These terms apply to all services supplied by AltarSeal Media Limited. Please read them before accepting a quotation. If anything here is unclear, ask us — we would much rather explain a clause than rely on it.

1. Who we are

AltarSeal Media Limited is a company registered in [ England and Wales ] under company number [ NUMBER ], with its registered office at [ REGISTERED ADDRESS ]. In these terms “we”, “us” and “our” mean AltarSeal Media Limited, and “you” and “your” mean the person or organisation we are supplying.

[ VAT: if registered, state “Our VAT registration number is [ NUMBER ].” ]

You can contact us at hello@altarsealmedia.co.uk or [ TELEPHONE ].

2. These terms, and how a contract is formed

2.1      These terms apply to every service we supply unless we have signed a separate written agreement with you that says otherwise.

2.2      A quotation is not an offer capable of acceptance in itself; it is an invitation for you to place an order. A contract comes into existence when we confirm your acceptance in writing, or when we begin the work, whichever happens first.

2.3      Quotations remain valid for [ 30 ] days unless stated otherwise.

2.4      Where there is any conflict, the order of precedence is: (a) a signed agreement between us; (b) the accepted quotation or statement of work; (c) these terms.

2.5      Any terms you seek to impose — including terms in a purchase order or supplier portal — do not apply unless we have agreed to them in writing.

3. Quotations and prices

3.1      Prices published on our website are starting prices for typical scopes. Your quotation is the price that applies.

3.2      Quotations are based on the information you give us. If that information turns out to be materially different — the building, the audience size, the number of cameras, the volume of content — we may need to requote, and we will tell you before doing any additional work.

3.3      Unless the quotation says otherwise, prices exclude travel, accommodation, subsistence, third-party licences (including stock media, fonts and music), equipment hire, printing and production costs, and any permits or venue charges. Where we expect these to apply, we will estimate them in the quotation.

3.4      [ VAT clause — prices exclude / are not subject to VAT. ]

4. Payment

4.1      Our standard payment terms are: [ PAYMENT SCHEDULE — must match the Pricing page and the FAQ exactly. For example: projects up to £[X] payable in full before work begins; projects above £[X] a [50]% deposit on acceptance and the balance on delivery; larger projects by agreed milestones. ]

4.2      Retainers and monthly services are invoiced [ monthly in advance ] and payable within [ 14 ] days of the invoice date.

4.3      Deposits are applied against the total price. What happens to a deposit if a booking is cancelled is set out in our Cancellation & Refund Policy.

4.4      We may withhold delivery of final files, transfer of licences, or publication of a website until payment has been received in full.

4.5      [ LATE PAYMENT — for business customers, interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998 may apply. Different provisions apply to consumers. Your adviser should draft this clause and confirm what may lawfully be charged. Do not publish a fixed penalty figure without that advice. ]

4.6      All amounts are payable in pounds sterling by [ bank transfer or card ]. Bank charges on international payments are yours.

5. What we need from you

Our ability to deliver on time depends on things only you control. You agree to:

1. give us accurate and complete information, and tell us promptly when something changes
2. provide content, copy, images, logos and approvals by the dates agreed
3. give us safe and timely access to the venue, including for set-up, testing and de-rig
4. make sure the venue has the power, network connectivity, rigging points and permissions the work requires
5. obtain any licences, permissions or consents needed for the event, the venue, the music and the people being filmed
6. tell us your safeguarding requirements before we attend, and tell us who our on-site contact is
7. nominate one person with authority to approve work on your behalf

 

If a delay is caused by any of these, we may adjust the timetable and charge reasonable additional costs we have incurred, having told you first.

6. Changes to the work

6.1      Either of us may request a change. No change takes effect until it is agreed in writing, including any effect on price and timetable.

6.2      We will not carry out additional chargeable work without your written approval. There are no surprise invoices.

6.3      Each stage includes [ TWO ] rounds of revision unless the quotation says otherwise. Further revisions, and changes to something already approved, are chargeable at our then-current rate.

