Terms of Service – Album design
Last updated: May 23, 2018
1. General terminology and album sizes
1.1. The jpg files we send back to you for approval or print are SPREADS. One SPREAD contains two sides (pages) of an open album. One SPREAD = two PAGES.
1.2 When ordering your album, the size you specify will apply to a SPREAD and not a page, unless specified otherwise. For example, if you order an album size of 30x80 c"m, the entire SPREAD will be 30 c"m in height and 80 c"m in length - and not a page.
1.3 Every file that we design and send you is called a SPREAD. Even if some were smaller sized for example a cover, this is still called a spread and is billed like a spread.
2. Limits of Liability
2.1. Once we have delivered files to the client, the storage of those files are no longer the responsibility of Vinewood Studios. The client should not send original copies of files to us, as we are not responsible if files or media are damaged during transport, storage, or handling.
2.2 Each album is sent to you for approval before print and revisions will be done if necessary. Once the client has received design or image files from us, it is the client's responsibility to make sure that the requested revisions were done properly and to perform a final check on spelling, dates, alignments, colors, strokes, duplicate spreads, duplicate images, wrong images, spread size, and\or other related issues which might not be easily visible via online proofs. Our limit of liability cannot exceed the cost of our services or products provided.
2.3 If our design or image service is not approved within 1 year of submission, we reserve the right to close out the project and to charge any remaining fee.
3. Working with photographers
3.1. Photographers that work with us on a regular basis will have a "global instruction file" with that will contain global design instructions for all albums of a specific photographer. We also advise in providing us with static sizes and static spread numbers for each type of event that will have the same settings. These global instructions will be the base for our design work on your albums.
3.2 Changes or additions to the global instructions can be made at any time but any changes\additions made will only apply to future albums and not to albums that have already begun design work on them.
4. Sending us files and folders for album design
4.1 For any type of album, if the pictures were taken from more than one camera, the date and time in all cameras must be synchronized to the correct time so that we can sort the pictures according to the time taken. Otherwise, you may be charged for us to syncronize the pictures.
4.2 The following methods (below) of dividing photos into folders is conditional to get our "revision service". For example, if we receive bride and groom family photos mixed in the same folder, we cannot include in the revision service, requests on these photos if we mixed the families on the same spread.
4.3 The following folder structure is for weddings but the general idea of dividing photos into folders applies to any album that has multiple categories.
4.4 For the most part, the graphic designer can correctly identify the order of the images. But there are cases that a graphic designer can not know how to divide the pictures such as family images, because he does not know the family. Therefore, images of this kind must be divided into folders (for example, "the bride's family", "the groom's family") in order to receive revision request services on requests such as "families were mixed." Here are some examples of folders that must be created to get repair services:
4.5 If there were more than one camera at an event, you must make sure that all cameras were synced to the correct date and time and that all images are sorted chronologically. There should not be a folder called "Second Photographer." Otherwise you might be charged for synchronization time.
4.6 If you did not separate the images to folders as described above and we receive revision requests to replace an image from one page to another, you will be charged for "non-service revisions" detailed below.
5. File transfers
5.1 In order for all images to print in good quality, only pictures of maximum quality should be sent. If pictures are not sent to us at the highest quality, we will not be responsible for the print quality.
5.2 You can send us files for an album in any way that you are most familiar with. You can either send them via a file transfer site like MyAirBridge or we can set-up a cloud service together like Dropbox, BitTorrentSync, Mega, etc. If you plan to work with us regularly, we recommend using a free program called RESILIO SYNC that will sync you directly to our computer (to your personal folder) - contact us for details on how to set this up.
5.3 If you choose to send files via a cloud service, we need to know for each album how many photos need to be synced. This is to prevent us from starting the design job before all photo are synced. You can add this number in a text file or just specify the number by adding it to the folder name. Same goes for the names, dates, or any other specific instructions you might have for the album.
5.4 It is the customer's responsibility to verify if the files were received by us. If the number of pictures does not correspond to the number of pictures written by the customer, we will not open a new order and it will not enter the design que. We will not send a message to the customer about an unopened order and the client must make sure that the order was received and everything is OK. We are not responsible for any damage caused by late orders due to missing images or missing instructions.
5.5 We do not have a "selective" service. Meaning, we cannot accept large amounts of photos with a request that we choose only the best ones for the album. ALL IMAGES SENT FOR AN ALBUM WILL BE USED IN THE ALBUM. There is no magic number to how many photos should be in an album. Some might prefer lots of small photos while other might like less and larger photos. In our opinion, the mix of the two is the winner. Generally, you can multiply the number of spreads you want by 10 and then delete 40-50 images from that. (Do not calculate a signing spread in a signing book). From our experience, images over the above calculation will cause some "crowding" on certain spreads. There is no revision service on requests due to a crowded spread.
5.6 When sending us photos for an album, you are permitting that all photos you sent us can be included in the album. Therefore, there will not be a revision service on requests to delete photos from an album - even very similar photos. Please advise your clients only to choose photos that they want to appear in the album.
5.7 In the event that you accidentally create a new album order that we have already designed, and we designed the same album a second time, you will be charged for this additional album and we have no responsibility to remember that these images have already been designed. Even if you asked if we received an album of a certain name and we mistakenly say that we did not receive it, it does not mean that we did not receive it and you will be charged for two albums if we designed the same album twice. The photographer has the responsibility to manage the albums sent to us.
5.8 Design instructions are only acceptable via e-mail or attached to the order in a text/word file. Design instructions that have been written in the file names of the images will not be accepted.
6. Workflow and timetables
6.1 Our goal is to complete the design within 7-10 business days from the time we received the order. Orders that were received after 12:00 PM will be registered as received on the following business day. This does not apply to clients who are overdue on payment.
