Terms & Conditions

These Terms form part of every booking made with HX CINE LTD (“we”, “our”, “us”). By paying the booking deposit, the client (“you”, “your”) agrees to these Terms in full.

Our aim is to deliver high-quality cinematic photography and videography while ensuring fairness, professionalism, and mutual respect between both parties.

 1.⁠ ⁠Booking Confirmation and Payments

A booking is confirmed only once a deposit has been received.

The remaining balance must be paid on or before the event day, as stated on your invoice.

Failure to make the final payment on the event day will be treated as a breach of the booking terms. In such cases:

Delivery timelines will automatically extend from 4 months to a minimum of 12 months, and may extend up to 24 months from the date full payment is received.

If data loss occurs before full payment is made, HX CINE LTD will not be held responsible.

 2.⁠ ⁠Event Schedule and Activity Coordination

Clients must provide a detailed event plan or running order at least two weeks before the event, including key timings, rituals, and performances.

Any unplanned, last-minute, or overlapping activities (e.g. ceremonies, dances, or traditions) that are not communicated in advance may not be covered if they occur outside the team’s awareness or coincide with another scheduled moment.

Our team will always do its best to capture all highlights, but we cannot be held responsible for missed footage or moments due to unplanned or simultaneous activities.

A designated contact person or coordinator should keep us updated with any on-the-day changes to ensure smooth coverage.

 3.⁠ ⁠Schedule Changes

Any change to event timing must be communicated at least 48 hours in advance.

We will make every reasonable effort to accommodate changes, but last-minute adjustments cannot always be guaranteed due to existing commitments.

Late schedule changes may affect the quality and duration of coverage.

 4.⁠ ⁠Working Hours and Overtime

Each booking includes a specified number of coverage hours.

If your event runs beyond the agreed duration, additional time will be charged at our hourly overtime rate, payable before delivery.

Clients should not expect the team to stay beyond booked hours without prior agreement.

Remarks or behaviour suggesting our team is “in a rush” once the contracted time ends are considered unprofessional.

 5.⁠ ⁠Behaviour and Professional Conduct

All clients, family members, and guests must treat our team with respect and professionalism at all times.

Harassment, threats, bullying, verbal abuse, or aggressive behaviour towards any member of our staff will not be tolerated.

We will only communicate directly with the person who made the booking.

If abusive or threatening behaviour continues after a warning, our team reserves the right to leave the event immediately, with no refund provided.

This policy ensures a safe and respectful working environment for everyone.

 6.⁠ ⁠Venue Restrictions and Cooperation

Some venues impose restrictions on movement, equipment, or positioning.

If venue staff or coordinators restrict our operation (e.g. lighting, drone use, or positioning), HX CINE LTD cannot be held responsible for missed shots or limited coverage.

Our team will comply with all health and safety and venue policies but quality may be affected by such restrictions.

 7.⁠ ⁠Creative Style and Quality Expectations

Our work follows our signature cinematic style, consistent with our portfolio.

Reference material from other companies may be used for inspiration, but exact replication cannot be guaranteed due to differing conditions, lighting, and setups.

If an event runs late or clients rush the process, the final quality may be limited by available time and conditions.

 8.⁠ ⁠Draft Edits and Feedback

Once a draft version of your film or photos is delivered, feedback must be provided within 14 days.

If no feedback is received within this period, the draft will be treated as the final version, and your USB or download link will be dispatched.

Any amendments requested after 14 days will incur an additional fee of £50 per hour, depending on the work required.

All project files and raw footage may be deleted after final delivery.

 9.⁠ ⁠Delivery Timeframes

Standard delivery for all final products is up to 4 months after the event date.

If payment was delayed, the delivery timeframe begins only once full payment has been received.

Requests for early delivery cannot be guaranteed, as all projects are processed in order of event date.

Repeated messages or emails asking for early delivery will not accelerate completion.

10.⁠ ⁠Food and Refreshments

For full-day coverage, clients must provide a hot meal and soft drinks for our team in a respectful and seated manner.

Meals should be served during suitable breaks in the schedule.

If no meal is provided, our team may take a short off-site break to eat, which could result in a temporary pause in coverage.

11.⁠ ⁠Liability and Data Responsibility

All footage and photos are securely backed up during the editing process.

HX CINE LTD is not liable for data loss caused by unforeseen circumstances such as equipment failure, theft, or natural events, particularly when payments are delayed.

Once final delivery has been made, clients have 30 days to back up their files. After that period, all project data may be permanently deleted.

12.⁠ ⁠Unforeseen Circumstances

We are not liable for failure or delay caused by events beyond our control, including illness, accidents, transport delays, extreme weather, or venue restrictions.

In the unlikely event that we cannot attend, a qualified replacement will be arranged where possible, or a full refund will be issued.

13.⁠ ⁠Respecting Our Team

Our crew are trained professionals who must be treated as part of your event with dignity and courtesy.

They must not be shouted at, ordered around, or treated disrespectfully by anyone attending the event.

Any form of verbal abuse, intimidation, or humiliation will result in immediate withdrawal of service, and the client will remain liable for the full fee.

14.⁠ ⁠Agreement

By paying the booking deposit, you confirm that you have read, understood, and agree to the above Terms of Booking.
These Terms are designed to ensure a transparent, respectful, and professional working relationship for all parties.