Terms & Conditions

1.Scope and formation of the agreement

Together with the quote, these terms form the agreement between the producer and the client. The agreement comes into force when the client accepts the quote in writing. An email confirmation (for example a reply such as “I accept” or “Agreement OK”) is sufficient as acceptance, and no separate signatures are required.

Any terms specifically agreed in the quote supplement these general terms. In the event of a conflict, what is expressly agreed in the quote takes precedence over these general terms.

2.Prices and payment terms

The price of the assignment is determined by the quote. Value added tax (VAT) at the applicable rate is added to all prices.

• Invoicing takes place in two instalments: 50% upon acceptance of the agreement and the remaining 50% after delivery, at the latest within four (4) weeks of the delivery of the first version.
• Photography assignments are invoiced in a single instalment after delivery, unless otherwise agreed.
• The payment term is 14 days net, unless otherwise agreed before the order is accepted.
• Travel costs are included in the price within Finland up to the latitude of Oulu. Shoots further away than this are agreed separately.

3.Delivery schedule and revisions

In video productions, the first version is typically delivered within 1–2 weeks of the shoot. The assignment includes two (2) rounds of revisions; in the short video package, two rounds of revisions per video. Updates from a revision round are typically delivered within a week of receiving the comments. A single revision round means one consolidated set of comments, i.e. change requests submitted at once, not several separate consecutive requests. Additional changes requested after the revision rounds are invoiced separately.

In photography assignments, the finished photos are typically delivered within a couple of business days of the shoot. The photographer selects and edits the best frames; photography does not include separate revision rounds. If needed, the client can receive all the photos unedited and choose which ones are edited.

If the client does not submit revision comments within 30 days of the delivery of a version, that version is deemed approved and the assignment complete.

4.Delivery and file formats

The finished files are delivered via a Dropbox download link valid for at least 12 months, or by another separately agreed method (e.g. OneDrive, Google Drive or WeTransfer). Videos are delivered as high-quality 4K H.264 MP4 files, separately in each agreed aspect ratio (e.g. 16:9 landscape, 9:16 portrait, 4:5 and 1:1 square). Special formats, such as ProRes or info-screen versions, are included in the price. Photos are delivered as edited, high-resolution JPEG files.

5.Usage rights and copyright

The client receives unlimited usage rights to the finished videos and photos in all channels, without geographical or time-based restrictions. The usage right applies to the finished, edited material and arises upon delivery, provided that the invoice is paid by its due date.

Ownership and copyright of the raw footage remain with the producer unless their transfer is separately agreed. The producer reserves the right to use the finished material in its own portfolio and marketing, unless otherwise agreed.

If the project uses external performers, such as professional actors or models, their own agreements may limit the usage period or channels of the material. Any such restrictions are disclosed and agreed on a case-by-case basis.

6.Filmed individuals and consents

The client is responsible for ensuring that the individuals appearing in the video or photos have given the necessary consents for filming and for publishing the material, and acts as the data controller for its own personnel. The producer is not liable for missing consents or for their subsequent withdrawal.

7.The client's duty to cooperate

The client is responsible for delivering the information and materials required for the assignment to the producer within the agreed schedule. These include, for example, the availability of performers, arranging the shoot location, brand and graphic materials, and the approval of the script and content. If the shoot or delivery is delayed or prevented because the client has not fulfilled these obligations in time, the producer is not responsible for the delay, and any rescheduling is agreed separately.

8.Music and social media platforms

If music is used in the video, it is licensed from the Artlist service. The licence gives the client a permanent right to use that finished video in all channels. The music may not be separated from the video for separate use, and the music licence cannot be transferred to a third party.

The permanence of the music usage right requires that the video is published within 12 months of delivery. This corresponds to the validity period of the delivery link (section 4).

The automatic content-recognition systems of social media platforms may occasionally flag or mute videos regardless of the music being licensed. This is the platforms' own behaviour and is unrelated to the validity of the music licence. For this reason, in short videos music is used in accordance with the platforms' requirements, typically for less than 60 seconds.

If a recognition claim arises from the music, for example on YouTube, the client can send the video's address to the producer, who will add the video to Artlist's Clearlist system to resolve the claim. The producer is not, however, responsible for the operation of the platforms' automatic systems.

9.Drone filming and weather conditions

Flying a drone is not possible in no-fly zones (which can be checked, for example, via the flyk.com/map service) or, for safety reasons, in very rainy or windy weather. In such cases, the primary aim is to agree on an alternative way of carrying out the work.

10.Storage and backup of material

The producer archives the raw footage and project files carefully. Raw footage is retained for at least three (3) years, often longer, unless the client specifically requests its deletion. The main cameras record to two memory cards already at the moment of capture, and during editing the material is kept on two physically separate drives.

11.Force majeure

The producer is not liable for damages if the prevention or delay of delivery or of storing the material, or the destruction or loss of the material, is due to force majeure or another cause beyond the producer's control. Such causes include, for example, serious illness, unforeseen equipment failure, fire, theft or a similar event. In such cases, the producer's primary aim is to agree with the client on a new schedule or an alternative way of carrying out the work.

12.Limitation of liability

The producer's liability is limited to no more than the total price of the assignment. The producer is not liable for indirect damages, such as lost revenue or other financial loss.

13.Governing law and disputes

The agreement is governed by the laws of Finland. Any disputes are primarily sought to be resolved through negotiation between the parties. If no settlement is reached, the dispute is resolved in the District Court of the producer's domicile.