These Terms and Conditions explain how CMA Video Limited works with clients and set out the responsibilities of both parties when we provide video production services.
They apply to services supplied by CMA Video Limited unless we agree different terms with you in writing.
Where a proposal, statement of work or separate written agreement contains terms that conflict with these Terms and Conditions, the specifically agreed terms will take precedence.
1. About us
CMA Video Limited
Company number: 10074088
VAT number: GB221807924
The Colmore Building
20 Colmore Circus Queensway
Birmingham
B4 6AT
United Kingdom
Email: info@cmavideo.co.uk
2. Quotes and project scope
Before starting a project, we'll provide a written quote or proposal based on the information available to us at the time.
Unless stated otherwise:
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Prices exclude VAT
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Quotes are valid for 30 days
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The quote covers only the work and deliverables described
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Any estimated timings depend on receiving information, access and feedback from you when required
If the brief or scope changes, we'll explain any effect on the budget or schedule before carrying out additional work.
3. Confirming a project
A project is confirmed when you accept our quote or proposal in writing and we agree the production dates.
Once a shoot is confirmed, we reserve the agreed production dates and begin committing time and resources to your project.
4. Payment terms
Unless we agree otherwise in writing, payment is split into two stages.
We invoice 50% of the agreed project fee once the shoot is confirmed. This invoice has 30-day payment terms.
We invoice the remaining 50% on final delivery of the project, also with 30-day payment terms.
Additional costs agreed during the production may be added to the final invoice or invoiced separately.
You are responsible for paying invoices by their due date.
For qualifying business-to-business debts, we reserve the right to charge statutory interest and recovery costs on overdue invoices where permitted by law.
5. Changes to the project
We understand that projects change.
If you request work outside the agreed scope, we'll let you know if it affects the price or schedule before carrying out that additional work.
Changes might include:
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Additional filming days
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Additional locations
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New deliverables
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Significant script or concept changes
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Additional edit versions
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Work requested after final approval
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Additional rounds of amendments
We won't knowingly add significant costs without discussing them with you first.
6. Cancellation and postponement
If you cancel or postpone a confirmed project, you remain responsible for work already completed and any non-refundable costs or commitments we've made on your behalf.
Depending on the amount of notice provided, we may also charge for production time that was reserved for your project and cannot reasonably be rebooked.
7. Production days and working hours
Unless otherwise agreed, a standard filming day covers up to eight hours, including setup and pack down.
Additional hours may be charged at the rate stated in your proposal or our current rate card.
Where a production requires unusually long travel, overnight stays or work outside agreed hours, we'll discuss this during pre-production wherever reasonably possible.
8. Travel, accommodation and expenses
Your quote will state any known travel, accommodation or other production expenses.
Where additional travel or expenses become necessary because the scope or location changes, we'll agree these with you where reasonably possible before incurring them.
Accommodation may be required where early starts, late finishes or travel distances make same-day travel impractical or unsafe.
9. Your responsibilities
To help us deliver the project safely and on schedule, you agree to provide information, decisions, access and approvals reasonably required for the production.
Unless we've agreed to handle them, you're responsible for:
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Providing accurate information about the project
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Providing access to agreed filming locations
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Obtaining necessary permissions for locations under your control
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Making relevant staff or contributors available
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Providing materials by agreed deadlines
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Ensuring materials you give us can lawfully be used
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Informing us of relevant health and safety requirements
Delays in receiving these things may affect the production schedule.
10. Contributors and filming consent
We will agree responsibility for contributor permissions during pre-production.
Where you arrange contributors, employees, customers or members of the public to appear in the production, you are responsible for ensuring appropriate permission has been obtained unless we've specifically agreed to manage this for you.
Additional safeguards may be required when filming children or vulnerable people.
11. Health and safety
Please tell us about relevant risks, site rules, inductions or personal protective equipment requirements before filming.
Our crew will comply with reasonable site health and safety requirements.
