received the required written confirmation and, where requested, any deposit or advance payment.

WIDEO.co.uk may decline to begin or continue work where an agreed deposit or invoice remains unpaid.

Unless otherwise stated, quotations remain valid for 30 days.

3. Client responsibilities

The Client will provide information, people, materials, access, decisions and approvals reasonably required for WIDEO.co.uk to complete the work.

The Client is responsible for ensuring that material it supplies or asks WIDEO.co.uk to use can legally be used for the intended purpose. This includes, where applicable, logos, photographs, footage, graphics, documents, music, trademarks, scripts and other intellectual property.

Unless specifically agreed otherwise, the Client is responsible for obtaining permissions relating to Client-controlled premises, products, contributors or material supplied by the Client.

The Client warrants that it has the necessary rights and permissions for material it supplies and will be responsible for claims arising directly from WIDEO.co.uk’s authorised use of that material.

4. Creative and production standard

WIDEO.co.uk will provide its services with reasonable care and skill and will deliver work in accordance with the agreed scope.

Creative production inevitably involves judgement. References, examples, treatments and discussions are used to establish direction but do not constitute a guarantee that the finished work will be identical to another production or reference.

Where WIDEO.co.uk identifies a technical or factual error for which it is responsible, we will correct it within a reasonable time.

5. Changes to the agreed scope

We understand that projects sometimes develop once work begins.

Where the Client requests something materially different from the agreed scope, WIDEO.co.uk will explain any additional cost or significant effect on the schedule before carrying out that additional work wherever reasonably practicable.

Additional work will only proceed following approval from an authorised Client representative.

Written approval by email or other agreed written communication is sufficient.

6. Revisions and approvals

Unless the quotation states otherwise, two rounds of reasonable, consolidated revisions to the initial edit are included.

A revision round means one consolidated set of comments supplied by the Client following review of the relevant version.

The Client should nominate one person to consolidate feedback where several people are involved in approving the work.

The following are not considered ordinary revisions and may be charged as additional work:

• changes to material, wording, structure or creative direction previously approved;
• new footage, graphics, content or messaging;
• substantial restructuring after an edit has been developed;
• changes caused by inaccurate or incomplete information supplied by the Client;
• additional versions or deliverables not included in the agreed scope; or
• work requested after the included revision rounds have been completed.

Where additional charges apply, WIDEO.co.uk will explain them before proceeding.

Client delays in providing feedback, material or approvals may result in corresponding changes to the delivery schedule.

7. Client approval

The Client is responsible for checking the final production before approving it for publication or use.

This includes names, job titles, dates, claims, spelling, factual information, contact information and any Client-specific regulatory or legal requirements.

Once a version has been approved, subsequent changes may be treated as additional work.

Approval does not remove WIDEO.co.uk’s responsibility for an error introduced by WIDEO.co.uk after that approval.

8. Ownership of the finished production

Subject to full payment of all amounts due for the project, the Client owns WIDEO.co.uk’s copyright and other assignable intellectual property rights in the final approved deliverables specifically created for the Client, except for the materials described below.

Ownership does not automatically include:

• raw camera or audio recordings;
• unused footage or takes;
• editable production or project files;
• WIDEO.co.uk templates, systems, processes or reusable production elements;
• software, plugins or technical tools;
• fonts;
• stock photography or footage;
• licensed music or sound effects; or
• other third-party material.

Third-party material remains subject to the licence under which it was obtained.

WIDEO.co.uk retains ownership of its pre-existing intellectual property, methods, know-how, templates and reusable production assets.

9. Raw recordings and production files

Raw camera recordings, raw audio, unused footage and other source media are not included as standard deliverables unless specifically stated in the quotation.

Where available, a Client may request a copy of the raw source media following completion of the project.

WIDEO.co.uk’s standard charge for releasing raw source media is £500, unless a different charge has been agreed in the quotation or the size, complexity or nature of the production makes a separate quotation appropriate.

This charge reflects the additional value of the source material and the Client’s ability to create further productions, edits or content from material originally recorded as part of the commissioned project.

Any physical drive, courier, specialist data-transfer or unusually substantial preparation costs may be charged in addition and will be agreed before transfer.

On payment of the applicable raw media release fee, the Client may use and edit the supplied raw recordings for its own business and communication purposes, subject to any third-party rights or licence restrictions applying to material contained within them.

Editable production or project files are not included within the £500 raw media release fee.

Premiere Pro projects, graphics projects, editable timelines, production files and other working files may be supplied where practical for an additional fee agreed according to the complexity of the project.

WIDEO.co.uk cannot transfer ownership of third-party software, fonts, plugins, stock assets, music, templates or other elements that WIDEO.co.uk does not own or is not permitted to transfer.

Editable project files are supplied as they exist at the time of handover. WIDEO.co.uk cannot guarantee that they will operate correctly on different hardware, software versions or systems, or without the same plugins, fonts, codecs or other resources used during production.

10. Storage and archiving

The Client is responsible for retaining its own secure copy of completed deliverables after delivery.

WIDEO.co.uk may retain finished productions, raw media and project files after completion and frequently does so for archive and reference purposes.

However, archive storage is provided entirely at WIDEO.co.uk’s discretion unless a separate written storage agreement has been made.

WIDEO.co.uk does not guarantee that raw footage, project files or finished productions will remain available indefinitely after delivery and may delete archived material at any time.

WIDEO.co.uk will take reasonable care of project files while a project is actively in production but cannot guarantee permanent preservation of material once the project has been completed and delivered.

The loss, corruption, failure or unavailability of an archived copy after completion does not create an obligation for WIDEO.co.uk to recreate or reproduce that material.

