GENERAL TERMS AND CONDITIONS OF CONTRACTING
Epic Studio S.L.
Last updated: June 2026
1. General information
These General Terms and Conditions of Contracting govern the professional relationship between Epic Studio S.L. and its clients regarding the provision of photography, video, digital retouching, product photography, e‑commerce photography, social media content, advanced editing, image creation with models, use of digital tools and artificial intelligence, and other related visual services.
Company details:
Epic Studio S.L.
CIF: B26879957
Registered office:
Calle Urbano Arregui 23b
Ed. Princessa Playa 3A
03186 Torrevieja
Email: af@epic-studio.es
Website: www.epic-studio.es
Epic Studio S.L. provides its services primarily to companies, brands, online stores, manufacturers, distributors, freelancers and professionals.
Unless expressly stated otherwise, these terms are intended for professional or business relationships. In the event of contracting with consumers, these terms will apply only to the extent permitted by applicable law.
Acceptance of a quote, confirmation of an assignment by email, WhatsApp or other written means, sending products for a photo session or making a payment related to our services implies acceptance of these General Terms and Conditions of Contracting.
2. Quotes and acceptance of the assignment
Quotes issued by Epic Studio S.L. will be valid for the period indicated in the document. If no specific period is stated, the quote will be valid for 15 calendar days from the date of issue.
The quote may include, among other aspects, the type of service, number of products, number of images, technical conditions, delivery format, visual style, price, estimated timelines, delivery method, payment terms and any other particular condition agreed with the client.
The assignment will be considered accepted when the client confirms the quote in writing, sends the products for the session, makes a partial or full payment, or expressly authorizes the start of the work.
Any subsequent modification of the assignment, including changes in the number of products, type of photography, style, format, retouching, urgency, use of models, artificial intelligence, technical requirements or delivery conditions, may entail a revision of the initial quote.
Quotes, contracts or commercial emails may include the following reference:
“By accepting this quote, the client accepts Epic Studio S.L.'s General Terms and Conditions of Contracting, published at [www.epic-studio.es/"[añadir-url].”](http://www.epic-studio.es/"[añadir-url].”)
3. Briefing, instructions and client responsibility
The client must provide all information necessary to correctly carry out the assignment before the work begins.
This information may include, among other elements:
visual references, style guides, formats, proportions, backgrounds, margins, image order, file names, Excel or product table, internal codes, barcodes, model references, colors, materials, retouching instructions, marketplace requirements, examples from the client's website and any other relevant indication.
Epic Studio S.L. will carry out the work following the instructions received and confirmed before the session begins.
If the client provides incomplete, incorrect, contradictory or late information, Epic Studio S.L. will not be responsible for errors, delays, additional costs or the need to repeat the work resulting from that situation.
New instructions communicated after the session or after delivery of the images will not be considered included corrections, unless expressly agreed in writing.
4. Prices, taxes and payment terms
Prices indicated in quotes are exclusive of VAT unless expressly stated otherwise.
Invoices will be issued in accordance with applicable tax regulations, taking into account the nature of the client, their country of tax residence and the type of transaction.
Unless otherwise agreed in writing, payment must be made within the period indicated on the invoice. If the invoice does not specify a deadline, payment must be made within 5 working days of issuance.
Epic Studio S.L. may request full or partial advance payment, especially for new clients, urgent assignments, productions with external costs, hiring models, purchasing materials, travel or large volumes of work.
Usage rights for the final images, videos or materials will be granted only after full payment of the corresponding invoice, unless expressly agreed otherwise in writing.
In case of late payment, Epic Studio S.L. may suspend pending deliveries, pause new work, block the start of future sessions or claim the interest and costs applicable under the regulations governing commercial transactions.
5. Delivery of materials and timelines
Delivery times indicated by Epic Studio S.L. are estimates, unless a fixed deadline is expressly agreed in writing.
The delivery period will begin once Epic Studio S.L. has received all products, instructions, materials, references, payments and data necessary to properly start the work.
For batch work, the timeframe may be calculated from the complete receipt of each batch of products and their corresponding information.
If the client delays delivery of products, instructions, tables, references, payments or approvals, delivery times will be adjusted proportionally.
Epic Studio S.L. will not be responsible for delays caused by transport companies, external third parties, online platforms, lack of information, briefing changes or causes beyond its control.
