TERMS AND CONDITIONS OF COMMISSIONING AND REPRODUCTION OF PICTURES FROM PHIL CROW PHOTOGRAPHY

1. Terms and Definitions:

1.1 picture includes a photograph, images, transparency, negative, digital scan, design, artwork, painting, montage drawing, engraving or any other item which may be offered for the purposes of reproduction;

1.2 reproduction includes any form of publication or copying of the whole or part of any picture and whether or not altered by printing, photography, slide projection (whether or not to an audience) xerography, artist’s reference, artist’s illustration, layout or presentation, electronic or mechanical reproduction or storage by any other means;

1.3 the Photographer (otherwise known as Phil Crow) is the Author of the photograph or the Photographer.

1.4 the Client is the person or organisation to whom the invoice is addressed (whether or not the Client is acting for a third party);

1.5 Phil Crow Photography administers the licensing of the works of the Photographer, Phil Crow.

1.6 These terms and conditions represent the entirety of the agreement between Phil Crow Photography and the Client. Any variation is only applicable when agreed in advance and in writing.

2. Copyright and Ownership of Materials:

2.1 The entire copyright in the pictures is retained by the Photographer, Phil Crow at all times throughout the world and is administered by Phil Crow Photography;

2.2 Title to all photographs remains the property of the Photographer;

2.3 Images will be licensed for use without a time restriction.  Should images be licensed for use for a specified period, the client will be notified in writing in the photographic proposal. When the License to Use has expired, the images should be returned to the Photographer and a written undertaking given that all digital files have been destroyed. The Client is expected to comply with this requirement within 30 days of expiration of the License to Use. The Photographer reserves the right to make an additional charge for continued use after this period;

2.4 The Photographer, as administered by Phil Crow Photography, supplies the technical and artistic ability to illustrate an idea photographically, and sells the right to reproduce those pictures in a given context. No property or copyright in any pictures shall pass to the Client whether on its submission or on Phil Crow Photography’s grant of reproduction rights in respect thereof;

2.5 RAW files and video rushes are never released. The Raw image files/video rushes are the first step of basic or advanced retouching to achieve the final image(s) which are delivered to you.

2.6 Phil Crow asserts both his moral right to be identified as the author of his work and the right to a credit is asserted in accordance with sections 77 and 78 of Copyright, Designs and Patents Act 1988;

2.7 Unless otherwise agreed in writing if any picture reproduced by the Client omits the copyright notice or credit line specified by Phil Crow Photography any fee payable by the Client shall be subject to an increase specified by Phil Crow Photography, and in any event an increase of not less than 25%.

3. Use and Reproduction:

3.1 Permission to use images immediately is granted, however, this permission will be immediately revoked if payment of the invoice is not made by the timescale stated on the invoice;

3.2 Should The License to Use the images be withdrawn by Phil Crow Photography, the Client must cease using the images and all printed literature must be withdrawn from use.

3.3 Reproduction rights (if granted) are strictly limited to the use and period of time specified on Phil Crow Photography’s invoice. An agreement must be reached with Phil Crow Photography before the pictures are used for a different purpose or after the licence to use has expired;

3.4 Reproduction rights are not issued exclusively to the Client except when specified on the invoice;

3.5 Reproduction rights granted are personal to the Client and may not be assigned, nor may any picture submitted to the Client be loaned or transferred to third parties save for the purpose of the exercise by the Client of such reproduction rights;

3.6 Any reproduction rights granted are by way of licence and no partial or other assignment of copyright shall be implied;

3.7 Phil Crow Photography reserves the right to refuse to supply or grant a reproduction licence to a third party when requested to do so by the Client;

3.8 In the case of printed publications, two copies of the relevant pages containing any picture supplied are to be furnished to Phil Crow Photography free of charge within two weeks. In other media, evidence of use must be made available if requested;

3.9 On the Client’s death or bankruptcy or (if the Client is a company) in the event of a Resolution, Petition or Order for winding up being made against it, or if a Receiver is appointed, Phil Crow Photography may at any time thereafter inspect any records, accounts and books relating to the reproduction of its pictures to ensure that the pictures are being used only in accordance with the reproduction rights granted to the Client.

4. Definitions of Reproduction Rights:

The following terms are used when describing the reproduction rights granted by Phil Crow Photography and the Photographer to the Client:

4.1 Internal Use only: The right to use the pictures only within a company for non-commercial purposes; publication in a free in-house magazine not normally available to the public; exhibition within the Client’s premises; editorial use in the Client’s intranet site;

4.2 PR and Press distribution: The right to use the pictures as described in 4.1; plus a licence for third parties to reproduce such pictures in print or electronic media in an editorial context where no fee has been paid to guarantee publication;

4.3 Specified Use Only: The right to use the pictures once only for the purpose as described on the invoice;

4.4 Editorial: One reproduction only of pictures supplied within one print edition of the specified title in an editorial context only.

5 Booking and Cancellation

5.1 The Client will be required to confirm via e-mail the acceptance of a quotation provided by Phil Crow Photography, which also indicates their acceptance of these Terms and Conditions.

5.2 Once the Client has made a booking for a specific time and date and this date/time has been Confirmed, Phil Crow Photography will not accept any other work from other clients for those times and dates;

5.3 As a result, once a booking is Confirmed, if it is subsequently cancelled, a cancellation fee will be charged to the client according to the following schedule:

(a) When a client cancels a confirmed booking less than 10 business days of any confirmed date, a fee of 20% of the booked rate will be charged.

(b) When a client cancels a confirmed booking less than 5 business days of any confirmed date, a fee of 50% of the booked rate will be charged.

