Terms of Service

Last updated: December 27, 2023

Please read these Terms Of Service carefully. By using Vanity Pictures’ services, you agree to be bound by these Terms of Service.

This Terms of Service document governs the use and provision of services offered by www.vanity.pictures (the “Site”) and all its associated subdomains connected to vanity.pictures. By accessing or using any part of the Site or engaging in any services provided, you agree to be bound by these Terms of Service.

Commitment to Privacy
Vanity Pictures is committed to protecting the privacy of the Client’s personal information. By engaging the services of Vanity Pictures, the Client agrees to the collection, use, and disclosure of their personal information in accordance with Vanity Pictures’ Privacy Policy, which can be found on the Vanity Pictures website. The Privacy Policy outlines how Vanity Pictures collects, uses, and protects the Client’s personal information, as well as their rights and choices regarding the use of their information.

Refund Limitation
By engaging the services of Vanity Pictures, the Client acknowledges and agrees to the terms set forth in Vanity Pictures’ Refund Policy, which can be found on the Vanity Pictures website. The Refund Policy clearly states that under no circumstances will refunds be offered, and it further outlines the Client’s responsibilities and obligations in the event of cancellations or changes to the project.

Contact Us
If you have any questions about these Terms of Service, you can contact us by email: [email protected]

Definitions
1.1. “Company” refers to Vanity Pictures and anyone working with Vanity Pictures directly as a service provider, contractor, or employee. The term “Company” also includes any future name changes, rebranding efforts, partnerships, or affiliations that may occur, as well as any associated entities, partners, or service providers that may be involved in delivering the services described in this agreement.
1.2. “The Client” refers to any individual or business using our products or services.
1.3. For the purposes of this agreement, anything related to “video, videography, video production services, photography, or photograph,” or anything related to any work produced with a camera, refers to any services related to the production of video content and photography using a camera, and any photos and videos taken during the shoot will be considered part of the deliverables. The videographer will also be considered a photographer for the purpose of taking photographs during the shoot.

Agreement
2.1. All creative services are provided in accordance with the terms of service outlined here.

Quotations and Payment Terms
3.1. Quotations are valid for 7 days, subject to change without notice. All prices exclude GST, unless otherwise stated.
3.2. Upon acceptance of a quote, a 100% payment is required before work commences, unless a payment plan or alternative agreement has been made. If a payment plan is agreed upon, the Client must adhere to the agreed payment schedule.
3.3. Payment can be made via cash, bitcoin, monero, major credit cards, or bank transfer.
3.4. If the Client is late to the shoot, the agreed-upon start and end times will remain in effect. Any additional time required due to the Client’s lateness will be subject to extra charges.
3.5. If the project’s scope changes during the shoot, Vanity Pictures will notify the Client of any additional costs associated with the change. If the change occurs during the shoot, this communication may be verbal. The Client must pay for any additional costs incurred due to changes in project scope within 24 hours.
3.6. All payments and fees specified in this agreement are in NZD, and the Client is responsible for any currency conversion costs.
3.7. In case of late payment, a late fee of 5% per month may be applied. Vanity Pictures reserves the right to suspend or terminate services for non-payment.
3.8. No refunds will be offered under any circumstances.
3.9. If the Client misses payments on the automatic payment plan four times, Vanity Pictures may cancel the shoot, and no refunds will be given.
3.10. The Client must continue making payments on the agreed payment plan until Vanity Pictures receives the full payment, as required by law. Failure to do so may result in legal action.
3.11. In the event that the Client fails to make four payments on the automatic payment plan, even if the payment goes through on a subsequent attempt, they will have the option to pay off the remaining balance for the shoot in full within 3 business days to secure their booking. If the Client pays the remaining balance within this time frame, Vanity Pictures will continue with the shoot as planned, and the booking will remain secured. However, if the Client fails to pay the remaining balance within the specified time, the shoot will be canceled, and no refunds will be provided. Please note that a missed payment includes any failed attempt, whether the payment goes through on a subsequent attempt or not.
3.12. Before making any payment, the Client must confirm with Vanity Pictures that the date(s) previously discussed for the shoot are still available. The Company reserves the right to accept other bookings if the Client has not secured the date(s) through payment or a signed agreement.
3.13. Please be aware that if any payments are missed, the Company will continue to attempt charging the client’s payment method for the outstanding amount(s) periodically. This includes not only the missed payments but also any new payments that become due according to the agreed payment plan. The Company will persist in trying to charge the client’s payment method for all outstanding amounts until the entire balance has been successfully paid. It is the client’s responsibility to ensure that sufficient funds are available on their payment method to cover all scheduled payments. In case of multiple unsuccessful payment attempts, the client may experience multiple charges when the payment method finally has enough funds to cover the outstanding amounts. This process is in place to ensure that both the Company and the Client adhere to the agreed payment schedule and to help maintain the financial obligations set forth in this agreement. We highly recommend clients to closely monitor their payment methods and notify the Company of any issues or changes to prevent unexpected charges.

