Terms & Conditions

1. Booking and Payment

A booking is secured when the client accepts the quotation or statement of work and pays the stated booking fee, normally 30% of the agreed price.

The booking fee is deducted from the total price and compensates for reserved production time and reasonable preparation already undertaken. Until it is received, dates remain available to other clients.

Consumer event balances are normally due 30 days before filming. Business invoices are normally payable within 14 days of invoice or before release of final high-resolution deliverables, whichever comes first, unless agreed otherwise.

• Failure to pay any amount by the due date may result in cancellation of services and release of the event date to other clients.
• Accepted scope and pricing will not change without written agreement. Client-requested changes, extra work and third-party costs may be quoted separately.
• A contract may be accepted by signing electronically, accepting a quotation or statement of work, or paying the requested booking fee. A project-specific signed agreement or accepted quotation takes priority over these website terms where it expressly differs.
• All communication relating to bookings must be in writing, including email.

2. Cancellation and Date Changes

Cancellation charges reflect reserved production time, preparation already completed and losses that cannot reasonably be avoided. They do not remove any statutory consumer rights.

• If a consumer event is cancelled within 30 days of filming, the remaining balance may become payable where stated in the booking agreement, less costs reasonably saved or work that can reasonably be rebooked.
• If a consumer event is cancelled more than 30 days before filming, payments beyond the reasonable booking fee and completed work will normally be refunded.
• In the event of a requested date change, reasonable efforts will be made to accommodate the new date, subject to availability.
• If Silver Birch Videos is unavailable on the new requested date, the booking will be treated as a cancellation.
• Any date change must be agreed in writing.

Where a consumer books online, by telephone or away from business premises, any applicable statutory cancellation period will be honoured. If the client expressly asks work to begin during that period, payment may be due for services reasonably supplied before cancellation.

3. Coverage

Coverage is determined by the selected collection/package as confirmed in the booking confirmation or invoice.

For weddings and celebrations, coverage follows the agreed event schedule. For commercial work, the signed statement of work defines the objective, locations, filming hours, contributors, deliverables, formats, usage and exclusions.

• Coverage is provided at the locations stated in the accepted quotation or statement of work.
• For the purpose of this agreement, a single venue refers to locations within the same site or grounds where no vehicle travel between locations is required.
• If any part of the day takes place at a separate venue requiring travel by vehicle, this is not included as standard unless confirmed in writing.
• Additional coverage may be arranged in advance and additional fees may apply based on distance, travel time and schedule impact.
• Coverage concludes at the agreed finish time. Evening or overnight commercial production must be stated in the quotation.
• If coverage exceeds the hours included within the selected collection, additional coverage may be charged at £250 per additional hour. Additional coverage is charged in full hour increments.
• Coverage is continuous but includes reasonable short breaks for rest and refreshment.
• A hot meal must be provided for coverage exceeding six hours.

Every reasonable effort will be made to capture key moments. However, exact coverage cannot be guaranteed due to the unpredictable nature of live events, venue rules, guest behaviour, lighting conditions, weather, timing changes or restrictions imposed by officials or venue staff.

Audio quality is dependent on venue conditions and cooperation from officiants, speakers, DJs and guests. While every reasonable effort will be made to capture clear audio, responsibility cannot be accepted for poor audio resulting from venue restrictions, interference, refusal to wear microphones or unsuitable sound systems.

4. Creative Control

The client acknowledges the Silver Birch Videos cinematic style. Commercial work will also follow the agreed brand, audience and campaign objective.

Creative decisions including filming angles, lighting choices, music choice, editing style, colour grading, pacing, transitions, shot selection and final presentation remain at the sole discretion of Silver Birch Videos.

Raw unedited footage is not included and will not be supplied unless expressly included in the selected collection or agreed separately in writing.

5. Deliverables and Collections

For the purposes of this agreement, a “collection” refers to the specific package of coverage hours and deliverables selected by the client and confirmed within the booking confirmation or invoice.

