Jayframe Media Terms & Conditions

TERMS AND CONDITIONS – Live Events – Film and Production

1. Scope of Services

Our quotes encompass the services as detailed in any project proposal delivered.

2. Payment Terms

• Fees: The total cost of services is outlined in the quote.
• Schedule: Payments are due as follows:
  • A deposit of 25% is due upon acceptance of this quote.
  • 25% is due 7 days prior to the commencement of the project.
  • The remaining 50% of the total quoted amount will be due prior to delivery of any deliverable.
• Methods: Acceptable methods of payment are via direct bank transfer and credit card payment.
• Late Payment: Invoices unpaid for over 30 days will incur a late fee of 1.5% per month overdue.
• Non-Payment: In the event of non-payment, Jayframe Media reserves the right to withhold deliverables until the account is settled.

3. Cancellation Policy

At Jayframe Media, we understand that plans can change. If you need to cancel a project, please let us know at least 14 days in advance. Cancellations made with less notice may incur a fee of 25% of the total project cost to cover the time and resources allocated.

• Rescheduling: We’re happy to discuss rescheduling options to keep your project on track, subject to availability and mutual agreement.
• Force Majeure: In the event of a force majeure event (e.g., natural disasters, pandemics), Jayframe Media and the client will work together to reschedule the project. Any payments made will be applied to the rescheduled date.

4. Refund Policy

At Jayframe Media, we are committed to providing high-quality services and ensuring client satisfaction. Our refund policy is crafted to be transparent and equitable.

• General Refund Eligibility: Refunds are considered for services not yet rendered or in cases of unsatisfactory performance, subject to the terms below.
• Commencement of Work: If work on the project has already begun, we reserve the right to retain a portion of the payment proportional to the completed work. This covers our efforts and resources already utilized.
• Confirmed Bookings: Costs associated with confirmed bookings, such as studio hires, talent, or equipment rentals, are non-refundable. Clients are liable for these expenses once a project is scheduled and confirmed.
• Refund Requests: Clients wishing to request a refund should contact us within 7 days of acceptance and payment of the initial invoice, outlining their reasons.
• Processing: Refund requests are processed within 30 days of receipt, following our review and approval.
• Limitations: Certain fees, including initial deposits or consultation charges, may be non-refundable.

5. Intellectual Property Rights

• Ownership: All original content created by Jayframe Media is the property of the client upon final payment.
• Usage: Jayframe Media retains the right to use completed work for promotional purposes, unless otherwise agreed upon in writing.
• License: The client is granted a perpetual, non-exclusive, worldwide license to use the deliverables for their intended purpose.

6. Client Responsibilities

• Provision of Materials: The client agrees to provide all necessary materials, information, and approvals in a timely manner to facilitate the project’s completion.
• Access to Locations: The client is responsible for securing necessary permissions and access to any locations required for filming.
• Approval Process: The client agrees to review and approve deliverables in a timely manner. Delays in approval may affect the delivery schedule.

7. Liability and Indemnity

• Limitation of Liability: Our liability in connection with the services provided is limited to the total amount paid by the client.
• Indemnification: The client agrees to indemnify Jayframe Media against any claims arising from content use that violates third-party rights or applicable laws.
• Exclusion of Consequential Damages: Jayframe Media shall not be liable for any indirect, incidental, or consequential damages arising out of or in connection with the services provided.

8. Data Protection and Privacy

At Jayframe Media, we are committed to protecting the privacy and confidentiality of our clients. This agreement outlines our practices and responsibilities in handling your sensitive information.

• Confidential Information: This includes all non-public information shared by the client, such as business strategies, analytics data, and personal details.
• Protection and Use: All confidential information will be used solely for the purpose of delivering our services and will not be disclosed to third parties, except as required by law.
• Duration: Our confidentiality obligations extend for two years following the completion of any project.
• Legal Exceptions: In the event of a legal obligation, we may disclose specific information as required by law.

9. Dispute Resolution

• Governing Law: This agreement shall be governed by and construed in accordance with the laws of the jurisdiction where Jayframe Media is registered.
• Mediation and Arbitration: In the event of a dispute, both parties agree to first attempt to resolve the issue through mediation. If mediation fails, the dispute shall be resolved through binding arbitration in the same jurisdiction.

10. Amendments

Jayframe Media reserves the right to amend these Terms & Conditions at any time. Clients will be notified of any significant changes in writing. Continued use of our services following the amendment constitutes acceptance of the new terms.

11. Entire Agreement

These Terms & Conditions, along with any attached project summaries and quotes, constitute the entire agreement between Jayframe Media and the client, superseding all prior agreements, understandings, and communications, whether written or oral.

TERMS AND CONDITIONS – SOCIAL PHOTOGRAPHY SUBSCRIPTIONS

PAYMENT SCHEDULE

When you purchase a service package from Jayframe Media, the first payment is due upfront at checkout. After that, a recurring payment plan will be set up, with monthly payments automatically withdrawn based on your original checkout date. If we don’t receive your payment within 7 days, late fees will apply.

