Terms of Service, Privacy and Sales Policies

Terms of Service

Full Agreement The following terms and conditions govern all use of this website and all content and services available at or through this website (herein referred to as the "Services"). Vanilla Video Services are owned and operated by Vanilla Video LLC ("Vanilla Video"). The Services offered are subject to your acceptance, without modification, of all the terms and conditions contained herein and all other rules and policies (including, without limitation, our Privacy Policy) and other procedures that may be published from time to time on this website by Vanilla Video (collectively referred to as the "Agreement").

Please read this Agreement carefully before further using our website or ordering services. By accessing and using our website or by ordering Services, you agree to become bound by the terms and conditions of this agreement. If you do not agree to all of the terms and conditions then you may not access the website or use our Services. If these terms and conditions are considered an offer by Vanilla Video, acceptance is expressly limited to these terms. The Services are only available to individuals who are at least 18 years old.

  • Stop using this website if you disagree to These Terms or our Privacy Policy.

  • Contact us if you have concerns or questions using our contact form.

You hereby accept the following:

  1. No Violation of Laws. You agree that you will not, in connection with your use of the Services, violate any applicable law or regulation. Without limiting the foregoing, you agree that you will not make available through Vanilla Video, VanillaVideo.com, or our Services, any material or information that infringes any copyright, trademark, patent, trade secret, or other right of any party (including rights of privacy or publicity).

  2. Misuse of Services. You may not connect to or use the Services in any way not expressly permitted by this Agreement. Without limiting the foregoing, you agree that you will not (a) institute, assist, or become involved in any type of attack, including without limitation denial of service attacks, upon our website or otherwise attempt to disrupt the Services or any other person's use of the Service; or (b) attempt to gain unauthorized access to VanillaVideo.com or Vanilla Video Services, Accounts registered to other persons, or the computer systems or networks connected to the Services.

  3. Your Account. If you login on the Services, you are responsible for maintaining the security of your account, the accuracy of information associated with your account, and you are fully responsible for all activities that occur under the account and any other actions taken in connection with the Services. You must immediately notify Vanilla Video of any unauthorized uses of your account or any other breaches of security. Vanilla Video will not be liable for any acts or omissions by You, including any damages of any kind incurred as a result of such acts or omissions.

  4. Changes. Vanilla Video reserves the right, at its sole discretion, to modify or replace any part of this Agreement. It is your responsibility to check this Agreement periodically for changes. Your continued use of or access to the Services following the posting of any changes to this Agreement constitutes acceptance of those changes. Vanilla Video may also, in the future, offer new services and/or features through VanillaVideo.com and the Services (including, the release of new tools and resources). Such new features and/or services shall be subject to the terms and conditions of this Agreement.

  5. Links to Other Websites. We have not reviewed, and cannot review, all of the material, including computer software, made available through the websites and web pages to which this website links, and that link to this website. Vanilla Video does not have any control over external websites and web pages, and is not responsible for their contents or their use. By linking to an external website or webpage, Vanilla Video does not represent or imply that it endorses such website or webpage. You are responsible for taking precautions as necessary to protect yourself and your computer systems from viruses, worms, trojan horses, and other harmful or destructive content. Vanilla Video disclaims any responsibility for any harm resulting from your use of external websites and web pages.

  6. Intellectual Property. This Agreement does not transfer from Vanilla Video to you any Vanilla Video or third party intellectual property, and all right, title and interest in and to such property will remain (as between the parties) solely with Vanilla Video. Vanilla Video, Vanilla Video, VanillaVideo.com, the Vanilla Video and Vanilla Video logo, and all other trademarks, service marks, graphics and logos used in connection with VanillaVideo.com, or the Services are copyright, trademarks or registered trademarks of Vanilla Video or Vanilla Video’s licensors. Other trademarks, service marks, graphics and logos used in connection with the Services may be the trademarks of other third parties. Your use of the Services grants you no right or license to reproduce or otherwise use any Vanilla Video or third-party trademarks.

  7. Termination. Vanilla Video may terminate your access to all or any part of the Website at any time, with or without cause, with or without notice, effective immediately. If you wish to terminate this Agreement you may simply discontinue using the Services and VanillaVideo.com. All provisions of this Agreement which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity and limitations of liability.

