Terms & conditions
1. Identity of the Contractor
Name / Business Name:
Sander Geerdink
Address:
Tom Mandersstraat 72
7558MR, Hengelo (O), Netherlands
Email:
info@sandergeerdink.nl
Phone:
+31 6 29462709
Chamber of Commerce / VAT Number:
Chamber of Commerce: 89603311
VAT: NL004746678B32
Services
I work as an independent cinematographer primarily focused on documentaries, short films, and brand-related work.
My services include:
Corporate films and brand films
Documentary and storytelling projects
Freelance cinematography and DOP work
Creative direction and production support
Pre-production and concept development
Editing and color grading
Drone work (when applicable)
Equipment rental coordination
Travel and international productions
I work within the agreed brief, while bringing my own creative interpretation and visual approach to each project.
Booking & confirmation
A project is considered confirmed once the client has approved the quotation via email.
This approval serves as the official agreement between both parties.
Communication via email is accepted as valid written confirmation.
The cinematographer reserves the right to decline a project for valid reasons, such as scheduling conflicts, creative mismatch, or other professional considerations.
Any changes to the project prior to production are possible, but may result in adjustments to pricing, timeline, or availability.
Pricing & payment
I work with both day rates and project-based pricing, depending on the nature of the production.
Invoices are issued after completion of the project, unless otherwise agreed.
The standard payment term is 14 days from the invoice date.
No upfront deposit is required; I work on a trust-based basis.
However, all final deliverables remain under the ownership of the cinematographer until full payment has been received.
A preview of the material may be shared before payment for review purposes, but final files and full usage rights are only granted after full payment.
Cancellations & rescheduling
Cancellations are handled in a flexible and client-friendly way, depending on the nature of the project and circumstances.
Cancellation terms may vary per project and will always be agreed upon in advance where necessary.
If a project is cancelled, the client is generally only responsible for costs already made up to that point (such as preparation, reservations, or incurred expenses).
Any cancellation terms will always be applied fairly and in proportion to the work already completed or reserved.
6. Scope changes / extra work
Any work outside the originally agreed scope will always be charged additionally. This includes, but is not limited to:
extra shooting time (same day or additional days)
extra edits or revisions
last-minute creative changes
additional deliverables (such as social media cuts, different formats, etc.)
On-set or during-project changes are generally allowed, but may affect pricing, timeline, or availability depending on the nature and scale of the change.
Rights & Usage
All footage is handled under a shared ownership / licensing model.
The cinematographer retains ownership of all raw and edited material unless otherwise agreed in writing. Upon full payment, the client receives a usage license for the agreed purpose.
The client is granted a non-exclusive usage license, unless explicitly agreed otherwise.
The cinematographer retains the right to use selected material for portfolio, website, showreel, and social media purposes, unless the client explicitly requests otherwise in writing prior to production.
Exclusivity or restrictions on usage may be agreed upon in advance and may affect pricing.
Revisions & Feedback
Each project includes up to two revision rounds, unless otherwise agreed in writing.
Any changes requested after the included revision rounds will be considered additional work and may be charged separately.
Any change, adjustment, or request made after a revision round is considered a new revision cycle.
Feedback timelines are flexible, however delays in feedback may affect the overall delivery schedule.
Delivery
Delivery timelines are agreed on a project-by-project basis. Any estimated delivery time will always be communicated in advance.
While every effort is made to deliver within the agreed timeframe, timelines remain flexible and may be influenced by project complexity or external factors.
Delays caused by external factors such as late feedback or approvals are not the responsibility of the cinematographer.
Final files will only be delivered after full payment has been received.
10. Liability
The cinematographer is not liable for delays, loss, or failure to perform caused by circumstances beyond reasonable control. This includes, but is not limited to:
weather conditions
technical failure (camera, lighting, storage, etc.)
third-party delays (client, location, talent, etc.)
transport or travel issues
illness or personal emergency
The cinematographer will always make reasonable efforts to minimize disruption and find suitable alternatives where possible.
Limitation of liability
Any liability of the cinematographer is limited to the total amount paid for the specific project.
The cinematographer is not liable for any indirect damages, consequential losses, or loss of profit.
11. Reimbursements & Additional Costs
Reimbursements and additional production costs are agreed on a project-by-project basis.
As a general principle, all necessary costs for the execution of the work are included in the initial quotation whenever applicable.
This may include, but is not limited to:
travel expenses
accommodation
crew costs
equipment rental
production-related expenses
All additional costs must be approved by the client in advance before they are incurred.
Travel, accommodation, and production-related expenses are always charged to the client when required for the execution of the project.
Confidentiality
All project-related information is treated as confidential unless otherwise agreed upon.
Confidentiality applies only when explicitly required for the execution of the project or when agreed in advance by both parties.
The cinematographer may use completed work for portfolio, website, showreel, and social media purposes, unless the client has explicitly requested otherwise and this has been agreed upon in writing.
Non-disclosure agreements (NDAs) are generally avoided unless strictly necessary for the project.
13. Governing Law
These Terms & Conditions are governed by the laws of the Netherlands, unless otherwise agreed upon for international projects.
For international clients or productions, governing law may be adjusted and agreed upon on a project-by-project basis.
Any disputes will, where possible, first be resolved amicably between both parties before taking further legal steps.
14. Data Protection (GDPR / AVG)
The cinematographer processes personal data only to the extent necessary for business operations and project execution.
This may include:
contact details (name, email, phone number)
billing and invoicing information
project-related communication (email, messaging services)
behind-the-scenes and production-related information
Personal data may be shared with third parties only when necessary for the execution of the project or business operations.
Personal data is retained for a fixed period of up to 3 years, unless a longer retention period is required by law.
The client is fully responsible for obtaining all necessary permissions required for the production. This includes, but is not limited to:
model releases for all persons appearing on camera
location permissions and access rights
any additional approvals required for filming or recording
The cinematographer cannot be held liable for any missing, incomplete, or incorrect permissions provided by the client.
Project completion & acceptance
A project is considered completed once the final deliverables have been delivered, the client has provided feedback and approval, and full payment has been received.
The client is responsible for reviewing the delivered material and providing feedback within a reasonable timeframe.
The feedback period is flexible, unless otherwise agreed between both parties.
If no feedback is received within a reasonable period, the project may be considered closed and completed.
Any requests after project completion may be treated as new work and charged accordingly.