6. Products sent by the client
When the client sends products for a photo session, they must be properly packed, identified and accompanied by all information necessary for their organization, photography and return.
Epic Studio S.L. will handle products with the utmost care throughout the work process.
However, unless expressly agreed in writing, Epic Studio S.L. will not be responsible for minor changes resulting from normal use of the product during the session, such as handling, positioning, opening, closing, filling, adjustment, superficial cleaning, visual preparation or contact necessary for photography.
The client accepts that certain products, especially footwear, clothing, bags, accessories, jewelry, cosmetics, delicate products or commercial samples, may require handling, stuffing, positioning, adjustment, fastening, movement or superficial cleaning to achieve an appropriate visual result.
Epic Studio S.L. will not be responsible for damage, marks, defects, stains, wrinkles, deformations, color differences, glue residues, scratches, dust, signs of use or imperfections that were already present on the products prior to the session.
7. Packaging, boxes and original presentation
Once the session is completed, Epic Studio S.L. will return the products properly placed and protected within their corresponding boxes or packaging.
Unless previously agreed in writing, Epic Studio S.L. is not obliged to reproduce the exact original factory packaging condition.
This includes, among other elements, the exact placement of papers, fillers, inner supports, plastics, separators, labels, tapes, bags, wrappings or other presentation elements.
The client accepts that after the session products may be returned in an orderly, safe and protected manner, but not necessarily with the exact same internal presentation as when received.
If the client requires products to be returned with presentation identical to factory condition, they must communicate this before the work begins. In that case, Epic Studio S.L. may assess whether it is feasible and whether it entails an additional cost.
8. Shipping, collection and return of products
Unless otherwise agreed in writing, costs and arrangements for sending products to Epic Studio S.L. will be borne by the client.
For product returns, the client must provide a return label or agree the shipping method with Epic Studio S.L. in advance.
Epic Studio S.L. will not be responsible for losses, delays, damage or incidents caused by transport companies, couriers, postal services or external third parties, except in cases of willful misconduct or gross negligence by Epic Studio S.L.
The client will be responsible for arranging, if deemed necessary, transport insurance appropriate to the value of the products sent.
9. Visual preparation of products
Unless specifically agreed, Epic Studio S.L. will perform only reasonable visual preparation of products for the session.
This preparation may include basic actions such as placing, arranging, stuffing, adjusting, superficial cleaning, removing visible dust or improving the overall presentation of the product for photography.
Unless agreed in writing, services such as professional ironing, complex steaming, repair, restoration, deep cleaning, physical stain removal, sole repair, zipper repair, glue removal, artisanal preparation or any intervention beyond normal visual preparation for a photo session are not included.
If a product requires special preparation, the client must notify Epic Studio S.L. before the work begins.
10. Color, texture and visual representation
Epic Studio S.L. will work to represent products as faithfully, carefully and professionally as possible.
However, the client understands that exact reproduction of color, texture, gloss, transparency, material or volume may vary depending on lighting, camera, screen, browser, color profile, image compression, publishing platform, production batch or end‑user viewing conditions.
Therefore, unless a specific technical agreement is made in writing, Epic Studio S.L. does not guarantee absolute color matching across all devices, screens, browsers or platforms.
If the client requires especially precise color reproduction, they must notify Epic Studio S.L. in advance and provide the necessary references, profiles, samples or technical requirements.
11. Review, corrections and acceptance of the work
Once images, videos or final materials are delivered, the client must review them within a maximum of 7 working days, unless another period has been agreed in writing.
If the client does not communicate observations, technical errors or correction requests within that period, the work will be considered accepted.
Corrections included in the quote are limited to reasonable adjustments related to the original assignment, such as minor color changes, cropping, format, visual cleanup, spot retouching or correction of technical details.
Changes of criteria, new instructions not communicated before the session, style changes, new versions, reference substitutions, modifications to the initial briefing, new technical demands or requests that require total or partial repetition of the work will not be considered included corrections.
If the client requests additional modifications outside the original scope, Epic Studio S.L. may issue a supplemental quote.
12. Repetition of sessions
Epic Studio S.L. will repeat at no additional cost only those works where there is a clear technical error attributable to Epic Studio S.L., provided the client reports it within the established review period.