6.2 There might be delays during Holiday seasons and other busy times of the year.
6.3 When revision requests are sent to us, the revision work will start within 24 hours of receiving them. Completion of revisions will depend on the amount of revision requests we receive.
6.4 Album orders will apply for work done on ONE album only, for a married couple or for a family. Requests for changes or any other work on an album for parents are not included in the revision service and will be charged according to work time.
7. Sending albums for approval
7.1 On completion of the album design, we will send you an email with a link to a password-protected page on this site where the album can be reviewed easily on all devices such as computers, tablets, and mobiles. A PDF file of the album for review will also be included in the email. The client can click a button to approve the album for print or to request revisions. For the convenience of photographers, our site navigation and logos will be hidden from view. You can see an example album review page here (password: 1234). Feel free to click the buttons and submit the forms - it's only an example page.
7.2 In general, we do not send low-res images for approval in any other way but you can request this for certain cases.
7.3 We do not provide the Photoshop files, only the JPEG files.
7.4 We send an email and Whatssapp message about albums ready for approval. We do not have the responsibility to make sure an email was sent successfully. If you have not received an email about an overdue album or about revision requests, you should contact us to find out what's happening with your order and we will look into it.
8. Revisions policy
8.1 Each album gets one main revision round which is included in our "revision service." You must send ALL of the revision requests in one round. Additional revisions will be accepted if the revisions of the first round were not to the satisfaction of the client. After completing revisions, we will once again send the album for approval.
8.2 A "revision" is considered a request for alteration of an existing design with specific instructions for placing, replacing, re-sizing, or altering specific images on specific pages.
8.3 The following does *not* constitute a revision: re-design of the majority of pages in an album, vague (non-specific) requests to alter the design, re-submission of new images, deletion of images that were chosen (even similar images), requests due to "crowded" spreads (you must send the correct amount of images for an album), alteration of the dimensions or orientation of a design, requests to swap many images from page to page on family pages in the case that the client had not separated the family images into folders (as mentioned in 4.4), or requests that take a long time to execute. If there are requests to remove spreads from the original design, we will still charge for those spreads in the final fee.
8.4 About requests for changes to a large number of pages or requests that take a long time to execute, the rule is that it should take a reasonable amount of time to make the changes. (For example, swapping a horizontal image with another horizontal image takes about 10 seconds to perform, but swapping a horizontal image with a vertical image and visa-versa, can take 5 minutes.) A reasonable time to make changes is about the amount of spreads ordered X 2 minutes. So for example, for an album with 30 spreads, a reasonable time to perform revision requests within the repair service is about an hour.
8.5 Sending additional images to add to the album after the design has been completed (or deleting images) is not included in the revision service and will have an additional charge.
8.6 Obvious additions such as: sending more photos to add to the album after the design, splitting a spread in two, etc. will be automatically charged without notification. Unclear and/or more expensive charges, resulting from requests sent from families, we will usually send you a notice in advance for approval. But if we did not send a message, you will be only be charged if they wish to keep the repaired spreads.
8.7 Telephone support will only be provided to our customer who ordered the album. No telephone service or personal meeting will be given to couples or families who are customers of our customer. The service to them will be provided via email and/or written messages.
8.8 We reserve the right to refund your design fee if we feel that we are unable to accommodate the revision requests for your album. In such scenarios, up to %50 of the original design cost will be refunded\credited to you and we will not release the design files to you.
8.9 Despite what is mentioned in section 8.8, in the event that the design was performed according to the requests of the Client when ordering the design, you will be fully charged.
8.10 Despite all the above, after an album was approved for print, there will not be anymore revision service for that album.
9. Sending albums to print
9.1 After the design is approved, we will send you the final JPG files for print. We do not provide any project files that were used to design the album. (For the occasional client will send the files after payment).
9.2 We do not send the files to a printing service. We can however do this but we strongly advise against it as we can not take responsibility if the wrong files get printed.
9.3 If we do however send your files to a printer, we add the following comment to the printing shop: "Please do not contact the photographer regarding the details of this order."
10.1 Payments can be made by bank transfer, cash, or check. You can pay by credit card by adding a 3% commission.
10.2 Each regular customer (distinct from a casual customer) must choose a payment plan that is convenient for him. Otherwise, payments must be made on the first of every month. An occasional customer will pay after approval of the design and before sending the files in print quality.
10.3 On your payment date, you will be billed for albums that were completed during that month even if they weren't approved for print yet. Revisions will be made as necessary, according to these terms of service, even after payment, but are separate from payment plans, and payments must be made for the design itself on your payment date.
10.4 We will send an invoice/receipt to the customer only after the reception of the payment and in the case of a check, after the check clears. You can receive a bulk transaction invoice several days before the payment date.
10.5 Payments that are 60 days overdue will be charged with collection and overdue fees. Payments that are 6 months overdue will be transferred to further legal proceedings and\or a collection agency.
10.6 Despite the above, both regular and casual customers shall not receive the last of their albums in print-quality before clearing the remaining debt. Explained simply, there shall not be a situation where a customer has a debt and and all of their designs were sent to print.
10.7 Payments that are overdue may cause delays in other albums from the client, including revisions.
10.8 The charge for a spread also applies if the spread is smaller (such as covers) and even if there is only one image on the spread.
11. Changes to the terms
11.1 All prices published and/or sent to you by the Company are without VAT, except in cases where it is explicitly stated that the price includes VAT.
11.2 All of the above terms are addressed to both men and women as well as to corporations and any other legal personality and were written in a masculine form for convenience purposes only.
11.3 Vinewood Studios reserves the right to update these terms at any time without notice to our customers. You have the responsibility to visit the site from time to time and review the conditions and check for changes and/or updates.