(c) When a client cancels a confirmed booking less than 48 hours of any confirmed date, a fee of 100% of the booked rate will be charged.

(d) In addition to this cancellation fee, the client will be charged for any expenses already incurred by Phil Crow Photography.

5.4 Additional drone information: Naturally UAV/drone work is affected by the ever-changing weather. If the shoot cannot be achieved because of the weather, then Phil Crow Photography will re-schedule the filming for the next available day subject to weather and availability.
If the client cancels, schedule 5.3 is applicable. If Phil Crow Photography have incurred any other costs in relation to the shoot then these costs will be invoiced.

6. Payment Terms:

6.1 Payment terms are strictly net 30 days unless agreed in advance and in writing;

6.2 Payment by BACS is preferred and bank details will be provided on our invoice. We also accept payment by cheque and crossed cheques should be made payable to “Phil Crow Photography”. Please note, when making payment by cheque, proof of postage of remittances is not considered proof of receipt, and clients are advised to send payment by any method affording proof of delivery.

6.3 If payment is not made in accordance with 6.1 above then Phil Crow Photography may rescind any Agreement and recover damages, or, at its option, may exercise its statutory right to interest under the Late Payment Of Commercial Debts (Interest) Act 1998;

6.4 Overdue invoices. Please be aware of the Late Payment of Commercial Debts (Interest) Act 1998. Freelancers are entitled to claim £40.00 (excluding vat) late fee on non-payment of debts, after this time, at which point a new invoice will be submitted with the addition of this fee. 

If payment of the revised invoice is not received within a further 14 days, additional interest will be charged to the overdue account at a statutory rate of 8% plus Bank of England Base of 0.5%, totaling 8.5%. Parties cannot opt out of the Act’s provisions. This fee is non-refundable, and represents the additional time spent pursuing overdue invoices;

6.5 The Client’s right to reproduce a picture arises only when Phil Crow Photography’s invoice relating to the grant of such right is fully paid (including interest charges levied on late payment of the invoice or invoices). Any reproduction before payment of the invoice constitutes an infringement of rights and a breach of this Agreement entitling Phil Crow Photography to rescind the Agreement and rendering the Client liable for the payment of damages;

6.6 If any invoice issued to the Client is not paid by the Due Date, then all unpaid invoices issued to the Client become due of immediate effect, even if it is less than 30 days from the issue date, and that Phil Crow Photography may consider these invoices as overdue when pursuing legal action for the recovery of said debts.

7. Rejection:

7.1 Phil Crow Photography will edit every take and deliver what it considers to be the best of every situation covered;

7.2 Unless a rejection fee has been agreed in advance, there is no right to reject on the basis of style, composition or editing.

8. Liability and Indemnity:

8.1 While Phil Crow Photography takes all reasonable care in the performance of this agreement generally, it shall not be liable for any loss or damage suffered by the Client of by any third party arising from use or reproduction of any picture or its caption;

8.2 The Client agrees to indemnify Phil Crow Photography in respect of any claims or damages or any costs arising in any manner from the reproduction without proper reproduction rights of any picture supplied to the Client by Phil Crow Photography;

8.3 It is the Client who must satisfy himself that all necessary rights, model releases or consents which may be required for reproduction, are obtained and it is acknowledged that Phil Crow Photography gives no warranty or undertaking that any such rights, model releases or consents have or will be obtained whether in relation to the use of names, people, trademarks, registered or copyright designs or works of art depicted in any picture. In the event that the picture is issued or reproduced by or with the authority of the Client then the Client shall indemnify Phil Crow Photography against any loss or damage, proceedings or costs where such rights, releases or consents have not been obtained.

9. Force Majeure or Act of God:

9.1 The due performance of this contract is subject to alteration or cancellation by either party owing to any cause beyond their control.

10. Limitation of Liability:

10.1 In the unlikely event of a total photographic failure or cancellation of this contract by either party or in any other circumstance the liability of one party to the other shall be limited to the total value of the contract. Neither party shall be liable for indirect or consequential loss.

11. Applicable Law:

11.1 This Agreement shall be subject to and constructed according to English Law and the parties agree to accept the exclusive direction of the Courts of England;

11.2 No variation of terms and conditions set out herein shall be effective unless agreed in writing by both parties.

11.3 Email communication constitutes a contract in law, unless the Client specifically states they will not accept this and instead provides hardcopy paperwork of all relevant agreements and contracts.

12. Client Confidentiality:

12.1 The Photographer and Phil Crow Photography will keep confidential and will not disclose to any third parties or make use of information communicated to them in confidence for the purposes of the photography, save as may be reasonably necessary to enable the Photographer or Phil Crow Photography to carry out their obligations in relation to the commission.

12.2 Pictures will be made available to clients either by wetransfer.com, or in a password protected folder (unless the client requires the images to be public facing. Eg event photography) on PHOTOSHELTER for clients to download and store. The Photoshelter folder will be available for a period of 3 months after which it will be removed and archived by The Photographer and Phil Crow Photography (see para 13 for Data Retention) Any future retrievals will incur a searches and upload fee of £55 +vat (fee correct as of 1 January 2022)

13. Data Retention:

The corporate information, records and data of Phil Crow Photography is important to how we conduct business and we take the protection of such data very seriously. There are legal and regulatory requirements for us to retain certain data, usually for a specified amount of time. We also retain data to help our business operate and to have information available when we need it. To apply for a copy of Phil Crow Photography’s Data Retention Policy, contact the Photographer directly by email [phil@philcrow.com]

updated Jan 2022