Welcome to Flying Swan Media
These Terms & Conditions govern the use of our website, enquiries, quotations, bookings, photography and videography services, digital galleries, films, photographs, and all products delivered by Flying Swan Media.
By browsing this website, requesting a quotation, paying a booking fee, signing a service agreement, or making use of our services, you acknowledge that you have read, understood and accepted these Terms & Conditions.
1. BOOKING CONFIRMATION
Your wedding or event date is only secured once:
Your Wedding Service Agreement has been signed by all required parties.
The required booking fee has been received.
Flying Swan Media has confirmed your booking in writing.
Dates are allocated on a first-come, first-served basis and cannot be reserved without both a signed agreement and booking fee.
2. PAYMENTS
Payment schedules are outlined within your Wedding Service Agreement.
Unless otherwise agreed:
The booking fee is non-refundable.
The remaining balance is payable before your wedding or event date.
Failure to make payment by the agreed due dates may result in a suspension of services.
No photographs, videos or other deliverables will be released until the outstanding balance has been paid in full.
3. PRICING
All prices are quoted in South African Rand (ZAR).
Prices are subject to change without notice for future bookings.
Once a booking has been confirmed, your quoted price is secured unless additional services or products are requested.
4. TRAVEL & ACCOMMODATION
Travel within the area quoted is included.
Additional travel outside the quoted area may incur travel charges.
Where travel exceeds approximately two hours from Stellenbosch, or where safe return travel is impractical, suitable accommodation may be required.
Any additional costs will always be discussed and approved beforehand.
5. COVERAGE TIMES
Coverage begins and ends according to the collection booked.
Should additional coverage be requested on the wedding day, it will be accommodated where possible and billed at the applicable hourly rate.
6. ARTISTIC STYLE
When booking Flying Swan Media, you are choosing our distinctive artistic style.
Creative decisions including:
remain entirely at our professional discretion.
Every wedding is unique and therefore every gallery and film will differ.
Specific poses, editing styles, compositions or individual images cannot be guaranteed.
7. IMAGE SELECTION
Flying Swan Media carefully reviews every image and video captured.
Duplicate photographs, test shots, accidental captures, eyes closed, excessive motion blur, missed focus and technically unsuitable files are removed during the culling process.
The number of delivered photographs is approximate and varies depending on:
Wedding size, Timeline, Weather, Venue & Events occurring during the day
8. EDITING & RETOUCHING
All delivered photographs receive professional editing including:
Advanced Photoshop work including body reshaping, object removal, face swaps or extensive retouching is not included unless specifically quoted.
9. DELIVERY TIMEFRAMES
Estimated delivery times are:
Photography
Off Season (May–August)
8-10 weeks
Wedding Season (September–April)
10–14 weeks
Videography Highlights
Off Season
8-12 weeks
Wedding Season
12-14 weeks
Ceremony & Reception Films
Off Season
10–12 weeks
Wedding Season
14–16 weeks
These are estimated turnaround times and may vary during exceptionally busy periods.
Editing is a creative process and quality will always take priority over speed.
10. SNEAK PEEKS
Where included, sneak peeks are generally delivered within approximately two weeks.
Delivery time may vary during peak wedding season.
11. ONLINE GALLERIES
Wedding galleries are delivered online.
Unless otherwise stated:
Galleries remain available for approximately two years.
Complimentary downloads remain active for twelve months.
Clients are responsible for downloading and backing up their photographs and films.
Flying Swan Media cannot guarantee availability once the gallery expires.
12. CLIENT BACKUPS
Flying Swan Media maintains archive copies of completed weddings for approximately two years after final delivery.
While every reasonable effort is made to maintain backups, clients are strongly encouraged to create and maintain their own backups immediately upon receiving their gallery.
13. COPYRIGHT
Flying Swan Media retains full copyright and intellectual property rights for every photograph and film produced.
Clients receive a non-transferable licence allowing personal use, including:
14. VENDOR SHARING
Flying Swan Media may provide selected photographs to venues, planners and other wedding suppliers involved in your wedding for portfolio and promotional purposes.
15. SOCIAL MEDIA
Clients are welcome to share photographs and films.
We kindly request:
Credit to Flying Swan Media where possible.
Images not be heavily filtered or edited in a way that misrepresents our work.