  8. Disclaimer of Warranties. The Services are provided “as is”. Vanilla Video and its suppliers and licensors hereby disclaim all warranties of any kind, express or implied, including, without limitation, the warranties of merchantability, fitness for a particular purpose and non-infringement. Neither Vanilla Video nor its suppliers and licensors, makes any warranty that the Services or VanillaVideo.com will be error free or that access thereto will be continuous or uninterrupted. You understand that you download from, or otherwise obtain content or services through, the Services and VanillaVideo.com at your own discretion and risk.

  9. Limitation of Liability. In no event will Vanilla Video, or its suppliers or licensors, be liable with respect to any subject matter of this agreement under any contract, negligence, strict liability or other legal or equitable theory for: (i) any special, incidental or consequential damages; (ii) the cost of procurement or substitute products or services; (iii) for interruption of use or loss or corruption of data. Vanilla Video shall have no liability for any failure or delay due to matters beyond their reasonable control. The foregoing shall not apply to the extent prohibited by applicable law.

  10. General Representation and Warranty. You represent and warrant that your use of the Services will be in strict accordance with our Privacy Policy, with this Agreement and with all applicable laws and regulations (including without limitation any local laws or regulations in your country, state, city, or other governmental area, regarding online conduct and acceptable content, and including all applicable laws regarding the transmission of technical data exported from the United States or the country in which you reside).

  11. Indemnification. You agree to indemnify and hold harmless Vanilla Video, its contractors, and its licensors, and their respective directors, officers, employees and agents from and against any and all claims and expenses, including attorneys’ fees, arising out of your use of the Services or VanillaVideo.com, including but not limited to your violation of this Agreement.

  12. Miscellaneous. This Agreement constitutes the entire agreement between Vanilla Video and you concerning the subject matter hereof, and they may only be modified by a written amendment signed by an authorized executive of Vanilla Video, or by the posting by Vanilla Video of a revised version. Except to the extent applicable law, if any, provides otherwise, this Agreement, any access to or use of the Services will be governed by the laws of the state of Illinois. If any part of this Agreement is held invalid or unenforceable, that part will be construed to reflect the parties’ original intent, and the remaining portions will remain in full force and effect. A waiver by either party of any term or condition of this Agreement or any breach thereof, in any one instance, will not waive such term or condition or any subsequent breach thereof. Vanilla Video may assign its rights under this Agreement without condition. This Agreement will be binding upon and will inure to the benefit of the parties, their successors and permitted assigns.

The following terms are incorporated by reference:

  1. Privacy Policy. This Privacy Policy describes how we collect and use information you send to us by visiting our website or by ordering service. Do not use our website and do not order our services if you do not agree to our privacy practices described in this policy.


Video Production Terms

The following terms of service (hereafter referred to as "Terms") apply when contracting Vanilla Video to perform video production services (herein referred to as the “Services”) for you, or the entity that you represent. The Services are provided by Vanilla Video LLC (“Vanilla Video”) and are subject to your acceptance, without modification, of the Terms and all other rules and policies that may be included by reference.

Notice of Terms

The Services herein are made only available for lawful purposes, to persons at least 18 years of age. You may only contract Services if you are able to form a binding contract with Vanilla Video and are not a person barred from receiving Services under the laws of the United States or other applicable jurisdictions. If you are accepting these terms on behalf of an organization, company, government, or other legal entity, you represent and warrant that you are authorized to do so. You may only contract video production services from Vanilla Video after accepting these Terms, and only in compliance with all applicable local, state, national, and international laws, rules and regulations.

Please read this Agreement carefully before contracting Services. By placing an order via telephone, our website, in person, or by any ordering mechanism developed in the future, you agree to become bound by the Terms of this Agreement. If you do not accept all of the Terms, without modification, then you may not place an order or contract video production services from Vanilla Video. If these Terms are to be considered an offer by Vanilla Video, acceptance is expressly limited to these Terms.

  • Contract Services. Vanilla Video is contracted at your directive; therefore you acknowledge and understand that you alone are responsible for the images and audio Vanilla Video records on video. You represent and warrant that you have the authority to record video and audio at your event, at the venue and time described.

