File Storage Policy – T&C

When you commission a project, the final delivery includes only the exported files agreed upon. However, you have the option to secure the long-term storage of your project and its outputs through our Project Retention Service. Please read the terms below carefully.

1. Standard File Retention

Unless the Project Retention Service has been selected, all project files—including raw materials, editable files, and all project outputs—will be deleted 14 calendar days after final delivery.

After this 14-day window, recovery of any part of the project will not be possible.

2. Optional Project Retention Service

For long-term protection, clients may choose to pay a Project Retention Fee equal to 10% of the total project cost, up to a maximum of £200. This fee includes:

  • Secure backup of all project outputs, including final exports, working files, and raw material.

  • Guaranteed retention of files for 5 years from the project completion date.

  • One complimentary file retrieval request per year (additional retrievals may incur a nominal admin fee).

After 5 years, storage is no longer guaranteed and files may be deleted without notice.

This is an optional fee, but it will appear by default on all project estimates unless the client has opted out entirely in writing.
The service must be selected before final delivery. It cannot be added after project completion, and all fees are non-refundable.

3. File Types Covered

The Project Retention Service covers:

  • All project outputs, including final exports (e.g., videos, images, audio)

  • Working project files (e.g., Adobe Premiere, After Effects, Photoshop, etc.)

  • Raw materials created or captured during the project (e.g., original footage, sound recordings)

Excluded: Any licensed third-party content (e.g., stock footage, music, plugins, fonts) unless explicitly agreed in writing.

4. Transfer of Ownership

Payment of the Project Retention Fee does not transfer copyright or full ownership of the original working files or raw materials. Ownership terms remain as per the original project agreement. Licensing for final delivered work remains unaffected.

5. Client Notification & Delivery

Clients who opt into the Project Retention Service will receive a Dropbox link confirming their files have been securely backed up.
It is the client’s responsibility to download this confirmation or notify us within 7 days if they have not received the link.

6. Limitations & Liability

We use a professional-grade cloud backup system with zero-risk redundancy for up to 1 year, ensuring reliable protection during that period.

Beyond the first year, files are retained using standard archival methods (including offline and redundant storage), which offer strong but not infallible protection. As such, we cannot guarantee against loss caused by:

  • Hardware failure

  • Fire, flooding, or natural disaster

  • Theft or criminal damage

  • Cybersecurity breaches or data corruption

This retention policy offers reasonable best-effort storage, not an absolute guarantee. Clients relying on long-term access are encouraged to request their files early and maintain personal backups.

7. Client Responsibility

It remains the client’s responsibility to:

  • Keep their own secure backups of any delivered exports.

  • Download and store final files themselves within 14 days if declining the storage service.

8. Amendments

We reserve the right to update this policy or terminate the Project Retention Service at any time. Any change will not affect existing storage arrangements already paid for.