Terms & Conditions

Accounts and Payment
  1. When opening a trade account or hiring any equipment with Titan Film & Hire Ltd you agree to abide to all parts of our terms and conditions.
  2. You will be issued with our terms and conditions when hiring equipment and we shall highlight areas to you where additional charges may be made if terms and conditions are not met.
  3. Payment terms with Titan Film and Hire Ltd are strictly either on a Pro forma basis or up to 30 days to account holders. We do share payment performance with Experian.
  4. New clients will be required to pay in full on a pro forma basis before we commence any work and then subsequent work that we carry out will be charged on an agreed trade account basis. 
  5. Dependent upon the type of commission, it is our policy to invoice a deposit payment and or part payment staged for work carried out throughout the Event or Filming schedule.
  6. Any invoices where applicable must be cleared before any work is carried out; this can include any pre-production activity. The balance is then due on completion of the project or part of the project if there are several sections of work to be carried out.
  7. We reserve the right to ask for immediate settlement on receiving any of our invoices.
  8. Other payment structures are available by discussion and with written acceptance from the Directors of Titan Film and Hire Ltd.
  9. Package deals or discounted rates are issued on the provision that settlement for work carried out is paid for on time. Failure will result in losing this agreed discount and a new invoice will be issued for immediate payment. We do share payment performance with Experian.
  10. Failure to comply with these agreed payment terms will result in Titan Film and Hire Ltd using ‘Section 69 of the County Courts Act of 1984’ to claim penalty charges for non-payment, charged at 25% of the invoice total. In addition, if subsequent legal action is taken by Titan Film and Hire Ltd against you for non-payment then you shall also be liable and responsible for any solicitor and/or court fees.
  11. We understand and will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms.

E&OE 2020

Cancellation Policy
  1. Titan Films and hire ltd reserves the right to charge a cancellation fee based on the following:

    a/ If Filming or an Event is cancelled 40 or more working days prior to the Filming or Event, no fee will be charged.

    b/ If Filming or an Event is cancelled 15 to 39 working days prior to the Filming or Event the hirer will be liable for 50% of the full costs.

    c/ If cancellation occurs within 15 working days of the scheduled Filming or Event, the hirer will be liable for 100% of the costs.

    Charges do not apply if filming or an event is cancelled by Titan Film and Hire Ltd due to force majeure, without liability. Up to 50% of any cancellation fees charged may be discounted from any subsequent booking made by the hirer at the discretion of Titan Film and Hire Ltd directors.

GDPR Policy
  1. Note – In order for Titan Film and Hire to trade with a company, sole trader or organisation either by using the service you offer or for you to engage Titan Film and Hire Ltd to undertake work on behalf of your organisation we have to set up your trading account on our accounts system.
  2. As part of our terms and conditions for customers we may perform a soft credit check on your company using Experian in order to assess your trading terms.
  3. Titan Film and Hire Ltd is committed to ensuring that your privacy is protected when you choose to share any personal information with us.
  4. If you request or submit an enquiry, we may keep the following personal information:
  5. First name
    Last name
    Company role
    Contact number(s)
    Email address
    Company number
    VAT number
    Company postal address
    Company bank details
    Shipping address
  6. The information you choose to provide will be stored securely and not sold to any third party.
  7. You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us.

Amend or deletion of information about the data subject.

  1. You may without undue delay request the amendment or deletion of personal data concerning you, Titan shall update or delete the personal data without undue delay when one of the following applies:
  2. Amendment.
    We will amend the data if you advise us that the data is inaccurate.

Deletion.

the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;

if you withdraw your consent on which the processing is based, and where there is no other legal ground for the processing;

if the personal data have been unlawfully processed; or

if the personal data have to be erased for compliance with a legal obligation in EU or national law.

You cannot request deletion of data that has to be held by us for accounting or our compliance due to legal regulations.

We are processing your information under the basis of legitimate interests. You may opt out of any future contact from us at any time by contacting us.

If you have any questions regarding our Privacy Policy please contact us.

Cookie Policy

We use cookies in order to provide you with a better user experience. Specifically, we use cookies for Google Analytics, which helps us understand how people use our website so that we can continually improve it.

Our website also uses cookies for social media such as Facebook and Twitter buttons, and for keeping you logged in when posting comments on our blog.

All information gathered is anonymous, unless you willingly pass your details to us by registering or signing up to our mailing list and helps provide you with a better browsing experience.

Titan Film and Hire Ltd does not sell, trade, or otherwise transfer to outside parties your personal information. We may release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect our or others’ rights, property, or safety.