Cancellation and Refund Policy
4.1. Cancellations within 72 hours of the booking date will incur a $500.00 fee if the full amount has not been paid.
4.2. Once the full amount has been paid, no refunds can be offered under any circumstances.
4.3. In the event the Client is on a payment plan and cancels the shoot, no payments made will be refunded, and the Client remains obligated to complete all future payments as agreed upon, even if the event or shoot is canceled.
4.4. The Client is responsible for all additional charges related to cancellation, which may include actor’s fees, crew time, equipment hire, venue hire, and work already undertaken by Vanity Pictures.
4.5. In the event of a force majeure event, which includes but is not limited to acts of God, natural disasters, epidemics or pandemics, war, terrorism, civil unrest, labor strikes, or governmental actions, neither party shall be held liable for any failure or delay in the performance of its obligations under this agreement due to events beyond its reasonable control. The affected party shall promptly notify the other party, and both parties shall make good faith efforts to negotiate a mutually acceptable resolution, including the possibility of rescheduling or adjusting cancellation fees. However, no refunds can be made under any circumstances in the event of force majeure.

Additional Costs and Travel
5.1. Travel, parking, administration time, and general disbursements may be estimated and listed as separate line items in all quotations.
5.2. Additional charges may apply depending on circumstances, with Client(s) advised prior to contract variations.
5.3. Any specific or advanced retouching requests, such as removing pimples, double chins, background alterations, or making other detailed adjustments, will be charged on a per-photo/per second of video basis. The cost for such requests will be quoted separately, based on the extent of work required. The Client must communicate any advanced retouching needs in advance, and additional charges will be agreed upon before the commencement of the requested services. Please note that turnaround times for advanced retouching services may vary depending on the complexity and volume of the requested edits, and the Client should allow for a reasonable time frame for the completion of such services.

Substitution 
6.1. In case of serious personal injury or emergency circumstances, a substitute creator may be provided.
6.2. In the case where a substitute creator cannot be provided due to serious personal injury or emergency circumstances, or if the Client declines the substitute, Vanity Pictures’ liability shall be limited to offering a reshoot, if feasible, at no additional cost to the Client, subject to availability and scheduling. No refunds will be provided under any circumstances, in accordance with Section 4.2 of these terms of service.
6.3. Clients must inform Vanity Pictures of any changes to times, dates, or plans that may impact the agreement.
6.4. Vanity Pictures will adhere to facility rules and staff directions, and is not responsible for the absence of specific shots due to such restrictions.
6.5. Vanity Pictures is not responsible for not being able to fly a drone in the area if it is illegal or if the weather does not permit.

Turnaround Time and Quality Control
7.1. Turnaround times vary depending on the product or service and are quoted in working business days, excluding weekends and holidays.
7.2. Any dissatisfaction with the final deliverables must be reported to Vanity Pictures within 7 days of receipt, with no guarantee for return of payment or additional work after job completion.
7.3. Vanity Pictures does not provide previews, sneak peeks, or partial deliveries of the work in progress. Clients will receive the final work upon completion of the entire project, as per the agreed-upon delivery schedule.
7.4. In special circumstances, if the Client insists on having a sneak peek of the work in progress, this can be accommodated at an additional cost of $250 or more, depending on the length of the film. This additional service must be requested and agreed upon in writing, and the associated fee must be paid in advance.

