A picture is worth a thousand words...
a movie tells the story

Terms & Conditions

1 | Introduction

A contract is formed between a customer (referred to as the “Customer”) and Orchid Films (referred to as the “Company”) when a Booking Form and Deposit are received from the Customer. The Product or Service shall mean any product or service that is provided by the Company to the Customer. These conditions do not affect your statutory rights.

2 | Supply

The Company agrees to supply the product or service to the Customer as detailed in the Invoice and Booking Form and according to the terms and conditions of this contract.

3 | Rights reserved

Should the Company choose not to enforce any or all of these conditions it should not be interpreted as a waiver of any of the Company’s rights. By providing the Company with a Booking, the Customer accepts these terms and conditions.

4 | Payment

The Company shall issue an invoice to the Customer in respect of products or services being supplied. The payment terms are a non-returnable deposit to book the date with the rest of the balance to be received a month before the wedding. A date may only be considered reserved once the Deposit is received by the Company. The Company reserves the right not to attend the event if full payment has not been received.

5 | Health & Safety

The Company and Customer will act in accordance with all relevant health and safety requirements in order to provide the product or service. The Company holds Public Liability Insurance.

6 | Creative Brief

Unless otherwise agreed, the Customer accepts the Company’s decisions on creativity within the product or service including choice of music. Any changes requested by the Customer are chargeable, unless to correct errors.

7 | Booking Fee/Cancellation

Monies paid by the Customer to reserve the product or service of the Company will be accepted as a Booking Fee.
If the Customer cancels the booking less than 8-weeks prior to the Company supplying the product or service, the Customer will be liable for the invoice value less any Booking Fee already paid. If the Customer cancels their booking more than 8-weeks prior to the Company supplying the product or service, they shall forfeit the Booking Fee. Refunds will be made at the company’s discretion.

8 | Liability

The Company accepts no liability for any loss or damage that may arise from the supply of the product or service. In the unlikely event of the Company being unable to supply the product or service as specified in the Invoice and Booking form due to equipment failure or any other reason, liability shall be limited to the total invoice value – or monies already paid by the Customer.

9 | Copyright

The Company retains copyright in all their Original Material and retains the right to use such material for publicity purposes including on social media unless otherwise agreed with the Customer. The Customer must ensure that permission is sought for the inclusion of any copyright material they supply to the Company to enable them to deliver the product or service. The Customer must also ensure that permission is sought for the inclusion of any performers or performances, trademarks and locations. The Company retains the right to use this material in its original and edited form as they see fit, unless otherwise agreed. The Customer agrees to indemnify the Company in the event of any breach of copyright claims being brought against the Company in respect of material supplied by the Customer.

10 | Food

If filming is for longer than five hours, the Customer must provide a hot meal to the camera operative(s) at the same time as food is being served to guests. Vendor meals provided at any other time may affect what footage the camera operative(s) are available to capture.

11 | Care and Damage to property

Whilst every care is taken in the handling of the Customer’s property, the Company accepts no responsibility whatsoever for any loss or damage, howsoever caused, or any other loss by unforeseen circumstances whilst they are in the custody of the Company. Liability for such loss or damage will be limited to the replacement cost of the materials or media and in no circumstances will any liability attach to any claim for the value of the content.
The Customer is responsible for any damage to the Company’s equipment by their guests and will be liable to pay for replacement or repairs.

12 | Confidentiality

Unless otherwise agreed the Company will treat any information gained during the supply of the product or service as being private and confidential. Likewise, the Customer shall keep confidential any methodologies and technology used by the Company to supply of the product or service.

13 | Basis of law

These Terms and Conditions and any accompanying letter and/or contract are governed by the laws of England and Wales.

14 | Data Protection

1. What information is being collected?

1.1 We collect a variety of information when you book with Orchid films and use any of our services. This includes:

Names, Addresses and Contact Information of the person(s) placing an order with us.
Names, Addresses and Contact Information of the person(s) using our services.

1.2 If you e-mail us or send us messages via social media, these messages are stored within our email system or social media accounts. These messages are stored for as long as practicable to allow us to provide you with better future services.

2. Who is collecting the data?

2.1 This data is being collected by Orchid Films, 18 Maes yr Annedd, Cardiff, CF5 1GR. We use a password protected data management software to hold our data.

3. How is it being collected?

3.1 The majority of our data is collected directly from you. Whether you fill out a form for us online, or tell us face to face, via the telephone, via e-mail or message.

4. Why is it being collected?

4.1 Most of the data we collect is solely for the purpose of providing you with a service you have ordered, or had ordered for you.

4.2 Some of the data we collect is to help provide you with a better customer service experience

4.3 We are required by law to collect and store certain information relating to any order you place with us.

5. How will it be used?

5.1 Data we collect will be used by Orchid Films to enable us to provide our services and products to you.

5.2 Orchid Films may internally analyse data for business and forecast purposes.

5.3 Orchid Films has a legitimate interest in using video footage and stills from footage taken in relation to your booking and may use these images in the following ways (note, clients are free to refuse the use of these images at any time):

On social media for promotion & advertising purposes
On our website for promotion & advertising purposes
For marketing materials
For publications/print

6. Who will it be shared with?

6.1 We take your privacy very seriously. We do not sell your data to third party organisations. There are a few scenarios where some of your data may be shared with third parties to allow us to provide our services to you. These include:

Delivery and Postage Service Providers to allow us to send you documentation and orders you have placed. (Information shared includes Name, Address and in some case e-mail address / mobile number)
Law Enforcement and Legal Requirements – we will provide data to law enforcement agencies if issued with a court order to do so.

7. How will this affect you?

7.1 We collect, store and process your data in such a way that should have no negative effect on you as an individual.

8. How long is the data stored?

8.1 Most data we collect is stored indefinitely. This is to allow us to provide a better service to you as a customer in the event that you contact us again in the future.

8.2 We are legally obliged to store some data for a minimum amount of time, for example sale order records, payment records etc.

9. Access to stored data.

9.1 If you have any questions about data we hold about you, please feel free to contact us.

9.2 You may request a copy of any data we store about you and we will comply with any requests as per the guidance of the Information Commissioner’s Office.

10. More information.

10.1 The Customer must ensure that all necessary arrangements have been made with, and permissions obtained from, people and places that may be recorded on video as a result of the booking – and that such recording is in compliance with Data Protection.

11. Our Details

11.1 This business is owned and operated by Sally Davies, trading as Orchid Films.

11.2 Our principal place of business is at: 18 Maes yr Annedd, Cardiff, Wales, CF5 1GR

11.3 You can contact us in writing to the above address, or by e-mail to info@orchid-films.co.uk