Drone Photography / Videography / Aerial Imagery Agreement

This agreement is between:

Apex Drones, operated by Robert Cook as a sole trader, referred to as “the Operator”, “we”, “us” or “our”; and

The Customer, referred to as “you” or “your”.

By accepting a quotation, confirming a booking, paying a deposit, or allowing the work to proceed, you agree to the terms below.

1. Services

We will provide the drone photography, videography, aerial imagery, roof imagery, inspection imagery, editing, reporting, or related services described in the agreed quotation or written booking confirmation.

The exact deliverables will be limited to what is stated in the quotation. Unless expressly agreed in writing, the service does not include structural surveying, building surveying, roof surveying, valuation, engineering advice, legal advice, or professional defect diagnosis.

Where roof, building, gutter, chimney, solar panel, or property condition imagery is provided, it is supplied as visual imagery only. It is intended to assist you, your contractor, roofer, insurer, surveyor, or other adviser. It is not a substitute for advice from a suitably qualified professional.

2. Flight Safety and Legal Compliance

All drone flights are subject to UK drone law, CAA requirements, local restrictions, airspace conditions, weather, site conditions, public safety, privacy considerations, and the Operator’s professional judgement.

The Operator has full and final discretion over whether a flight can safely and lawfully take place. We may refuse, delay, amend, pause, or abandon a flight if we consider it unsafe, unlawful, unsuitable, or likely to breach applicable rules or third-party rights.

You agree not to instruct, pressure, or require us to fly in a way that is unsafe, unlawful, or contrary to CAA rules, site restrictions, or our operational judgement.

3. Customer Responsibilities

You are responsible for:

a. providing accurate information about the site, access arrangements, hazards, ownership, permissions, boundaries, nearby people, animals, vehicles, buildings, power lines, trees, cranes, masts, airports, heliports, restricted sites, or any other relevant matters;

b. obtaining any required permission for us to access the site and carry out the work from the relevant landowner, occupier, managing agent, venue, event organiser, or other responsible person;

c. ensuring that the work requested does not breach any third-party rights, confidentiality obligations, privacy rights, contractual restrictions, or site rules;

d. making us aware in advance of any sensitive areas, neighbouring properties, security concerns, children, vulnerable individuals, private areas, or locations where filming or photography may be inappropriate;

e. ensuring that any people who need to be aware of the drone work are suitably informed where appropriate.

If we arrive on site and cannot complete the work because permissions, access, information, or site arrangements were inaccurate or incomplete, we may charge for reasonable time, travel, and costs already incurred.

4. Weather, Light and Site Conditions

Drone work is dependent on suitable weather, visibility, light, airspace, GPS signal, electromagnetic conditions, and safe take-off and landing areas.

Flights may be delayed, rearranged, shortened, or cancelled due to wind, rain, poor visibility, low light, airspace restrictions, unsuitable site conditions, safety concerns, or other factors outside our control.

Where a shoot cannot proceed for these reasons, we will make reasonable efforts to rearrange the work. We are not liable for losses, delays, missed events, missed deadlines, or consequential costs caused by unsuitable flying conditions or restrictions outside our control.

5. Booking, Deposits and Payment

The booking is confirmed only when we have accepted the booking in writing and, where required, received the agreed deposit or booking fee.

Unless stated otherwise in the quotation:

a. the deposit or booking fee secures the booking date and planning time;

b. the remaining balance is payable on completion of the shoot or before final edited files are released;

c. final files may be withheld until full payment has been received;

d. additional work, extra editing, extra visits, extended shooting time, travel outside the agreed area, parking, permits, venue charges, or specialist requirements may be charged in addition to the quoted price.

Late payments may result in delayed delivery of files and may be pursued in accordance with applicable law.

6. Cancellation and Rearrangement by the Customer

If you cancel or rearrange a confirmed booking, the following charges may apply unless agreed otherwise in writing:

a. more than 7 days before the booked date: deposit or booking fee retained to cover planning and administration;

b. 2 to 7 days before the booked date: up to 50% of the agreed fee may be payable;

c. less than 48 hours before the booked date, or non-attendance/access failure on the day: up to 100% of the agreed fee may be payable.

We will act reasonably and may reduce or waive charges where we are able to rebook the time or where cancellation is due to circumstances outside your control. Weather-related postponements made by the Operator are not treated as customer cancellations.

For consumer bookings made at a distance or away from business premises, statutory cancellation rights may apply. If you ask us to begin work during any statutory cancellation period, you may be required to confirm that request in writing and acknowledge that cancellation rights may be affected once the service has been fully performed.

7. Cancellation or Rearrangement by the Operator

We may cancel, postpone, or rearrange the work where necessary due to weather, illness, equipment failure, legal restrictions, airspace restrictions, safety concerns, emergency, access issues, or other circumstances outside our reasonable control.

Where we cancel and cannot provide a reasonable rearranged date, our liability will normally be limited to refunding any amount paid for the services not provided. We are not liable for indirect loss, consequential loss, lost profit, lost opportunity, or third-party costs arising from cancellation or postponement.

8. Deliverables and Editing

The deliverables will be those stated in the quotation or written booking confirmation.

Unless otherwise agreed, we will select the final images, clips, angles, and edits based on professional judgement. Raw files, unedited footage, project files, flight logs, or unused images are not included unless expressly agreed in writing.

Editing includes standard adjustments only, unless a specific editing package has been agreed. Additional revisions, advanced retouching, object removal, complex video edits, music licensing, captions, graphics, vertical/social media cuts, or re-edits may incur additional charges.

9. Turnaround Times

Estimated delivery times are estimates only and are not guaranteed unless expressly agreed in writing.