Intellectual Property and Copyright
8.1. Preparatory materials, videos recorded, and photos captured by Vanity Pictures remain the exclusive property of Vanity Pictures.
8.2. Vanity Pictures is not responsible for copyright infringements resulting from materials provided by the Client and may refuse jobs that violate any laws.

On-Location Photo or Video Disclosure
9.1. Vanity Pictures is not responsible for any restrictions placed by the location, such as lighting, movement, or camera placement. The Vanity Pictures creator or crew will attempt to compensate for any difficulties.
9.2. Vanity Pictures reserves the right to include appropriate credits in the video, and the original raw footage remains the property of Vanity Pictures.
9.3. If the customer wishes to purchase RAW footage or photos, the cost is $1,200.

Weather Conditions
10.1. Shoots cannot be rescheduled due to cloudy weather. If weather conditions make it impossible to complete the shoot, Vanity Pictures and the Client will discuss rescheduling options.

Revisions and Project Completion
11.1: The Client has 7 days to inform Vanity Pictures of any desired revisions after receiving the photos or video assets via email. The 3-day period commences upon the Client’s receipt of the email containing the photo or video assets. The Client must communicate their desired revisions to Vanity Pictures through email within this time frame. Vanity Pictures is not responsible for the email being directed to the spam folder or not being received by the Client if the email has been successfully sent.
11.2: Vanity Pictures is not obligated to contact the Client through other means to remind them of the deadline or inquire about their readiness for the delivery. In the event that the Client does not respond to Vanity Pictures within the 3-day period, the project will be considered as automatically delivered and completed.
11.3. The Client must provide any additional assets, such as footage, photos, music, or other materials, to Vanity Pictures within 7 days after the shoot. If the Client fails to provide the required assets within this time frame, Vanity Pictures will proceed with the editing process without incorporating the missing assets. This ensures that the project remains on schedule and does not cause unnecessary delays for both the Client and Vanity Pictures.

Equipment Malfunction and Loss of Footage or Photos
12.1. Vanity Pictures takes all reasonable measures to ensure the proper functioning of equipment and the safe storage of footage or photos. However, in the event of equipment malfunction, data loss, or other technical issues resulting in the loss or damage of footage or photos, Vanity Pictures’ liability shall be limited to either:
a) A partial refund proportional to the affected portion of the project, or
b) A reshoot, if feasible, at no additional cost to the Client, subject to availability and scheduling.
12.2. Vanity Pictures shall not be held liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses resulting from equipment malfunction, loss of footage, or other technical issues.

Indemnification
13.1. The Client agrees to indemnify, defend, and hold harmless Vanity Pictures and its affiliates, officers, agents, and employees from any claim, suit, action, or loss arising from or related to the Client’s use of Vanity Pictures’ services or violation of these Terms of Service, including any liability or expense arising from claims, losses, damages, suits, judgments, litigation costs, and legal fees.

Governing Law and Jurisdiction
14.1. These Terms of Service shall be governed by and construed in accordance with the laws of New Zealand. Any disputes arising out of or in connection with the services provided by Vanity Pictures shall be subject to the exclusive jurisdiction of the courts of New Zealand.
14.2. In the event that a dispute arising out of or in connection with the services provided by Vanity Pictures cannot be resolved through negotiation, mediation, or arbitration, such dispute shall be subject to the exclusive jurisdiction of the courts of New Zealand.

Liability Limitation
15.1. Vanity Pictures shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses resulting from the use of Vanity Pictures’ services.
15.2. Limitations on Liability for Third-Party Services: Vanity Pictures is not liable for any issues arising from the performance or non-performance of third-party services or vendors that are hired directly by the Client. This includes, but is not limited to, third-party actors, makeup artists, location providers, or any other external vendors not under the direct control of Vanity Pictures. The Client acknowledges that while Vanity Pictures will collaborate with these third-party entities to the best of its ability, any shortcomings, delays, or damages caused by these third parties are outside of Vanity Pictures’ scope of responsibility and liability.

Confidentiality
16.1. Both parties agree to keep all information and materials provided by the other party confidential, except as required by law, or as necessary to perform their obligations under this agreement. This confidentiality obligation shall survive the termination of this agreement.