  • Audio & Video Laws. You are responsible for notifying (i) the venue, (ii) event attendees and guests, (iii) the proper authorities, owners, government officials, agents or representatives and (iv) any other applicable parties that you will be recording video with audio at your event. You will ensure that by contracting Vanilla Video to record video and audio at your event, both you and Vanilla Video are complying with all applicable local, state and US laws.

  • Guest & Attendee Video/Audio Notification. You alone are responsible for notifying guests and attendees that you have contracted Vanilla Video to film the event. You represent, warrant and understand that you alone are responsible for notifying guests and attendees that Vanilla Video will be recording video and audio at the event and directing those who wish not to be captured on video or audio to avoid our videographers.

  • Copyright & Sharing. You are the sole copyright holder for all video and audio we record. However, since Vanilla Video is all about sharing video, we need certain rights from you to help you share your video. You hereby grant Vanilla Video a non-exclusive, transferable, sub-licensable, royalty-free, worldwide license to use any video and audio we record on your behalf in connection with the services we provide to you.

  • Cross-promotion & Portfolio. Unless you've explicitly requested a Non-Disclosure Agreement ("NDA") option, you hereby grant Vanilla Video a non-exclusive, transferable, sub-licensable, royalty-free, worldwide license to use the video and/or audio we record in portfolio, in promotion or for other marketing purposes.

  • Delivery & Specifications. Your videos will be delivered in a digital format through our website at VanillaVideo.com A personal link will be emailed to your email address, allowing you to view and download copies of your videos. The specifications of these digital copies can be found on our specifications page.

Please read over and familiarize yourself with these sales policies prior to purchasing or contracting Vanilla Video.

Accepting Orders

  • Orders Subject to Approval. A Request for Service via our Online Ordering System is not automatically approved, and IS NOT A GUARANTEE of price or availability. All Requests for Service (i.e., online orders) must be manually reviewed, and may only be accepted by our personnel. Once a Request for Service has been approved, we will issue an invoice accordingly, and accept your order ONLY upon 100% full payment.

  • Refusing Online Orders. We reserve the right to deny any "Request for Service" made through our Online Ordering System for any reason. You understand that due to market conditions, namely supply and demand constraints on the availability of our service, we may waitlist your order if it does not meet a certain dollar amount threshold.

  • Automatic Price Estimations. Vanilla Video provides pricing estimates online for the convenience of its customers. However, due to the nature of computers and complexity of video production, automated pricing estimates provided by our website may not reflect the appropriate or relevant pricing for your specific project. Therefore you acknowledge, that based on technical limitations of our website, that pricing listed on our website is, at best, an approximation — and that ONLINE PRICING SHOULD BE NOT BE CONSIDERED A QUOTE, AN ESTIMATE, OR A GUARANTEE.

  • Pricing Errors. Computing Errors. While Vanilla Video strives to offer accurate online pricing, you acknowledge that both computer and human errors occur in the automatic computation, and static display, of online pricing. WE RESERVE THE RIGHT TO REJECT ANY REQUESTS DUE TO PRICING ERRORS. Only a real person, representating Vanilla Video LLC, can offer binding quotes and estimates.

  • Geographic Limitations. Vanilla Video is a Chicago-based video production company. Generally, we accept orders up to (approx.) 100 miles away from our base of operations. However, we reserve the right to reject any order for a geographic area that would be too cumbersome, difficult, unsafe or unprofitable to serve. Please check our Service Area Availability page for more information.

Payment Policies

  • No Reservations. Availability is on a "first come, first served" basis, and should never be assumed otherwise. No reservations or promises are made unless an order (invoice) has been paid in full.

  • Non Payment. Partial Payment. For an order to be accepted, i.e., "Reserved", by our system, it must be fully paid upfront. Orders not paid 100% full prior to filming will not be fulfilled.

  • Split Payments. A 50% / 50% split payment plan is only available upon request for orders exceeding $1,800.00 USD in value, except where special payment terms have been made available to you by an authorized Vanilla Video representative.

  • Payment Plans. Orders over $5,000.00 USD may qualify for special payment terms.

