Terms And Conditions

Welcome to Sophos Media Productions! These Terms & Conditions ("Terms") govern your use of our website and services. By accessing or using our services, you agree to be bound by these Terms.

1. Acceptance of Terms

By accessing or using our website and services, you agree to comply with and be bound by these Terms and all applicable laws and regulations. If you do not agree with these Terms, you are prohibited from using or accessing our services.

2. Changes to Terms

We reserve the right to modify these Terms at any time. Any changes will be effective immediately upon posting on our website. Your continued use of our services after any changes signifies your acceptance of the new Terms.

3. Services Provided

Sophos Media Productions specializes in creating video and audio content, including but not limited to YouTube videos, podcasts, social media content such as vertical reels and Shorts, and other multimedia productions. All services are provided subject to these Terms and any applicable contractual agreements.

4. Contractual Agreement Requirement

All work performed by Sophos Media Productions requires a signed contractual agreement prior to the commencement of any services. By engaging our services, you agree to:

• Execute all necessary contractual documentation before work begins

• Complete all contractual obligations as specified in your signed agreement

• Fulfill all financial obligations as outlined in your contract

• Acknowledge that contractual obligations remain binding except in cases of force majeure (acts of God, natural disasters, or other circumstances beyond reasonable control)

5. Content Usage and Marketing Rights

By engaging Sophos Media Productions for services, you grant us the following rights, unless you provide written notice to opt out:

• Marketing Usage: Your content, likeness, and project materials may be used in our marketing campaigns, social media posts, and promotional materials

• Website Feature: Your content and/or your designation as a client may be featured on our website for portfolio, testimonial, or promotional purposes

• Social Media: Your content may be shared across our social media platforms as examples of our work

Opt-Out Process: You may opt out of these usage rights by providing written notice to Sophos Media Productions at any time. Written notice must be submitted via email or physical correspondence and will be effective upon receipt.

6. File Retention and Client Responsibilities

Retention Period: Sophos Media Productions will retain all final products, raw materials, and project files for a maximum period of six (6) months from the date of project completion.

Client Responsibilities:

• Clients are solely responsible for downloading and storing their video and audio files if they wish to retain them beyond the six-month retention period

• Sophos Media Productions is not liable for any loss of content after the retention period expires

• We strongly recommend clients download and backup all files immediately upon project completion

7. Use of Services

You agree to use our services only for lawful purposes and in accordance with these Terms. You must not use our services in any way that:

• Violates any applicable local, national, or international law or regulation

• Is fraudulent, harmful, or in connection with any unlawful or fraudulent activity

• Transmits any unsolicited or unauthorized advertising, promotional materials, or spam

• Infringes upon the intellectual property rights of others

8. Scheduling and Cancellation Policy

Appointment Commitments: Clients are expected to honor all scheduled appointments and sessions with Sophos Media Productions.

Cancellation and Rescheduling Requirements:

• A minimum of seventy-two (72) hours advance notice is required for any cancellations or rescheduling requests

• Notice must be provided in writing (email or other documented communication)

• Cancellations or rescheduling requests made with less than 72 hours notice may result in cancellation fees

Cancellation Fees:

• Failure to provide adequate notice may result in Sophos Media Productions charging a cancellation fee for loss of scheduled work time

• Cancellation fees are assessed at the discretion of Sophos Media Productions

• Fees may be up to fifty percent (50%) of the scheduled session fee

• Such fees are due and payable within thirty (30) days of invoice

9. Payment and Financial Obligations

All financial obligations must be fulfilled according to the terms specified in your signed contract with Sophos Media Productions. Failure to meet payment obligations may result in suspension of services and potential legal action for collection of outstanding amounts.

10. Intellectual Property

Our Content: All content, features, and functionality on our website, including text, graphics, logos, icons, images, and software, are the exclusive property of Sophos Media Productions or its licensors and are protected by intellectual property laws.

Client Content: Upon full payment and completion of contractual obligations, clients retain ownership of their final delivered content, subject to the marketing usage rights outlined in Section 5 above.

11. Limitation of Liability

To the fullest extent permitted by law, Sophos Media Productions shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from:

• Your use of or inability to use our services

• Any unauthorized access to or use of our servers and/or personal information stored therein

• Any interruption or cessation of transmission to or from our services

• Any bugs, viruses, trojan horses, or similar harmful components

• Any errors or omissions in any content or any loss or damage incurred due to the use of any content provided through our services

• Loss of files after the expiration of our six-month retention period

12. Force Majeure

Neither party shall be liable for any failure or delay in performance under any contract due to circumstances beyond their reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, government actions, or other force majeure events.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which Sophos Media Productions operates, without regard to conflict of law principles.

14. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue to be valid and enforceable to the fullest extent permitted by law.

15. Contact Information

If you have any questions or concerns about these Terms, or if you wish to opt out of our marketing usage rights, please contact us at:

Sophos Media Productions
Contact us by phone: 615-583-2033

Last updated: 10/20/2025
These Terms & Conditions are effective as of 10/20/2025 and supersede all prior versions.