Non-Exclusivity
17.1. This agreement does not grant the Client exclusive rights to Vanity Pictures’ services. Vanity Pictures is free to provide its services to other clients during the term of this agreement.

Changes in Project Scope
18.1. To prevent confusion and potential disputes, any changes to the project scope must be discussed and agreed upon in writing by both parties. This includes changes to the project timeline, deliverables, or any other aspect that may affect the project’s outcome or cost.
18.2. Vanity Pictures will provide the Client with a written confirmation of the agreed-upon changes and any associated costs. The Client must sign and return the confirmation before the changes are implemented.

Limitation of Liability
19.1. Vanity Pictures’ liability for any claim arising from this agreement or the provision of services shall be limited to the amount paid by the Client. The Client expressly releases Vanity Pictures, its affiliates, officers, agents, and employees from any liability for claims, demands, or damages arising out of or in connection with the use of the final deliverables, even if caused by the negligence of Vanity Pictures or its affiliates, officers, agents, or employees.

Dispute Resolution
20.1. In the event of a dispute between the Client and Vanity Pictures, both parties agree to first attempt to resolve the dispute through good faith negotiation, mediation, or arbitration before resorting to litigation.

Client Responsibilities
21.1. The Client is responsible for providing accurate information, timely feedback, necessary materials, and obtaining any required permissions or licenses to facilitate the project’s completion.

Third-Party Materials and Releases
22.1. The Client is responsible for obtaining and paying for any necessary licenses or permissions for the use of third-party materials, such as music or stock footage, in the project.
22.2. The Client is responsible for obtaining any necessary releases or consents from individuals appearing in the footage.

Termination
23.1. Either party may terminate this agreement under the following conditions:
a) Material breach by the other party, which is not cured within 14 days after written notice.
b) Insolvency or bankruptcy of either party.
23.2. Upon termination, the Client shall be responsible for any outstanding payments, and Vanity Pictures shall return or destroy any materials provided by the Client.

Usage rights and Final Deliverables
24.1. Unlimited usage rights of the final deliverables will be transferred to the Client upon full payment of all outstanding fees.

Non-Solicitation
25.1. The Client agrees not to directly hire or solicit Vanity Pictures’ employees or subcontractors during the term of this agreement and for a period of six months after the completion of the project.

Warranties and Representations
26.1. Vanity Pictures warrants that its services will be performed in a professional and workmanlike manner, in accordance with industry standards, and in compliance with all applicable laws and regulations. Vanity Pictures does not warrant that the final deliverables will be error-free or without any defects.

Client-Provided Content
27.1. The Client represents and warrants that they have the necessary permissions, rights, and authority to use any content they provide to Vanity Pictures for the project. The Client further agrees to indemnify, defend, and hold harmless Vanity Pictures from any claim, suit, action, or loss arising from the use of such content.

Usage Rights
28.1. Upon full payment of all outstanding fees, Vanity Pictures hereby grants the Client an unlimited, worldwide, and perpetual license to use, reproduce, modify, adapt, distribute, sublicense, sell, and display the final deliverables across all channels and media, for any purpose, without any additional fees, royalties, or further permission from Vanity Pictures. Notwithstanding, Vanity Pictures retains the right to use the final deliverables or parts thereof for promotional purposes, as outlined in Clause 29.1.
28.2. Any additional usage rights not explicitly mentioned in this agreement must be negotiated separately and may incur additional fees.

Promotional Use
29.1. Vanity Pictures reserves the right to use the final deliverables or parts thereof for promotional purposes, including but not limited to showcasing them in a portfolio, on social media, or other marketing materials.

Non-Exclusive Rights
30.1. Upon full payment of all outstanding fees, Vanity Pictures grants the Client a non-exclusive, worldwide, and perpetual license to use, reproduce, modify, adapt, distribute, sublicense, sell, and display the final deliverables, including all images and footage captured during the photoshoot, across all channels and media, for any purpose, without any additional fees, royalties, or further permission from Vanity Pictures.
30.2. Vanity Pictures retains the right to use, share, sell, and distribute the final deliverables or parts thereof, including but not limited to submitting them to magazines or other media outlets, for any purpose, and without any compensation to or permission from the Client.

