Terms & conditions.

Version 1.0 · Effective 20 August 2026

1. What these terms cover

These terms govern video production services including corporate film, promotional content, interviews, case studies, event films and any associated filming, editing and post-production work. They apply alongside the quote and production brief we have issued to you, which set out the specific scope, shoot dates, deliverables and price for your project.

Where the quote or brief conflicts with these terms, the quote and brief take precedence on scope, schedule, deliverables, price and payment. These terms take precedence on everything else.

2. Acceptance and precedence

Your booking is accepted, and these terms take effect, on the earliest of: your approval of the quote through the electronic approval link we send you, your written acceptance of the quote by email or other written communication, your issue of a purchase order against the quote, or payment of the deposit.

The person approving the quote confirms they have authority to enter into this contract on behalf of the client.

These terms, the quote and the production brief together form the entire agreement between us. Where you issue a purchase order, supplier agreement or standard terms of your own, those documents are accepted for administrative purposes only and do not vary these terms unless we have agreed the variation in writing.

3. Quotes, scope and changes

All quotes are valid for 30 days from the date of issue. After this period, prices may be subject to review.

Quotes are based on the scope, deliverables, shoot duration and locations agreed at the time of issue. Please review the quote and brief before approving. Changes to scope after approval must be agreed in writing and may be chargeable at our current rates. This includes additional shoot days, additional locations, extra deliverables or cutdowns, changes to running time, and reshoots.

Unless specifically stated, quotes exclude music licensing beyond our Artlist subscription, stock footage and library fees, talent and actor fees, location hire, permits, drone operation, subtitling and translation, and costs arising from changes to scope after approval.

4. Before the shoot

The client is responsible for:

• Securing all necessary permissions for filming locations, including private property, public spaces and anywhere requiring a permit
• Obtaining all rights and licences for third-party material to be included in the final production, including brand logos, trademarks, images, footage and any content not created by us
• Providing a signed production brief or written approval of the quote before any production work begins
• Ensuring all contributors, interviewees and on-screen talent have given appropriate consent for filming and for use of their likeness

The client agrees to indemnify Barn Owl Studios against any claim, cost or dispute arising from a failure to secure the above. We can supply a contributor release form template on request.

5. What we need on set

Our price and our ability to deliver the brief depend on the following being in place. Where any of it is not, standby time is chargeable and we cannot guarantee we will capture everything in the brief.

Access and parking

Clear access to every filming location from our agreed call time, and parking for our vehicle close to the location where equipment needs to be carried in.

Power and space

Access to mains power where lighting is used, and a space with reasonable control over background noise for interview and dialogue setups. Where a location proves unusable for sound, we will film what we can and flag it at the time.

Contributors and talent

Interviewees, staff and talent available at the times agreed in the brief. Where a contributor does not appear or is significantly delayed, we film what we can within the booked time and any return visit is chargeable.

Brand assets

Logos in vector format, brand fonts and colours, and any graphics, footage or supporting material you want included, supplied before the edit begins. Assets supplied after the first edit may push delivery back and may fall outside the included revision rounds.

One approver

A single named person with authority to approve the edit, providing consolidated feedback in one document per round. Contradictory feedback from multiple stakeholders in the same round counts as one round, and reconciling it may be chargeable.

Safe working conditions

A safe filming environment, and welfare access where the working day exceeds the hours quoted.

6. Delays on the day

If production is delayed or disrupted because agreed access, facilities, contributors or information are not ready, Barn Owl Studios reserves the right to charge for crew and equipment time from the originally agreed call time regardless of when filming is actually permitted to begin, to recover all travel, accommodation and subsistence costs already committed, and to reschedule affected production days and invoice any additional costs arising.

No refund or credit is given for costs we have already committed where the delay is caused by the client.

7. Health and safety

We reserve the right to withdraw personnel and equipment from any location deemed unsafe, including structural or environmental hazards, or where our crew are subjected to abusive or aggressive behaviour. In those circumstances the full contracted fee remains due and the client is liable for costs incurred. We will observe site safety rules at all times and liaise with the responsible person named in the brief.

8. Adverse weather

For outdoor filming, we reserve the right to reschedule where weather poses a risk to safety or prevents successful capture. Rescheduling will be by mutual agreement. Additional costs arising from weather-related rescheduling are the client's responsibility.

9. Equipment and crew

We provide the equipment necessary to fulfil the agreed brief. Equipment and crew selection on the day is at the discretion of the senior Barn Owl Studios team member on site, and we reserve the right to substitute equivalent equipment or crew where necessary. In the event of equipment failure we will make all reasonable efforts to source a replacement or work around the failure. No further claim will be accepted where a reasonable alternative has been provided.

All equipment remains our property at all times and is operated by our crew.

10. Music licensing

Where background music is required, we source fully licensed music through our Artlist subscription on your behalf at no additional charge. That music is licensed for use in the final delivered video only, in accordance with Artlist licensing terms.

You must not supply your own music for inclusion without providing written evidence of a valid licence covering the intended use. We will not incorporate unlicensed music under any circumstances, regardless of instruction.

You must not alter, replace or add music to the delivered video after delivery without obtaining the appropriate licences independently. We accept no liability for copyright claims arising from music added by the client after delivery.

11. Post-production and revisions

We will deliver an initial edit within the timescale agreed in the production brief. Timescales run from the date we receive everything we need from you, including brand assets and any supplied material.

