Legal Information

Harbourside Visual is the trading name of Phil Challands, based in Dorset, United Kingdom. References to “we”, “us” and “our” in this document mean Harbourside Visual.

For questions about these terms, privacy or your information, please contact us at hello@harboursidevisual.com.

1. Terms of Business

1.1 About these terms

These terms apply to all services supplied by Harbourside Visual, including photography, videography, drone services, graphic design, branding, print, websites, digital content, creative consultancy and related services.

By accepting a quotation, approving a proposal, instructing us to begin work, making payment or continuing with a project, you agree to these terms alongside any written quotation, proposal, work specification or agreement provided for your project.

Where a quotation, proposal or written agreement contains terms that differ from this page, the project-specific written agreement will take priority.

1.2 Quotations, scope and additional work

Quotations are based on the information available at the time and cover only the work, deliverables, revisions, formats and timescales specifically stated within them.

Any work outside the agreed scope may be treated as additional work and charged separately. This can include extra revisions, new requests, additional meetings, changes in direction, new formats, urgent work, work caused by incomplete or inaccurate client information, or work requested after approval has been given.

Unless stated otherwise, quotations remain valid for 30 days from the date issued.

1.3 Client responsibilities

You are responsible for supplying accurate information, content, access, approvals, feedback, permissions and materials needed for us to complete the agreed work.

You must ensure that you have the right to provide any text, logos, images, video, music, trademarks, data, claims or other materials supplied to us. You remain responsible for the accuracy, legality and suitability of these materials.

We are not responsible for delays, additional costs or missed deadlines caused by late, incomplete, inaccurate or unavailable client information, approvals or access.

1.4 Approval and final deliverables

You are responsible for checking proofs, drafts, designs and final files before approving them. Approval may be given by email, message, signed proof, payment or any other clear confirmation.

Once work has been approved, any later changes may be chargeable. We are not responsible for errors that were visible or reasonably identifiable before approval was given.

Final deliverables will be supplied in the formats stated in the relevant quotation, proposal or work specification.

1.5 Fees and payment

Fees, deposits, payment schedules and due dates will be set out in the relevant quotation, proposal or invoice. Unless agreed otherwise in writing, invoices must be paid by the due date shown on the invoice.

We may pause work, withhold final deliverables, delay booking commitments or refuse further work while an account remains overdue. All outstanding invoices must be paid in full before final files, licences or handover materials are released.

For business clients, we reserve the right to claim statutory interest and reasonable recovery costs on overdue commercial payments where applicable.

1.6 Cancellations, postponements and booked time

If you cancel, postpone or materially change an agreed project, booking or service, you remain responsible for payment for work already completed, time reserved, preparation undertaken and any non-refundable third-party costs or commitments made on your behalf.

Where a project is paused or delayed by the client for an extended period, we may review the remaining scope, timings and costs before work resumes.

1.7 Intellectual property and use of final work

Harbourside Visual retains ownership of all intellectual property rights in concepts, drafts, unused work, working methods, templates, project files, source files and materials created during the course of a project, unless a written agreement specifically states otherwise.

Once all relevant invoices have been paid in full, you receive the right to use the agreed final deliverables for the purpose and scope stated in your quotation, proposal or work specification.

Any assignment or transfer of copyright must be expressly confirmed in writing. No ownership, licence or right is granted in work that has not been paid for in full.

Third-party assets, including fonts, stock imagery, software, plugins, music, templates, print assets or licensed materials, remain subject to their own licence terms. Their use may be limited, non-transferable or require separate licensing by the client.

1.8 Client-supplied content and permissions

You confirm that you have obtained all permissions, licences, releases and consents needed for us to use any content, people, locations, products, trademarks or data you ask us to include in the work.

You agree to indemnify Harbourside Visual against claims, losses or costs arising from materials, instructions or information supplied by you that infringe another person’s rights or break the law.

1.9 Third-party services and suppliers

Some projects may involve third-party platforms, printers, couriers, software providers, advertising platforms, payment providers, suppliers, contractors or other service providers.

We are not responsible for third-party outages, delays, price changes, policy changes, technical faults, service restrictions, lost data, print variation, delivery issues or decisions outside our reasonable control.

1.10 Portfolio and promotion

Unless confidentiality has been agreed in writing before work begins, Harbourside Visual may display completed work, approved imagery and project outcomes in its portfolio, website, social media, awards entries, case studies and promotional materials.

1.11 Liability

We will provide services with reasonable care and skill. However, creative work is subjective, and we cannot guarantee a particular commercial outcome, sales result, search ranking, engagement level, media coverage, audience response or business performance.

To the fullest extent permitted by law, Harbourside Visual will not be liable for indirect or consequential losses, loss of profit, loss of business, loss of opportunity, loss of reputation, loss of data or losses caused by third parties.

