Legal Information

Public Image Promotions (PIP)
Effective: [20.6.2025]

Welcome! This Legal Policy outlines how we work, what you’re agreeing to when using our services, and how we protect your rights and ours.

We’re committed to working fairly, respectfully, and transparently with every artist, venue, client, and collaborator. Whether you're performing at one of our events, hiring us for media work, or using our digital services, this policy helps ensure we're all on the same page.

1. Consent & Participation

By submitting your information via our registration form, email, or through direct communication, you acknowledge and agree to the following:

  • Voluntary Information Sharing:
    You are submitting your details (including contact information, promotional links, bios, and media assets) voluntarily and confirm that all information provided is accurate, current, and submitted with the necessary permissions (e.g., for media featuring multiple performers).

  • Use of Submitted Content for Promotion:
    Unless you request otherwise in writing, PIP may use the submitted materials — including your name, band or act information, music, photos, bios, and videos — to promote potential bookings, gigs, events, or showcases. This may include sharing on social media, adding to event listings, or featuring you in press and marketing materials.

  • No Guarantee of Booking or Representation:
    Submission of your information does not constitute a contract, agreement, or guarantee of booking, representation, or partnership. We curate programming and services based on suitability, availability, quality, audience fit, and the specific goals of each event or project.

  • Ongoing Communication:
    By submitting your details, you consent to being contacted by PIP regarding your submission, upcoming opportunities, or service-related communication, unless you opt out.

  • Right to Withdraw Consent:
    You may withdraw your consent to the use of your materials or participation in promotions at any time by contacting us. We will respect all reasonable requests to remove or stop using your content, where feasible.

2. Media Capture, Ownership & Usage

We regularly capture photos and videos at gigs, open mics, weddings, festivals, and other events as part of our creative and promotional services. These visuals are an important part of showcasing the artists, venues, and experiences we work with — and are used to build momentum across our platforms and networks.

Media Ownership & Rights

  • All photographs, video footage, and creative content captured by PIP (or by creators contracted on our behalf) remain the intellectual property of Public Image Promotions unless a separate licensing or ownership agreement is made in writing.

  • PIP reserves the right to edit, crop, watermark, or repurpose this content for use across our:

    • Website and portfolio

    • Social media pages (e.g., Instagram, Facebook, YouTube)

    • Printed promotional materials (e.g., posters, flyers, press kits)

    • Advertising, campaigns, and public-facing showcases

Performer & Client Use

  • You are welcome — and encouraged — to share any media we create for you, with credit given to PIP and our logo displayed if visible in the original.

  • You may repost content on social media or personal websites for non-commercial use, provided it remains unaltered unless otherwise agreed.

  • For commercial use (e.g., using photos in album covers, merchandise, or third-party campaigns), written permission or a licensing agreement is required.

Consent & Presence

  • By performing at or participating in an event where PIP is the organiser or creative agency, you acknowledge that media may be captured, and grant us the right to use it unless you notify us otherwise in advance.

  • If you are featured in a photo or video and would prefer it not be used, you may contact us at any time to request removal or modification where feasible.

Third-Party Rights

  • If other individuals (e.g., band members, guests, venue staff) appear in submitted or captured media, you are responsible for ensuring they have consented to its use.

  • We reserve the right to remove or withhold content where permission cannot be verified.

Commercial Use

  • You may not sell, modify, or republish media provided by PIP for commercial purposes without express written permission.

  • If you’d like to license any content we create, please get in touch.

Removal Requests

If you appear in a photo or video and prefer it not be used publicly, contact us and we’ll do our best to remove or replace it.

3. Third-Party Service Collaboration

To fulfil specific technical or creative requirements—such as advanced rigging, audio-visual setups, or staging—we may collaborate with carefully selected third-party suppliers. These partnerships enable us to provide the highest quality service when our in-house resources are unavailable or when additional support is necessary.

When Third-Party Services Are Engaged

  • If our internal team or equipment is unavailable on the scheduled date.

  • For large-scale events requiring more extensive staging, lighting, or sound production than we can provide ourselves.

  • When extra photographers or videographers are needed, either to supplement our team or if our primary personnel are unavailable.

  • If our sound engineers are fully booked and additional technical expertise is required.

Types of Third-Party Providers We May Use

  • Professional staging and lighting companies specialising in large or complex setups.

  • Audio-visual technicians, including PA system specialists and sound engineers.