In the highly unlikely event that your data is compromised, Titan Film and Hire Ltd will notify you and competent Supervisory Authority(ies) within 72 hours by e-mail with information about the extent of the breach, affected data and Titan Film and Hire Ltd action plan for measures to secure the data and limit any possible detrimental effect on the data subjects.

“Personal data breach” means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed in connection with the services we provide.

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us.

Amend or deletion of Information about the Data Subject.

You may without undue delay request the amendment or deletion of personal data concerning you, Titan shall update or delete the personal data without undue delay when one of the following applies:

Amendment.
a: we will amend the data if you advise us that the data is inaccurate.

Deletion.

b: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;

c: if you withdraw your consent on which the processing is based, and where there is no other legal ground for the processing;

d: if you object to the processing in case the processing is for direct marketing purposes;

e: if the personal data have been unlawfully processed; or

f: if the personal data have to be erased for compliance with a legal obligation in EU or national law.

g: you cannot request deletion of data that has to be held by us for accounting or our compliance due to legal regulations.

h: we are processing your information under the basis of legitimate interests. You may opt out of any future contact from us at any time by contacting us.

If you have any questions regarding our Privacy Policy please contact us.

Equipment Hire

You are reminded that you are under an obligation to insure the equipment against loss or damage.

You are also advised to insure every aspect of your project in which you use our equipment against every risk including delay, loss of hire due to damage etc.

Titan Film and Hire Ltd should be named in any insurance which you take out in respect of the equipment during the hire. Marine policy packing clauses are not acceptable to the Company and should excluded from your own policy.

All relevant documentation along with police crime numbers will need to be supplied if a theft has taken place.

The hire charges commence from the date stated within the contract. Emails booking or instructing Titan to supply equipment and/or other services requested within the email will form part of our contract and are payable for the period of the hire.

Equipment must be returned by 12 noon on the date specified within the contract in a clean and serviceable condition. Additional hire charges accrue at the full daily rate together with any consequential loss in the event of the equipment not being available for use by other customers.

Equipment is not regarded as returned to the company until it is checked and inspected by an authorized member of the company's staff and a formal receipt issued on behalf of the company.

All cables must be returned coiled and taped with electrical PVC tape and in default a £2 ex vat charge per cable will be made.

Do not use gaffa, parcel tape or Sellotape to securely wrap cables.

Titan Film and Hire Ltd provide spare lamps and fuses with equipment where appropriate. Any lamps and fuses they replace must be returned with the equipment and in default their full replacement cost will be charged.

Please check the equipment supplied by Titan carefully that it is in working order. We cannot be responsible for any defects or deficiencies discovered after it leaves our premises.

The acceptance of the equipment to your care will constitute your agreement to our terms and conditions of business.

The following conditions apply to both private Hire and where Titan Film & Hire Ltd has been subcontracted to supply and facilitate an event.

The signatory to the contract and the Customer jointly and severally undertake with Titan Film & Hire Ltd that everyone who uses the Equipment has been correctly instructed and qualified in it's safe and proper operation and will ensure that every user is in possession of the necessary instructional material and further will not allow the equipment to be misused.

In the instance were Titan Film and Hire Ltd have installed equipment for third party use it may not be moved or modified.

Equipment may only be moved replaced or modified by Titan appointed staff. This is for your safety. If for any reason a third party or hirer moves equipment including staging or set then Titan Film and Hire Ltd will not be liable for subsequent injury, damage or claims arising from this movement or compromised safety of installation thereof.

Event & Film Production

Please note the following:

Transport costs are based on today's pricing and may be subject to change.

Vehicle parking is charged as charged to us, the same applies to parking tickets collected when loading in/out.

Crew costs are based on a 12-hour working day including travel. 12 – 18 hours is day & half 18+ hours are 2-day rate.

Crew transport is based on today's cost and may be subject to market change.

All technical and set costs are based on the available information. Extra equipment / labour may be chargeable if required / requested.

A site visit is strongly recommended to confirm all details. Per dimes will be charged per crew member per day at £25.00 ex vat (£35.00 ex vat in London and £50.00 in mainland Europe), if you wish to supply crew food and drink this will not apply, however, there are certain dietary requirements that need to be catered for. 

Accommodation is to be provided if the event runs for more than a working day, this applies if we are more than 50 miles from our base B62 8HT if you wish we can book this and add to the final account, this also applies to crew transport.

All the equipment remains the property of Titan Film and Hire Ltd referred to as the Company.

Hire charges are based on the period of the contract irrespective of whether or not the equipment is in use.

