SSP MEDIA Terms & Conditions
TERMS AND CONDITIONS OF COMMISSIONING AND USAGE OF VIDEO PRODUCTION FROM SSP MEDIA LTD.
1. Definitions & General Terms
In these Terms and Conditions the words ‘SSP Media Ltd’, SSP Media’, ‘we’, ‘us’, ‘our’, and ‘ours’ refer to SSP Media Ltd,, a UK registered limited liability company. The words ‘client’ and ‘customer’ refer to the party who commissioned and/or funded the work and any person or organisation acting on their behalf.
These Terms and Conditions apply to all photographic, video and associated audio product created by SSP Media Ltd, including all moving and still images and sound recordings of whatever form.
2. Pre-production requirements
It is the Client’s responsibility to obtain all necessary permissions including but not limited to performances, branding, trademarked goods and logos, use of intellectual property, imagery, sound recordings and any other copyrighted material which will form part of the final video production.
No liability will be accepted by SSP Media Ltd for any delays or failure to deliver the agreed product if caused by any element which is the Client’s responsibility.
Where copyright material is provided by the client for incorporation into a SSP Media Ltd product, permission must be obtained from the original copyright owner / material provider.
The client undertakes to indemnify SSP Media Ltd against any future possible claims, disputes, expenses or costs arising from the use of such material, without time limit.
3. Production and post-production
All works undertaken will be as per SSP Media Ltd written quotation based upon the agreed production brief. It is the Client’s responsibility to ensure that this is thoroughly read and understood prior to booking. Any amendments or additional days filming will be charged at our current daily rates.
Clear access for video and sound capture shall be arranged and managed by the Client. If filming venues are being organised by the Client, it is the Client’s responsibility to ensure that our production crew and supporting personnel have clear access to all relevant locations required throughout the day. Delays in production as a result of inadequate access or facilities may incur additional charges.
SSP Media Ltd takes health & safety matters seriously and we reserve the right in all instances to remove any of our personnel and / or equipment from a location if we deem it to be unsafe or if our crew are subjected to abusive or aggressive behaviour. In such circumstances the Client will be fully liable for any costs incurred or subsequently arising as a result. SSP Media Ltd will observe the site safety rules at all times and will liaise with the appropriate Responsible Person(s) named in the production brief.
SSP Media Ltd carries public liability insurance cover of one million pounds. A copy of our insurance certificate can be provided on receipt of a request to our offices. Extended or upgraded specific project insurance cover can be provided if required upon request, provided this is agreed at the time of booking and included in the production brief.
5. Adverse weather conditions
In the event of inclement weather which in our opinion would pose a risk to health & safety of our personnel or equipment or has the potential to prevent successful video or audio capture, we reserve the right to change the date or time of filming to a more suitable date or time.
6. ‘Client delays’
In the event of filming being delayed or aborted due to the Client’s failure to adhere to the agreed dates, times, access, facilities, organisation or any other matter specified in the production brief, we reserve the right to reschedule the affected days of filming and to charge for any additional costs which arise. No refund or credit will be given in respect of costs associated with the delayed or aborted original filming day(s).
7. Changes to the filming schedule
In the event of the Client wishing to change or cancel the filming date we require a minimum of 2 weeks’ notice. Failure to comply will result in the Client becoming 100% liable for all costs associated with the originally scheduled dates.
8. Equipment/crew substitution
In the event that SSP Media Ltd experiences equipment failure or technical difficulties, all efforts will be made to find suitable replacement equipment and/or personnel so as not to delay filming or adversely impact upon the project quality or delivery. The equipment used on the day of filming will be at the discretion of the senior member of the film crew, and no further claims or liability will be accepted.
SSP Media Ltd reserve the right to subcontract all or part of the Services to subcontractors located in the United Kingdom or other countries.
9. Approval / amendments of draft footage
Under normal circumstances one ‘first cut’ edit will be available for the Client for review and comment. One set of revisions will be incorporated within the agreed project cost provided that any revisions or amendments fall within the original agreed brief.
Any comments or amendments must be received within 7 days of delivery of goods. If no feedback is received within 7 days we’ll assume you’re happy with the product and it will be deemed final.
Our video editing and production facility is available for client viewing and review, and all clients are encouraged to attend personally during editing so that all revisions can be signed off without delay. Subsequent revisions or significant re-edits will be charged at a rate of £250 per day or part thereof.
