Terms and Conditions of commissioning and reproduction of images these are industry standard terms and conditions courtesy of the Association of Photographers and the Association of Editorial Photographers UK
In this Agreement the terms
(a) "Image" includes a digital image, digital scan, photograph, transparency, negative, design, artwork, painting, montage drawing, engraving or any other item which may be offered for the purposes of reproduction:
(b) "Reproduction" includes any form of publication or copying of the whole or part of any image 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
(c) "The Client" is the person or organisation to whom the invoice is addressed (whether or not the Client is acting for a third party).
(a) The entire copyright in the images is retained by Piccieprints Limited at all times throughout the world.
(b) Piccieprints Limited supplies the technical and artistic ability to illustrate an idea photographically, and sells the right to reproduce those images in a given context. No property or copyright in any images shall pass to the Client whether on its submission, or on Piccieprints Limited's grant of reproduction rights in respect thereof.
(c) Any reproduction rights granted are by way of licence and no partial or other assignment of copyright shall be implied.
(a) The Licence to Use comes into effect from the date of payment of the relevant invoice(s). No use may be made of the images before payment in full of the relevant invoice(s) without the express permission of Piccieprints Limited. Any permission which may be given for prior use will automatically be revoked if full payment is not made by the due date or if the Client is put into receivership or liquidation.
(b) Reproduction rights granted are personal to the Client and may not be assigned, nor may any image 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.
(c) Piccieprints Limited reserves the right to refuse to supply or grant a reproduction licence to a third party when requested to do so by the Client.
(d) Reproduction rights are not issued exclusively to the Client except when specified on the invoice.
(e) Permission to use the images for purposes outside the terms of the Licence will normally be granted upon payment of a further fee, which must be mutually agreed (and paid in full) before such further use.
(f) Unless otherwise agreed in writing, all further Licences in respect of the images will be subject to these Terms & Conditions.
(g) Property images can only be used for the marketing of the property during the Sale/Let listing.
(h) Property images must not be re-used or sold by the Vendor/Agent unless written consent has been given by Piccieprints Limited.
4. Licence to Use Types
The following terms are used when describing the reproduction rights granted by Piccieprints Limited to the Client:
(a) 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.
(b) PR and Press distribution: The right to use the images as described in 4(a); plus a licence for third parties to reproduce such images in print or electronic media in an editorial context where no fee has been paid to guarantee publication.
(c) Specified Use Only: The right to use the images once only for the purpose as described on the invoice.
(d) Editorial: One reproduction only of images supplied within one print edition of the specified title in an editorial context only.
5. Ownership of materials.
(a) Title to all Photographs remains the property of the Piccieprints Limited.
(b) When the License to Use has expired the Photographs must be returned to the Photographer in good condition within 30 days and any archived digital files destroyed.
(c) Title to any materials used in producing the Works is not transferred to the Client upon payment of the invoice.
(a) Unless agreed to in writing on the License to Use and the Invoice no exclusivity is given or implied to The Agency and/or The Client.
(b) Piccieprints Limited retains the right in all cases to use or sell the images.
(c) Exclusivity will not be unreasonably withheld but only on written agreement with the Piccieprints Limited before work commences.
7. Client Confidentiality
(a) Piccieprints Limited will keep confidential and will not disclose to any third parties or make use of material or information communicated to them in confidence for the purposes of the photography, save as may be reasonably necessary to enable Piccieprints Limited to carry out their obligations in relation to the commission.
(a) While Piccieprints Limited takes all reasonable care in the performance of this agreement generally, they shall not be liable for any loss or damage suffered by the Client or by any third party arising from use or reproduction of any image or its caption.
(b) The Client agrees to indemnify Piccieprints Limited in respect of any claims or damages or any costs arising in any manner from the reproduction without proper reproduction rights of any image supplied to the Client by Piccieprints Limited.
(c) 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 Piccieprints Limited 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 image. In the event that the image issued or reproduced by or with the authority of the Client then the Client shall indemnify Piccieprints Limited against any loss or damage, proceedings or costs where such rights, releases or consents have not been obtained.
(a) Payment terms are strictly 14 days from date of invoice by crossed cheque made payable to "Piccieprints Limited" or by automated credit transfer (BACS). BACS details will be supplied if this payment method is convenient. 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.