Hire commences upon delivery to the customer and ceases upon return to the company. Equipment is not regarded as returned to the company until it is checked and inspected by an authorized member of the company's staff and a formal receipt issued on behalf of the company.

Equipment hired will be entirely at the customer's risk during the hire period and customers will be responsible for any loss or damage thereto howsoever arising.

The customer undertakes responsibility for insuring equipment against `all risks`to full replacement value.

Any loss or damage to the equipment is to be reimbursed to the company by the customer to the full replacement value thereof within 14 days, hire charges will remain in place until the replacement equipment has been paid for.

The Customer will be responsible for ensuring that any relevant regulations, licenses, rules of statutory provisions governing, or relating to, the use of the hired equipment and its operation are compiled during the period of the hire and the company in no way assumes liability for consequences of any non-compliance with any such regulations, rules or statutory provisions. We cannot be responsible for software compatibility issues when hiring computer related equipment.

Equipment will be supplied to the Customer in normal working order, the Company’s liability for any defect or failure of the equipment is limited to the rectification of any defect failure arising from normal usage.

The Customer undertakes to ensure that the Company’s equipment shall not be used for any purposes beyond its capacity or in any other manner likely to result in undue deterioration of the equipment.

The company cannot be responsible for any injuries to personnel or damage to property consequential to and arising from any improper use of the equipment by the customer or by any other person whether or not authorized by the customer, during the period of the hire.

The company reserve the right to supply alternative equipment similar in specification (we will only upgrade never down grade).

The company cannot accept responsibility for equipment malfunction causing the non-fulfilment of the booking/hire, however, every reasonable safeguard is assured.

Titan Film and Hire computer hardware is protected by ESET Cyber Security Software.

Filming will be charged at pre-agreed cost per day or project including expenses.

Every effort should be made to inform people that we will be filming at your office or place of work.

Time can be lost by a noisy environment and with continual interruptions. This is also off putting for Titan staff and the people being filmed.

The filming area/location must be neat and tidy in preparation for filming and blocked out for our use.

You, the client is responsible to comply with any of your company safety procedures, company branded clothing and the choice of any employees used within your video production.

Titan can, if required supply professional talent such as actors or extras.

If Titan are to supply talent, then there may be additional riders attached which will be discussed and agreed in writing prior to the filming sessions.

All clearance, filming permissions and script content compliance will be the client’s responsibility unless you, the client have asked Titan Film and Hire Ltd to embark on pre-production work such as concepts and/or script writing and we have agreed in writing to do this on your behalf.

You, the client will be responsible for any facility or location fees charged including parking.

Every effort must be made to allow Titan vehicles to park as close to the building being used for filming as possible. There will be the need to access our vehicles at various times throughout filming.

If this is not the case, then additional charges may be made if further labour has to be employed for location aid work.

Once we have agreed a filming structure (storyboard) for the production then it is important that this is adhered to.

There will be some room for flexibility, however; if you ask us to deviate from the agreed structure you may incur additional charges as this may mean increased resources for recording media and time. Please keep in mind that this may also impact on your allocated/agreed edit time and consequently your delivery date.

If retrospective changes to a production are made then depending upon the extent of the work involved settlement of any outstanding invoices must be made before any further work is undertaken.

If filming is to be exterior then it is wise to book a standby day in case of bad weather. Stand by days are charged at 30% of the agreed filming day rate. This may not be possible of our ‘Getting You Started’ package is chosen. We will try our best to accommodate but swapping filming days may be considered but not necessarily available.

It is essential that all elements/assets for your edit are made available before any editing commences.

These include:

Font files for both Mac and Windows.

Company corporate branded guidelines must be made available for reference beforehand for discussion if available or exist.

In the absence of brand guidelines and non-advice of preferred use of font, graphic style, colour or size then we will use a font style and design graphics where appropriate if requested that we feel suite the style and audience for your production.

We will endeavor to meet and agree a style prior to editing. However, you will be charged £40 per hr or part of if adaption’s or re designs are requested and deadlines may have to be moved in order to meet your requests.

We will allocate a pre-agreed number of days for editing your production.

It is important that the time between the first and second day scheduled for your edit gives you and your client ample time to sign off or make comments regarding the production in readiness for further editing and the scheduled completion days.

If the scheduled days are missed, we will have to reschedule an additional day for completion.

All days requested will be charged. 

Re scheduling lost or days editing that have not met our terms and conditions will have to fit in to suite other commitments within our diary. This may mean that your production will not be completed to your set deadline.

Any specific instructions that you require for the edit must be available and clear before editing. Unnecessary time can be lost waiting for third parties to view footage, give feedback or waiting for file transfers from third parties etc.