Our total liability in connection with a specific project or service will not exceed the total amount paid to us for that specific project or service.

Nothing in these terms limits or excludes liability where it cannot legally be limited or excluded. Where you are a consumer, nothing in these terms affects your statutory rights.

1.12 General

We may use suitably qualified employees, contractors or suppliers to help deliver services where appropriate. We will remain your main point of contact unless otherwise agreed.

If any part of these terms is found to be invalid or unenforceable, the remaining terms will continue to apply.

These terms are governed by the laws of England and Wales, and the courts of England and Wales will have exclusive jurisdiction, unless applicable law says otherwise.

2. Raw Footage, Photographs and Working Files Policy

Unless expressly agreed in writing before release, Harbourside Visual does not supply raw, unedited, unselected or working materials.

This includes, but is not limited to:

• Raw camera files and unedited photographs
• Unedited, ungraded or unselected video footage
• Audio rushes, recordings and unused takes
• Drone rushes and original flight footage
• Editable design files, layered artwork and source files
• Video project files, timelines, presets, colour grades and working templates
• Drafts, rejected concepts, unused designs and unfinished work

The agreed deliverables are the final edited files stated in the relevant quotation, proposal or work specification.

Raw footage, photographs, working files and source materials remain the property of Harbourside Visual. We may retain, archive or delete working materials at our discretion, and we are not obliged to keep or re-supply them after final delivery unless a specific written retention agreement is in place.

Any exception to this policy must be agreed in writing and may be subject to additional fees, licensing restrictions, confidentiality requirements, third-party permissions or a separate release agreement.

3. Privacy Policy

3.1 Who is responsible for your information?

Harbourside Visual is responsible for processing personal information collected through our website, enquiries, projects, bookings, invoices, communications and other business interactions.

You can contact us about privacy or personal data at hello@harboursidevisual.com.

3.2 Information we may collect

Depending on how you interact with us, we may collect:

• Your name, business name, job title, email address, telephone number and postal address
• Project, booking, event, business and service information
• Messages, enquiries, feedback, approvals and correspondence
• Billing, invoice and payment information
• Images, video, audio, testimonials and other materials supplied as part of a project
• Technical information about use of our website, where permitted by your cookie preferences

3.3 How we use your information

We use personal information to:

• Respond to enquiries and communicate with you
• Prepare quotations, proposals, invoices and agreements
• Deliver services, manage projects and provide customer support
• Process payments and maintain financial records
• Meet legal, regulatory and tax obligations
• Protect our business, systems, property and legal rights
• Send relevant marketing communications where you have consented or where permitted by law

We rely on one or more lawful bases to process personal information, including performing a contract, taking steps at your request before entering into a contract, complying with legal obligations, pursuing legitimate business interests, and consent where this is required.

3.4 Who we may share information with

We do not sell personal information. We may share information with trusted service providers where necessary to run our business and deliver services, including providers of email, cloud storage, customer management, accounting, payment processing, website services, professional advice, print production, delivery, project support and technical services.

We may also share information where required by law, regulation, court order or to protect our legal rights.

3.5 How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose it was collected, including delivering services, resolving queries, maintaining records and meeting legal, accounting or tax obligations.

We may retain project records, communications and financial information for a reasonable period after work has ended where this is necessary for administration, legal protection or compliance.

3.6 International transfers

Some of our service providers may process information outside the United Kingdom. Where this happens, we will take appropriate steps to ensure suitable protections are in place in line with applicable data protection law.

3.7 Security

We use reasonable technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

No transmission or storage method can be guaranteed completely secure. You provide information to us at your own risk, although we will take reasonable steps to protect it once received.

3.8 Your rights

Depending on the circumstances, you may have rights to request access to your information, ask us to correct inaccurate information, request deletion, restrict or object to processing, withdraw consent, or ask for a copy of information you have provided to us.

To make a request, email hello@harboursidevisual.com.

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your information has been handled.

3.9 Marketing

We may send occasional relevant marketing communications where you have agreed to receive them or where we are otherwise permitted to do so by law. You can opt out at any time by using the unsubscribe option in an email or by contacting us directly.

3.10 Links to other websites

Our website may include links to third-party websites. We are not responsible for the content, security, privacy practices or policies of external websites.

4. Cookies

Our website may use cookies and similar technologies to make the website function properly, remember preferences, understand how visitors use the website and improve the services we offer.

Essential cookies may be used where necessary for the website to operate. Where optional analytics, marketing or other non-essential cookies are used, you will be given the opportunity to choose your preferences before those cookies are placed on your device.

You can update your cookie preferences at any time using the cookie controls available on this website.

5. Changes to These Policies

We may update these terms, policies and legal information from time to time. The most current version will always be published on this page, with the latest revision date shown at the top.