Terms & Conditions

Last updated: 5 September 2026

1. About These Terms

These Terms & Conditions govern the provision of services by Red Hot Social Media and the use of our website.

They apply to social media management, content creation, photography, video production, short-form video, paid social media support and any other services that we agree to provide to a client.

By accepting a quotation or proposal, instructing us to begin work, making payment or otherwise engaging us to provide services, you confirm that you have read and agree to these Terms & Conditions.

Where a separate quotation, proposal, service description or other written agreement contains specific terms for a particular project or service, those specific terms will form part of the agreement between us.

2. Who We Are

Red Hot Social Media is a trading name used by a sole trader providing social media management, content creation, photography, video and related digital marketing services.

Our full legal trading details and an address for service will be provided on applicable quotations, invoices or other contractual business correspondence.

You can contact us at hello@redhotsocialmedia.co.uk .

3. Business Customers

Our services are intended principally for businesses, sole traders, partnerships, companies, charities and other organisations purchasing our services for business or professional purposes.

By engaging us under these terms, you confirm that you are acting in the course of a business, trade or profession and not principally as a consumer.

If we expressly agree to provide services to you in your personal capacity as a consumer, additional statutory rights may apply and nothing in these terms is intended to remove rights that cannot lawfully be excluded.

4. Formation Of Our Agreement

A contract between us will normally be formed when you accept our quotation or proposal, confirm your instruction to proceed, make a payment requested in connection with the services or allow us to begin carrying out the agreed work.

The agreement will consist of these Terms & Conditions together with the relevant quotation, proposal, package description, written scope of work and any subsequent written variations agreed between us.

If there is a conflict between these Terms & Conditions and a specific written provision in an accepted quotation or proposal, the specific provision in the quotation or proposal will take priority in relation to that particular service.

5. Scope Of Services

The services we are required to provide will be those described in the package, quotation, proposal or other written scope agreed with you.

Depending on the service selected, this may include social media planning, caption writing, graphic creation, preparing client-supplied material, scheduling, publishing, photography, filming, video editing, Reels, campaign support, reporting or other agreed work.

A reference to social media management does not automatically include photography, video production, community management, responding to direct messages, paid advertising, influencer management, website work, out-of-hours monitoring or any other service unless that service is expressly included within the agreed scope.

Work requested outside the agreed scope may be quoted and charged separately. We will not knowingly incur a material additional charge without first informing you.

6. Standard Of Service

We will provide the services with reasonable care and skill and will use reasonable efforts to deliver the agreed work in accordance with the applicable scope and timescales.

Dates given for content, campaigns, shoots or other deliverables are estimates unless expressly stated to be fixed deadlines.

Where delivery depends upon information, access, approval, materials or decisions from you, any delay in receiving those items may result in the relevant timescale being extended.

7. Your Responsibilities

You agree to provide the information, access, branding, photographs, video, product details, service information, prices, promotional details and other materials that we reasonably require to provide the agreed services.

Information supplied by you must be accurate, complete and not misleading. You are responsible for promptly informing us if prices, offers, opening hours, services, legal information or other material supplied to us has changed.

You must respond within a reasonable time to requests for information, approval or access where this is necessary for us to carry out the services.

You are responsible for ensuring that instructions you give us and material you supply are lawful and suitable for publication.

8. Social Media Account Access

Where account access is required, you must provide us with the appropriate administrative, partner or other permissions required to perform the agreed services.

Wherever a platform permits delegated or business access, we may request that this is used instead of sharing a personal password.

Your social media accounts remain your property and under your ultimate control. Our access is provided solely for the purpose of carrying out the agreed services.

You are responsible for maintaining appropriate security on your accounts, including suitable passwords and multi-factor authentication where available.

We may suspend activity if we reasonably believe an account has been compromised or continuing access could create a security risk.

9. Content Planning And Approval

Where an approval process forms part of your service, we may send proposed content, captions, creative material or a content schedule to your nominated contact for review.

You must review the content with reasonable care, particularly factual information relating to your products, services, prices, promotions, qualifications, availability and business claims.

Approval given by your nominated contact will be treated as approval on behalf of your business.