Project Abandonment
31.1. If the Client becomes unresponsive or fails to provide necessary information, materials, or feedback for a period of 7 days, the project may be considered abandoned. In the event of project abandonment, all deposits and payments made by the Client shall be non-refundable, and Vanity Pictures reserves the right to terminate the agreement.
31.2. Extended Non-Responsiveness: In cases where the Client remains unresponsive for a period exceeding 7 days after the initial non-responsiveness, this will be deemed as a definitive project abandonment. Following such non-responsiveness, Vanity Pictures reserves the right to cease all work on the project immediately. Any deposits or payments made by the Client up to this point will be forfeited and will not be refundable. This measure is necessary to mitigate project delays and resource allocation inefficiencies. Clients are strongly advised to maintain timely communication to avoid project abandonment under these terms.

Confidentiality
32.1. Both parties agree to keep all information and materials provided by the other party confidential, except as required by law or as necessary to perform their obligations under this agreement. This confidentiality obligation shall survive the termination of this agreement.

Warranty and Limitation of Liability
33.1. Vanity Pictures does not warrant that the final deliverables will be error-free or without any defects. In no event shall Vanity Pictures be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses resulting from the use of the final deliverables.

Model Release:
34.1. The Client is responsible for obtaining any necessary model releases and consent from individuals appearing in the content captured during the shoot or event. The Client is also responsible for ensuring that all individuals present at the shoot or event have provided their consent to be captured. Vanity Pictures assumes that all individuals present have granted their permission and signed any necessary model releases. Vanity Pictures shall not be held liable for any claims or disputes arising from the Client’s failure to obtain proper consent or model releases for individuals present during the shoot or event. Vanity Pictures retains the right to use all images and videos containing any individuals present at the event for promotional purposes, as outlined in Clause 29.1.

Insurance:
35.1. The Client is responsible for obtaining any necessary insurance for the shoot, including but not limited to liability, weather, property, or equipment insurance. Vanity Pictures will not be held liable for any damages, injuries, or losses that occur during the shoot.

Client Responsibilities
36.1. The Client is responsible for sourcing and organising their own locations, models, actors, makeup artists, and any other necessary resources or services unrelated to the video production itself for the shoot, unless otherwise agreed upon in writing between the Client and Vanity Pictures. This includes, but is not limited to:

  • Securing any necessary permits or permissions for the use of locations and ensuring that these locations are safe and accessible during the shoot.
  • Coordinating schedules and providing clear communication with all individuals involved in the shoot, such as models, actors, and makeup artists.
  • Providing any necessary wardrobe, props, or equipment required for the shoot, unless specifically included in the video production package or agreed upon in writing with Vanity Pictures.
  • Ensuring that all individuals involved in the shoot have a clear understanding of their roles and responsibilities during the shoot.

36.2. By engaging the services of Vanity Pictures, the Client acknowledges and accepts these responsibilities and understands that any failure to fulfil them may result in delays, additional costs, or the inability to complete the video production project as planned.
36.3. Vanity Pictures’ role is limited to providing professional video production services and any agreed-upon post-production work. Any additional services or resources required for the shoot must be discussed and agreed upon in writing before the shoot takes place.
36.4. Late or Incomplete Materials from Client: If the Client is responsible for providing any materials (such as specific footage, logos, etc.) and fails to provide them in a timely manner, this may result in delays in the project’s completion. Additionally, if the delay caused by the late or incomplete submission of materials requires additional work from Vanity Pictures, the Client may be subject to additional fees to accommodate the extra time and resources required to complete the project. The Client must ensure that all materials are provided as per the agreed-upon timelines to avoid such delays and additional costs.

File Retention and Responsibility
37.1. The client will have 14 days to download their files after they have been sent to them. 
37.2. Once the files have been deemed as delivered, Vanity Pictures will delete the files from their storage systems. The Client is responsible for keeping copies of their files and backing them up, as Vanity Pictures is not responsible for retaining copies after the delivery has been made.

