Video Creation Services Terms & Conditions
1. Acceptance of Terms
By accepting a quotation, making payment, or instructing Polkadot Digital to commence video creation services, the client agrees to the following Video Creation Services Terms & Conditions.
2. Scope of Services
Video creation services may include:
- video editing;
- promotional videos;
- social media reels;
- motion graphics;
- logo animation;
- animated content;
- explainer videos;
- video resizing;
- subtitles and captions;
- sound design;
- transitions and effects;
- colour correction;
- content repurposing;
- short-form video content.
Specific deliverables, formats, timelines, and revision allowances will be outlined within the approved quotation or proposal.
3. Payment Terms
A deposit may be required before work commences.
Unless otherwise agreed in writing:
- work will only commence once payment arrangements are confirmed;
- final exported files will only be released once full payment has been received.
All prices exclude VAT unless otherwise stated.
Polkadot Digital reserves the right to withhold final videos, exports, editable project files, or source materials where invoices remain unpaid.
4. Creative & Subjective Nature of Video Production
Video production and editing are creative and subjective services involving artistic interpretation based on:
- the client brief;
- brand identity;
- supplied references;
- creative direction;
- platform best practices.
While Polkadot Digital will make reasonable efforts to align with the client’s vision and expectations, we do not guarantee that all creative concepts or edits will align with subjective personal preferences.
5. Revisions & Amendments
Reasonable revisions are included where outlined within the quotation.
Additional revisions, significant changes in creative direction, restructuring edits, reshoots, or amendments outside the agreed scope may incur additional charges.
Polkadot Digital reserves the right to determine whether requested changes fall outside the original agreed scope.
6. Client Responsibilities
The client agrees to provide:
- accurate information;
- required footage;
- logos;
- branding assets;
- music preferences;
- scripts;
- approvals;
- feedback timeously.
The client remains responsible for reviewing and approving:
- spelling;
- subtitles;
- captions;
- names;
- dates;
- pricing;
- product information;
- promotional claims;
- contact details.
Polkadot Digital shall not be liable for approved errors or omissions.
7. Approval & Final Sign-Off
Approval via email, WhatsApp, written confirmation, or instruction to publish/post constitutes final approval of the video.
Once approved:
- additional edits may incur further charges;
- responsibility for final usage transfers to the client;
- Polkadot Digital shall not be liable for approved errors or omissions.
8. Client Supplied Footage & Content
The client confirms that all supplied:
- video footage;
- images;
- music;
- logos;
- trademarks;
- scripts;
- graphics;
- documents;
- voiceovers;
are either owned by the client or properly licensed for commercial use.
Polkadot Digital shall not be held liable for any copyright infringement claims, licensing disputes, trademark disputes, privacy claims, or legal action arising from:
- client supplied materials;
- requested edits;
- approved content.
The client indemnifies and holds harmless Polkadot Digital against any claims arising from unlicensed or unauthorised content supplied by the client.
9. Music, Audio & Licensing
Where music, sound effects, stock footage, templates, animations, fonts, or third-party assets are used:
- licensing terms remain subject to the third-party provider;
- platform licensing rules may vary;
- some music/audio may be restricted on certain social media or advertising platforms.
Polkadot Digital shall not be liable for:
- copyright claims;
- muted videos;
- content takedowns;
- platform restrictions;
- demonetisation;
- licensing disputes arising after project completion.
Additional licensing fees may apply for commercial, broadcast, or paid advertising usage depending on the asset provider.
10. Social Media & Platform Disclaimer
Video quality, formatting, reach, compression, and playback performance may vary between platforms including:
- Instagram;
- Facebook;
- TikTok;
- LinkedIn;
- YouTube;
- WhatsApp.
Polkadot Digital cannot guarantee:
- identical formatting across platforms;
- video quality after platform compression;
- algorithm performance;
- engagement levels;
- reach;
- views;
- conversions.
11. No Guarantee of Results
Polkadot Digital does not guarantee:
- viral performance;
- engagement levels;
- follower growth;
- sales;
- enquiries;
- advertising performance;
- lead generation;
- conversion rates.
Video performance is influenced by numerous external factors outside of our control including:
- platform algorithms;
- advertising budgets;
- audience behaviour;
- seasonality;
- industry competition;
- offer quality;
- distribution strategy.
Past performance does not guarantee future results.
12. Raw Footage & File Storage
Unless otherwise agreed in writing:
- raw footage;
- editable project files;
- source files;
- working files;
are not included within the quotation.
Polkadot Digital is not obligated to permanently store project files, raw footage, or exported videos after project completion.
Archived footage or retrieval requests may incur additional fees.
Polkadot Digital recommends that clients maintain their own backups of all delivered content.
13. Filming, Reshoots & Production Delays
Where filming is included:
- timelines are subject to weather conditions;
- venue access;
- equipment availability;
- client punctuality;
- third-party delays.
Additional filming days, reshoots, location changes, or production delays caused by the client may incur additional fees.
Polkadot Digital shall not be liable for delays caused by factors outside reasonable control.
14. AI-Assisted Video Tools
Polkadot Digital may utilise AI-assisted tools, templates, stock resources, subtitles, voice technologies, or automation software as part of the production process.
All final videos are reviewed before delivery; however, the client remains responsible for reviewing and approving final content prior to publication.
15. Intellectual Property
All concepts, draft edits, project files, animation files, working files, and creative methodologies remain the intellectual property of Polkadot Digital until full payment has been received.
Upon full payment, the client receives rights to use the final approved exported video for its intended business purpose.
Unused concepts, rejected edits, draft versions, and unpaid work remain the property of Polkadot Digital.
Polkadot Digital reserves the right to showcase completed video work within its portfolio, website, social media, and marketing materials unless otherwise agreed in writing.
16. Timelines & Rush Work
Estimated timelines are dependent on:
- client responsiveness;
- approval turnaround times;
- content delivery;
- project complexity.
Delayed feedback or missing content may extend project timelines.
Urgent or rush work may incur additional fees depending on workload and deadlines.
17. Limitation of Liability
To the maximum extent permitted by law, Polkadot Digital shall not be liable for:
- indirect losses;
- reputational damage;
- loss of profits;
- publishing errors;
- copyright claims relating to client content;
- missed deadlines caused by client delays;
- platform restrictions;
- reduced video quality caused by compression;
- consequential damages.
The client agrees that Polkadot Digital’s total liability relating to video creation services shall not exceed the total amount paid for the applicable project.
18. Changes to Terms
Polkadot Digital reserves the right to amend or update these Video Creation Services Terms & Conditions at any time.
The latest published version on the Polkadot Digital website shall apply.
19. Acceptance
By accepting a quotation, making payment, or proceeding with video creation services, the client confirms that they have read, understood, and agreed to these Video Creation Services Terms & Conditions.