If you have expressly authorised us to publish content without individual prior approval, we may publish material that falls within the agreed content plan and scope without seeking approval for every individual post.

We will remain responsible for exercising reasonable care and skill when creating content, but we are entitled to rely upon factual information and business claims supplied or confirmed by you.

10. Delayed Approvals And Client Delays

Social media schedules and content delivery depend upon timely cooperation from both parties.

If you delay supplying content, information or approval, we may need to move planned publication dates, content visits or campaign activity.

We will make reasonable efforts to rearrange affected work, but we cannot be responsible for missed dates, reduced posting frequency or campaign delays to the extent that they result from information, access or approval not being provided when reasonably requested.

Where professional time has already been allocated or work has already been completed, a delay caused by the client will not normally create an entitlement to a refund.

11. Revisions And Changes

Reasonable amendments that fall within the agreed scope will be dealt with as part of the service where appropriate.

A substantial change of brief, repeated new directions, additional deliverables or work outside the original scope may require additional time and may be charged separately.

Where additional charges would be material, we will explain them and obtain approval before carrying out the additional work.

12. Monthly Social Media Packages

Unless otherwise agreed, monthly social media services operate by reference to recurring monthly service periods.

The number and type of posts, platforms, photographs, videos, reports or other deliverables included in each service period will be determined by the package or written scope you have selected.

Deliverables are allocated to the relevant service period. Where content cannot reasonably be completed or published because you have not supplied required information, material, access or approval, unused deliverables do not automatically accumulate indefinitely or create a cash refund.

This does not apply where an agreed deliverable has not been provided because of a failure on our part. In those circumstances we will take reasonable steps to complete, replace, reschedule or otherwise remedy the affected work.

13. Photography And Video Services

Where photography or filming is included, the purpose, location, approximate duration and intended deliverables will be agreed before the content visit where reasonably practicable.

You are responsible for ensuring that we are permitted to access the premises and areas in which you have requested us to work.

Where you arrange for employees, contractors, customers, models or other individuals to participate in content, you are responsible for obtaining any permissions or consents that are reasonably required from those individuals for the intended commercial use, unless we have specifically agreed to arrange them.

You must tell us before a shoot if any person, area, product, process or information must not be photographed or filmed.

We may refuse or stop work where a location, activity or instruction presents an unreasonable safety risk or where we reasonably believe the requested content would be unlawful.

14. Travel And Location Costs

Any travel included within a package or quotation will be as stated in the relevant service description or agreement.

Work outside an included travel area may incur additional travel, accommodation, parking or related costs where appropriate.

Any material additional cost will be agreed with you before it is incurred wherever reasonably practicable.

15. Shoot Cancellation And Postponement

If you need to cancel or postpone a booked photography or filming session, you should notify us as soon as reasonably possible.

Any specific cancellation or postponement fee will only apply where it has been stated in the applicable quotation, booking confirmation or otherwise agreed with you before the booking.

You will remain responsible for non-refundable third-party costs that have been reasonably incurred for the booking with your agreement.

16. Paid Social Media And Advertising

Paid advertising, boosted posts and campaign management are only included where expressly stated within your package, quotation or agreed scope of work.

Our management or campaign fee is separate from the advertising budget unless we expressly state otherwise in writing.

Advertising spend is funded by your business and will normally be charged directly to your advertising account by the relevant platform.

Before paid activity begins, you must approve or provide the advertising budget and any material campaign parameters that require your approval.

We will use reasonable care when configuring and monitoring campaigns but advertising platforms control their own auction systems, delivery, attribution, billing, account reviews and policy enforcement.

We cannot guarantee the cost, reach, impressions, clicks, leads, conversions, enquiries, sales or return generated by advertising activity.

17. Advertising And Regulatory Claims

You are responsible for the underlying accuracy and substantiation of claims about your business, products, services, prices, qualifications and promotions that you provide or approve for use in marketing material.

You must inform us of any industry-specific legal or regulatory requirements that apply to your business or the advertising of your products or services.

We will not knowingly publish material that we believe to be unlawful or clearly misleading and may decline an instruction where we reasonably consider that publication could breach applicable law, advertising rules or platform policies.

18. Third-Party Platforms

Social media and advertising services depend upon third-party platforms including, where applicable, Facebook, Instagram and other online services.