Sale Terms

  • Schedule Changes. All schedule changes, however small, are subject to a $59.00 schedule change fee. Please know, that schedule changes may be incompatible with our availability — in which case our normal cancellation policy applies.

  • Cancellations. All cancellations must be made at least 14 days prior to filming, any cancellation thereafter will be considered a forfeiture of the full amount.

  • Cancellation Fee. All orders are immediately 50% non-refundable. By contracting Services from Vanilla Video, we reserve equipment, videographers and other resources for your event or video production and reduce our availability for other customers. There is a 100% cancellation fee when cancelling within 14 days of the film date.

  • Upon Arrival. Once our videographers arrive to your specified location, at your specified time, your order cannot be cancelled, shortened, or refunded in whole or in part.

  • Refunds. Services are not refundable once performed. We are only able to refund 50% of the order total when (A) services have not yet been performed AND (B) your order has been cancelled with at least 14 day advance notice of the scheduled film date. Please note, we reserve our resources for accepted / paid orders, and actively refuse other customer orders during reserved times. This policy prevents overbooking.

  • Acts of God. Vanilla Video may terminate this Agreement and suspend fulfillment of all Services, in whole or in part, in the event of acts of God beyond our control, including war, government regulation, terrorism, natural disasters, strikes, civil disorder, curtailment of transportation, or similar emergency beyond our control, making it impossible, illegal, or commercially inadvisable, or which materially affects our ability to perform our obligations under this Agreement in whole or in part. We may terminate this Agreement, cancel any order, or suspend Services without liability for any one or more of such occurrences listed above or similar, upon notice to you within ten (10) days of such occurrence.

Code of Ethics

Customer satisfaction, privacy, abiding by the law, being respectful, and great service are all important to us. Our videographers, editors, and video production professionals subscribe to this code of ethics upon being hired, and are routinely refreshed during their employment.

Videographer Code of Ethics

  • Achieve the highest quality of work at all times.

  • Always maintain a cooperative, helpful and positive attitude.

  • Always be accurate and honest in the representation of people on camera.

  • Document — Never intentionally alter or influence events during filming.

  • Do not accept gifts or compensation from others.

  • Only film lawfully, and respect the privacy of others.

  • If an individual does not wish to be on video, avoid them.

  • Be awesome to customers, and thankful for them.

Safety Policy

We take the safety, health and general well being of our videographers very seriously and ask that customers respect these safety standards. Please note, that videographers may refuse to perform an action if it endangers them or the equipment.

Videographer Safety Policy

  • No filming outdoors during rain, extreme fog, or thunderstorms.

  • No filming outdoors when the temperature is below 50° F, or over 100° F.

  • We cannot film within 10 feet of open bodies of water.

  • We cannot bring equipment onto open-roof (i.e., not fully enclosed.) boats.

  • We cannot walk backwards, or run while handling cameras.

  • We cannot go onto roofs or scaffolds lacking guard rails.

  • We cannot climb ladders, but may go up stairs.

  • We will not enter homes, offices, or premises that are unsafe or hazardous.

  • Videographers will flee to safety during nearby fights, riots, or crimes in action.

  • Videographers will leave if they become threatened or feel unsafe.

  • Videographers will leave if there are unlawful activities taking places.

  • Videographers may refuse any customer request or action if, in their sole discretion, they feel such request or action would endanger themselves, equipment or is unlawful.

Storage Policy

Our videography service involves the archival, storage, and delivery of customer videos. These terms outline our policies and obligations for storing customer videos on our servers.

Archival Policy

  • Original camera footage is stored for 14 days post production. We may, at our sole discretion, store this content indefinitely, but have no obligation to You to store it beyond 14th day after filming. If you require the original footage, you should notify us prior to filming.

  • Compressed original footage is stored for 90 days post production. We may, at our sole discretion, store this content indefinitely, but have no obligation to You to store it beyond 90 days after filming. We recommend that all customers make backup copies of their videos.

Storage Policy

  • Restricted Employee Access. We take great care to protect customer videos from being accessed by employees. Generally, employees may only access your videos on a need to know basis, to comply with legal requests, or to perform services that you have explicitly contracted or asked us to perform.