It will not be considered a technical error attributable to Epic Studio S.L. if images must be repeated due to incomplete instructions, changes of mind, new references, changes in the client's style guide, requirements not previously communicated, defective products, poorly prepared products, errors in the product table or new demands after the session.
13. Final files, RAW and editable files
Epic Studio S.L. will deliver to the client only the final files agreed upon.
RAW files, layered PSD or TIFF files, editable files, prompts, configurations, internal processes, rejects, internal proofs, unselected photographs and working materials are not part of the delivery unless expressly agreed in writing.
Delivery of RAW or editable files, if accepted by Epic Studio S.L., may incur an additional cost and must be agreed in writing.
Epic Studio S.L. may retain working files internally for technical, organizational or archival reasons, but is not obliged to keep or deliver them to the client.
14. File retention
Unless otherwise agreed in writing, Epic Studio S.L. will retain delivered final files for a minimum period of 30 days from the date of delivery.
After this period, Epic Studio S.L. is not obliged to retain, resend, recover or store the files.
The client is responsible for downloading, reviewing and properly saving the delivered final files.
If the client requests recovery or resending of files after the retention period, Epic Studio S.L. may comply if the files are still available, and may apply an additional fee for management or recovery.
15. Copyright and license to use
All photographs, videos, composites, retouches, generated images, edits, files and visual materials created by Epic Studio S.L. are protected by intellectual property rights.
Unless expressly agreed in writing, Epic Studio S.L. retains ownership of copyright and intellectual property rights over the materials created.
The client will receive a license to use the delivered and paid final files, limited to the purposes agreed in the quote or in written communication between the parties.
Unless otherwise agreed, the client may use the paid final images for their website, online store, marketplaces, social media, digital catalogs, their own commercial campaigns and brand communications.
The client may not sell, assign, sublicense, transfer or deliver the materials to third parties for uses outside the assignment without prior written authorization from Epic Studio S.L.
Use of the materials before full payment of the invoice is not authorized, unless expressly agreed in writing.
16. Image modification by the client
The client may make reasonable technical adaptations to the final files, such as resizing, compression, cropping or adaptation to web, social media or marketplace formats.
However, the client may not make substantial modifications that significantly alter the visual result, damage the quality of the work, negatively affect Epic Studio S.L.'s reputation or present a modified image as if it were the original result delivered by Epic Studio S.L.
17. Free proofs, trial sessions and samples
When Epic Studio S.L. produces a trial session, free sample or preliminary work at no cost, such images are intended only to evaluate style, quality, technical feasibility or a potential collaboration between the parties.
Trial images may not be used commercially by the client without prior payment for the corresponding photographs or videos and without Epic Studio S.L.'s express written authorization.
If the client wishes to use images from a free trial commercially, they must pay for the corresponding photographs or videos before use.
Providing a free trial does not obligate Epic Studio S.L. to maintain the same conditions, prices or scope in future assignments.
Unless otherwise agreed in writing, Epic Studio S.L. may use trial images to showcase its work in portfolio, website, social media, commercial proposals or internal presentations, always respecting the client's and product's professional image.
18. Use of artificial intelligence and digital tools
Epic Studio S.L. may use digital editing, automation, artificial intelligence, image generation, visual enhancement, background replacement, digital model creation, image upscaling, product cleanup, compositing or visual adaptation tools when such tools are appropriate for the requested result.
Use of these tools may be part of Epic Studio S.L.'s creative or technical process.
If the client does not want artificial intelligence tools to be used for a specific assignment, they must expressly notify Epic Studio S.L. in writing before the work begins.
The client is responsible for reviewing final materials before publication or commercial use, especially when advanced editing processes or artificial intelligence have been used.
Epic Studio S.L. will not be responsible for restrictions, rejections or limitations imposed by marketplaces, advertising platforms, social networks or other third parties regarding the use of images edited, generated or assisted by artificial intelligence, unless the client previously communicated specific requirements and these were accepted in writing by Epic Studio S.L.
19. Marketplaces and external platform requirements
Epic Studio S.L. may adapt images to technical requirements provided by the client for platforms such as Amazon, Zalando, Shopify, Miravia, WooCommerce, marketplaces, digital catalogs or other sales platforms.
The client is responsible for providing platform rules, guides, measurements, formats, backgrounds, margins, restrictions and technical requirements before the work begins.
Epic Studio S.L. will not be responsible for rejection of images by external platforms when such rejection is due to rules not previously communicated, platform policy changes, subjective review criteria or requirements not included in the initial briefing.
20. Client responsibility regarding brands, products and third‑party rights
The client warrants that they hold all rights, authorizations and permissions necessary for the products, brands, logos, designs, texts, images, models, materials, references and elements provided to Epic Studio S.L. for the assignment.
The client will be responsible for any third‑party claims related to trademark, design, intellectual property, image, privacy, unfair competition, advertising or any other rights linked to the materials provided by the client.
Epic Studio S.L. will not be responsible for verifying the legal ownership of products, brands, designs, materials or references sent by the client.
21. Models, persons and personal image
When the assignment includes photographs or videos with models, employees, end customers, minors or other identifiable persons, the client will be responsible for obtaining the necessary authorizations for the use of their image, unless otherwise agreed in writing.
If Epic Studio S.L. arranges the hiring of external models, the conditions for image use, duration, territory and means of dissemination must be agreed in advance.
Any use of models' images outside the agreed scope may require additional authorization and additional costs.
22. Publication in portfolio and social media
Unless the client states otherwise in writing before the assignment begins, Epic Studio S.L. may use the work to display in its portfolio, website, social media, commercial presentations, client proposals and its own promotional materials.
If the work is confidential, part of an unreleased collection, a private campaign, an unpublished product or a sensitive project, the client must expressly communicate this in writing before the work begins.
In that case, Epic Studio S.L. will respect the project's confidentiality and will not publish the material until it receives authorization or until the product is officially published by the client.
23. Cancellations, postponements and urgent work
If the client cancels a confirmed assignment, Epic Studio S.L. may invoice for work already performed, preparation costs, organization, production, reservations, purchases, blocked time and any non‑recoverable expenses.
If the client postpones a session or delays delivery of products, materials, instructions or payments, delivery times will be adjusted proportionally.
Urgent or high‑priority work may be subject to an additional surcharge, which will be communicated to the client before starting the work.
For work with an urgent date or fixed deadline, any delay by the client may affect the final delivery date.
24. Limitation of liability
Epic Studio S.L. undertakes to perform the work with professionalism, care and attention to the agreed instructions.
However, except in cases of willful misconduct or gross negligence, Epic Studio S.L.'s liability will be limited to the amount actually paid by the client for the specific service that gave rise to the claim.
Epic Studio S.L. will not be liable for indirect damages, loss of sales, loss of profits, campaigns not launched, delays caused by third parties, external platform incidents, transport problems, errors resulting from incorrect client instructions or subsequent use of the images outside the agreed scope.
25. Confidentiality
Both parties agree to keep confidential commercial, technical, creative, financial or strategic information received during the collaboration.
This obligation does not apply to information that is already public, legitimately obtained by other means or whose disclosure is required by law.
26. Data protection
Personal data provided by the client will be processed by Epic Studio S.L. for the purpose of managing the commercial relationship, preparing quotes, issuing invoices, providing the contracted services, maintaining professional communication and complying with legal obligations.
The client may exercise their rights under applicable data protection law by contacting Epic Studio S.L. through the contact details published on the website.
When the assignment involves processing images of identifiable persons, models, employees, minors, end customers or other natural persons, the client will be responsible for obtaining the necessary authorizations, unless otherwise agreed in writing.
27. Communications
Communications between Epic Studio S.L. and the client may be made by email, WhatsApp, web forms, telephone or other written means commonly used by both parties.
Confirmations made by written means, including email or WhatsApp, may be considered valid for acceptance of quotes, modifications, instructions, approvals and decisions related to the assignment.
28. Applicable law and jurisdiction
These terms will be governed by Spanish law.
Unless applicable law provides otherwise, for any dispute arising from the contractual relationship between Epic Studio S.L. and the client, both parties submit to the courts and tribunals corresponding to Epic Studio S.L.'s registered office.
29. Specific conditions
If there is a quote, contract, agreement or written communication containing specific conditions, those conditions will prevail over these General Terms and Conditions only to the extent that they expressly contradict them.
The remainder of these General Terms and Conditions will remain applicable.