Indemnification for Third-Party Claims
38.1. The Client agrees to indemnify, defend, and hold harmless Vanity Pictures from any third-party claims arising from the Client’s use of the final deliverables or their failure to obtain necessary permissions or licenses for third-party content.
38.2. The Client agrees to indemnify, defend, and hold harmless Vanity Pictures from any third-party claims arising from the Client’s breach of this agreement or any applicable laws, regulations, or guidelines.

Mood Board/Reference Content/Storyboard Disclaimer:
39.1. If the Client provides Vanity Pictures with a mood board, reference content, or storyboard, or if Vanity Pictures creates a mood board, reference content, or storyboard for the Client, it is understood that these materials serve as inspiration and guidance only. The final deliverables may not be identical to the provided or created materials and may, in some cases, not be replicated at all. The Client acknowledges that the final outcome is subject to artistic interpretation and creative direction by Vanity Pictures.

Reasonable Breaks and Coverage Expectations for the Creative Professional(s)
40.1. The Client acknowledges that the creative professional(s) from Vanity Pictures, responsible for capturing photos or videos, may not be working continuously throughout the entire shoot. The creative professional(s) will take reasonable breaks as needed to maintain their health, safety, and performance. These breaks may include, but are not limited to, meal breaks, refreshments, rest periods, and equipment maintenance or setup. The Client agrees that these breaks are essential to ensure the quality of the final deliverables and will not hold Vanity Pictures responsible for any perceived loss of coverage during these periods.

40.2. The Client further acknowledges that it is not necessary for the creative professional(s) to be capturing photos or videos continuously throughout the entire shoot, wedding, or event, even if the Client believes it to be important. Vanity Pictures will use its professional judgment and experience to determine the most appropriate moments and subjects to capture. The Client agrees to trust the expertise of Vanity Pictures and will not hold them responsible for any perceived lack of coverage during the shoot.

40.3. The Client acknowledges that the creative professional(s), as part of their professional approach, may engage in networking and connecting with participants during the shoot, as appropriate. This interaction can contribute to a better understanding of the project’s requirements, foster collaboration, and enhance the overall quality of the final deliverables. The Client understands that such interactions may facilitate better photos and videos, smoother coordination, and more personalised coverage of the shoot. Vanity Pictures will ensure that the creative professional(s) maintain a balance between professional responsibilities and participant interaction, prioritising the overall quality of the final deliverables. The Client agrees to support the creative professional(s) in their efforts to foster a positive relationship with the participants and will not hold Vanity Pictures responsible for any perceived lapse in coverage during these interactions.

Revision Policy
41.1. Each project undertaken by Vanity Pictures includes one (1) free revision request, allowing for minor adjustments and modifications as per the Client’s feedback.
41.2. Any additional revisions beyond the first free revision will be subject to additional charges. These charges will be quoted by Vanity Pictures at the time of the request based on the nature and extent of the revisions required.
41.3. Vanity Pictures reserves the right to limit the number of revisions or decline further revisions after the first paid revision, especially in cases where the revision requests significantly deviate from the original project scope or objectives.
41.4. All revision requests must be communicated to Vanity Pictures in writing within the 7-day review period following the delivery of the initial project assets as outlined in the “Revisions and Project Completion” section. Late revision requests will not be accommodated.

Emergency Situations Clause
42.1. In the event of an emergency situation that prevents Vanity Pictures (the Company) from fulfilling its obligations, including but not limited to illness, COVID-19, equipment failure, or other unforeseen circumstances, the following protocol will be enacted:
42.2. Immediate Notification: The Company will notify the Client at the earliest possible opportunity of the emergency situation and its impact on the scheduled shoot.
42.3. Backup Plan: The Company will endeavour to provide a suitable replacement videographer to conduct the shoot. This replacement will be a professional with comparable skill and style to Vanity Pictures, ensuring continuity of service quality.
42.4. Rescheduling Option: If a suitable replacement cannot be arranged, the Company will offer the Client the option to reschedule the shoot to a mutually agreeable date, subject to the Company’s availability.
42.5. Refund Policy: In the rare event that neither a replacement can be arranged nor rescheduling is possible, the Company will provide a full refund of any deposits or payments made for the specific shoot affected by the emergency situation.
42.6. Liability Limitation: The Company’s liability in the event of an emergency situation will be limited to the refund of deposits or payments made. The Company shall not be liable for any further damages or costs incurred by the Client due to the cancellation or rescheduling of the shoot.
42.7. Client Cooperation: The Client agrees to cooperate fully with the Company in such emergency situations and acknowledges that some adjustments or compromises may be necessary.