While SSP Media Ltd takes all care to avoid errors, we accept no responsibility for typographical errors, spelling mistakes, or incorrect information on any approved project approved for print or production. The Client must proofread and approve all products before signing off. Subsequent revisions will be made at the Client’s expense.
SSP Media Ltd reserves the right to refuse to use, publish or broadcast any information it considers obscene or morally unsuitable or which would breach copyrights, or which is libelous, defamatory or illegal.
10. Project duration and delivery
Any indication given by SSP Media Ltd of a design project’s duration is to be considered by the customer to be an estimation. SSP Media Ltd will do everything possible to meet specific deadlines, providing there is clear communication, prompt payment and regular feedback from the client. In all cases our liability will be limited to the agreed total cost of the project, less any costs incurred by us for any work already done on the project provided such work is within the agreed production brief. SSP Media Ltd will not under any circumstances be responsible for any loss, damage or costs arising from the late, erroneous, or non-delivery of the product.
SSP Media Ltd asserts its full rights as copyright owner of all material that has been captured, processed and/or produced by us, whether or not such material forms part of a finished project. The copyright of all produced material is solely owned by SSP Media Ltd and is protected under UK law.
12. Usage licence – rights to the use of project content
Where the Client provides material to us for inclusion in any project, including but not limited to logos, images, trademarks, footage and audio, the relevant permission must be obtained in advance from the original copyright holder. By accepting these terms and conditions, the Client hereby indemnifies SSP Media Ltd against any possible claims, disputes, expenses or similar that may arise from breaching any copyright laws or pre-existing terms and conditions attributed to the material
We retain all rights to the usage of footage captured during the production of any client-commissioned project.
SSP Media Ltd retains all copyright over any content we produce. A usage licence grants the Client permission to use the content in the state in which we provide it to the Client. Permission is not granted to re-edit, copy or alter the content in any way.
We reserve the rights to use any footage and related files from any client-commissioned project in our showreels and for other promotional purposes.
SSP Media Ltd assigns to the Client a licence to use the video production in its complete delivered form only. We do not give permission for any material to be altered, edited or used as part of another production, unless this is expressly agreed in writing.
Provided that all monies due to us from the Client have been received as cleared funds in our bank account, and provided that the Client is not in breach of anything contained in these Terms and Conditions the Client is granted a perpetual usage licence relating to the video material in its delivered form.
We retain the right to use any of our copyright material for any legal purpose, including its use within projects for other clients unless (a) we have granted an exclusive licence to any Client or (b) the material contains trademarks or specific intellectual or imagery copyrighted by the Client.
For projects with quoted estimated costs of above £2000, a non-refundable deposit of 50% of the total estimated project cost is required before any work can begin, with the remaining balance due upon completion and delivery of the project.
For projects with quoted estimated costs of equal to or below £2000, the full balance will be due upon completion and delivery of the project.
Our payment terms are strictly 30 days from date of invoice and in the event of an order being confirmed the Client accepts these terms.
We reserve the right to charge further interest and late payment fees on all overdue invoices as set out under the Late Payment of Commercial Debts (Interest) Act, 1998. E & OE.
We will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms.
The Client shall be responsible for all collection or legal fees necessitated by late or default in payment. SSP Media Ltd reserves the right to withhold delivery and any granting or continuation of usage licence of any current work if accounts are not current or overdue invoices are not paid in full. All grants of any license to use our copyrighted material under this a Agreement are conditional upon receipt of payment in full which shall be inclusive of any and all outstanding additional costs, taxes, expenses, and fees, charges or the costs of administration of changes.
Unless agreed otherwise, SSP Media Ltd retains the right to charge out-of-pocket expenses incurred in providing the product(s) or service(s). This is subject to being able to provide the Customer with proof of expenditure if requested. All out-of-pocket expenses will be charged at cost. Expenses include, but are not limited to fuel, road tolls, transport costs, meals, consumables (batteries, gels, bulbs, tape etc) and accommodation. Out-of-pocket Expenses will be added to the final invoice and are payable on the same terms.
14. Media Management
SSP Media Ltd have no obligation to retain any assets associated with a Client’s projects once the final version has been signed off, unless a Media Management Plan has been agreed by the Client prior to commencement of the project.
If the raw footage and/or storage media are to be given directly to the client, SSP Media Ltd is not responsible for care of raw or master tapes/discs once sent or handed over to client.
All Terms and Conditions stated within this document are deemed acceptable to the Client upon receipt of a confirmed order or instruction to proceed given by any means. This document shall be taken as an agreement between the Client and SSP Media Ltd under UK law.