Delivery may be affected by workload, weather rearrangements, editing complexity, customer feedback delays, payment delays, technical issues, or other matters outside our control.

10. Customer Review and Revisions

Where revisions are included, you must request them within 7 days of delivery unless otherwise agreed.

Revision requests must be reasonable and within the original scope of the booking. Requests that change the brief, require additional shooting, require substantial re-editing, or were not included in the original quotation may be charged separately.

11. Copyright and Usage Licence

Unless expressly agreed in writing, copyright in all photographs, videos, edited works, reports, and other creative material remains with the Operator.

Upon full payment, you are granted a non-exclusive, non-transferable licence to use the agreed final deliverables for your own personal, business, marketing, website, social media, property, event, insurance, contractor, or internal purposes, as appropriate to the booking.

You must not sell, license, transfer, edit, alter, misrepresent, or supply the material to third parties for commercial resale without our written permission.

You must not claim that you created the images or footage. Where practical, credit to Apex Drones is appreciated but not required unless agreed as part of a discounted or collaborative arrangement.

12. Operator Portfolio and Marketing Use

Unless you tell us otherwise in writing before the work is carried out, we may use selected images or footage from the work for our own portfolio, website, social media, advertising, case studies, and promotional materials.

We will act reasonably and will not knowingly publish sensitive, confidential, private, or security-sensitive material.

If the work involves private homes, children, vulnerable individuals, confidential sites, restricted premises, or sensitive commercial information, you should tell us in writing before the shoot so that any restrictions can be agreed.

13. Privacy and Data Protection

We will handle personal data responsibly and only use it for purposes connected with enquiries, bookings, providing the services, payment, customer communication, record keeping, and legitimate business administration.

Drone photography and video may incidentally capture people, vehicles, neighbouring properties, or surrounding areas. We will take reasonable care to avoid unnecessary intrusion, but you are responsible for informing us of any specific privacy concerns before the work begins.

14. Third-Party Permissions, Locations and Venues

Some locations, venues, estates, parks, events, commercial premises, heritage sites, or managed areas may require separate permission, fees, permits, or authorisation.

Unless expressly agreed in writing, you are responsible for obtaining and paying for any required location permissions, access permissions, parking, venue fees, site inductions, permits, or related charges.

If permission is refused or withdrawn, or if site staff, police, security, airspace restrictions, or other authorities prevent the flight, we may charge for reasonable time and costs incurred.

15. Events and Live Work

For event work, you acknowledge that drone operations may be limited by crowd density, safety distances, venue rules, flight restrictions, weather, light, and the availability of safe take-off and landing areas.

We cannot guarantee that every moment, guest, tent, stand, performance, vehicle, speaker, or feature will be captured unless this has been specifically agreed in writing and is safe and practical to do so.

16. Roof, Property and Inspection Imagery

Where we provide roof, gutter, chimney, building, solar panel, or property imagery, the service is limited to capturing visual imagery from accessible and lawful aerial viewpoints.

We do not provide a building survey, roof survey, structural survey, valuation, safety certification, engineering opinion, or professional defect diagnosis.

Any comments, labels, arrows, notes, or report wording are based only on what is visible in the imagery and should be treated as visual observations, not professional surveying conclusions.

You should obtain advice from a suitably qualified roofer, builder, surveyor, engineer, insurer, or other professional before relying on the imagery for repair decisions, safety decisions, purchase decisions, insurance claims, legal disputes, or major expenditure.

17. No Guarantee of Specific Results

We will use reasonable skill and care in providing the services.

However, drone imagery is affected by weather, light, access, distance, angles, obstructions, reflective surfaces, shadows, vegetation, dirt, roof pitch, building layout, airspace restrictions, safety limits, and camera limitations.

We do not guarantee that the imagery will reveal every defect, issue, angle, feature, leak source, damage area, or point of concern.

18. Liability

Nothing in these terms limits or excludes liability where it would be unlawful to do so.

Subject to that, our total liability for any claim connected with the services will normally be limited to the amount paid by you for the relevant booking.

We are not liable for indirect loss, consequential loss, loss of profit, loss of business, loss of opportunity, loss of data, reputational loss, third-party claims, or costs arising from your use or interpretation of the imagery.

You remain responsible for decisions made using the images, footage, report, or other deliverables.

19. Equipment Failure and File Loss

We take reasonable care with equipment, memory cards, storage, and file handling. However, equipment failure, card corruption, software failure, accidental damage, or file loss can occur.

Where files are lost or unusable due to technical failure, our liability will normally be limited to offering a reshoot where practical or refunding the relevant part of the fee.

We are not liable for losses beyond the amount paid for the affected work.

20. Complaints

If you are unhappy with the service or deliverables, you must tell us in writing within 7 days of delivery, explaining the issue clearly.

We will review the matter and, where appropriate, may offer a reasonable correction, re-edit, partial refund, reshoot, or other remedy. We are not required to provide refunds or reshoots for issues caused by changes in your preferences, unclear instructions, unsuitable site conditions, weather limitations, or matters outside the agreed scope.

21. Force Majeure

We are not liable for delay or failure to perform caused by events outside our reasonable control, including but not limited to severe weather, illness, accident, equipment failure, transport disruption, airspace restrictions, legal restrictions, emergency services activity, venue restrictions, power failure, internet failure, civil disturbance, or acts of government or public authority.

22. Governing Law

This agreement is governed by the law of England and Wales.

The courts of England and Wales will have jurisdiction unless applicable consumer law provides otherwise.

23. Entire Agreement

The quotation, booking confirmation, and these terms form the entire agreement between you and us.

Any changes must be agreed in writing.