If you choose to be present for the edit taking on the editorial role, please keep in mind that we start at 9am. Our day is 8hrs and if you arrive late you are using your allocated time.

If you choose not to attend the edit then it is of paramount importance that someone from your organisation is available via phone throughout the edit process from 9am – 10pm (including weekends) this person must be able to answer any questions that may arise when editing.

It may be that the edit is scheduled for the weekend. Waiting for answers means that you are losing edit time which may result in additional time or days having to be booked in order to complete your edit.

Our hourly rate in these circumstances is £40 per hr and £400 per day.

After we have completed a rough cut edit we will send you a low resolution version for viewing.

Due to the nature of encoding files, uploading and length of your production, this file will be delivered via an FTP site for you to download and view.

You will not be charged for any snags relating to miss-spelling made by ourselves.

Fundamental changes from our original agreed style will be charged at £40 per hr.

Music copyright will be cleared by Titan Film and Hire Ltd and these copyright charges will be charged.

You may supply your own music which must be copyright cleared by you the client.

Once your production is complete and you, the client has signed off our work your original production rushes are available for you to take away and store.

If you do not wish to take your rushes off site and you have not instructed us differently, your production rushes will be digitally wiped.

All charges are exclusive of VAT at current rating of 20%

It is your responsibility

If we are to film conference presentations, all content has to be signed off and suitable/relevant to the film.

Signed off scripts for VO recording are accurate as any re-records are charged at per session rate. (can differ as to amount of time needed and individual VO artist)

N.B.

your company logo may have been designed for stationary use only. Sometimes the style of logo design does not transcribe well to a TV medium. We can advise upon submission of logo.

Any content within your script in terms of compliance and copyright must be cleared. Titan will not be liable for any breech in this respect.

If you wish Titan to help you write your script there will be an additional charge of £400 ex vat per script.

If using our green/blue screen facility, we can recommend a visual backdrop to key in behind you.

The visual backdrop image must be copyright cleared and paid for. We carry an industry licence and may be able to help you with a discounted rate on a background image if required. If you are supplying your own, a copyright licence must be submitted for our records.

Titan has access to many still images. This is an additional cost which can vary depending upon the chosen image.

Video library footage is also available and charged per clip, POA.

Hosting your videos

We can host your finished video for you and this will be available to view online. If you would like Titan to host your video(s) we can do so for £40.00 ex vat for a 12 month term. Our video hosting supports unlimited plays.

Our hosting service is only applicable with videos produced by Titan Film and Events. No third-party videos can use this hosting service.

In order for you to get maximum use and longevity you are restricted to one specific domain when Titan Film and Hire Ltd host your videos.

Voting Terms and Conditions
  1. Our cost reflects having our Onsite technician which includes all programming of questions slides, pre-event consultation, onsite delivery of questions and post event reporting if required.
  2. This service will not be guaranteed until Titan Films has received this signed agreement.
  3. The first draft of questions are to be submitted to Titan Films at least 14 days before your event date in any format to ensure adequate time for pre-event programming.
  4. Please supply a PowerPoint Presentation template (if using) for your questions; otherwise they will be displayed on a standard white background.
  5. It is important that you proof read all the questions and answers and confirm with us that the questions are in the correct order for the day and that we know when the questions are being asked. Our technician can liaise with you about this on the day.
  6. Please supply a contact number so that we can discuss the voting aspects of your presentation.
  7. Please introduce your MC/Moderator/Compare/Presenter who is asking the questions as they should know the layout and what to expect. We should spend around 10 minutes briefing your presenters about what to expect when they are using the voting system.
  8. It is very important that our Facilitator is informed of any changes to questions, question order, presentation order, timing changes, etc as they will need to prepare the slides in the correct order for presenting.
  9. Client agrees that all slides must be finalized prior to the event day. The final rehearsals should take place no later than one hour prior to the start of the event.
  10. Changes can be made to non-ARS slides on and as needed. Any changes made after rehearsal, before or during the event, can jeopardize the overall success of the event.
  11. Client agrees that if a participant list is used at the event, the customer will provide the participant information to the event specialist no later than one week prior to the event specialist's arrival on-site.
  12. To ensure a professional transition from our voting laptop at times where there are questions, we will require the use of a Seamless Audio Visual Switcher – we can provide this if you require at an additional charge.
  13. Please confirm with us that you have informed your AV company regarding this AV switch which we can connect to via HDMI or VGA connection. If you would prefer us to liaise with your AV team regarding this, please provide your AV contact details here: