1. Acceptance of Terms
Payment of an invoice, acceptance of a quotation, approval of a proposal, scheduling of production, submission of a deposit, or engagement of services shall constitute acceptance of all Melon Media policies, terms, conditions, and service agreements published on the Melon Media website.
These Terms & Conditions apply to all projects and services provided by Melon Media unless otherwise expressly agreed in writing.
2. Scope of Services
Melon Media provides content creation, photography, videography, AI-generated media, editing, post-production, marketing assets, and related creative services as outlined in the approved proposal, quote, invoice, or service agreement.
Each project includes only the deliverables specifically listed in the approved invoice or written agreement.
Any work, service, deliverable, production requirement, location, edit, revision, concept, scene, graphic, animation, platform adaptation, or request not specifically included in the approved scope shall be considered additional work and may be subject to additional fees.
Examples of out-of-scope requests may include:
- Additional filming days
- Additional locations
- Additional properties
- Additional editing rounds
- New creative concepts
- New script development
- Additional social media versions
- New AI renders or AI revisions
- Additional photography sessions
- Drone operations not included in the original scope
- Rush delivery requests
- Rebuilding completed projects
Any out-of-scope request may require a revised quote, additional invoice, adjusted delivery timeline, or separate production schedule.
Melon Media reserves the right to determine whether a requested modification falls within the original project scope or constitutes additional work.
3. Production Access & Filming Consent
By booking any service with Melon Media, the Client grants Melon Media, its employees, contractors, and representatives permission to enter the project location(s) for the purpose of filming, photography, content creation, and production activities.
The Client acknowledges that individuals present at the filming location may appear in photographs, videos, drone footage, behind-the-scenes content, or other media created during production.
If any individual does not wish to appear in the content, the Client must provide written notice to Melon Media before production begins. Melon Media will make reasonable efforts to avoid capturing such individuals in any deliverable content.
Requests submitted after production has been completed may require additional editing, post-production work, or project revisions and may be subject to additional fees.
4. Payment Policy
All Melon Media services are prepaid.
Full payment of the invoice is required before production, editing, rendering, content creation, delivery, or project work begins.
Projects will not be scheduled, reserved, or entered into production until payment has been received and confirmed.
5. Refund Policy
All payments made to Melon Media are non-refundable.
Due to the allocation of production resources, scheduling commitments, creative planning, editing time, and project preparation, no refunds will be issued once payment has been received.
6. Cancellation Policy
Projects cancelled more than seven (7) calendar days before the scheduled production date may be eligible for rescheduling at Melon Media’s discretion.
Projects cancelled within seven (7) calendar days of the scheduled production date may be subject to cancellation fees.
Projects cancelled within seventy-two (72) hours of the scheduled production date may be charged up to the full project amount due to scheduling commitments, production planning, and resource allocation.
Same-day cancellations, unavailable locations, denied access, or failure of the Client or required decision-makers to attend the scheduled production may be treated as a cancellation and may be charged up to the full project amount.
Any cancellation fees shall be determined by Melon Media based on the work completed, resources allocated, expenses incurred, and scheduling impact caused by the cancellation.
7. Rescheduling Policy
One rescheduling request may be accommodated subject to availability.
Additional rescheduling requests may require revised production scheduling and may be subject to additional fees.
Weather-dependent productions, drone operations, outdoor filming sessions, and exterior real estate shoots may be rescheduled when necessary for safety, legal compliance, or production quality.
Rescheduled projects are subject to Melon Media’s availability and may result in adjusted delivery timelines.
8. Delivery Timeline Policy
Delivery timelines begin only after:
- Production has been completed
- Required materials have been received
- Client approvals have been obtained where applicable
- Outstanding invoices have been paid in full
Estimated delivery dates are provided as good-faith estimates and may vary depending on project complexity, revision requests, client response times, technical requirements, or unforeseen production circumstances.
AI-generated content projects are typically delivered within five (5) business days.
Photography deliverables are typically delivered within forty-eight (48) business hours following completion of the photography session.
Business days exclude weekends and statutory holidays.
Delivery timelines may be extended when additional revisions, reconstruction requests, scope changes, or additional approvals are required.
Standard Turnaround Times
AI Visuals & AI Video Projects: up to five (5) business days unless otherwise agreed in writing.
Photography Deliverables: within forty-eight (48) business hours following completion of the photography session. Weekends and statutory holidays are not considered business hours and may extend delivery timelines accordingly.
Delivery timelines begin only after the production session has been completed and all required project information, materials, approvals, and assets have been received from the Client.
9. Revision Policy
One (1) revision round for minor changes is included with each project unless otherwise stated in writing.
Minor revisions include small adjustments such as text corrections, minor graphic modifications, or limited content edits that do not alter the overall structure, creative direction, storytelling, editing style, pacing, or concept of the project.