16. PORTFOLIO & MODEL RELEASE
Unless otherwise agreed in writing before the wedding, Flying Swan Media reserves the right to use photographs and films for:
Clients requiring complete privacy must notify Flying Swan Media before booking.
17. AERIAL COVERAGE
Aerial photography and videography are complimentary where included within your collection.
Drone flights are subject to:
Drone coverage can never be guaranteed.
18. VENUE RESTRICTIONS
Some venues, churches and officiants restrict photography, videography or drone usage.
Flying Swan Media cannot be held responsible for any limitations imposed by third parties.
19. WEATHER & LIGHTING
Photography and videography are dependent on available natural and artificial light.
Weather conditions including rain, wind, fog or storms may require changes to planned locations or photography timelines.
While every effort will be made to produce exceptional results under all conditions, Flying Swan Media cannot guarantee identical results under adverse weather or lighting circumstances.
20. GUEST INTERFERENCE
Flying Swan Media cannot be held responsible for missed moments caused by:
We strongly encourage unplugged ceremonies wherever possible.
21. TIMELINE DELAYS
Delays caused by:
may reduce available photography time.
Coverage will conclude according to the package booked unless additional time is arranged.
22. CLIENT COOPERATION
The quality of your final gallery depends on cooperation from the couple, guests and suppliers.
We recommend appointing a family member or bridal party representative familiar with key family members to assist during formal portraits.
23. MEALS
For continuous coverage exceeding six hours, a vendor meal for each team member is appreciated and helps ensure uninterrupted service throughout the day.
24. EQUIPMENT
Professional backup cameras, lenses and storage media are carried wherever reasonably possible.
In the unlikely event of equipment failure, Flying Swan Media will make every reasonable effort to continue coverage using backup equipment.
25. FORCE MAJEURE
Flying Swan Media shall not be liable for delays or inability to perform services resulting from circumstances beyond reasonable control including but not limited to:
Reasonable efforts will always be made to fulfil our obligations.
26. LIMITATIONS OF LIABILITY
Flying Swan Media’s liability for any claim relating to our services shall be limited to the amount actually paid by the client.
Flying Swan Media shall not be liable for indirect, incidental or consequential damages, including loss of profits, emotional distress or disappointment arising from circumstances beyond our reasonable control.
27. CANCELLATION & POSTPONEMENT
Cancellation and postponement policies are governed by your signed Wedding Service Agreement.
Booking fees remain non-refundable unless otherwise stated.
Requests to move wedding dates are subject to availability.
28. RAW DIGITAL NEGATIVE & SOURCE MATERIAL
Flying Swan Media delivers only the final professionally edited photographs and/or films included in the selected package. These edited deliverables represent our completed work and signature artistic style.
RAW image files, RAW video footage, unedited photographs, unedited video clips, audio recordings, project files, digital masters, and any other source materials are unfinished working files that form part of our internal creative process. They have not been colour corrected, colour graded, retouched, edited, or otherwise processed to meet the professional standard associated with Flying Swan Media.
As such, these materials are not included in any package and will not be supplied, released, or sold under any circumstances.
All RAW files, source materials, project files, and associated intellectual property remain the exclusive property of Flying Swan Media and are protected under the South African Copyright Act 98 of 1978, as amended.
29. DATA PROTECTION (POPIA)
Flying Swan Media complies with the Protection of Personal Information Act (POPIA).
Information collected through our website or booking process is used solely for:
We do not sell or share personal information with unrelated third parties.
30. WEBSITE DISCLAIMER
The information contained on this website is provided for general information purposes only.
While Flying Swan Media strives to keep all content accurate and up to date, we make no guarantees regarding completeness, accuracy or availability.
Prices, collections and services may change without notice.
31. WEBSITE INTELLECTUAL PROPERTY
All photographs, videos, text, graphics, branding, logos, designs and website content remain the intellectual property of Flying Swan Media unless otherwise stated.
No material may be copied, reproduced, distributed or republished without prior written consent.
32. ELECTRONIC COMMUNICATION
Electronic communication, including emails and electronic signatures, shall be deemed legally valid and binding where permitted by South African law.
Important amendments to bookings should always be confirmed in writing.
33. GOVERNING LAW
These Terms & Conditions shall be governed by the laws of the Republic of South Africa.
Any disputes arising from these Terms & Conditions or our services shall fall under the jurisdiction of the South African courts.
+27842750538
info@flyingswanmedia.com
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