Terms & Conditions

Scope of Services

WIM Studio provides health media and communications services including but not limited to:

• Social media strategy and management
• Short-form and long-form video production
• Podcast production and distribution
• YouTube channel management
• Blog and editorial content
• Email marketing campaigns
• LinkedIn management and ghostwriting
• Personal brand development for clinicians and health professionals
• Conference and event media coverage
• Website copywriting
• Clinical communications strategy
• Paid social oversight (ad spend billed separately)

The specific services included in each engagement are defined in the written proposal, agreement, or statement of work provided to the client. Any work requested outside the agreed scope will be quoted separately and must be approved in writing before commencement.

Engagement Types

How to Engage

All new client engagements begin with a discovery conversation to assess fit, scope, and goals. WIM Studio reserves the right to decline any engagement that does not align with our values, positioning, or capacity.

Engagement is confirmed upon receipt of a signed agreement and the applicable deposit or first invoice payment. Work does not commence until both conditions are met.

First-Time Clients

For new clients engaging on a project basis, full payment of the deposit (50% of the total project fee) is required before any work commences. This deposit is non-refundable and secures your production slot and the time of our team.

Client Readiness

Clients are responsible for providing all necessary materials, approvals, assets, and access required for WIM Studio to deliver the agreed work. This includes brand guidelines, login credentials, footage, and relevant clinical or regulatory information.

Delays caused by late provision of materials, slow feedback, or lack of responsiveness from the client may impact delivery timelines. WIM Studio is not liable for delays arising from client-side factors.

Retainer Payments

Monthly retainer fees are invoiced at the start of each calendar month and are due within 7 days of the invoice date. Work for the month begins once payment is received.

Failure to pay within 14 days of the invoice date may result in WIM Studio pausing work until payment is received. WIM Studio is not liable for any impact on client content or brand resulting from a payment-related pause.

Project Payments

Late Payments

A late payment fee of 3% per week will be applied to all overdue invoices. This policy exists to protect our team, our contractors, and the quality of service we deliver. We ask that clients honour payment timelines as we commit to honouring delivery timelines.

WIM Studio reserves the right to suspend all active work and withhold deliverables in the event of non-payment until the outstanding balance is settled in full.

Expenses

Travel, accommodation, and production expenses incurred for on-site work, conference coverage, or content days outside of our base location are billed to the client at cost. These will be agreed in advance and itemised on the invoice.

Revision Policy

Each deliverable includes 2 rounds of revisions and 1 final master. This applies to video edits, written content, graphic assets, and any other produced material.

Feedback must be provided as a single consolidated set of notes per round. WIM Studio is not able to action feedback submitted in multiple instalments or after the 48-hour window without additional charges.

Additional Revisions

Revisions beyond the included rounds are available at £75 per hour, quoted per request. These must be approved in writing before work begins.

Delayed Feedback

If a client fails to provide feedback within the agreed 48-hour window, the project timeline will be extended accordingly. WIM Studio reserves the right to charge a reactivation fee of £150 if a project is paused for more than 7 days due to delayed client feedback.

Approval and Sign-Off

Approval of a draft or final deliverable, whether explicit or implied by the absence of feedback within the agreed window, constitutes acceptance by the client. WIM Studio is not liable for errors or omissions identified after a deliverable has been approved.

Clinical Review

WIM Studio applies clinical oversight to all health content we produce. This means all content is reviewed for accuracy, compliance with ASA and CAP guidelines, and alignment with relevant regulatory frameworks including GMC guidance and CQC standards where applicable.

Clients are responsible for reviewing all content for accuracy specific to their clinical practice, patient population, and any additional regulatory requirements applicable to their specialism or jurisdiction before it is published.

Client Responsibilities for Compliance

Clients must inform WIM Studio of any specific compliance requirements, restrictions, or sensitivities relevant to their brand before work commences. WIM Studio cannot be held liable for content that breaches regulations the client failed to disclose.

Clients must not request content that makes unsubstantiated clinical claims, uses before-and-after imagery in breach of ASA guidelines, or breaches any applicable healthcare advertising standards. WIM Studio reserves the right to decline any request that conflicts with our clinical and ethical standards.

Ownership of Deliverables

All final deliverables become the property of the client upon receipt of full payment. WIM Studio retains ownership of all deliverables until payment is received in full.

Raw Footage

Raw footage, unedited files, and source materials remain the property of WIM Studio unless otherwise agreed in writing. A raw footage buyout is available at 30% of the total project fee. Raw files are stored for 30 days post-delivery. Retrieval requests beyond this period may incur an archival fee.

WIM Studio IP

All internal frameworks, content strategies, editorial methodologies, production tools, templates, and training materials developed by WIM Studio remain the exclusive intellectual property of WIM Studios Ltd. Clients may not replicate, distribute, or commercialise any WIM Studio methodology without written consent.

Portfolio and Case Study Rights

WIM Studio reserves the right to reference client work in our portfolio, case studies, and marketing materials unless the client has requested confidentiality in writing prior to the commencement of the engagement.

Mutual Confidentiality

Both parties agree to treat all confidential or proprietary information shared during the engagement as strictly confidential and not to disclose it to third parties without prior written consent, except as required by law.

Client Data

WIM Studio handles all client data, including patient-adjacent information and personal data, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Client data is used solely for the purpose of delivering the agreed services and is not shared with third parties without consent.

Termination of Retainers

Either party may terminate a monthly retainer by providing 14 days written notice. Notice must be submitted in writing via email to hello@wimstudio.co.uk.

The client will be invoiced for all work completed or in progress up to the termination date. No refunds will be issued for work already delivered or scheduled within the notice period.

Termination of Projects

Either party may terminate a project engagement with written notice. In the event of client-initiated termination, the deposit is non-refundable and the client will be invoiced for all work completed to date at a pro-rated rate.

WIM Studio reserves the right to terminate any engagement immediately, without notice, in the event of: non-payment, breach of these terms, conduct that conflicts with our clinical or ethical standards, or behaviour that brings WIM Studio into disrepute.

Team Protection

Clients may not directly engage, hire, or solicit any employee, contractor, or freelancer introduced to them through WIM Studio for professional services outside of their WIM Studio engagement for a period of 24 months following the conclusion of the engagement, without prior written consent from WIM Studio Ltd.

No Guarantee of Outcomes

WIM Studio will exercise reasonable skill and care in delivering all services. However, we do not guarantee specific outcomes including but not limited to: follower growth, engagement rates, reach, bookings, revenue, or return on investment. Healthcare marketing is a long-term trust-building exercise and results vary based on factors outside our control.

Platform and Algorithm Changes

WIM Studio is not liable for changes to social media platform algorithms, policies, or features that affect the performance or reach of content we have produced or published.

Force Majeure

WIM Studio is not liable for delays or failures in delivery caused by circumstances beyond our reasonable control, including but not limited to: illness, technical failures, natural events, or global disruptions.

Cap on Liability

WIM Studio's total liability in connection with any engagement is strictly limited to the total fees paid by the client for the specific engagement in question.

Amendments to Terms

WIM Studio reserves the right to amend these Terms and Conditions at any time. Updated terms will be published on our website and communicated to active clients. Continued engagement following notification of changes constitutes acceptance of the revised terms.

Entire Agreement

These Terms and Conditions, together with any written proposals, statements of work, or signed agreements, constitute the entire agreement between WIM Studios Ltd and the client. They supersede all prior discussions, representations, and understandings.

Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Acceptance

By engaging our services, submitting payment, signing a proposal, or continuing collaboration with WIM Studio, you confirm that you have read, understood, and agreed to these Terms and Conditions in full.