Included revisions do not cover:
- Changes to the overall structure of the video
- Requests for a different creative direction
- Re-editing the project from the beginning
- Major scene replacements
- New production requirements
- Additional filming
- Rebuilding the project from scratch
- Music replacement after approval of the initial edit
If the Client has specific music preferences, branding requirements, messaging requirements, or creative direction requests, these must be communicated before production and editing begin.
Any revisions requested beyond the included revision round will be billed separately, determined based on the scope, complexity, production time, editing requirements, and resources required.
Projects requiring substantial restructuring or complete reconstruction may be subject to a minimum revision fee of CAD $500. Additional revision work requiring major reconstruction may require up to five (5) business days or more depending on project complexity.
10. Production Scope & Out-of-Scope Requests
Examples of requests that are not included in the original project scope may include, but are not limited to:
- Additional filming days
- Additional locations
- Additional properties
- Additional editing rounds
- New creative concepts
- New script development
- Additional social media versions
- New AI renders or AI revisions
- Additional photography sessions
- Drone operations not included in the original scope
- Rush delivery requests
- Rebuilding completed projects
- Additional headshots or portrait photography
- Individual staff portraits
- Executive headshots
- Personal branding photos
- Additional photos of owners, employees, agents, team members, family members, or guests
- Requests made during production that were not included in the approved scope
- Additional standing, sitting, lifestyle, candid, environmental, or promotional portraits requested during the shoot
- Additional content intended for separate marketing campaigns, websites, advertisements, social media profiles, business cards, or personal use
Any request made during production that falls outside the approved scope may be declined, scheduled separately, or invoiced as additional work at Melon Media’s discretion.
11. Client Response & Project Delay Policy
Timely communication and feedback are essential to maintaining project schedules and delivery timelines. The Client agrees to provide approvals, revision requests, requested materials, feedback, access information, and other required project-related communications within a reasonable timeframe.
Project Hold Status
If Melon Media is unable to continue work due to missing information, delayed approvals, lack of communication, unavailable assets, or failure of the Client to respond, the project may be placed on hold. During a hold, all delivery timelines, turnaround times, revision deadlines, and production schedules shall automatically pause until the required information has been received.
Fourteen-Day Inactivity Period
If no response is received from the Client for fourteen (14) consecutive calendar days, Melon Media reserves the right to archive project files, production materials, editing timelines, and working assets. Archived projects may require additional time to restore before work can resume.
Thirty-Day Inactivity Period
If no response is received for thirty (30) consecutive calendar days, Melon Media reserves the right to consider the project inactive and administratively closed. Any future request to resume work on a closed project may require:
- A new production schedule
- Updated project pricing
- Additional editing fees
- Additional revision fees
- Re-activation fees
Project Re-Activation Fee
Projects inactive for more than thirty (30) days may be subject to a minimum Project Re-Activation Fee of CAD $250 before work resumes. Additional fees may apply depending on complexity, restoration requirements, storage retrieval, and scheduling.
Delivery Timeline Adjustments
Melon Media shall not be responsible for delivery delays resulting from client inactivity, delayed approvals, missing materials, unavailable decision-makers, or delayed communication. Any delivery timelines originally quoted shall be automatically extended by the duration of the delay caused by the Client.
Abandoned Projects
If a project remains inactive for more than ninety (90) consecutive calendar days, Melon Media reserves the right to permanently close the project and remove project materials without further notice. No refunds shall be issued for abandoned projects.
12. Travel & Location Policy
Travel within a thirty (30) kilometre radius of Yonge Street and Sheppard Avenue is included at no additional charge.
For locations beyond the included travel zone, additional travel fees apply at a rate of CAD $1.50 per kilometre. Travel charges are calculated based on the round-trip distance.
Example Calculation
If a project location is seventy (70) kilometres from Yonge Street and Sheppard Avenue:
- Round-trip distance = 140 km
- Included travel allowance = 60 km (30 km each way)
- Billable travel distance = 80 km
- Travel fee = 80 km × CAD $1.50
- Total travel charge = CAD $120
Travel fees may be added to the project invoice and must be paid before production begins. Parking fees, permit fees, toll charges, ferry fees, accommodation costs, or special access charges may also be invoiced separately when applicable.
13. Artificial Intelligence Content Policy
Melon Media provides AI-generated visualizations, AI-enhanced photography, AI-generated videos, virtual staging, virtual renovations, conceptual renderings, marketing visualizations, and other artificial intelligence assisted content.
AI-generated content is intended for visualization, presentation, inspiration, conceptual planning, and marketing purposes only.
