Terms of services

Below is a detailed Terms and Conditions outline for Proximity Cut Edit, written for a UK-based online video production and digital media business. This is a strong starting structure, but you should have a UK solicitor review it before publishing.

Terms and Conditions of Service

Proximity Cut Edit

1. Introduction

These Terms and Conditions explain how clients may use the services provided by Proximity Cut Edit. By booking a service, requesting a quote, approving a proposal, making payment, or using our website, the client agrees to be bound by these Terms.

Proximity Cut Edit provides digital media and creative production services including video production, editing, motion design, social content, corporate video, AI video production, event video production, property showcase videos, animation, branded content, and related creative services.

UK online service providers should give customers clear information before a distance or online contract is made, especially about the business, the service, prices, delivery, cancellation rights, and complaint handling.

2. Business Information

This section should include your official business details.

Include:

Business name: Proximity Cut Edit
Business type: Sole trader / limited company / partnership
Registered company number: if applicable
Registered office address: if applicable
Trading address: if different
Email address:
Phone number:
VAT number: if VAT registered
Website:

You should also state that Proximity Cut Edit operates in England and Wales, unless your business is legally registered elsewhere in the UK.

3. Services Provided

Proximity Cut Edit may provide services including, but not limited to:

Corporate video production, event video production, property showcase videos, art gallery showcase videos, branded content, social media video content, AI video production, animation studio videos, editing, colour grading, motion graphics, logo animation, filming, creative direction, production planning, post-production, content strategy, and delivery of digital video assets.

You may also state:

“All services will be described in the quotation, proposal, invoice, project brief, or written agreement provided to the client.”

4. Quotes, Proposals, and Project Scope

All quotes are based on the information provided by the client at the time of enquiry. The quote should specify the project scope, deliverables, production dates, number of filming days, editing requirements, revisions, usage rights, delivery format, and total cost.

Any work outside the agreed scope may be charged as an additional fee. This includes extra filming time, additional edits, new creative direction, extra versions, faster delivery, additional animation, new footage requests, travel, licensing, voiceover, music, subtitles, or further revisions.

Suggested clause:

“Any changes requested after approval of the project scope may affect the final cost and delivery timeline.”

5. Booking and Payment Terms

A booking is confirmed only when the client has accepted the quote and paid the required deposit or booking fee.

Suggested structure:

A non-refundable deposit may be required to secure the project date. The remaining balance must be paid before final delivery of the completed video files, unless otherwise agreed in writing.

You may include:

  • Deposit percentage, for example 50%
  • Final payment due date
  • Accepted payment methods
  • Late payment charges
  • Whether work pauses if payment is overdue
  • Whether final files are watermarked until full payment is received

For business-to-business clients, you may also include a late payment clause under UK late payment rules, but ask a solicitor to check the exact wording.

6. Client Responsibilities

The client must provide accurate information, brand assets, logos, scripts, access details, locations, permissions, contact details, product information, and any required approvals on time.

The client is responsible for making sure they have permission to use any materials they provide, including logos, images, video clips, music, fonts, scripts, trademarks, artwork, property images, personal data, and third-party content.

Suggested clause:

“Proximity Cut Edit is not responsible for delays caused by missing information, late feedback, unavailable locations, lack of permissions, or changes to the client’s brief.”

7. Production, Filming, and Access

For filming projects, the client is responsible for ensuring access to the location, parking, safety information, permissions, and any necessary consent from people appearing in the video.

For events, property videos, galleries, corporate offices, and private locations, the client must ensure filming is allowed and that relevant venue, property, staff, guest, or artist permissions are obtained.

You may include:

“Where filming is delayed due to circumstances outside our control, additional time may be charged.”

8. Revisions and Amendments

Clearly state how many revisions are included.

Example:

“Each project includes two rounds of reasonable revisions unless otherwise stated in the quotation. Revisions must relate to the agreed brief. Major changes to the concept, structure, script, visuals, music, duration, or format may be treated as additional work and charged separately.”

You should define what counts as a revision and what counts as a new request.

9. Delivery of Final Files

Final videos may be delivered by download link, cloud storage, email transfer, or another agreed digital method.

You may specify:

  • File format, for example MP4, MOV, vertical, square, landscape
  • Resolution, for example 1080p or 4K
  • Social media versions
  • Delivery timeline
  • Storage duration
  • Whether project files are included or excluded

Suggested clause:

“Unless agreed in writing, raw footage, project files, editing timelines, graphics source files, and working files are not included in the final delivery.”

10. Cancellation and Rescheduling

You should separate client cancellation, Proximity Cut Edit cancellation, and rescheduling.