We understand and will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment of commercial debts act if we are not paid according to agreed credit terms.
(b) If payment is not made in accordance with (a) above then Piccieprints Limited may rescind this Agreement and recover damages, or, at their option, may exercise their statutory right to interest under the Late Payment Of Commercial Debts (Interest) Act 1998.
(c) 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 14 days from the issue date, and that Piccieprints Limited may consider these invoices as overdue when pursuing legal action for the recovery of said debts.
(d) A fee of £10.00 may be made for each account reminder, duplicate invoice, or any other paperwork, correspondence or phone calls involved with the pursuance of a debt. This fee is non-refundable, and represents the additional time spent pursuing overdue invoices.
(e) Piccieprints Limited reserves the right to suspend ongoing services, such as (but not limited to) the Downloadable Web Page or other distribution of images, once any invoice issued to a Client becomes overdue, and also reserves the right to inform the reason of this to third parties to whom this suspension of service affects.
(f) 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, Piccieprints Limited may at any time thereafter inspect any records, accounts and books relating to the reproduction of their images to ensure that the images are being used only in accordance with the reproduction rights granted to the Client.
(a) Where extra expenses or time are incurred by Piccieprints Limited as a result of alterations to the original brief by the Client, or otherwise at their request, the Client shall give approval to and be liable to pay such extra expenses or fees at Piccieprints Limited's normal rate in addition to the expenses shown on the Estimate form as having been agreed or estimated.
(a) Unless a rejection fee has been agreed in advance, there is no right to reject on the basis of style, composition or editing. The photographer reserves the right to artistic freedom and expression of their images and the final result.
12. Cancellation & Postponement
(a) Once the Client has made a booking for a specific time and date, Piccieprints Limited will not accept any other work from other clients for those times and dates.
(b) As a result, once a booking is made, if it is subsequently cancelled, a cancellation fee will be charged to the client according to the following schedule. When a client cancels a booking within two weeks of any confirmed date, a fee of £25 or 25% of the booked time rate will be charged, whichever amount is greater. When a client cancels photography within one weeks of any confirmed date, a fee of £50 or 50% of the booked time rate will be charged, whichever value is greater. In addition to this cancellation fee, the client will be charged for any expenses already incurred by Piccieprints Limited. Piccieprints Limited reserves the right to waive any fees they see fit.
13. Right to a credit
(a) If the box on the 'Licence to Use' marked "Right to a Credit" has been ticked Piccieprints Limited's name will be printed on or in reasonable proximity to all published reproductions of the images. By ticking the "Right to a Credit" box Piccieprints Limited asserts their statutory right to be identified as the author of the work in the circumstances set out in Sections 77 to 79 of the Copyright, Designs and Patents Act 1988 or any amendment or re-enactment thereof.
(b) Unless otherwise agreed in writing if any image reproduced by the Client omits the copyright notice or credit line specified by Piccieprints Limited any fee payable by the Client shall be subject to an increase specified by Piccieprints Limited, and in any event an increase of not less than 25%.
14. Delivery of images
(a) Piccieprints Limited will edit every take and deliver digital e-proofs of what they consider to be the best representation of every situation covered. As a result, printed contact sheets will only be supplied to the client if agreed so beforehand and will incur a charge for their production.
(b) All files are delivered as colour or monochrome images in the format of sRGB .jpg files as requested. Two (2) copies of each image will be supplied and labelled as (Print Usage) or (Web Usage), the Web Usages images will be sized to a maximum web size standard of 94dpi. The Client assumes all responsibility for any RGB to CMYK prepress work required. Client agrees to hold harmless Piccieprints Limited from any claims arising from such work. Piccieprints Limited is not responsible for how images render on websites. Piccieprints Limited's liability for all claims shall not exceed in any event the total amount paid under this invoice.
(a) Every effort will be made to archive the images indefinitely by Piccieprints Limited. However, Piccieprints Limited makes no warranty about the nature of its archive past the date of first delivery of final images. Clients should treat the delivered files carefully, and we recommend that you keep a safe copy for the duration of the licence.
16. Applicable Law
(a) This Agreement shall be governed by the laws of England & Wales.
(a) These Terms & Conditions shall not be varied except by agreement in writing.