Silver Birch Videos offers packages and bespoke wedding, celebration, commercial, property, construction, event and drone production.

• Each collection includes the coverage duration and deliverables outlined at the time of booking.
• Deliverables are confirmed within the booking confirmation or invoice.
• Additional edits, new concepts, re-filming, extra versions, aspect ratios, raw footage, project files, extended cuts or extra coverage require written agreement and may incur additional charges.
• Online playback is provided for convenience and depends on the viewer's device, browser and internet connection. Clients should download permitted files for reliable local or television playback and keep their own backups.

6. Drone Filming

Outdoor drone footage will only be captured where weather, airspace, permissions, privacy and safe operating conditions allow. The pilot retains final operational authority and may adapt or stop a flight.

• Drone usage cannot be guaranteed due to safety, legal restrictions, weather, airspace restrictions or venue limitations.
• If an agreed aerial element cannot be delivered, the parties will use an agreed backup date, equivalent ground-camera coverage or a fair price adjustment where no equivalent service can reasonably be supplied.
• The client is responsible for confirming authority over the property or site and obtaining landowner, venue or site permissions requested before the shoot.
• Indoor drone filming is restricted to suitable empty or tightly controlled property showcases. People and animals must remain outside the controlled flight area. A guarded small drone or stabilised ground camera may be substituted after the site assessment.
• The client must disclose fragile items, alarms, overhead obstructions, live works, restricted areas and other hazards that could affect an indoor or outdoor operation.

7. Cancellation by Videographer

In the unlikely event that Silver Birch Videos is unable to attend due to illness, injury, emergency or circumstances beyond reasonable control, every reasonable effort will be made to source a suitable replacement videographer.

If a suitable replacement cannot be secured, liability is limited to a full refund of all monies paid by the client.

8. Force Majeure

No liability shall attach for failure to perform services due to events beyond reasonable control, including but not limited to extreme weather, government restrictions, venue limitations, travel disruption, illness, accidents, equipment theft, civil emergencies, natural disasters or other unforeseen circumstances.

9. Liability

Public Liability insurance is held. Professional care is taken during filming, editing, storage and delivery.

Subject to liabilities that cannot lawfully be excluded or limited, liability for total equipment failure, loss, theft, corruption of footage, memory card failure or another technical issue is limited to the total amount paid by the client for the affected service.

Silver Birch Videos is not responsible for restrictions imposed by venues, officials, weather, guests or third parties that limit what can be filmed.

10. Client Responsibilities

• The client is responsible for obtaining venue permissions where required and ensuring filming is permitted.
• The client is responsible for informing guests that filming is taking place.
• The client agrees to provide an accurate schedule of the day in advance.
• The client must inform Silver Birch Videos of any significant changes to schedule, location, timings or restrictions.
• The client should identify any key people, moments or details they particularly want captured.
• The client must ensure reasonable access, parking and working space is available where possible.

11. Copyright and Usage

Full copyright of all filmed material is retained by Silver Birch Videos.

Consumer clients receive a non-exclusive licence to use their delivered films for private viewing, family sharing and personal social-media accounts.

Business clients receive the commercial usage licence stated in the accepted quotation or statement of work after all sums due have been paid. Unless expressly included, this does not cover paid advertising, broadcast, resale, sublicensing, stock-library use or transfer to another brand.

Raw footage, editable project files and source assets are not included unless expressly listed as deliverables. The client may not sell, sublicense, materially alter or re-edit delivered work outside the agreed licence without written permission.

Silver Birch Videos will only use identifiable client work in its portfolio, website, social media, showreel or advertising where permission has been granted in the relevant agreement, media-consent record or later written approval.

12. Travel and Expenses

The quotation will identify any included travel allowance. Unless a quotation states otherwise, up to 50 return miles are included and additional mileage is charged at £0.75 per mile.