Suggested structure:

If the client cancels a confirmed booking, the deposit may be non-refundable. If the client reschedules, Proximity Cut Edit will try to offer a new date, but this is subject to availability. Additional fees may apply if cancellation or rescheduling occurs close to the production date.

For consumer clients, be careful with cancellation rights. UK distance selling rules can give consumers cancellation rights for online services, although there are rules around services started during the cancellation period and digital content supplied with consent. The Consumer Contracts Regulations apply to distance contracts for goods, digital content, and services, so cancellation wording should be reviewed carefully for B2C work.

11. Consumer Cancellation Rights

This section is important if you sell to individual consumers, not just businesses.

A consumer may have a legal right to cancel certain online service contracts within 14 days. However, if the consumer asks you to begin work during that cancellation period, they may have to pay for work already completed. Digital content cancellation rights may also be affected once digital content is supplied, provided the correct consent and acknowledgement are collected.

Suggested wording to review with a solicitor:

“If you are purchasing as a consumer, you may have a 14-day cancellation right under UK consumer law. If you request that we begin work during this period, you agree that you may be required to pay for any services performed before cancellation. Where digital content is supplied before the cancellation period ends, you may lose your right to cancel if you have given express consent and acknowledged this.”

12. Refund Policy

Refunds should depend on the type of work, stage of the project, and whether any custom creative work has already begun.

Example:

“Because our services involve custom creative work, refunds are not available for completed work, approved work, or work already carried out. Deposits may be non-refundable once a booking, planning, creative development, or production time has been reserved.”

Avoid saying “no refunds under any circumstances,” because UK consumer law may override unfair or overly broad terms.

13. Intellectual Property and Copyright

This is one of the most important sections for a video production business.

You should state who owns:

  • Raw footage
  • Final edited videos
  • Project files
  • Concepts
  • Scripts
  • Motion graphics
  • AI-generated assets
  • Music
  • Licensed stock footage
  • Fonts
  • Client-provided assets

Suggested clause:

“Unless otherwise agreed in writing, Proximity Cut Edit retains ownership of all raw footage, project files, working files, concepts, templates, editing timelines, and creative materials created during production. Upon full payment, the client receives a licence to use the final approved deliverables for the purposes agreed in the quotation.”

You may offer full copyright transfer only as a paid extra.

14. Usage Rights and Licensing

You need to clarify how clients may use the finished video.

Examples:

Website use, social media use, paid ads, internal presentations, broadcast, cinema, events, international campaigns, unlimited online use, or limited campaign use.

Suggested clause:

“The client may use the final video only for the agreed purposes, platforms, territories, and duration stated in the quotation. Additional usage, including paid advertising, broadcast, resale, sublicensing, or use outside the agreed scope, may require additional licensing fees.”

15. Portfolio and Promotional Use

You may want permission to show client work on your website, social media, portfolio, showreel, proposals, award submissions, and marketing.

Suggested clause:

“Unless the client requests confidentiality in writing before the project begins, Proximity Cut Edit may use completed work, behind-the-scenes content, screenshots, project stills, and extracts for portfolio, promotional, social media, website, and award purposes.”

For sensitive corporate or private work, add an option for NDA or private delivery.

16. Third-Party Materials

Videos may include music, stock footage, stock images, sound effects, fonts, voiceovers, actors, locations, artwork, or other licensed materials.

Suggested clause:

“Third-party materials are subject to their own licence terms. Proximity Cut Edit will use reasonable care to source appropriate licences where included in the project, but the client must not use the final content beyond the licence limits.”

This is especially important for social media adverts, YouTube, paid campaigns, and commercial promotions.

17. AI Video Production

Because you offer AI video production, include a specific AI clause.

Suggested points:

AI-generated visuals may contain limitations or imperfections. The client must review and approve outputs before use. AI-generated content may be created using third-party tools with their own terms. Proximity Cut Edit cannot guarantee exclusivity of style, concept, or AI-generated elements unless agreed in writing.

Suggested clause:

“AI-assisted content may be used as part of concept development, image generation, video generation, editing, enhancement, voice, or creative production. The client acknowledges that AI-generated outputs may require review, correction, and approval before publication.”

18. Client Approval

Before final delivery, the client should approve the final edit.

Suggested clause:

“Once the client approves the final video, the project is considered complete. Any further changes requested after approval may be charged separately.”

Also include that spelling, names, dates, logos, legal disclaimers, and factual claims are the client’s responsibility to check before approval.

19. Advertising, Social Media, and Legal Compliance

If you create adverts, social media content, or branded campaigns, clients must make sure claims are accurate and lawful.