Clients acknowledge and agree that AI-generated content may contain elements that are hypothetical, enhanced, modified, staged, reconstructed, digitally created, artistically interpreted, or otherwise different from existing real-world conditions. AI-generated content may include:
- Virtual furniture
- Virtual staging
- Virtual renovations
- Virtual landscaping
- Digitally reconstructed structures
- Architectural concepts
- Modified layouts
- Artificially generated objects
- Artificially generated people
- Artificially generated environments
- Design concepts that do not currently exist
Melon Media does not represent, warrant, or guarantee that any AI-generated image, video, rendering, visualization, concept, or design will precisely match the final appearance, construction, renovation, staging, development, furnishing, landscaping, or condition of any real-world property or project.
Actual results may vary due to construction limitations, engineering requirements, municipal regulations, property conditions, material availability, contractor decisions, budget constraints, client preferences, or other real-world factors.
Clients are solely responsible for verifying the accuracy, feasibility, legality, suitability, and implementation of any concept represented within AI-generated content. Melon Media assumes no responsibility or liability for decisions, purchases, investments, construction activities, renovations, staging activities, development plans, marketing claims, property transactions, or business decisions made based upon AI-generated content.
Unless otherwise expressly stated in writing, all AI-generated content should be considered conceptual and illustrative in nature and not a guarantee of final real-world results.
14. Ownership & Content Delivery
Upon full payment of the applicable invoice, the Client receives full usage rights to the final delivered content.
Final deliverables are typically provided through a secure online download link hosted by Melon Media. The Client may download, store, publish, distribute, advertise, or use the final deliverables on any platform of their choosing without limitation.
Melon Media retains ownership of all raw footage, project files, editing timelines, source materials, and production assets unless otherwise agreed to in writing.
15. Portfolio & Marketing Rights
The Client grants Melon Media permission to display, publish, and promote completed projects, including photographs, videos, advertisements, testimonials, and related content, on Melon Media’s website, social media platforms, marketing materials, case studies, presentations, and promotional campaigns.
If the Client requires confidentiality or wishes to restrict public display of the project, written notice must be provided before production begins.
Upon request, Melon Media may remove previously published content from its owned platforms within a reasonable timeframe; however, Melon Media shall not be responsible for content that has already been shared, distributed, indexed, reposted, downloaded, or archived by third parties.
16. Raw Footage Policy
Unless specifically stated in writing, project pricing includes only the final edited deliverables.
Raw footage, source files, project files, editing timelines, AI generation files, working files, Lightroom catalogs, Premiere Pro files, After Effects files, and other production assets are not included in standard project pricing.
Raw footage may be licensed or purchased separately at Melon Media’s discretion and may be subject to additional fees. Melon Media reserves the right to decline the release of raw footage for any project.
17. Drone Operations Policy
Drone operations are subject to weather conditions, airspace restrictions, Transport Canada regulations, municipal restrictions, property limitations, safety requirements, and pilot discretion.
Melon Media does not guarantee drone footage for every project, even if originally anticipated.
If drone operations become restricted due to weather, safety concerns, legal restrictions, airport proximity, temporary flight restrictions, or circumstances beyond Melon Media’s control, alternative ground-based footage may be provided. No refunds shall be issued due to drone restrictions outside of Melon Media’s control.
18. Privacy Policy
Melon Media respects the privacy, confidentiality, and security of clients and website visitors. We collect only information needed to answer enquiries, schedule and deliver projects, operate client/editor portals, process payments, send consented marketing, secure the service, and meet accounting or legal obligations. Information that may be collected includes:
- Name
- Business name
- Email address
- Telephone number
- Billing information
- Payment records
- Project details
- Property information
- Production requirements
- Marketing preferences
- Website form submissions
Service Providers & AI Processing
Depending on the feature used, limited data may be processed by WordPress hosting and email services, Stripe for card checkout, Intuit QuickBooks for invoices/accounting, Google services when the owner connects Search Console, Ads or Calendar, and the configured OpenAI or Anthropic service for AI-assisted content and image workflows. We do not send client project data to an AI provider unless an authorized studio user starts or enables that workflow.
Protection of Client Information
Melon Media uses role-based access, authenticated private download links, security logging, encrypted stored credentials, and reasonable administrative safeguards. Client information is never sold. It is shared only with authorized staff/editors and providers necessary to deliver the requested service or comply with law.
Residential & Commercial Properties
Because Melon Media frequently provides services within private residences, luxury homes, offices, retail locations, commercial facilities, and client-owned properties, we recognize the importance of discretion and confidentiality. Project-related information is handled with professional care and used only for purposes related to the agreed production services unless otherwise authorized by the Client. Clients may request additional confidentiality arrangements before production begins.
Payment Information
Melon Media does not store full card numbers. Card checkout is processed by Stripe; invoice and accounting data may be processed by Intuit QuickBooks. We retain transaction identifiers, amounts, tax, status, and invoice records needed for support, reconciliation, fraud prevention, and legal accounting requirements.
