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Terms and Conditions

1. General
By accessing or using the MirrorMe website and its services (“Services”), you acknowledge and agree to these Terms of Use (“Terms”). These Terms constitute a legally binding agreement between MirrorMe, a division of The Video News Factory Ltd (TVNF), and the Client.

1.1 Definitions

  • Business Day means a day (excluding Saturdays, Sundays, and public holidays in England) between 09:00 and 17:00.

  • Client refers to the entity or individual who has agreed with MirrorMe for Services.

  • MirrorMe refers to the provider of Services, a division of The Video News Factory Ltd (TVNF).

  • Contract refers to the agreement under which Services are provided to the Client, as detailed in quotations, estimates, or electronic communications.

  • “Client Fees” means all charges as outlined in the quotation, electronic communication, or MirrorMe’s official website.

  • Client Service Portal (CSP) means the MirrorMe Basecamp online platform for project and service management.

  • Services refer to any work defined in the Contract, including but not limited to media production, planning, consultancy, project management, and training.

  • Deliverables means any materials or outputs created by MirrorMe for the Client as part of the Services.

  • Rate means MirrorMe’s current hourly rate, excluding VAT, expenses, and third-party costs.

  • “Bribery Laws” refers to the Bribery Act 2010 and all applicable laws on bribery and corruption.

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2. Services Provided
MirrorMe offers:

  • Avatar model creation

  • Production of Avatar video content

  • Other audiovisual content

  • Consultancy and training

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3. Client Responsibilities
3.1 Client Conduct

  • The Client must appoint a single point of contact responsible for approvals and decision-making.

  • The Client must provide accurate and timely information to MirrorMe and use the CSP for communications.

  • If the Client refuses to use the CSP, MirrorMe reserves the right to charge a 10% surcharge to cover administrative costs.

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3.2 Third-Party Engagements

  • The Client is responsible for ensuring that any third parties involved in content creation (e.g., copywriters, PR agents) meet agreed deadlines.

  • The Client is responsible for the approval and accuracy of third-party contributions.

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3.3 Communication and Approvals

  • The Client must acknowledge and respond to information requests within seven (7) working hours or a mutually agreed production schedule.

  • If the Client requires changes after approving content, additional charges will apply.

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3.4 Cancellation of Services

  • The Client must give seven (7) Business Days’ notice for cancelling a confirmed filming session.

  • Any costs incurred due to cancellations (e.g., travel, studio hire) will be charged to the Client.

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3.5 Non-Solicitation
The Client agrees not to solicit MirrorMe’s staff, contractors, or partners. Breaching this clause will result in:

  • Removal of all discounts.

  • Suspension of services.

  • Liability for losses incurred by MirrorMe.

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4. Revisions and Feedback

  • MirrorMe strives for high-quality services but does not guarantee error-free Deliverables.

  • Revisions are limited to a maximum of [Insert Number] rounds unless otherwise agreed.

  • If the Client disputes the quality of an Avatar, MirrorMe may offer a structured feedback form and, if necessary, a discounted remake.

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5. Payment of Fees

  • All fees are stated in the official quote and are protected unless the Client breaches these Terms.

  • Discounts are conditional on timely payment.

  • Work conducted outside normal hours due to Client delays may be subject to a 25% surcharge.

  • Non-UK-based services will be charged at applicable international rates.

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5.1 Late Payment Penalties

  • Payments must be made within 28 days of the invoice date.

  • Late payments will incur the following charges:

    • Up to £999.99: £75+VAT per month.

    • £1,000 to £9,999.99: £125+VAT per month.

    • £10,000+: £250+VAT per month.

  • After 90 days, unpaid invoices will be referred to a debt collection agency, with the Client liable for all legal fees and collection costs.

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5.2 Refund Policy

  • Refunds are only provided if MirrorMe fails to deliver a service through no fault of the Client.

  • If the Client breaches the Contract, MirrorMe may retain funds to cover penalties.

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6. Content and Creative Approval

  • The Client has five (5) working days to review draft Deliverables.

  • If no response is received within this timeframe, the project will be deemed accepted.

  • MirrorMe retains the right to make minor adjustments for quality and legal compliance.

  • Any disputes over content leading to project delays will result in additional fees.

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7. Cancellation and Termination

  • Fixed-term Contracts have a 90-day trial period and may be cancelled with 30 days’ notice.

  • Cancellation must consider all losses and expenses incurred by MirrorMe.

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8. Data Privacy & Confidentiality

  • MirrorMe will not disclose any confidential Client information without permission.

  • MirrorMe is registered with the ICO and complies with the UK Data Protection Act.

  • Client contract records are retained for four (4) years to comply with HMRC requirements.

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9. Copyright & Intellectual Property

  • The Client warrants that the content provided does not infringe on any third-party intellectual property rights.

  • MirrorMe retains copyright ownership of all media it produces.

  • The Client is granted a licence to use the final edited Deliverables only after full payment.

  • The Client cannot resell or authorise third-party use of MirrorMe’s work without prior written consent.

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10. Indemnification

  • The Client agrees to indemnify MirrorMe against any claims arising from its content, including regulatory fines or legal disputes.

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11. Force Majeure

  • MirrorMe shall not be liable for delays due to unforeseen events such as war, strikes, natural disasters, or government restrictions.

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12. Governing Law & Dispute Resolution

  • These Terms shall be governed by the laws of England and Wales.

  • Any disputes shall be settled in the courts of England and Wales.

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By using MirrorMe’s services, the Client acknowledges and agrees to these Terms.

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