7. Timescales and delivery

7.1      Dates given are estimates unless the quotation records a date as a fixed deadline. Event dates are always treated as fixed.

7.2      We deliver in the formats set out in the quotation, by secure file transfer or another agreed method.

7.3      [ RETENTION — we keep project files and raw material for [ PERIOD ] after delivery, after which they may be deleted. This period must match the FAQ and the Privacy Policy, and must match what you actually do. Archiving beyond this period may be available for a fee. ]

8. Intellectual property

8.1      We retain all rights in the work until we have been paid in full. On payment in full, ownership of the final deliverables created specifically for you transfers to you, subject to the paragraphs below.

8.2      We retain ownership of everything we brought to the project independently of it — our methods, templates, code libraries, presets, project files, working files and know-how (“our background material”). Where a deliverable contains our background material, we grant you a perpetual, non-exclusive, worldwide licence to use it as part of that deliverable.

8.3      Raw and unused material — unused footage, outtakes, unselected photographs, rejected concepts — remains ours unless the quotation says otherwise. It can usually be licensed or supplied for an additional fee.

8.4      Third-party materials such as stock photography, music, video and fonts are licensed, not owned. The licence terms of the original supplier apply and may limit how and where you use them. We will tell you where a deliverable depends on a third-party licence, and it is your responsibility to keep that licence current.

8.5      You confirm that any material you give us — logos, images, text, music, footage — is yours to use, and that our using it will not infringe anyone’s rights. [ INDEMNITY — your adviser should decide whether an indemnity from you sits here, and how it is limited. ]

This clause is the one clients most often misunderstand, and it is where most media disputes begin. It is worth explaining it in plain words in the FAQ as well as stating it here — particularly the position on raw footage, which churches frequently assume they own.

9. Showing the work

9.1      We may show work we have produced for you in our portfolio, on our website, in proposals and on social media, and may name you as a client, unless you tell us not to.

9.2      You can withdraw that permission at any time by writing to us, and we will remove the work from anything we control within a reasonable period. Material already printed or distributed cannot be recalled.

9.3      We will never publish material that is pastorally sensitive, that identifies a child, or that you have told us is confidential.

9.4      [ Consider whether a portfolio-rights opt-out should be a tick box at acceptance rather than a clause. It is more honest, it is better practice, and for churches it removes a real anxiety. ]

10. Installations and equipment

10.1    Where we supply equipment, title passes to you on payment in full. Risk passes on delivery to your premises.

10.2    Equipment we supply carries the manufacturer’s warranty. We will pass on the benefit of that warranty to you but we do not give a separate warranty of our own on third-party equipment.

10.3    Our installation work is warranted for [ PERIOD ] from commissioning. That warranty does not cover misuse, unauthorised alteration, damage, or faults in equipment we did not supply.

10.4    Every installation includes commissioning, written documentation and handover training. [ Setup & Configuration engagements include 30 days of post-handover support, per the published service description. ]

10.5    We are not responsible for the condition of the building, its electrical installation or its structure. Where the work requires structural or electrical work outside our scope, that is yours to arrange.

11. Subcontractors

We may use subcontractors and freelancers. We remain responsible to you for the work they do. Everyone working on your project is bound by equivalent confidentiality and data protection obligations.

12. Confidentiality

Each of us will keep the other’s confidential information confidential, and use it only for the purposes of the contract. This does not apply to information that is public through no fault of ours, that was already lawfully held, or that must be disclosed by law. For churches this expressly includes pastoral, safeguarding and membership information, which we will never disclose or use in any form.

13. Data protection

13.1    Each of us will comply with UK data protection law.

13.2    Where we process personal data on your behalf — for example administering your website, your mailing list or your event registrations — we act as your processor and a separate data processing agreement applies.

13.3    Where we determine how and why personal data is processed — for example our own client records — we act as controller. Our Privacy Policy explains that.

13.4    Filming and photography at your events involves personal data belonging to the people present. We will agree with you in advance how attendees are informed, how someone opts out, and how children are handled. You are responsible for the notices and consents in your own venue; we will help you get them right.

Clause 13.4 is unusual on a media company’s terms and it is a genuine differentiator. It also protects you: without it, responsibility for congregation notices is undefined, and undefined responsibility lands on whoever held the camera.

14. Safeguarding and conduct on site

14.1    We will follow your safeguarding policy while at your premises, and we will ask for it before we attend.

14.2    [ DBS — state the position honestly: which team members hold a DBS check, at what level, and how it is verified. Do not publish a commitment you cannot evidence. ]

14.3    We will not photograph or film a child in a way that identifies them without the consent arrangements you have in place.

14.4    Our people will be identifiable on site and will be introduced to your contact before the work begins.

15. Insurance

[ TO CONFIRM — state the cover actually held and the limits: public liability, professional indemnity, employers’ liability where you have employees, and equipment cover. Certificates available on request. Many churches, schools and venues cannot appoint a supplier without seeing these, so this clause is commercially important as well as protective. ]

16. Our responsibility to you

DRAFTING REQUIRED. This clause caps your risk and it must be drafted by your adviser. The outline below indicates the usual shape only; the figures are placeholders, and the limits that may lawfully be applied differ between consumer and business customers.

16.1    Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

16.2    We are responsible for loss you suffer that is a foreseeable result of our breaking this contract or failing to use reasonable care and skill. We are not responsible for loss that is not foreseeable.

16.3    [ BUSINESS CUSTOMERS — exclusion of indirect and consequential loss, loss of profit, loss of business, loss of goodwill and loss of anticipated savings. ]

16.4    [ CAP — total liability limited to [ the price paid for the services / £X ], whichever the adviser recommends. Consider whether live event work needs a different cap from design work: the consequences of a failed wedding recording are not comparable to a late logo. ]

16.5    [ Consider an express clause on media loss — equipment failure, file corruption, and the limits of what can be recovered. This is the most likely real-world claim in this industry, and the clause that most often is not there when it is needed. ]

16.6    We are not responsible for failures caused by things outside our control, including venue internet connectivity, mains power, third-party streaming platforms, or equipment you supplied.

17. Events outside our control

Neither of us is responsible for failing to perform where the cause is beyond reasonable control, including severe weather, illness, bereavement, venue closure, civil disruption, failure of public utilities or communications networks, or government restriction. We will tell you promptly, and we will work with you to reschedule. Where rescheduling is not possible, the Cancellation & Refund Policy applies.

18. Cancellation, rescheduling and ending the contract

18.1    Cancellation and rescheduling, including any statutory right you may have to cancel, are dealt with in our Cancellation & Refund Policy, which forms part of these terms.

18.2    Either of us may end the contract immediately in writing if the other commits a material breach and does not put it right within [ 14 ] days of being asked, or becomes insolvent.

18.3    We may suspend work if an invoice is overdue by more than [ 30 ] days, having first given you written notice.

18.4    On termination you must pay for all work done and all commitments we have reasonably entered into up to that point.

19. If something goes wrong

Tell us. Contact your project lead first, and if that does not resolve it write to [ COMPLAINTS CONTACT ]. We will acknowledge within [ 3 ] working days and give you a full response within [ 14 ] days. We would much rather fix something than defend it, and most problems are cheaper to solve in week one than in month three.

20. General

20.1    These terms, together with the accepted quotation, are the entire agreement between us on their subject matter.

20.2    Any variation must be in writing.

20.3    If a court finds part of these terms unlawful, the rest continues in force.

20.4    If we do not insist that you do something, or delay in doing so, that does not mean we have given up the right to do so later.

20.5    You may not transfer your rights under this contract without our written agreement. We may transfer ours, and will tell you if we do.

20.6    No one other than you and us has any right to enforce these terms.

20.7    [ GOVERNING LAW — these terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Confirm the correct jurisdiction with your adviser, and note that different provisions apply to consumers in Scotland and Northern Ireland. ]