We reserve the right to stop or refuse work where we reasonably believe conditions create an unacceptable risk to our crew, contributors, clients or members of the public.
12. Editing, feedback and amendments
We'll provide draft edits for your review at the stages agreed in your proposal.
Your quote will state how many rounds of amendments are included.
We ask you to provide clear, consolidated feedback wherever possible. Where several people are reviewing the film, you should nominate one person to provide the final consolidated feedback to us.
Additional rounds of amendments or changes outside the agreed scope may be charged separately.
If we don't receive feedback for an extended period, the delivery schedule may need to be revised.
13. Final delivery
Once the project has been approved and completed, we'll provide the agreed final files in the formats specified in your proposal.
Download links may only remain available for a limited period, so you are responsible for downloading and securely storing the delivered files.
We don't guarantee indefinite storage of footage, project files or final deliverables unless we've agreed an archive arrangement in writing.
14. Raw footage and project files
Raw footage, editable project files and other production assets are not included in the final deliverables unless specifically stated in your quote or proposal.
If you require raw footage or project files, please tell us as early as possible so we can agree any transfer, storage, licensing and associated costs.
15. Copyright and usage rights
Unless agreed otherwise in writing, CMA Video Limited retains copyright in the footage, edits and production materials we create.
Once all invoices relating to the project have been paid in full, we grant you a licence to use the approved final deliverables for the purposes and platforms agreed in the project proposal.
Any restrictions arising from third-party materials, including music, stock footage, fonts, talent or other licensed content, continue to apply.
Raw footage and editable project files are not included in this licence unless agreed separately.
If you need television, cinema, paid advertising, international or other specific usage rights, tell us before production so we can arrange the appropriate licences.
16. Materials supplied by you
You confirm that you have the necessary rights and permissions for logos, photographs, footage, music, documents or other materials you provide for inclusion in the project.
You are responsible for claims arising from materials you instruct us to use where you do not have the necessary rights or permissions.
17. Music, stock and third-party licences
Where we source music, stock footage, imagery, fonts or other third-party assets, their use remains subject to the licence terms of the relevant provider.
We'll obtain licences appropriate for the uses agreed with you.
If you later want to use the film in a way that requires additional licensing, additional fees may apply.
18. Confidentiality
We'll treat confidential information you provide to us with appropriate care and won't knowingly disclose it except where necessary to deliver the project or where required by law.
We're happy to consider reasonable confidentiality or non-disclosure agreements where a project requires them.
19. Portfolio and publicity
We may feature completed work in our portfolio, showreel, awards entries, social media and other CMA Video marketing unless we've agreed otherwise with you.
We will never publish confidential or unreleased work. If you would prefer a project not to be featured publicly, just let us know.
20. Delays and events outside our control
Neither party will be responsible for delays caused by circumstances reasonably outside their control.
These may include severe weather, illness, transport disruption, venue closure, equipment failure despite reasonable precautions, industrial action or other events that could not reasonably have been anticipated or avoided.
If something like this happens, we'll communicate with you as soon as reasonably possible and work with you to reschedule or find another practical solution.
21. Our liability
Nothing in these terms excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to that, CMA Video Limited will not be liable for indirect or consequential losses, loss of profit, loss of business or loss arising from circumstances outside our reasonable control.
22. Third-party platforms
We aren't responsible for changes made by third-party platforms after delivery, including social networks, advertising platforms, hosting providers or video platforms.
This includes changes to technical specifications, algorithms, compression, availability or platform policies.
23. Data protection
Each party agrees to comply with applicable data protection law when handling personal information in connection with a project.
More information about how CMA Video handles personal information is available in our Privacy Policy.
24. Governing law
These Terms and Conditions and any dispute arising from them are governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction, subject to any rights that cannot lawfully be excluded.
25. Changes to these terms
We may update these Terms and Conditions from time to time.
The version that applies to a particular project will normally be the version in force when that project is agreed, unless we agree otherwise with you.