• Significant travel time may be charged at £30.00 per hour where stated in the quotation.
• Parking, tolls, congestion or clean-air-zone charges, rail fares, flights, accommodation, permits and other necessary project expenses will be agreed or passed on at cost.
• No material third-party expense will be incurred without the client’s prior approval unless it is already included in the accepted quotation.

13. Commercial Projects

Commercial projects are governed by the accepted quotation, these terms and the project statement of work. If they conflict, the most recently signed document takes priority for that specific project.

• The client must appoint one authorised contact to consolidate feedback and approve scripts, schedules, drafts and final deliverables.
• Unless stated otherwise, 2 reasonable revision rounds are included. A revision adjusts the agreed edit; it does not create a new concept, filming day or deliverable.
• Additional filming, substantial scope changes, delayed client materials, new formats or versions, and feedback outside the agreed revision process may be quoted separately.
• The client confirms that supplied logos, music, photographs, scripts and other assets may lawfully be used for the project and will identify any brand, confidentiality or compliance restrictions before production.
• The agreed licence will identify the permitted channels, territories and duration where relevant. Paid advertising, broadcast, resale, sublicensing and use by another brand are excluded unless expressly included.
• Final deliverables may be withheld while invoices are overdue. Statutory rights relating to late commercial payments are reserved where applicable.

14. Data Storage and Delivery

Final edited films will normally be delivered through the private client portal or a secure online download link, unless another delivery method is agreed.

• Private portal access is normally maintained for up to 12 months after the event or delivery, subject to the accepted quotation, available storage and any later written notice.
• Public guest galleries are separate from the private portal and normally expire after 30 days unless an administrator sets another expiry date. A public link may be protected by a password, but anyone who receives a working link may be able to access the content it exposes.
• Portal and public-gallery visibility and download permissions are separate. Silver Birch Videos controls the maximum private and public access available; clients may adjust permitted public sharing controls, and those changes are logged.
• Clients must keep login details and private links confidential, download permitted films promptly and maintain their own backups. Access can be suspended where security, legal, privacy, payment or storage concerns reasonably require it.
• After the applicable access or retention period, files, thumbnails and links may be removed or permanently deleted. Retaining a project for longer is not guaranteed unless agreed in writing.

15. Editing and Delivery Times

Every effort will be made to deliver completed films within the estimated delivery period discussed at booking. Delivery times may vary depending on seasonal workload, project complexity, music licensing, client requests and the length of the event.

Short teaser films may be delivered separately and do not affect the estimated delivery time of the main film.

Any delivery times provided are estimates unless specifically agreed in writing.

16. Privacy and UK GDPR

Client information is processed in accordance with UK GDPR and is used only for enquiries, bookings, service delivery, communication, invoicing and legal record keeping.

Personal information will not be sold to third parties. Selected third-party services may be used where necessary for delivery, such as secure file transfer, payment processing, email communication or website hosting.

Clients may request access to, correction of, or deletion of their personal data where applicable by contacting Silver Birch Videos in writing.

The portal may record document acceptance evidence, questionnaire submissions, media views, downloads, favourites, public-sharing choices and security activity. Further details are provided in the Privacy Policy.

17. Agreement

These Terms & Conditions, the accepted quotation or statement of work, and any signed project document form the agreement between the parties.

• Any amendments must be agreed in writing.
• Electronic acceptance may include a typed legal name, confirmation checkbox, account email, date and time, IP address, browser information and a verification hash. This evidence is retained with the signed document. Once signed, the customer-facing final document is supplied as a non-editable PDF; a material replacement or amendment may require fresh acceptance.
• Reviews submitted through a client portal or public guest gallery may be moderated before publication. Reviews received through email, text or another platform may be reproduced accurately with the reviewer's permission and source identified where appropriate. Submission does not guarantee publication.
• If any part of these terms is found to be unenforceable, the remainder shall continue in full force.
• These Terms & Conditions are governed by the laws of England and Wales.

Nothing in these terms excludes or limits liability or statutory rights where doing so would be unlawful.