Terms & Conditions
Freitas Films
Effective Date: 20/09/25
Last Updated: 22/09/25
Introduction
These Terms govern the provision of services by Freitas Films ("we", "us") to you (the "Client"). By booking, approving a quote, paying an invoice, or otherwise instructing us to proceed, you agree to these Terms.
1) Services
We produce video, photography, and social content; and provide social media management and related creative services. The precise deliverables, timelines, and fees are set out in a Quote/Statement of Work (SOW). We may update the services we offer over time.
Order of precedence. If there is any conflict between these Terms and a signed SOW, the SOW prevails.
2) Quotes, Booking & Changes
Quote validity. Quotes are valid for 7 days unless stated otherwise.
Booking fee. For fixed-scope projects, a 50% non‑refundable booking fee is due on acceptance to secure dates and resources. The balance is due on first delivery of the main edit (Net 14) unless the SOW states otherwise.
Schedule changes & cancellations. You may reschedule a booked shoot once at no charge with ≥48 hours’ written notice, subject to availability. Less than 48 hours’ notice may incur up to 100% of the quoted day rate plus non‑recoverable third‑party costs (crew, studio, travel, permits). For retainers, shoot days do not roll over month‑to‑month unless agreed in writing. Weather postponements will be rescheduled where reasonably practicable at no extra charge.
Scope changes. We’ll flag if requested changes impact cost or timeline and seek your written approval before proceeding.
3) Payments
Currency & VAT. All prices are in GBP and exclusive of VAT unless stated otherwise.
Projects (fixed-scope). 50% on acceptance; balance on first delivery of the main edit (Net 14) unless the SOW states otherwise.
Retainers. Billed monthly in advance on the 1st of each month; services may pause while invoices are overdue.
Late payment. We may charge statutory interest and fixed‑sum compensation under the Late Payment of Commercial Debts (Interest) Act 1998 (as amended), and recover reasonable costs of debt collection.
Expenses. Mileage £0.45/mile outside Bristol. Parking, tolls, permits, couriers and similar out‑of‑pocket expenses are recharged at cost. For shoots requiring long days >120 miles from Bristol (BS16), reasonable accommodation may be required/provided by the Client.
Pause / on‑hold. If a project is paused by the Client for 14+ days after editing has commenced, we may apply a reasonable pause fee to cover booked resources, context switching and storage, payable before work resumes.
4) Client Responsibilities
Provide timely information, access, assets and approvals.
Ensure any client‑supplied materials (logos, images, music, fonts, scripts, talent, etc.) are owned by you or properly licensed.
Obtain lawful permissions and releases (people, locations, trademarks) unless the SOW states we will obtain them.
Approvals & revisions. Unless the SOW states otherwise, 2 rounds of minor revisions to the delivered edit are included if requested within 14 days of delivery. Minor revisions are changes that don’t require new filming or a material re‑edit (e.g., trims, captions, colour tweaks, simple sound fixes). Further revisions are £90 per additional version or £75/hour (as specified in the SOW). Retainer packages may include different revision terms—see the Retainer Addendum and SOW.
5) Delivery, Files & Storage
Delivery timing. Typical delivery is 2–4 weeks from capture or as agreed in the SOW. Timelines are estimates and may vary with scope and approvals.
File delivery. Final files are provided via secure digital download. Physical media can be supplied at cost on request.
Storage & archive. Final deliverables remain available for download for 30 days after delivery. Raw footage and project files are retained for 90 days unless the SOW includes an archive service. Retrieval after 90 days (if available) may incur an archive fee.
6) Intellectual Property & Usage Rights
Ownership (default). Unless a signed SOW states otherwise, Freitas Films owns all intellectual property in work we create. On full payment, the Client has a perpetual, worldwide, non‑exclusive licence to use the final delivered assets for the purposes and channels set out in the SOW/Quote.
Our portfolio rights. We may reasonably showcase the work (final assets and limited clips/stills) in our portfolio, social channels and marketing. Where practicable, we may credit ourselves, unless you reasonably object in writing for confidentiality reasons.
Third‑party content. If we supply stock music/images/fonts/plugins, we will secure an appropriate licence for the agreed use. If you supply third‑party content, you warrant you have the rights and will indemnify us against related claims.
Raw footage & working files. Unless expressly included in the SOW, raw footage and working/project files are not deliverables.
7) Social Media Management (if applicable)
Content calendar and outline plan agreed in advance.