Communication Policy
43.1. Written Communication for Clarity: To ensure clarity and avoid misunderstandings, all official communications regarding the project, including discussions about project specifics, revisions, and feedback, must be conducted in writing (via email or other documented forms of communication). This policy is in place to maintain a clear record of all communications and agreements.

43.2. Avoidance of Phone Discussions: Discussions will not occur over the phone to prevent misunderstandings that are difficult to resolve later. People recall things differently, and in the subtle industry of videography and photography, a single misunderstanding can lead to significant differences in project timelines, such as one day versus one month of editing. Written communication provides a verifiable record that helps both Vanity Pictures and the Client recall and refer to the specifics of the project accurately, ensuring mutual understanding and agreement.

Post-Delivery Support and Assistance

44.1. Scope of Post-Delivery Support: Upon completion and delivery of the project, Vanity Pictures will provide basic support to the Client, which includes answering general queries regarding the final deliverables and providing file format conversions if necessary. This support is limited to simple clarifications and adjustments that do not involve extensive work or additional resource allocation.

44.2. Limitations on Support: Vanity Pictures does not provide technical assistance in downloading the delivered files or offer IT support related to the use and management of these files. Clients are responsible for ensuring they have the necessary technical capability to download and handle the delivered content.

44.3. Charges for Extended Support: If the Client requests additional support beyond the scope of basic post-delivery assistance, such as technical help with downloading files, IT support, or any form of extensive guidance, Vanity Pictures will provide this support at a rate of $265 per hour, with a minimum charge of one hour. This rate applies even if the actual time taken to resolve the issue is less than one hour.

44.4. Requesting Additional Support: Clients who require such additional support must formally request it, acknowledging the applicable charges. Vanity Pictures will provide an estimate of the time required for the requested support, and the Client will be invoiced accordingly.

Delivery and Storage of Digital Content
45.1. Digital Delivery: All final deliverables from Vanity Pictures will be provided exclusively in digital format. No physical or hard copies of any photos, videos, or other materials will be provided.
45.2. Client’s Responsibility for Storage: The client is responsible for ensuring they have adequate storage capacity to download the delivered digital content. Depending on the project’s scope, the size of the digital files can range from hundreds to thousands of gigabytes. It is the client’s responsibility to prepare and manage sufficient storage solutions for these files.
45.3. Delivery Method: Vanity Pictures will deliver the digital content via an online platform or digital transfer method. The client will be notified of the delivery method and provided with instructions for downloading the content.
45.4. No Liability for Data Loss: Vanity Pictures is not responsible for any data loss or inability to access the content due to issues related to the client’s storage capacity or technical limitations. It is the client’s responsibility to ensure proper backup and data management practices are in place.
45.5. Post-Delivery File Management: Once Vanity Pictures has delivered the digital files to the client, the client has a period of 14 days to securely transfer these files to their own hard storage or cloud storage. After this 14-day period, Vanity Pictures’ responsibility for the files ceases.
45.6. No Liability for Post-Delivery Loss or Damage: Vanity Pictures is not responsible for any loss, damage, or inability to access the files after they have been delivered to the client. This includes, but is not limited to, loss or damage due to cloud storage issues, technical failures, or any errors made by the client in transferring or storing the files.
45.7. Secure Storage Recommendation: Clients are strongly recommended to ensure that they have appropriate and reliable storage solutions in place and to conduct the transfer and backup of the delivered files diligently and within the specified 14-day period. Vanity Pictures is not liable for any client errors, technical mishaps, or storage failures that occur after the delivery of digital content.