Those platforms operate under their own terms, policies, technical systems and commercial decisions, which may be changed without notice to us.

We are not responsible for platform outages, algorithm changes, reduced organic reach, account restrictions, account suspensions, changes in advertising functionality or other actions taken independently by a third-party platform, except to the extent that the issue was directly caused by our own breach of these terms or failure to exercise reasonable care and skill.

We will provide reasonable assistance with platform issues relating to work we manage, but we cannot require a platform to restore an account, reverse a decision or provide a particular level of reach or performance.

19. No Guarantee Of Results

Social media and advertising results are affected by numerous matters outside our control, including audience behaviour, competition, pricing, market conditions, platform algorithms, advertising auctions, the strength of the client's offer and the client's own sales process.

We therefore do not guarantee any particular number of followers, likes, comments, views, impressions, website visits, leads, enquiries, bookings, sales or any particular level of revenue or return on investment.

Any examples, projections, previous results or estimates discussed with you are illustrative only and are not a guarantee of future performance.

20. Fees

The fees payable for our services will be those stated in the relevant package, quotation, proposal or other written agreement.

Monthly recurring services are normally payable in advance for the relevant service period unless otherwise agreed in writing.

One-off or project work may require a deposit or advance payment where this is specified in the quotation or booking confirmation.

VAT will only be added where legally applicable.

21. Invoices And Payment

Invoices must be paid by the payment date shown on the invoice.

Where no separate payment date is shown or agreed, payment will be due within 14 days of the invoice date.

You must notify us promptly if you genuinely dispute an invoice and explain the reason for the dispute. Any undisputed amount will remain payable.

We may pause future work where an invoice remains overdue after reasonable notice has been given.

A suspension for non-payment does not remove your obligation to pay for services already provided, work already undertaken or costs already committed on your behalf.

22. Late Payment

Where an overdue payment qualifies as a commercial debt, we reserve the right to claim statutory interest, compensation and reasonable recovery costs available under the Late Payment of Commercial Debts (Interest) Act 1998 or any legislation replacing or amending it.

We may choose not to exercise this right in a particular case without giving up our right to exercise it in relation to another overdue payment.

23. Third-Party Costs

Unless expressly included in our fee, third-party costs are separate from our professional service charges.

These may include advertising spend, specialist software, stock material, music licences, talent or model fees, venue charges, printing, travel or other external costs required for an agreed project.

Material third-party expenditure will be agreed with you before it is committed wherever reasonably practicable.

24. Intellectual Property

Unless otherwise agreed in writing, copyright and other intellectual property rights in original photographs, video, graphics, written content, concepts and other creative work produced by us remain owned by Red Hot Social Media or the relevant creator.

Payment for creative work does not itself transfer copyright ownership unless a written assignment of copyright has specifically been agreed.

Once all applicable fees for the relevant work have been paid in full, we grant you a perpetual, worldwide, non-exclusive licence to use the final delivered material for the promotion and operation of your own business, subject to any specific restrictions stated in the quotation or arising from third-party licences.

This licence ordinarily permits reasonable use of the final material on your social media accounts, website, email marketing, digital advertising and your own promotional or printed business material.

The licence does not permit you to sell our creative work as stock content, resell it as a template or creative product, falsely claim authorship of it or license it to an unrelated third party as a standalone asset.

You may provide final material to printers, web developers, advertising platforms or other suppliers where this is reasonably necessary for the promotion of your own business.

25. Raw Files And Working Files

Unless expressly agreed in writing, our service relates to the final edited and delivered material.

Raw photographs, unedited footage, editable design files, project files, unused material, working documents and internal production files are not included as deliverables merely because the finished work has been supplied.

We are not required to retain raw or working files indefinitely after final delivery or termination of a service unless a separate retention arrangement has been agreed.

26. Third-Party Creative Material

Some content may contain appropriately licensed third-party material such as stock images, music, fonts, software assets or platform-provided media.

Such material remains subject to the licence terms imposed by its respective owner or provider and ownership does not transfer to you merely because it appears within a finished deliverable.

A licence that permits use on one social media platform may not necessarily permit the same material to be used in another medium. Where we become aware of a material restriction relevant to your intended use, we will make reasonable efforts to inform you.

