Northlight Virtual Production Studios Ltd (“Northlight Virtual Production Studios Ltd”, “we”, “us”, or “our”) provides these Terms of Service to govern access to and use of our services, facilities, systems, and related deliverables. Please read these Terms carefully before engaging our services.
1. Introduction and acceptance of terms
These Terms of Service form a legally binding agreement between you, the client, customer, or other contracting party (“you”, “your”, or “Client”) and Northlight Virtual Production Studios Ltd in relation to our services. By requesting a quotation, issuing a purchase order, signing an agreement, paying an invoice, accessing our facilities, using our technical systems, or otherwise engaging our services, you acknowledge that you have read, understood, and agreed to be bound by these Terms.
If you do not agree to these Terms, you must not use our services or facilities. Any additional or conflicting terms proposed by you will only apply if expressly accepted in writing by Northlight Virtual Production Studios Ltd.
2. Scope of services
Northlight Virtual Production Studios Ltd is a virtual-production-studio providing, where agreed in writing or by quotation, services that may include:
- LED volume studio hire;
- Virtual art department support;
- Real-time Unreal Engine environment creation;
- In-camera visual effects (ICVFX) production;
- Previsualisation and technical planning;
- Motion control and camera tracking integration; and
- Hybrid remote and on-site production support.
Any statement of work, quotation, email confirmation, booking confirmation, call sheet, or other written agreement may define the scope, deliverables, timetable, personnel, equipment, technical specifications, assumptions, dependencies, and exclusions for a particular project. In the event of any inconsistency, the signed agreement or written quotation/booking confirmation shall prevail over these Terms to the extent of that inconsistency.
We may rely on information supplied by you, your production team, your suppliers, or your representatives. We are not responsible for delays or errors caused by incomplete, inaccurate, late, or misleading information provided by you or third parties acting on your behalf.
3. User obligations and responsibilities
You agree to:
- provide accurate, complete, and timely information necessary for us to perform the services;
- ensure that all creative, technical, legal, and production approvals required from your side are obtained in advance;
- comply with all studio rules, health and safety requirements, site instructions, and operational procedures communicated by us;
- ensure that any equipment, software, media, assets, scripts, music, images, footage, logos, or other materials supplied by you are lawful to use and do not infringe third-party rights;
- obtain all releases, permissions, licences, consents, permits, and clearances required for your production, talent, locations, and content;
- not misuse our facilities, systems, networks, or intellectual property;
- not introduce malware, harmful code, or unauthorised access attempts to our systems;
- maintain appropriate insurance for your production activities, equipment, cast, crew, and third-party liabilities; and
- be responsible for the acts and omissions of your representatives, contractors, crew, and guests while on our premises or using our services.
You are solely responsible for the editorial content of your production and for ensuring that your use of our services complies with all applicable laws, regulatory requirements, guild rules, and industry standards relevant to your project.
4. Payment terms and conditions
Fees, rates, deposits, minimum booking periods, overtime charges, cancellation charges, and any additional costs will be set out in our quotation, invoice, or written booking confirmation. Unless otherwise agreed in writing:
- a booking may require a non-refundable deposit to secure dates, resources, and personnel;
- all invoices are payable in the currency stated on the invoice;
- payment is due within the period stated on the invoice, and if no period is stated, payment is due within 14 days of the invoice date;
- we may require advance payment, staged payments, or full payment before commencement of services;
- overdue sums may accrue interest at the maximum rate permitted by law, calculated daily until paid in full;
- you are responsible for any bank charges, card processing fees, international transfer fees, and taxes, duties, or levies applicable to your payments, except for taxes assessed on our income;
- we may suspend services, withhold deliverables, or refuse further bookings if payment is overdue; and
- any quotation is valid only for the period stated in it or, if none is stated, for a reasonable period which we may determine in our discretion.
We may charge for additional time, additional crew, re-renders, reprogramming, reshoots, extended occupancy, damage, cleaning, consumables, storage, or any out-of-scope work requested or caused by you. Unless expressly stated otherwise, all fees are exclusive of applicable taxes.
5. Cancellation and refund policy
Bookings may only be cancelled or rescheduled in accordance with the terms stated in the relevant quotation or booking confirmation. If no specific cancellation terms apply, the following general policy will apply:
- cancellations made within a short lead time may result in forfeiture of the deposit and liability for unrecoverable committed costs;
- where we have reserved studio time, staff, equipment, or specialist resources, you may be charged a cancellation fee reflecting lost booking value and committed expenses;
- if you request a reschedule, we may treat it as a cancellation unless we agree otherwise in writing;
- any refund, if due, will exclude non-recoverable costs, third-party charges, administrative fees, and work already performed;
- refunds are not available for services already delivered, reserved time already blocked, or deliverables accepted by you;
- we may cancel or suspend a booking if you breach these Terms, fail to pay sums due, provide unsafe instructions, or create a material operational or legal risk.
If we cancel a booking for reasons within our reasonable control, our liability will be limited to refunding amounts paid for services not yet provided, subject to any lawful deductions for work performed and costs incurred. We will not be liable for consequential losses arising from cancellation to the fullest extent permitted by law.
6. Liability limitations
Nothing in these Terms excludes or limits liability where such exclusion or limitation would be unlawful, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.