Kill Fee
46.1. Applicability of Kill Fee: If a project is canceled by the client after Vanity Pictures has begun work, a kill fee will be charged. This compensates for the work completed up to the cancellation point and the opportunity cost of having declined other projects.
46.2. Amount of Kill Fee: The kill fee will be equivalent to 90% of the total project cost, as outlined in the original agreement or quotation. This fee is due regardless of the project stage at the time of cancellation.
46.3. Payment Terms: The kill fee must be paid within 14 days of the client’s cancellation notification. Late payment may incur additional fees as detailed in the “Quotations and Payment Terms” section.
46.4. Non-Refundable: The kill fee is non-refundable and is in addition to any other fees or costs already incurred by the client.
46.5. Cancellation Notification: Clients must provide written notification to Vanity Pictures to cancel a project. The kill fee applies from the date Vanity Pictures receives this notice.

Testimonial and Case Study Use
47.1. Vanity Pictures reserves the right to use any work created for the Client, including but not limited to videos, photographs, and other media, as part of its case studies and testimonials. This includes the use of such material in promotional materials, presentations, and marketing campaigns.
47.2. The Client agrees that Vanity Pictures may use their name, business name, project details, and project outcomes in these case studies and testimonials, respecting confidentiality agreements and nondisclosure of sensitive information as agreed upon in writing.
47.3. The Client will not be provided with an opportunity to review and approve any case study or testimonial content that specifically references their project or includes direct quotes or endorsements from the Client, prior to its publication or use.

Portfolio Use
48.1. Vanity Pictures intends to use the work created in its portfolio without any approval from The Client after the work has been completed. This includes displaying finished projects, excerpts, or behind-the-scenes content on Vanity Pictures’ website, social media channels, and other promotional materials.
48.2. The Client hereby grants Vanity Pictures a non-exclusive, worldwide, perpetual license to use any and all work produced during the project for the purpose of promoting Vanity Pictures’ services. This includes the right to display, reproduce, and share the work as part of Vanity Pictures’ portfolio.
48.3. Portfolio Exclusion Fee: Should the Client request that specific materials be excluded from use in Vanity Pictures’ portfolio, a Portfolio Exclusion Fee will be applicable. This fee is set at 200% of the total cost of the shoot. The Client must agree to this in writing and make the payment of the Portfolio Exclusion Fee in full before the commencement of the project. Upon payment of this fee, Vanity Pictures agrees to refrain from using the specified materials in its future portfolio. However, it is important to note that any materials that are already in use in Vanity Pictures’ paid marketing campaigns at the time of the request will remain in use. This fee compensates for the loss of potential marketing and business development opportunities that arise from showcasing work in our portfolio.
48.4. Vanity Pictures has the unrestricted right to feature all completed work in its portfolio, both in physical and digital forms, indefinitely. By engaging in a collaboration with Vanity Pictures, clients automatically grant approval for us to showcase their projects on our website, social media platforms, and any promotional materials without the need for additional consent. This policy ensures that clients are aware of our intent to showcase their work and eliminates delays caused by approval processes.

Pre-Booking and Post-Booking Consultation Policy
49.1. Scope of Included Services: The services provided by Vanity Pictures, as outlined in this agreement, are focused on the actual shooting, production, and post-production phases. Consultations or meetings at any stage, including both pre-booking and post-booking phases, are not included.
49.2. Optional Consultation Services: Should the Client request a consultation or meeting at any time, whether before confirming a booking or after making a booking and payment, such interactions will be considered additional services. This includes discussions, planning sessions, or any other preparatory interactions related to the services offered by Vanity Pictures.
49.3. Consultation Fees: All consultations, regardless of their timing in relation to the booking, will incur a fee. These consultations are available at a rate quoted at the time, with a minimum billing period of one hour. This fee is for the time and expertise of the professional(s) involved.
49.4. Scheduling and Payment: Clients wishing to schedule a consultation must do so in advance and agree to the consultation fee. Payment for the consultation must be made prior to the scheduled meeting, even if the project has been booked and paid for.
49.5. No Obligation to Proceed: Engaging in a consultation does not obligate the Client to proceed with a booking (if not already done) nor alter the terms of an existing booking. It is a separate service from the production and post-production services offered by Vanity Pictures.
49.6. Application to All Services: This policy applies to all potential and confirmed projects and services offered by Vanity Pictures.

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