Terms and conditions

General Terms and Conditions

These general terms and conditions apply to all quotations, agreements and services provided by VIXY Live B.V.

Download the general terms and conditions

Payment Terms

VIXY Live B.V. applies a standard payment term of 30 days from the invoice date.

For new clients, an advance payment of 50% of the quoted amount (excluding VAT) is required and must be received before the scheduled production date. For assignments with a value exceeding €10,000 (excluding VAT), VIXY Live B.V. reserves the right to require an advance payment of 30%, regardless of the client’s relationship status.

Failure to make timely payment of the advance payment entitles VIXY Live B.V. to postpone or cancel the assignment. Any deviation from these payment terms is only permitted on the basis of separately agreed written arrangements.

Quotations and Availability

All quotations are based on the availability of studios, personnel, freelancers, equipment and other required facilities at the time the quotation is issued.

Unless otherwise stated, quotations do not include additional hours, extra crew members, additional materials or equipment, catering, travel and accommodation expenses, parking costs or other services not explicitly specified.

Cancellation and Rescheduling

1. General

Cancellation or rescheduling of an assignment must be submitted in writing.

Any work already performed by VIXY, preparation costs incurred and obligations entered into with third parties shall remain payable at all times and will be charged separately to the Client.

Rescheduling means moving an assignment to a new execution date within three (3) months of the originally agreed execution date. If no new date is agreed upon, or if the new date falls more than three months after the original execution date, the rescheduling will be considered a cancellation.

2. VIXY Studio Rental Without Customization

For the rental of a VIXY studio with a standard setup and without customization, the following cancellation terms apply:

• Up to 14 calendar days before the start of the rental period: only work already performed, preparation costs and external costs incurred;
• From 14 calendar days up to 7 calendar days before the start of the rental period: 50% of the agreed fee;
• From 7 calendar days up to 48 hours before the start of the rental period: 75% of the agreed fee;
• Less than 48 hours before the start of the rental period: 100% of the agreed fee.

3. Productions

For webinar productions, livestreams, hybrid events, studio recordings with crew, directing or technical support, and productions at external locations, the following cancellation terms apply:

• More than 14 calendar days before the execution date: only work already performed, preparation costs and external costs incurred;
• From 14 calendar days up to 7 calendar days before the execution date: 75% of the agreed assignment value;
• Less than 7 calendar days before the execution date: 100% of the agreed assignment value.

Any amounts that VIXY has already become liable to pay to third parties at the time of cancellation will be charged in full to the Client.

4. Rescheduling

If an assignment is rescheduled more than 14 calendar days before the execution date, no cancellation fee will be charged. However, any costs already incurred and work already performed shall remain payable.

If an assignment is rescheduled within 14 calendar days before the execution date, the Client shall owe a rescheduling fee equal to 25% of the agreed assignment value, without prejudice to VIXY’s right to charge already incurred costs and third-party expenses.

A rescheduling request made less than 48 hours before the execution date will be considered a cancellation and the cancellation terms above shall apply.

Rescheduling is only possible if studios, employees, freelancers and other required facilities are available on the requested new date.

5. Partial Cancellations

If an assignment consists of multiple production days, recording days, components, services or facilities, VIXY is entitled to calculate cancellation fees separately for each cancelled component.

6. Changes to the Assignment

These cancellation and rescheduling terms also apply to changes in the assignment that result in services, components or reserved capacity being partially or fully cancelled.

Annual Indexation

To maintain the quality of our services, rates may be adjusted annually based on the Consumer Price Index (CPI) as published by Statistics Netherlands (CBS).

Processing of Personal Data

If we process personal data on behalf of the Client, our data processing agreement applies. This agreement sets out the responsibilities and obligations in accordance with the GDPR. By entering into an agreement with us, the Client acknowledges having read and accepted these terms.

Download the data processing agreement

VIXY Platform

VIXY is a SaaS platform that is continuously being developed and improved. New features are evaluated based on customer demand, technical feasibility and alignment with the VIXY product vision.

Specific requirements or custom functionalities may, in some cases, be developed outside the standard platform as part of a separate development project.

For more information, please contact sales@vixyvideo.com.