We may decline to post content that violates platform rules, applicable law or our professional standards.
You maintain ownership and control of your accounts; you grant us the necessary access. You may revoke access with 7 days’ notice.
We do not guarantee specific follower growth, engagement rates, or conversions. Platform changes beyond our control may affect performance.
8) Warranties, Liability & Indemnities
Service warranty. Services are provided “as is”. We do not warrant specific business outcomes from creative work or social activity.
Limitation of liability. Our total liability arising out of or in connection with a project is limited to the total fees paid for that project. We are not liable for indirect, consequential or punitive damages, loss of profit, or loss of data.
Mutual indemnities.
Client → Freitas Films. You indemnify us against claims arising from (i) client‑supplied content; (ii) your breach of these Terms; (iii) your misuse of the deliverables.
Freitas Films → Client. We indemnify you for third‑party IP claims arising from assets we supply for the agreed use, excluding client‑supplied content, unapproved uses, or client‑made modifications.
9) Subcontractors
We may use vetted subcontractors and partners to deliver parts of a project. We remain responsible for their work as if our own.
10) Data Protection & Privacy
We process personal data in accordance with UK GDPR and the Data Protection Act 2018. See our Privacy Policy for details.
11) Force Majeure
We are not liable for delays or failures caused by events beyond our reasonable control (e.g., extreme weather, illness, strikes, outages, government action).
12) Governing Law & Disputes
These Terms (and any non‑contractual obligations) are governed by the laws of England & Wales and subject to the exclusive jurisdiction of the courts of England & Wales. We encourage informal resolution before formal action.
13) Changes to These Terms
We may update these Terms from time to time. Significant changes will be notified to active clients by email. Continued use of our services after changes means you accept the updated Terms.
14) Contact
Freitas Films
Bristol, United Kingdom
Email: hello@freitasfilms.co.uk
Web: freitasfilms.co.uk
Retainer Addendum (1 page)
This Addendum applies where a monthly retainer is agreed. It forms part of the Terms & Conditions. The SOW sets the agreed deliverables and any variations to this Addendum.
A) Term & Fees
Retainers are billed monthly in advance on the 1st of each month. Services may pause while invoices are overdue.
Extra shoot days outside the retainer are quoted at the non‑retainer rate stated in the SOW/Quote.
Either party may terminate with 30 days’ written notice. Fees for services rendered up to termination remain payable.
B) Scope & Scheduling
The monthly scope is defined in the SOW and supported by a content calendar.
We will schedule agreed shoot days and one content strategy session per month (unless otherwise set out in the SOW).
No rollovers. Unused shoot days/content do not roll over month‑to‑month unless agreed in writing.
Rescheduling. Changes or cancellations require ≥48 hours’ notice. Less notice may incur up to 100% of the day rate plus non‑recoverable third‑party costs.
We may recommend limiting locations per day to ensure quality and coverage.
C) Revisions & Approvals
Unless the SOW states otherwise, 2 rounds of minor revisions per deliverable are included if requested within 14 days of delivery.
Minor revisions = changes that don’t need re‑shoots or a material re‑edit.
Additional revisions are £90 per additional version or £75/hour as specified in the SOW.
D) Rights, Confidentiality & Exclusivity
IP/usage follows the main Terms: licence to final assets on full payment; optional copyright assignment by written agreement.
Each party keeps the other’s confidential information confidential (survives termination).
Exclusivity is not provided by default. Any category/territory exclusivity must be expressly set out in the SOW and may affect pricing.
E) Third‑Party Costs & Expenses
Mileage £0.45/mile outside Bristol; parking/tolls/permits/couriers recharged at cost.
For shoots requiring long days >120 miles from Bristol (BS16), reasonable accommodation may be required/provided by the Client.
Where we supply stock/royalty‑free assets, we’ll license them for the agreed use. Client‑supplied third‑party assets must be correctly licensed by the Client.
F) Pause / On‑Hold
If the Client pauses the retainer or a deliverable for 14+ days after editing has commenced, a reasonable pause fee may apply before work resumes.
G) Social Media Management (if included)
We manage content planning, posting and community tasks as agreed in the content calendar.
We may decline to post content that breaches law or platform rules.
Performance is not guaranteed; algorithms and platform policies may change.
H) Order of Precedence
If this Addendum conflicts with the SOW, the SOW prevails; if it conflicts with the main Terms, this Addendum prevails for retainer matters.