11. Use of work by WIDEO.co.uk

Unless confidentiality has been agreed or the Client tells WIDEO.co.uk otherwise in writing before publication, the Client grants WIDEO.co.uk a non-exclusive, worldwide, royalty-free licence to use reasonable extracts from completed and publicly released work for WIDEO.co.uk’s:

• website;
• portfolio and showreel;
• social media;
• presentations and talks;
• awards and industry submissions;
• case studies; and
• other reasonable promotional activity.

WIDEO.co.uk will not knowingly publish confidential or commercially sensitive material before it has been publicly released by or with the permission of the Client.

12. Confidentiality

Each party will treat genuinely confidential information received from the other in connection with the project as confidential and will not disclose it unnecessarily.

WIDEO.co.uk may share information with employees, freelancers, subcontractors or professional advisers where reasonably necessary to deliver the project, provided appropriate confidentiality obligations apply.

This obligation does not apply to information already legitimately in the public domain or information which must be disclosed by law.

13. Freelancers and subcontractors

WIDEO.co.uk may use appropriately skilled employees, freelancers and subcontractors to help deliver the work.

WIDEO.co.uk remains responsible for managing the work and delivering the agreed services.

14. Cancellation and postponement

Production dates represent reserved capacity which WIDEO.co.uk may no longer be able to sell to another Client.

If the Client cancels or postpones a confirmed filming, recording, studio or live-production date, the following charges may apply:

More than 15 working days’ notice:
25% of the booked production fee plus any non-refundable or committed third-party costs.

6 to 15 working days’ notice:
50% of the booked production fee plus any non-refundable or committed third-party costs.

5 working days’ notice or less:
100% of the booked production fee plus any non-refundable or committed third-party costs.

Where a larger project is cancelled after work has begun, the Client will also pay for work already completed and costs already reasonably committed.

WIDEO.co.uk will make reasonable efforts to reduce avoidable cancellation costs.

Where a postponed date can be rearranged without loss to WIDEO.co.uk, we may choose to reduce or credit part of a cancellation charge against the replacement booking.

15. Circumstances beyond our control

Neither party will be responsible for delay or failure caused by circumstances reasonably beyond its control.

These may include severe weather, illness or injury, fire, flood, transport disruption, power or communications failure, industrial action, acts of government, terrorism, civil disturbance or other similar events.

Where possible, WIDEO.co.uk will work with the Client to rearrange affected production.

Any unavoidable third-party or additional production costs will be discussed with the Client before further expenditure is incurred wherever reasonably possible.

16. Payment

Unless the quotation or invoice states otherwise, invoices are payable within 30 days.

Deposits, booking fees or staged payments may be required for particular projects.

All amounts must be paid without unauthorised deductions or set-off.

Ownership of the final deliverables does not transfer to the Client until all amounts due for the relevant project have been paid in full.

WIDEO.co.uk reserves the right to suspend work, withhold final deliverables or release booked production dates where payments are materially overdue.

For qualifying business-to-business debts, WIDEO.co.uk reserves the right to charge statutory interest and applicable debt-recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.

17. Expenses and third-party costs

Where travel, accommodation, specialist crew, equipment hire, locations, performers, couriers, media, licences or other external costs are required, these will either be included in the quotation or charged as agreed with the Client.

WIDEO.co.uk is not required to commit material additional expenditure beyond the agreed scope without Client approval, except where immediate reasonable expenditure is necessary to protect people, equipment or an active production.

18. Delivery dates

WIDEO.co.uk will make reasonable efforts to meet agreed production and delivery dates.

Dates may need to change where the Client delays supplying material, access, decisions or approvals, where the agreed scope changes, or where circumstances outside WIDEO.co.uk’s reasonable control intervene.

Unless explicitly agreed otherwise, time will not be treated as being of the essence of the contract.

19. Results and performance

WIDEO.co.uk can help develop and produce communication intended to achieve an agreed purpose, but the performance of content is affected by factors outside WIDEO.co.uk’s control.

These include distribution, media spend, audience size, algorithms, market conditions, timing, the Client’s offer, sales process and the way completed material is ultimately used.

WIDEO.co.uk therefore does not guarantee particular viewing figures, engagement, enquiries, sales, revenue, search performance or other commercial results unless a specific written guarantee has expressly been agreed.

20. Liability

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to that, WIDEO.co.uk will not be liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, opportunity or business arising indirectly from the project.

WIDEO.co.uk’s total aggregate liability arising from a project will not exceed the total fees paid or payable to WIDEO.co.uk for that project.

Nothing in this clause removes WIDEO.co.uk’s obligation to provide the agreed services with reasonable care and skill.

21. Suspension or termination

WIDEO.co.uk may suspend work if:

• an invoice is materially overdue;
• the Client does not provide information or cooperation reasonably needed to continue;
• continuing the production would create an unreasonable safety, legal or reputational risk; or
• the Client materially breaches the agreement.

Where reasonably possible, WIDEO.co.uk will first give the Client an opportunity to resolve the problem.

Termination does not remove the Client’s obligation to pay for work completed or costs properly incurred up to that point.

22. Data protection

Each party will comply with applicable data-protection law in relation to personal data it processes in connection with the project.

Personal information submitted through WIDEO.co.uk’s website or normal business communications will also be handled in accordance with WIDEO.co.uk’s Privacy Policy.

23. No waiver

If either party does not immediately enforce a right under the agreement, this does not mean that the right has been waived.

24. Severability

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.

25. Entire agreement

The quotation, proposal or booking confirmation together with these Terms & Conditions constitutes the agreement between WIDEO.co.uk and the Client concerning the relevant work.

Changes to the agreement must be agreed in writing.

26. Governing law

These Terms & Conditions and any dispute arising from them are governed by the laws of England and Wales.

The courts of England and Wales shall have jurisdiction in relation to any dispute arising from the agreement.