  • Photography and videography professionals, including drone operators and multi-camera crews.

  • Equipment hire services for instruments, microphones, and backline gear.

  • Digital service providers for website hosting, domain registration, and online marketing.

  • Print and promotional companies for merchandise and marketing materials.

  • Creative and production personnel to support event delivery where necessary.

Your personal information will only be shared with third-party providers once your booking is confirmed and solely for the purpose of delivering the agreed services.

We are committed to transparent collaboration and always act in your best interests when working with third-party suppliers.

4. Content Creation & Digital Services

We provide a wide range of design and content creation services tailored specifically for musicians, venues, and event organisers. These services may include, but are not limited to:

  • Website design, development, and maintenance

  • Management and creation of social media pages and campaigns

  • Branding services such as logos, posters, press kits, and visual identity assets

  • Production of showreels, promotional videos, and various marketing materials

Ownership and Intellectual Property

  • Unless explicitly stated otherwise in a written agreement, you retain full ownership of all your personal intellectual property, including your name, music, image, and identity.

  • PIP retains the copyright and creative rights to any original templates, layouts, designs, and proprietary materials we create during the project.

  • You will be granted a non-exclusive, non-transferable licence to use these creative materials for the purposes agreed upon, subject to the terms of our contract.

Use and Display of Work

  • We reserve the right to feature completed projects or elements thereof within our professional portfolio, marketing materials, and promotional showcases to demonstrate our work and capabilities.

  • If you prefer that your project is not publicly displayed, please notify us in writing prior to the commencement of work, and we will respect your confidentiality requirements where reasonably possible.

Client Responsibilities

  • You agree to provide all necessary materials, information, and approvals promptly to enable us to deliver services efficiently and on schedule.

  • It is your responsibility to ensure that any materials you provide (such as logos, music files, images) do not infringe on third-party rights or copyright laws.

Revisions and Amendments

  • Our service includes a mutually agreed number of revisions. Additional changes or amendments beyond the agreed scope may incur extra charges, which will be communicated and agreed in advance.

Confidentiality and Data Protection

  • All client information and project details will be treated with strict confidentiality and handled in compliance with relevant data protection legislation.

  • We will only share your information with third parties when necessary to deliver the agreed services and with your prior consent where required.

    5. Promotion & Event Collaboration

At PIP, we take the lead in promoting events to ensure maximum reach and engagement. Our promotional efforts include, but are not limited to:

  • Designing eye-catching posters, flyers, and digital creatives

  • Setting up and managing event listings across relevant platforms and websites

  • Creating and scheduling social media posts to raise awareness and build excitement

Collaborative Promotion

We believe that collaborative promotion yields the best results. To that end:

  • You will be invited to co-host events on social media platforms such as Facebook and Instagram, allowing you to actively engage with your audience and expand the event’s reach.

  • We encourage all parties involved to participate by sharing event content, tagging relevant accounts, and cross-promoting across their own channels.

  • Collaborative promotion helps build momentum, increases visibility, and fosters a stronger connection with your community.

Support and Responsibility

  • While we lead the promotional activities, we do not expect you to manage this process alone. We provide ongoing support and guidance to ensure a smooth and effective campaign.

  • Should you require additional assistance with marketing or advertising beyond the agreed scope, please let us know so we can discuss potential arrangements.

Use of Promotional Materials

  • All promotional materials created by PIP remain our intellectual property unless otherwise agreed in writing.

  • You may use these materials for the agreed promotional purposes but should not alter or distribute them without prior consent.

Event Listings and Information Accuracy

  • We strive to ensure all event listings and promotional information are accurate and up to date.

  • You are responsible for providing timely and correct details about the event, including dates, times, venues, and any changes that may affect promotion.

By working together, we aim to create successful, well-attended events that benefit all parties involved.

6. Mailing List & Contact Preferences

We respect your privacy and preferences when it comes to communication. Our mailing list and contact practices are designed to keep you informed while giving you full control over how and when we contact you.

Subscription and Consent

  • By subscribing to our mailing list, newsletters, or updates, you consent to receive communications related to our services, events, promotions, and relevant industry news.

  • We only collect and process your personal information with your explicit consent, in accordance with data protection laws such as the UK GDPR.

Types of Communications

Our communications may include:

  • Event announcements and updates

  • Promotional offers and special deals

  • Newsletters featuring industry insights, tips, and company news

  • Requests for feedback or participation in surveys

  • Service updates and changes to our policies

Managing Your Preferences

  • You can update your contact preferences or unsubscribe from our mailing list at any time through the links provided in our emails or by contacting us directly.