Revisions falling outside the original brief, including requests for new content, additional scenes, reshoots or significant structural changes, will be quoted separately at current rates. Further revision rounds beyond the two included are chargeable.

If we do not receive feedback within 15 working days of sending an edit, the project is treated as approved and the final invoice is issued.

12. Delivery and storage

We deliver the final edited video in the format agreed in the brief. Raw footage is retained for 90 days following delivery, after which it may be permanently deleted. Extended storage is available at £30 per year, or supplied on SSD at cost plus £50 handling.

The client is responsible for creating and maintaining their own backup copies of all delivered files.

13. Ownership, copyright and usage

On receipt of payment in full, you own the final delivered video in its delivered form and may use it for the purposes agreed in the production brief.

Raw and unedited footage remains the property of Barn Owl Studios at all times unless explicitly purchased as part of the agreed scope. All copyright in raw footage and in any assets we create remains with us regardless of payment status.

You are licensed to use the final video in its complete, unaltered form. Re-editing, recutting, copying or alteration is not permitted without our prior written consent.

We reserve the right to use footage, stills and project references for our own portfolio, promotional and marketing purposes unless you request confidentiality in writing before production begins.

14. Payment

Payment terms are as stated on your quote. Unless the quote states otherwise, a non-refundable deposit of 50% of the total including VAT is due on approval to confirm the booking, and the remaining 50% is due on delivery of the final edited video, before final files are released.

Your date is not held until the deposit has been received, and we reserve the right to accept other bookings for the same date until it is.

The deposit covers pre-production planning, date reservation, crew booking commitments, equipment allocation and administrative costs incurred from the point of booking. These costs are committed immediately on approval and are not recoverable by us if the booking is cancelled.

All usage rights granted are conditional on receipt of payment in full. We reserve the right to withhold delivery of final files until full payment is received.

15. Cancellation and rescheduling

The deposit is non-refundable in all circumstances. Cancellation must be confirmed in writing. Where we have already committed costs, including travel, accommodation, freelance crew or equipment sub-hire, those are recoverable in addition to the above.

At least 14 days written notice is required to reschedule a shoot date without incurring additional charges. Rescheduling with less than 14 days notice incurs a fee of 25% of the day rate for each affected filming day, and is subject to our availability.

Where Barn Owl Studios cancels a booking due to circumstances within our control, a full refund of all payments made will be issued.

16. Late payment

Invoices not paid within 14 days of the invoice date will accrue interest at 8% above the Bank of England base rate per annum, calculated daily, under the Late Payment of Commercial Debts (Interest) Act 1998. We reserve the right to claim fixed debt recovery costs under the same legislation.

Overdue invoices may be referred for debt collection or legal proceedings, and the client will be liable for all reasonable costs of recovery.

17. Confidentiality

We treat as confidential any sensitive commercial or business information provided by the client. Where a project involves confidential content, tell us in writing before production begins so that appropriate handling can be put in place.

18. Data protection

Both parties agree to comply with all applicable requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) in relation to any personal data processed in connection with this agreement.

Where a project involves personal data, including contributor details and release forms, the client is the data controller and Barn Owl Studios acts as data processor on the client's instructions. We process that data only as needed to deliver the services and do not retain it beyond the period needed to complete and support the project.

Our privacy policy is available at barnowlstudios.co.uk/privacy.

19. Insurance

Barn Owl Studios carries public liability insurance of five million pounds, and employers' liability insurance as required by law. A copy of our current certificate is available on request. Project-specific or increased cover can be arranged on request at the client's cost, provided this is agreed at the time of booking.

20. Travel and expenses

Travel is included within the radius stated in the quote. Travel beyond that radius is charged at the rate stated in the quote. Accommodation is chargeable where a call time or wrap time makes a return journey impractical or unsafe. Parking, tolls, congestion and clean air charges, ferries and location-imposed fees are charged at cost.

21. Force majeure

Neither party is liable for failure to perform obligations under this agreement where that failure results from circumstances beyond reasonable control, including natural disaster, severe weather, pandemic, civil unrest, industrial action or government restriction. Both parties will use reasonable efforts to agree an alternative arrangement.

22. Liability

Our total liability in connection with any project shall not exceed the total fees paid by the client for that project. We are not liable for indirect, incidental or consequential losses, including loss of revenue, business, profit, opportunity or data.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Raising an issue

Where a concern becomes apparent during the shoot, please raise it with the senior Barn Owl Studios team member on site immediately so it can be resolved while we are still there. Where an issue only becomes apparent afterwards, please tell us in writing within 48 hours of the shoot concluding. Concerns about the edit should be raised through the revision process set out at section 11.

23. Termination for breach

A material breach means a fundamental failure to perform a core obligation under this agreement that is not remedied within 7 days of written notice. Minor service issues, disagreements over creative direction, and administrative matters are not material breaches. Either party may terminate for material breach on 7 days written notice, giving the other party the opportunity to remedy.

24. General

Any amendment to these terms must be in writing and agreed by both parties. If any provision is found to be invalid, the remaining provisions remain in full force. No third party has any right to enforce any part of this agreement under the Contracts (Rights of Third Parties) Act 1999.

25. Governing law

These terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact us

Millview Group Ltd t/a Barn Owl Studios
Wansbeck Workspace, Rotary Parkway
Ashington, Northumberland, NE63 8QZ

Email: hoot@barnowlstudios.co.uk