27. Material Supplied By You

You retain ownership of logos, trademarks, photographs, video, written material and other intellectual property supplied by you.

You grant us permission to use that material to the extent reasonably necessary to provide the services.

By supplying material to us, you confirm that you own it or have sufficient permission to allow us to use it for the intended purpose.

You will be responsible for reasonable third-party losses or claims to the extent that they arise because material or instructions supplied by you infringe another person's rights or are unlawful, provided that the loss was not caused by an unauthorised change or misuse by us.

28. Portfolio And Self-Promotion

Unless the work is confidential, subject to an embargo or you have asked us in writing not to do so, we may display final work created by us as an example of our services once that work has been made public by you.

This may include use within our website, social media, portfolio, case studies or other reasonable business promotion.

We will not intentionally disclose confidential business information merely for portfolio purposes.

29. Confidentiality

Each party agrees to treat confidential information received from the other in connection with the services as confidential and not to disclose it unnecessarily to third parties.

Confidential information may be disclosed where required to provide the agreed services, to professional advisers or contractors who are themselves subject to appropriate confidentiality obligations, or where disclosure is required by law.

Information that is already lawfully public, was already lawfully known to the receiving party or is lawfully received from an independent third party will not be treated as confidential under this provision.

30. Data Protection

Each party must comply with applicable data protection legislation in relation to personal information that it processes in connection with the services.

Where the nature of a particular service requires us to process personal information solely on your instructions, the parties may enter into additional data-processing terms where required.

Our handling of personal information collected directly through our own website or business activities is explained separately in our Privacy Policy.

31. Subcontractors And Freelancers

We may use appropriately selected freelancers, photographers, editors, designers or other contractors to assist with the provision of services where reasonably required.

Where we do so, we remain responsible for the delivery of the services we have agreed to provide to you and will take reasonable steps to ensure that contractors are subject to appropriate obligations relating to confidentiality and intellectual property.

32. Cancellation Of One-Off Work

If you cancel a one-off project after work has commenced, you will be responsible for fees relating to work reasonably completed up to the effective date of cancellation together with any non-refundable third-party costs reasonably committed with your agreement.

Where you have paid an advance amount that exceeds the value of work completed and committed costs, any remaining balance will be dealt with reasonably in light of the circumstances and the specific terms of the quotation.

33. Duration Of Monthly Services

Unless an accepted proposal expressly states that there is a fixed or minimum term, monthly services are provided on a rolling monthly basis.

Either party may give written notice to end a rolling monthly service. Unless otherwise agreed, termination will take effect at the end of the current paid service period.

A monthly fee is not normally refunded simply because a client decides to stop using the service part-way through a service period after work has begun and professional time has been reserved.

This does not affect any remedy available where services have not been provided with the standard required by law or where we are otherwise in material breach of the agreement.

34. Termination For Breach

Either party may terminate an agreement where the other party commits a material breach and, where that breach is capable of being remedied, fails to remedy it within a reasonable period after being asked in writing to do so.

We may suspend or terminate services more quickly where reasonably necessary because of persistent non-payment, fraud, unlawful instructions, abusive or threatening conduct, a serious security concern or activity that places us at material legal or reputational risk.

Where practicable, we will explain the reason before taking such action.

35. Effect Of Termination

Ending an agreement does not affect rights and obligations that arose before termination.

All properly due invoices and charges for work completed or committed before termination remain payable.

Once outstanding amounts have been paid, we will reasonably cooperate in removing our access from your social media and advertising accounts and in providing any final deliverables that are included within the agreed scope.

Termination does not require us to provide raw files, editable files, internal working documents or material that was not included as a contractual deliverable.

36. Liability

Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the previous paragraph, neither party will be responsible to the other for indirect or consequential loss that was not reasonably foreseeable when the agreement was entered into.

To the extent permitted by law and subject to the reasonableness requirements applicable to business contracts, we will not be liable for loss of profit, revenue, anticipated savings, business opportunity or goodwill arising indirectly from the services.

Subject to liabilities that cannot lawfully be limited, our total aggregate liability arising out of or in connection with a particular service will not exceed the total fees paid or payable to us for that service during the 12 months immediately preceding the event giving rise to the claim.