  • Opting out will not affect any necessary communications related to your existing bookings or services.

Use and Protection of Your Data

  • Your personal data will be stored securely and will not be shared with third parties without your consent, except where necessary to deliver agreed services or as required by law.

  • We employ appropriate technical and organisational measures to protect your information against unauthorised access, loss, or misuse.

No Unsolicited Marketing

  • We do not engage in unsolicited marketing. You will only receive communications from us if you have opted in or if there is a legitimate interest in doing so within the boundaries of the law.

Contacting Us

  • If you have any questions or concerns about your mailing list subscription or contact preferences, please get in touch with us directly. We are committed to addressing your requests promptly and respectfully.

7. Privacy & GDPR Compliance

t PIP, protecting your privacy and personal data is of utmost importance. We are committed to handling all personal information in full compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.

Data Collection and Use

  • We collect only the personal data necessary to provide our services effectively and to communicate with you. This may include your name, contact details, payment information, and any other relevant information required for bookings or correspondence.

  • Your data is used solely for the purposes specified at the time of collection, including delivering our services, managing your account, marketing communications (where consented), and legal compliance.

Lawful Basis for Processing

  • We process your personal data based on lawful grounds, including your consent, performance of a contract, legitimate interests, or compliance with legal obligations.

  • Where consent is required, you have the right to withdraw it at any time, without affecting the lawfulness of prior processing.

Data Security

  • We implement appropriate technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction.

  • Our systems are regularly reviewed and updated to maintain security standards in line with best practices.

Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right of Access: You can request a copy of the personal data we hold about you.

  • Right to Rectification: You can ask us to correct any inaccurate or incomplete information.

  • Right to Erasure: You may request deletion of your personal data where there is no lawful reason for us to retain it.

  • Right to Restrict Processing: You can ask us to limit how your data is used in certain circumstances.

  • Right to Data Portability: You have the right to receive your data in a structured, commonly used format and transfer it to another controller.

  • Right to Object: You may object to the processing of your data for direct marketing or other legitimate interests.

  • Rights Related to Automated Decision-Making: You have protections against decisions made solely by automated processes without human involvement.

To exercise any of these rights, please contact us using the details provided in the ‘Contact Us’ section of this policy.

Data Retention

  • We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including compliance with legal, accounting, or reporting requirements.

  • When data is no longer needed, it will be securely deleted or anonymised.

Third-Party Data Sharing

  • We do not share your personal data with third parties except where necessary to deliver our services (such as trusted suppliers) or as required by law.

  • Any third parties involved in processing your data on our behalf are contractually bound to maintain confidentiality and comply with applicable data protection laws.

Cookies and Tracking Technologies

  • Our website may use cookies and similar technologies to enhance user experience and analyse site usage.

  • Detailed information about our cookie usage and your choices is available in our Cookie Policy.

Changes to Our Privacy Practices

  • We may update this Privacy & GDPR Compliance section from time to time to reflect changes in law or our practices.

  • Any significant changes will be communicated via our website or direct communication where appropriate.

8. Disclaimers

General Disclaimer

While PIP endeavours to provide accurate, reliable, and up-to-date information through our services and communications, all content is provided “as is” and “as available.” We make no warranties or representations, express or implied, regarding the completeness, accuracy, reliability, suitability, or availability of any information, products, or services offered.

Limitation of Liability

  • To the fullest extent permitted by law, PIP, its employees, agents, and affiliates shall not be liable for any direct, indirect, incidental, consequential, or punitive damages arising out of or in connection with the use of our services or reliance on any information provided.

  • This includes, but is not limited to, loss of profits, loss of data, personal injury, or any other damages, even if PIP has been advised of the possibility of such damages.

Event and Service Outcomes

  • While we strive to deliver the highest standards in event promotion, content creation, and related services, outcomes such as event attendance, commercial success, or audience engagement cannot be guaranteed.

  • Factors beyond our control—including but not limited to weather conditions, technical failures, third-party actions, or unforeseen circumstances—may affect the final results.

Third-Party Services

  • When engaging third-party providers on your behalf, PIP acts as an intermediary and does not accept liability for their performance, actions, or omissions.

  • We carefully select trusted suppliers, but we cannot guarantee or be held responsible for third-party services beyond our direct control.