  • Datacenter Location. We may transmit your video content to datacenters outside of the United States for backup, delivery to you, or for the purposes of serving customers.

  • Backups. We may backup videos, internally or offsite, but have no obligation to do so.

Waitlisting Orders

Due to high demand, we may have to waitlist your order. This policy describes Vanilla Video's official procedure for waitlisting orders due to supply and demand constraints. By placing an order, or using our service and website, you agree to these terms.

  • No Reservations Until Paid. We do not reserve availability in any form or fashion until an order has been completely paid in-full. For more details, please these full Official Sales Terms.

  • Minimum Threshold. For our 2018 Season (Now through February 28, 2019) No order above $729.00 USD in value will be waitlisted. Orders $728.99 or less in value may be waitlisted. For our 2019 Season (March 1, 2019 and Future Dates) No order above $859.00 USD in value will be waitlisted. Orders $858.99 or less in value may be waitlisted.

  • Peak Days. Peak Hours. We only waitlist orders for peak hours, which are most commonly Friday and Saturday afternoons and evenings. However, certain other days (especially holidays) may also be subject to our waitlisting policy.

  • Determination. Based on previous sales data, current customer inquries, website usage, growth metrics, advertising & marketing campaigns, and various other means — we are able to predict with high accuracy which days and hours will be highly saught after.

  • Implementation. If our data analysis indicates a high demand timeframe — Vanilla Video will have to waitlist your order to service customers who would like to purchase "more" coverage. While we do believe every customer is equally worthy of filming, we have a fiduciary duty to our stockholders to maximize revenue, and a responsibility to our employees to maximize their working hours.

  • Accumulation & Expansion. By accumulating waitlist data, we may be able to hire and train other video production professionals in the lead-time up to your event. While we must generally accept larger orders in the event of waitlist, we do seek to increase our availability capacity by hiring and employing more videographers.

  • Function. We will generally (but not always) accept the next highest value orders in the waitlist. However, we may accept small orders during peak hours if scheduling allows for it.

  • Discretion. All orders are accepted at the discretion of a sales person representing Vanilla Video. We are always working towards fulfilling every order, increasing our availability and capacity to fulfill, and do not want to turn down any customers. Though, because Vanilla Video is exceptionally popular, and due to the nature of supply and demand, we have implemented a waitlisting policy.

  • Pricing Complexity. Due to the complexity and dynamic nature of (a) videographer availability, (b) equipment availability, and (c) customer requests in a given timeframe, you acknowledge that showcasing such availability and pricing would be exceptionally difficult for a company of our size and technical capacity.

    Until we are more technically capable, or capable of implementing dynamic "airline pricing", you acknowledge that our waitlist policy is a reasonable attempt at mitigating supply and demand constraints.

    Further, you acknowledge that we have made adequate attempts on our website to notify you of such a policy. Especially on relevant areas of our site, e.g., Availability, Pricing, and Terms.


Unsolicited Ideas

Vanilla Video and its employees do not accept or consider unsolicited ideas, including suggestions, proposals, original artwork, or ideas for new products, new promotions, new advertising campaigns, new or improved products and services, feature enhancements, processes, materials, new product names, marketing plans or any other idea (collectively referred to as “Submissions”) in any form. This policy is to avoid potential misunderstandings or disputes when Vanilla Video products, services, features, or marketing strategies might seem similar, or even identical to, ideas submitted to Vanilla Video. If you submit ideas, despite our request that you do not send us any ideas, the following terms shall apply to your Submissions regardless of what your letter says.

  • Terms of Idea Submissions:

    You agree that: (1) Vanilla Video has no obligation to keep Submissions confidential; (2) that Vanilla Video shall have no obligation to review the Submission; (3) Vanilla Video may redistribute the Submission, in whole or in part, including their contents, for any purpose and in any way; (4) your Submission and contents therein will automatically become the property of Vanilla Video, without any compensation to you.

  • Regarding Feedback:

    Vanilla Video does welcome feedback regarding existing products, services, marketing strategies, and current business operations. If you would like to send us your feedback, we simply request that you send it to us using our Contact Form. Please provide only specific feedback about existing areas of business; do not include ideas that would violate Vanilla Video’s Unsolicited Ideas Policy, as we would be unable to accept or consider them.