Where the service has been provided for less than 12 months, the relevant amount will be the total fees paid or payable from commencement of that service up to the event giving rise to the claim.

Nothing in this section removes our obligation to provide the services with reasonable care and skill.

37. Events Outside Reasonable Control

Neither party will be treated as being in breach to the extent that performance is prevented or materially delayed by an event outside its reasonable control.

Such events may include major telecommunications failures, widespread internet outages, platform outages, fire, flood, severe disruption, government restrictions, industrial action or other comparable events that could not reasonably have been avoided.

The affected party should notify the other as soon as reasonably practicable and both parties will use reasonable efforts to minimise the effect of the delay.

38. Website Information

Information published on our website is provided for general information about Red Hot Social Media and our services.

Website content does not itself constitute professional legal, financial or other regulated advice.

We take reasonable care over our website but may update, amend or remove information, pricing, package details or availability from time to time.

A website price or description does not override a specific quotation or written agreement accepted for your services.

39. Website Intellectual Property

Unless otherwise stated, the text, design, branding, graphics, photographs, video and other original material appearing on our website are owned by us or used under an appropriate licence.

You may view and use the website for normal business and informational purposes but must not reproduce, republish, sell or commercially exploit substantial original website content without permission.

40. Third-Party Websites

Our website may link to websites or services operated by third parties.

A link does not mean that we control or accept responsibility for the third-party website, its availability, content, security or privacy practices.

41. Complaints And Disputes

If you are dissatisfied with any aspect of our services, please contact us as soon as reasonably possible so that we have an opportunity to investigate and attempt to resolve the matter.

Complaints may be sent to hello@redhotsocialmedia.co.uk .

Both parties agree to make reasonable efforts to resolve a genuine dispute through direct discussion before commencing court proceedings, except where urgent legal action is reasonably necessary.

42. Notices

A notice relating to cancellation, termination or another material contractual matter should be given in writing.

Email will be treated as written notice where it is sent to the normal business email address used by the relevant party for the engagement.

43. Changes To An Agreed Service

An agreed scope, package, price or other material contractual term may be changed by written agreement between us.

We will not retrospectively impose a material change of price or scope upon work that has already been accepted without your agreement.

44. Changes To These Terms

We may update these Terms & Conditions from time to time to reflect changes to our services, business practices or applicable law.

Updated terms will normally apply to new engagements and future service periods after they have been published or otherwise notified to you.

A material change will not retrospectively alter rights or obligations relating to a service period already paid for unless both parties agree.

45. Entire Agreement

These Terms & Conditions together with the applicable quotation, proposal, service description and any agreed written variations form the entire agreement relating to the relevant services.

Each party acknowledges that it is entering into the agreement on the basis of the written terms forming that agreement and not on the basis of an informal statement that has not been incorporated into it.

Nothing in this provision limits liability for fraud or fraudulent misrepresentation.

46. Severability

If any provision of these Terms & Conditions is found by a court or competent authority to be invalid, unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary or, where appropriate, removed.

The remaining provisions will continue to apply.

47. Waiver

A delay or failure by either party to exercise a contractual right does not automatically amount to a waiver of that right.

48. Assignment

Neither party may transfer its material rights or obligations under an active agreement to an unrelated third party without the other party's reasonable written consent, except as part of a genuine transfer or succession of the relevant business where the new party assumes the applicable obligations.

49. No Partnership Or Employment Relationship

Nothing in these Terms & Conditions creates a partnership, joint venture, employment relationship or general agency relationship between us and the client.

Any authority we receive to access or operate a social media or advertising account is limited to carrying out the services that have been agreed.

50. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the agreement between us has no right to enforce any provision of that agreement.

51. Governing Law And Jurisdiction

These Terms & Conditions and any contractual or non-contractual dispute arising from them or the services will be governed by the law of England and Wales.

Subject to any mandatory legal rights that apply, the courts of England and Wales will have jurisdiction in relation to any dispute arising from the agreement.

52. Contact

Questions regarding these Terms & Conditions or a service supplied by us should be sent to:

Red Hot Social Media
Email: hello@redhotsocialmedia.co.uk