Intellectual Property

  • All intellectual property rights related to materials provided by PIP remain the property of PIP or its licensors unless otherwise agreed in writing.

  • Use of our materials is subject to agreed terms and does not transfer ownership.

External Links

  • Our website or communications may include links to external websites for your convenience. These links do not imply endorsement, and we have no control over the content or practices of those sites.

  • PIP accepts no responsibility for any loss or damage arising from your use of external links or third-party websites.

Changes to Services and Policies

  • PIP reserves the right to modify, suspend, or discontinue any aspect of our services or policies at any time without prior notice.

  • Continued use of our services following changes constitutes acceptance of the updated terms.

10. Payment Terms & Indemnity

Payment Terms:

  • Invoices issued upon service confirmation; payment due within 14 days.

  • A non-refundable deposit (25–50%) may be required to reserve dates and services.

  • Final balances due before event delivery or content handover.

Late Payment:

Invoices are payable within the time frame specified on your invoice or agreement (typically within 14 days unless otherwise agreed in writing).

In cases of late payment:

  • Interest may be applied to overdue balances at a rate of 8% per annum above the Bank of England base rate, calculated daily.

  • An administration fee of £25 may also be charged to cover additional costs incurred in pursuing overdue payments.

  • Persistent non-payment or failure to respond to reminders may result in the suspension of ongoing services and referral to legal recovery or third-party debt collection where appropriate.

Accepted Payment Methods:

  • Bank transfer (preferred)

  • Credit/debit card (via secure link)

  • PayPal (may incur fees)

Indemnity:


Clients agree to indemnify and hold PIP harmless against all liabilities, claims, damages, costs, and expenses (including legal fees) arising from -

  • Use or misuse of our services

  • Intellectual property infringement

  • Personal injury or property damage related to client activities

  • Submitted materials or actions by the client that breach applicable laws or agreements

Deposit & Cancellation Policy

Deposits:

To confirm a booking or service agreement, a deposit may be required. This will be:

  • Specified in advance during the booking process.

  • Typically non-refundable, unless otherwise agreed in writing.

  • Deducted from the final invoice or total service fee.

Deposits secure your slot, cover initial admin or creative work, and allow us to commit resources to your project or event.

Client-Initiated Cancellations:

If you cancel after paying a deposit:

  • More than 30 days before the scheduled date: any refundable portion (excluding non-refundable deposit and any unrecoverable third-party costs) will be returned.

  • 15–30 days prior: 50% of the total agreed fee will be charged.

  • Within 14 days of the event/service date: 100% of the total fee may be retained or charged, at PIP’s discretion, unless extenuating circumstances apply.

All cancellations must be made in writing (via email) and are only valid upon confirmation of receipt.

Cancellations by PIP:

In rare cases where PIP must cancel a confirmed booking (excluding force majeure or circumstances beyond our control):

  • You will be notified in writing as soon as possible.

  • Any fees paid will be refunded in full or an alternative date/service will be offered.

  • PIP will not be liable for indirect losses, such as travel, accommodation, or third-party expenses.

Force Majeure:

Cancellations or disruptions due to events outside either party’s reasonable control — such as severe weather, illness, government restrictions, or technical failures — will be treated with flexibility. Deposits may be held as credit, partially refunded, or applied to a rescheduled date where feasible.

9. Updates to This Policy

Policy Revisions

PIP may update or amend this policy from time to time to reflect changes in legal requirements, our operational practices, or improvements in our services. Such updates ensure that our policies remain current, transparent, and aligned with best practices.

Notification of Changes

  • Where significant changes are made, we will make reasonable efforts to inform you prior to the changes taking effect. This may include notifications via email, website announcements, or direct communication through your registered contact details.

  • Minor updates, such as clarifications or formatting changes, may be implemented without prior notice but will be clearly reflected in the policy’s revision date.

Your Continued Use

  • Your continued use of our services or website after any updates constitutes your acceptance of the revised policy.

  • If you do not agree with the changes, you should contact us to discuss your concerns or, where applicable, cease using our services.

How to Review the Current Policy

  • The latest version of this policy will always be accessible on our website for your review.

  • We encourage you to review this policy periodically to stay informed of any updates.

10. Contact Us

For content concerns, privacy questions, or general enquiries:

📧 [Contact@publicimagepromotions.co.uk]
🌐 [www.publicimagepromotions.co.uk]

We’re always happy to clarify, assist, or discuss how we work.