Subject to the paragraph above, Northlight Virtual Production Studios Ltd shall not be liable for:
- loss of profit, loss of revenue, loss of business, loss of opportunity, loss of goodwill, or reputational harm;
- indirect, incidental, special, punitive, or consequential losses;
- loss or corruption of data, files, media, or digital assets, except where caused by our proven negligence and to the extent required by law;
- delays caused by third parties, utilities, internet connectivity, software vendors, hardware failures, or force majeure events;
- production outcomes, creative results, or commercial performance beyond the scope expressly agreed in writing; or
- any loss arising from your failure to back up data, secure insurance, obtain permissions, or follow our instructions.
To the fullest extent permitted by law, our total aggregate liability arising out of or in connection with any booking, claim, or series of related claims shall be limited to the total fees actually paid by you to Northlight Virtual Production Studios Ltd for the specific services giving rise to the claim during the three-month period immediately preceding the event giving rise to the claim, or such lower amount as may be set out in a written agreement.
You agree to indemnify and hold harmless Northlight Virtual Production Studios Ltd, its directors, officers, employees, contractors, agents, and suppliers from and against claims, losses, liabilities, damages, costs, and expenses arising out of or relating to: (a) materials supplied by you; (b) your breach of these Terms; (c) your negligence or wilful misconduct; or (d) your violation of applicable law or third-party rights.
7. Intellectual property rights
All intellectual property rights in our studio methods, processes, workflows, pre-existing materials, templates, know-how, software configurations, technical documentation, designs, systems, and proprietary tools remain the exclusive property of Northlight Virtual Production Studios Ltd or its licensors.
Unless otherwise agreed in writing:
- you receive a limited, non-exclusive, non-transferable licence to use deliverables we create specifically for you, solely for the project and purposes for which they were commissioned, once all fees due have been paid in full;
- pre-existing IP, underlying tools, plug-ins, scripts, templates, scene setups, rigs, and production methods used by us remain our property;
- you must not reproduce, reverse engineer, sublicense, distribute, or exploit our proprietary materials except as expressly permitted in writing;
- you warrant that materials you supply do not infringe third-party rights and that you have all necessary rights to permit us to use them for the services;
- any licence to use third-party software, fonts, music, models, or assets is subject to the relevant third-party licence terms.
Unless we agree otherwise in writing, we may retain copies of working files, project data, and non-confidential assets for archival, legal, operational, or backup purposes. We may also reference completed projects in our portfolio, showreels, website, award submissions, and promotional materials unless you have requested in writing that we do not do so and we have agreed to that restriction.
8. Data protection and privacy
We will handle personal data in accordance with applicable data protection and privacy laws. Where we process personal data in connection with your booking or production, we may act as a controller, processor, or both depending on the circumstances.
You acknowledge that we may collect, use, store, transfer, and otherwise process personal data necessary to:
- administer bookings, contracts, invoices, and payments;
- coordinate production logistics and studio operations;
- provide remote and on-site technical support;
- maintain safety, security, and access control;
- respond to enquiries, disputes, and legal obligations; and
- improve and operate our services.
You are responsible for providing any notices, consents, and lawful bases required for personal data you supply to us, including data relating to cast, crew, clients, and other identifiable individuals involved in your production.
Where required, we may enter into separate data processing terms or agreements to address specific processing activities. Our privacy practices may be described in a separate privacy notice, which supplements these Terms. In the event of inconsistency regarding our own processing of personal data, the applicable privacy notice or data processing agreement shall prevail to the extent required by law.
9. Force majeure
We shall not be liable for any delay, failure, or interruption in performance caused by events beyond our reasonable control, including but not limited to: acts of God, fire, flood, storm, epidemic, pandemic, public health restrictions, war, terrorism, civil unrest, labour disputes, power failure, internet outage, failure of public utilities, government action, equipment breakdown, software failure, supply chain disruption, or the inability to obtain necessary materials, licences, permits, or third-party services.
Where a force majeure event occurs, we may suspend performance, modify delivery schedules, substitute equipment or personnel where reasonably practicable, or cancel affected services without liability beyond any refund or credit expressly required by law or agreed in writing.
10. Changes to terms
We may update or amend these Terms from time to time. The revised version will take effect when posted on our website or otherwise communicated to you, unless a later effective date is stated. Changes will not retroactively apply to services already contracted unless required by law or expressly agreed by you in writing.
It is your responsibility to review the current Terms periodically. Continued use of our services after a change takes effect constitutes acceptance of the revised Terms.
11. Applicable law and jurisdiction
These Terms and any dispute or claim arising out of or in connection with them, their subject matter, or formation shall be governed by and construed in accordance with the laws of England and Wales, unless mandatory law requires otherwise.
The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms, subject to any mandatory rights of consumers or other persons under applicable law that cannot legally be waived.
12. Contact information
If you have any questions about these Terms or wish to contact Northlight Virtual Production Studios Ltd, please use the following details:
- Company: Northlight Virtual Production Studios Ltd
- Address: Northlight VP Studio, 3B Trinity Street, Huddersfield, HD1 4DT, United Kingdom
- Email: [email protected]
- Phone: +44 1484 739 562
13. Severability clause
If any provision of these Terms is found by a court or other competent authority to be invalid, unlawful, or unenforceable, that provision shall be deemed modified to the minimum extent necessary to make it valid, lawful, and enforceable, or, if that is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.
No failure or delay by Northlight Virtual Production Studios Ltd in exercising any right or remedy shall operate as a waiver of that right or remedy. Any waiver must be in writing and signed by an authorised representative of Northlight Virtual Production Studios Ltd.