Agreement to Terms: By booking a session with Oxford Podcast Studio (whether online, via email, or by phone), you automatically agree to be bound by the following Terms and Conditions. These Terms constitute a legally binding agreement between the "Client" (you) and Oxford Podcast Studio (us). Please read them carefully before securing your booking.

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1. Booking and Payment

• Booking Process: All sessions must be booked online through our official website. Bookings are subject to availability and are confirmed upon receipt of a confirmation email.
• Advance Booking Requirement: Bookings must be made at least 48 hours in advance of the desired session time.
• Session Duration: The booked session time is all-inclusive. It covers entry, setup, recording, data transfer, and packing up. Clients are advised to arrive promptly; late arrival will not extend the scheduled end time of the session.
• Payment Terms: Clients will be invoiced immediately after booking. Payment is due upon receipt of the invoice to secure the slot.
• Accepted Payment Methods: We accept card payments and bank transfers.

2. Cancellation, Rescheduling, and Overtime

• Cancellation Policy: Cancellations made more than 48 hours before the scheduled session will receive a full refund. Cancellations within 48 hours are non-refundable.
• Rescheduling Policy: Clients may reschedule their session without penalty if done more than 48 hours in advance. Rescheduling within 48 hours is subject to availability and may incur additional charges.
• Overtime and Overruns: Sessions that run past the scheduled end time will be charged at a rate of £25 per 15 minutes. Overtime is subject to studio availability and is not guaranteed; if another booking follows, the session must end promptly at the scheduled time.

3. Studio Use and Conduct

• Permitted Activities: The studio is to be used solely for podcast recording and related activities. Recording of explicit or hateful content is strictly prohibited.
• Guest Policy: The studio can accommodate up to 4 individuals for recording purposes. Additional personnel, such as producers, are allowed but must be approved in advance.
• Food and Beverage Policy: Food is permitted on the premises but must be consumed exclusively in the designated kitchen area. Consumption of food within the recording studio is strictly prohibited. Beverages are allowed in the studio; however, alcoholic beverages require prior notification and approval.
• Smoking Policy: In accordance with UK law, smoking is strictly prohibited within all enclosed areas of the premises. This policy ensures a safe and healthy environment for all clients and staff.

4. Equipment and Facilities

• Equipment Provided: The studio is equipped with up to 4 cameras, 4 microphones, headphones, and customisable studio lighting.
• Technical Support: A studio engineer will be present during all sessions to assist with setup and ensure optimal recording quality.
• Damage Policy: Clients are responsible for any damage to equipment or facilities caused during their session and will be billed accordingly.

5. Data Management and Delivery

• File Delivery: Raw audio and video files will be sent via Google Drive link within 48 hours of the session conclusion.
• Data Retention: Oxford Podcast Studio retains backup copies of raw files for 30 days following the session. After this period, all data is permanently deleted from our servers.
• Client Responsibility: It is the Client’s sole responsibility to download and back up their content within the 30-day window. Oxford Podcast Studio accepts no liability for data loss after the retention period has expired.

6. Intellectual Property

• Content Ownership: Clients retain full ownership of the content recorded during their sessions.
• Promotional Use: By using our services, clients grant Oxford Podcast Studio a non-exclusive, royalty-free license to use excerpts of their recordings for promotional purposes (e.g., social media reels), unless the Client requests confidentiality in writing prior to the session.

7. Liability and Indemnity

• Personal Property: Oxford Podcast Studio is not responsible for the loss, theft, or damage of any personal property belonging to the Client or their guests while on the premises.
• Limitation of Liability: In the unlikely event of technical failure (e.g., power outage, equipment malfunction) or cancellation by the Studio, our liability is strictly limited to a full refund of the booking fee or a free rescheduling of the session. We are not liable for consequential losses, including but not limited to loss of profit, loss of opportunity, or reputation.
• Statutory Rights: Nothing in these Terms limits our liability for death or personal injury caused by our negligence, or for any other matter for which it would be illegal to limit our liability.
• Indemnity: Clients agree to indemnify and hold harmless Oxford Podcast Studio from any claims arising out of their use of the studio.

8. Data Protection and Privacy

• Compliance: We process personal data in accordance with the UK Data Protection Act 2018 and GDPR.
• Data Collection: We collect names, contact details, and payment information solely for the purpose of processing bookings, communicating regarding sessions, and invoicing.
• Recording Data: Audio and visual recordings made in the studio are treated as personal data. We store these securely for the retention period specified in Section 5, after which they will be permanently deleted.
• Third Parties: We do not sell client data. Payment details are processed securely by NatWest and are not stored directly by the Studio.
• Your Rights: Clients have the right to request access to, or deletion of, their personal data held by us, subject to our legal obligation to retain financial records for tax purposes.

9. Governing Law

• These terms and conditions are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.