All payments made under the subscription plan are non-refundable once the subscription is purchased.

SERVICES

Our subscription packages include the following services:

• On-site moving and stills digital photography
• Post-production editing
• Client Communication

If you need creative direction, producing, model casting, team assembly, prop sourcing, or location scouting, please let us know via email during our business hours (Monday to Friday, 9am-5pm AEST). These additional services come with an extra fee.

You are responsible for providing us with documentation that outlines all the deliverables you need. Not providing detailed documentation before the production date may result in unsatisfactory results, and any additional production days will incur an additional service fee.

DELIVERABLES

Depending on the package you choose, you’ll receive a selection of images from your photoshoot. We’ll send you an online gallery within 72 hours of the shoot, from which you can make your selections. Additional images can be purchased for $50 each plus GST.

We’ll deliver the edited files via Dropbox and email within 24-48 hours after we receive your selections in writing. If you purchase extra images, the payment must be processed before you receive all the images.

If you need a faster turnaround, we offer an express edit option for an additional $100 plus GST. Please notify us before the shoot if you need this service.

In case of accidental loss or destruction of content after delivery, a re-delivery fee will apply.

PHOTOSHOOT SCHEDULING

You are responsible for scheduling your monthly shoots using our provided system (TidyCal). If you need help with scheduling, contact us via email during business hours. We are not responsible for any unscheduled shoots, and missed shoots are non-refundable.

Clients have a specific period to schedule and complete their photoshoots based on their package. If you don’t schedule within this period, the shoot will expire. A one-time extension request can be made in writing during business hours.

To cancel a scheduled shoot, provide us with 48 hours’ notice in writing during business hours. You will need to reschedule your shoot, and availability is not guaranteed, especially with last-minute changes.

If bad weather or other unforeseen circumstances occur, we may postpone the shoot. We will make this decision on the day of the shoot for the best interest of the final deliverables.

PACKAGE ESTIMATE

Package estimates are valid for six months from the purchase date. You can upgrade or downgrade to a different package within this period.

PHOTOGRAPHERS CREDIT

When using final images on social media or in publications, please credit us as follows:

• Social platforms: @jayframe.media
• Publications: Jayframe Media

USAGE

Your package includes a standard license for using the final edited images worldwide via the internet or public display. This includes social media, print, and web use. For advertising uses like billboards, additional fees will apply and must be agreed upon and paid in full before use.

Jayframe Media reserves the right to use any photographs and materials we create for promotional purposes, including using your corporate name or IP without compensation. We may also subcontract services as needed.

SICKNESS

In case of family emergencies or sickness, we will reschedule services. However, we are not liable for any compensation if services cannot be rescheduled. If we cannot reschedule, it is your responsibility to find an alternative provider, and we are not responsible for additional fees.

CLIENT’S MATERIALS

We use and store your materials at your risk, and we are not obligated to insure them. We are not liable for any loss caused by third parties, even if they are present during our services.

DISPOSAL

Raw images and edited files are retained for up to 12 months and then disposed of. If services remain unpaid after 12 months, we may dispose of all files. You can purchase additional images for $50 each plus GST before the 12-month period ends.

RAW FILES

You can receive raw files free of charge via Dropbox. If you prefer physical copies, an additional fee will apply.

FAILURE OF EQUIPMENT

We take all reasonable care with our equipment, but if a failure occurs, we are only liable for the return of the shoot payment.

CLIENT ACKNOWLEDGEMENTS

You acknowledge that Jayframe Media has a lien on your materials and that the title of the services provided transfers to you only after full payment. You also acknowledge that the content and opinions in the final works represent your views, not ours.

MINIMUM TERMS

All subscription clients must adhere to the minimum term of their package. Early cancellations require payment of the balance of the minimum term plus an additional month’s notice period.

• Snapshot: Three months
• The Quarterback: Three months
• The Ambassador: Three months

CANCELLATION OF THE SUBSCRIPTION

You can cancel your subscription by notifying us in writing during business hours. The cancellation will be effective one month from the date of notice. If the notice is given outside business hours, it’s effective from the next business day. Early cancellations must comply with the minimum term policy.

RIGHT OF REFUSAL OR TERMINATION

We reserve the right to terminate services if there is a risk of injury or equipment damage. Any deposit paid will be non-refundable, and we may seek compensation for any damages.

FORCE MAJEURE

If we are unable to fulfill our obligations due to events beyond our control (e.g., natural disasters, epidemics, labor disputes), our obligations will be suspended for the duration of the event.

LEGAL COSTS

You will be liable for any legal costs we incur to recover unpaid invoices.

PRIVACY

All information we receive from you will be kept confidential and will not be shared without your consent.

CONTACTABLE HOURS AND COMMUNICATION CHANNELS

We have limited availability during normal business hours (Monday to Friday, 9am-5pm AEST). If we don’t hear from you after three attempts to contact you, your subscription will be terminated, and outstanding payments will be due. All payments are non-refundable.

AMENDMENT

We reserve the right to amend these terms and conditions at any time, with changes effective after seven days’ written notice.