Terms & Conditions

About us

These terms apply when you book True Capture Productions Ltd ("we", "us") to film or provide technical support for your event, and when you buy a video of an event from us. [Company number: ...]. [Registered address: ...].

There are two parts: terms for schools and organisations who book us, and terms for families who buy videos.

Part 1: Schools and organisations

This part applies to the school, dance school, theatre company or organisation that books us ("the client").

Bookings

A booking is confirmed when we accept it in writing (including by email or through the client portal). [Say whether you take a deposit, how much, and when it is due.]

If the date, venue or number of shows changes, please tell us as soon as possible. We'll do our best to accommodate changes but can't guarantee availability.

[Filming fees and any minimum number of orders for free filming are agreed with each client when booking. If the minimum isn't reached by the order deadline, the agreed filming fee applies.]

What we need from you

Please complete the event requirements in your portal before the show, including show dates and timings, running order, artwork and the seats kept free for our cameras.

We need access to the venue to set up, ideally 1 to 2 hours before each show starts, and suitable parking for our crew. Please make sure the seats agreed for our cameras are kept free.

You're responsible for arranging with the venue that filming can take place.

Consent and safeguarding

Before we film, you confirm that you have the consent needed from every performer (or, for children, their parent or guardian) to be filmed, and for the video to be sold to your families.

Please tell us in advance about any performer who must not appear on video, so we can plan around them where possible.

Videos are shared through private links with the client and with families who order. We only use clips on our own website or social media if you've given permission in your portal.

Reviewing the video

We'll share an edit for you to review in your portal. You can leave notes and we'll make reasonable changes. [Say how many rounds of changes are included.]

Once you approve the video, we do a final check and then release it to families who have ordered.

Technicians and equipment

Where we provide technicians or equipment, the client is responsible for safe access to the venue and for following the venue's rules. [Add anything about damage to hired equipment, power supply and get-in times.]

Cancellations by the client

[Set out what happens if the client cancels, for example: more than X weeks before the event, no charge (or the deposit is kept); within X weeks, X% of the fee.]

Our liability

We take great care, but live events can be unpredictable. If equipment fails, or something outside our control stops us filming part or all of a show (for example illness, severe weather or problems at the venue), we'll tell you as soon as we can and agree a fair solution, which may be a partial or full refund of our fee. [Check this wording with a solicitor.]

Nothing in these terms limits liability that can't legally be limited, such as for death or personal injury caused by negligence.

Part 2: Families buying videos

This part applies when you order a download, USB or DVD from one of our shop pages.

Your order

When you order, you'll receive an email confirmation with a link to your order page. Keep this email: your downloads will appear on that page once the video is released.

Prices are shown in pounds sterling. [Say whether prices include VAT, depending on whether you are VAT registered.]

Delivery and collection

Downloads are available from your order page once the video is released, usually [X] weeks after the show.

USBs and DVDs can be posted to you, or collected from the school free of charge if you order by the collection deadline shown in the shop. After that date, postage applies.

[Say roughly how long posting takes, and what happens if a parcel is lost.]

Downloading

Each download is available for 2 months from when the video is released (or from your order, if you order later). Please save a copy before then. We'll email you a reminder a week before it ends if you haven't downloaded it yet.

Download links are personal to your order. Please don't share them.

Cancellations and refunds

Downloads: by ordering, you agree that the download becomes available to you once the video is released, and that your right to cancel ends once you start downloading it. If you haven't downloaded anything, you can ask to cancel within 14 days of ordering.

USBs and DVDs: [you can cancel within 14 days of receiving them. Because these are made to order for a specific event, check with a solicitor whether the exception for personalised goods applies and how you want to handle this.]

If anything you receive is faulty, contact us and we'll replace it or refund you.

To ask about a refund, use the message box on your order page, or our contact form.

Personal use only

Videos are for your personal and family use. Please don't sell them, share them publicly (for example on YouTube or public social media), or use them commercially. Copyright in the video belongs to True Capture Productions Ltd, and performances may include music and choreography owned by others.

General

These terms are governed by the law of England and Wales.

If you have a question or a complaint, please contact us through our contact form and we'll do our best to put things right.