Cookies & First-Party Analytics
Essential cookies support sign-in, security, checkout, and saved privacy choices. First-party page-view and 30-minute session analytics run only after the visitor accepts analytics. Declining analytics does not disable booking or account features. The choice can be reset by clearing the melon_consent cookie.
Marketing Email
Newsletters are sent only to addresses with recorded consent. Every marketing issue contains a signed unsubscribe link. Transactional project, booking, invoice, delivery, and security messages are separate from marketing consent.
Retention
Enquiries and operational records are retained only while reasonably needed for service and follow-up. Booking and payment records may be retained for accounting and legal requirements. Delivered media is subject to the Media Storage Policy below. Security and automation audit data is periodically pruned. Backups may retain deleted data for a limited disaster-recovery period.
Client Rights
Clients may request access, correction, export, or deletion of personal information where permitted by law, withdraw marketing consent, or ask a privacy question by contacting info@melonmedia.ca. Identity verification may be required before fulfilling a request.
Policy Updates
Melon Media reserves the right to update this Privacy Policy at any time. Updated versions become effective immediately upon publication on our website.
19. Professional Conduct Policy
Melon Media is committed to maintaining a professional, respectful, and productive working environment for its clients, employees, contractors, vendors, and representatives. All parties are expected to communicate in a respectful and professional manner throughout the duration of a project.
Melon Media reserves the right to immediately suspend or terminate any project, service agreement, production activity, communication, or business relationship if a client or representative engages in conduct that is deemed abusive, threatening, harassing, discriminatory, defamatory, intimidating, aggressive, offensive, unprofessional, or unsafe for Melon Media personnel.
This policy applies to all forms of communication, including in-person interactions, telephone conversations, text messages, emails, social media communications, online meetings, and third-party communications made on behalf of the client.
In the event of termination under this policy:
- All outstanding balances shall remain payable
- No refunds shall be issued
- Any completed work may be delivered at Melon Media’s discretion
- Melon Media shall have no liability for project delays, interruptions, or losses resulting from such termination
Melon Media reserves the right to refuse future service to any individual, business, organization, or representative who violates this policy.
20. Client Approval Policy
The Client shall review delivered content promptly upon receipt. Revision requests must be submitted within seven (7) calendar days following delivery unless otherwise agreed in writing.
If no revision request is received within seven (7) calendar days, the project shall be deemed approved and accepted. Any future modification requests may be treated as additional work and billed accordingly.
21. Media Storage Policy
Melon Media retains project files, deliverables, and production assets for a limited period following project completion. Unless otherwise agreed in writing, Melon Media does not guarantee long-term storage of project files.
Clients are responsible for downloading, backing up, and securing all delivered content. Melon Media reserves the right to permanently delete project files, raw footage, and production assets after thirty (30) days without notice.
22. Indemnification
The Client agrees to indemnify, defend, and hold harmless Melon Media, its owners, employees, contractors, affiliates, and representatives from and against any claims, damages, liabilities, losses, costs, expenses, or legal fees arising from:
- Client-provided materials
- Copyright infringement
- Trademark infringement
- Misleading advertising claims
- Property listing inaccuracies
- Unauthorized use of third-party content
- Violation of applicable laws or regulations
- Use of final content in a manner not authorized by law, contract, listing rules, advertising standards, platform requirements, or third-party rights
This obligation shall survive the completion, cancellation, or termination of the project.
23. Force Majeure Policy
Melon Media shall not be liable for delays, interruptions, rescheduling requirements, reduced production capacity, or inability to perform services resulting from circumstances beyond its reasonable control. Such circumstances may include, but are not limited to:
- Severe weather conditions
- Natural disasters
- Fire
- Flood
- Power outages
- Internet outages
- Government restrictions
- Public health emergencies
- Equipment failure
- Transportation disruptions
- Labour disputes
- Illness, injury, or medical emergencies affecting production personnel
In such situations, Melon Media may reschedule production, adjust delivery timelines, substitute personnel, modify production methods, or implement reasonable alternatives necessary to complete the project.
24. Limitation of Liability
Under no circumstances shall Melon Media be liable for indirect, incidental, consequential, special, business, reputational, or lost-profit damages arising from any service provided.
Melon Media’s maximum liability for any claim relating to a project shall not exceed the total amount paid by the Client for that specific project.
25. Governing Law
These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein.
Any dispute arising from services provided by Melon Media shall be subject to the exclusive jurisdiction of the courts located in Ontario, Canada.
26. Entire Agreement
These Terms & Conditions, together with any approved quote, invoice, proposal, written scope of work, or service agreement, constitute the entire agreement between the Client and Melon Media regarding the applicable project.
If any provision of these Terms & Conditions is found to be unenforceable, the remaining provisions shall remain in full force and effect.
Melon Media reserves the right to update these Terms & Conditions at any time. Updated versions become effective immediately upon publication on the Melon Media website unless otherwise stated in writing.