The ASA is the UK’s independent advertising regulator and applies advertising codes across media. For social media endorsements, UK guidance says hidden ads and misleading practices may breach consumer protection law and advertising rules.

Suggested clause:

“The client is responsible for ensuring that all claims, offers, prices, testimonials, endorsements, product statements, results, and advertising messages are accurate, lawful, and compliant with applicable advertising rules.”

20. Data Protection and Privacy

If you collect names, emails, phone numbers, business details, payment details, filming permissions, or footage containing identifiable people, you must consider UK GDPR and data protection duties.

The ICO states that privacy notices should explain why personal data is processed, how long it is kept, and who it is shared with, in simple and accessible language.

Your Terms should link to a separate Privacy Policy covering:

  • What personal data you collect
  • Why you collect it
  • Legal basis for processing
  • How long you keep it
  • Who you share it with
  • Client rights
  • Cookies and analytics
  • Contact details for privacy requests

21. Filming People, Consent, and Releases

For video production, this is essential.

Suggested clause:

“The client is responsible for obtaining appropriate consent from staff, guests, customers, artists, performers, models, speakers, property owners, or any individuals appearing in the video, unless Proximity Cut Edit has agreed in writing to manage release forms.”

For events, you can include signage wording:

“Filming is taking place at this event. By entering the filming area, attendees may appear in photography or video content.”

Ask a solicitor to review this because consent, legitimate interests, contract, and privacy rights can vary depending on the project.

22. Confidentiality

Both parties may access confidential business information.

Suggested clause:

“Both parties agree to keep confidential information private and not disclose it to third parties unless required for the project, required by law, or approved in writing.”

You can also offer NDA protection for corporate clients.

23. Storage, Archiving, and Raw Footage

Clarify how long you keep files.

Example:

“Proximity Cut Edit may store final files and project materials for up to 30, 60, or 90 days after delivery, but does not guarantee long-term storage unless agreed in writing. Clients are responsible for downloading and safely storing final files.”

Also state whether raw footage can be purchased.

24. Website Use

For your online business, include rules for website users.

Users must not:

  • Copy your content without permission
  • Misuse your website
  • Attempt to hack or disrupt the website
  • Upload unlawful material
  • Use your branding or content without written consent
  • Submit false enquiries

25. Prices and VAT

State that prices may be shown excluding or including VAT depending on whether your business is VAT registered.

UK online selling rules require clear pricing information before purchase, and businesses selling online must provide certain pre-contract information to customers.

Suggested clause:

“All prices will be confirmed in writing before work begins. Any additional costs, including travel, accommodation, location fees, talent, licences, rush delivery, or additional revisions, will be confirmed where possible before being charged.”

26. Limitation of Liability

You should limit liability fairly and legally.

Suggested clause:

“Proximity Cut Edit will not be liable for indirect loss, loss of profit, loss of business, loss of opportunity, reputational damage, or platform-related issues arising from use of the final content, except where liability cannot be excluded by law.”

Do not exclude liability for death or personal injury caused by negligence, fraud, or anything else that cannot legally be excluded.

27. Force Majeure

This covers events outside your control.

Examples:

Illness, extreme weather, venue closure, power failure, strikes, transport issues, equipment failure, platform outages, government restrictions, emergencies, or acts of God.

Suggested clause:

“Proximity Cut Edit will not be responsible for delays or failure to perform caused by events outside reasonable control.”

28. Complaints and Dispute Resolution

Include a clear complaints process.

Example:

“If you are unhappy with any part of the service, please contact us in writing within 7 days of receiving the relevant deliverable. We will review the issue and aim to respond within 14 days.”

You may also include mediation before court action.

29. Governing Law and Jurisdiction

For a UK business based in England, use:

“These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have jurisdiction over any dispute.”

If you are based in Scotland or Northern Ireland, this should be changed.

30. Updates to These Terms

You can update the Terms from time to time.

Suggested clause:

“Proximity Cut Edit may update these Terms at any time. The version in force at the time of booking will apply to the relevant project unless otherwise agreed.”

Recommended Website Legal Pages

For Proximity Cut Edit, I recommend having these separate pages:

  1. Terms and Conditions of Service
  2. Privacy Policy
  3. Cookie Policy
  4. Refund and Cancellation Policy
  5. Copyright and Usage Licence Policy
  6. AI Content Disclaimer
  7. Accessibility Statement
  8. Complaints Policy

Key legal areas to cover

Your Terms should be especially strong on: payment, cancellation, client approvals, copyright, usage rights, raw footage ownership, AI content, revisions, client responsibilities, data protection, filming consent, advertising compliance, and portfolio use.