    Any feedback you provide shall be deemed non-confidential. Vanilla Video shall have no obligations concerning the feedback, contractual or otherwise, and shall not be liable for any use or disclosure of any feedback provided. Vanilla Video shall be entitled to the unrestricted use of the feedback for any purpose whatsoever, commercial or otherwise, without any compensation to you.


Vanilla Video Trademark and Brand Usage

This policy is for Vanilla Video licensees, authorized resellers, developers, customers, and any other party wishing to use Vanilla Video’s service marks, trademarks or images in promotional, advertising, instruction, reference materials, or on their website, products, packaging, or labels.

If you are a licensee and you have been provided special brand usage guidelines with your license agreement, please follow those guidelines. If your license agreement does not provide brand usage guidelines, use these guidelines.

This policy is designed to help you use our brand and assets, including our logo and trademarks, without having to negotiate a separate agreement with Vanilla Video. If you would like to use our logo, service marks, or trademarks in a way that is not covered by this document, you absolutely must contact us with the intended use and any accompanying visuals.

Valuable Intellectual Property Acknowledgement

By following these brand guidelines, you help us protect our valuable intellectual property rights and our brand. By using a Vanilla Video service mark, trademark, trade names, or trade dress, in whole or in part, you are acknowledging that Vanilla Video is the sole owner of the trademark and you promise not to interfere with Vanilla Video’s rights in dealing with the trademark, including but not limited to Vanilla Video’s use, registration of, or application to register such trademark, alone or accompanied by other words, anywhere in the world. Furthermore, by using a Vanilla Video trademark, you agree that you will not misuse or cause harm to any Vanilla Video trademark.

Using the Vanilla Video Logo

At this time, we do not allow the usage of our image logo. If you are writing a news article or a part of a news publication and wish to use our logo, please use our Legal Contact Form.

Vanilla Video Naming Conventions

Vanilla Video should always be capitalized as a proper noun.

  • Do not add "TM" or "(R)" to our name.

  • Do not add "Production" or "Productions" to our name.

  • You may shorten Vanilla Video as Vanilla.

  • You may abbreviate Vanilla Video as Vv, with one uppercase “V”, immediately followed by a lowercase “v”. The abbreviated form should not contain punctuation or spacing.

  • Our website should be written as VanillaVideo.com

  • Do not label a video made by Vanilla Video as a "Vanilla Video production". Instead, refer to videos made by us as a Vanilla Video, or a video by Vanilla.

Merchandise and manufactured items

Please note that we do not permit the use of our marks on merchandise.

Naming applications, products and domains

Do not use Vanilla Video in your domain names, software or applications, products, or services in any way whatsoever without the prior written consent of Vanilla Video LLC.

Do not use Vanilla or Vv in relation to photography, videography, photo or video production, or any software, service or product, or website that primarily deals with photos and videos.

Visual Designs

Do not copy our visuals, aesthetics, designs, website, or software applications as this could create confusion for our customers, website users, and application users.

Disparaging Manner

You may not use Vanilla Video marks in a disparaging manner.

Endorsement or Sponsorship

You may not use Vanilla Video, or any other Vanilla Video mark, in a manner that would imply affiliation with Vanilla Video, or an endorsement by Vanilla Video, unless you have received explicit written authorization from us to do so.

Variations, Takeoffs or Abbreviations

You may not use variations of the Vanilla Video logo for any purpose, including the phonetic equivalent, foreign language equivalent, takeoff, or abbreviation of a trademark for any purpose.

For example, you may not use "Vanilla Product Name", "Vanilla Service Name", or any other variation that may include Vanilla Video or Vanilla or Vv in prefix, suffix, or as a word part.

Reporting Misuse

Vanilla Video service marks, trademarks, trade names, and trade dress are valuable intellectual property assets. We take the misuse, abuse, and harm of our trademarks seriously.

Please report trademark misuse here.

Legal Department

If you have questions or concerns about Vanilla Video’s legal terms, policies, copyright information, trademark information, or other legal topics, please contact the appropriate person below, or use our legal inquiry form to get in touch with our legal department.

  • Privacy Concerns

    Vanilla Video LLC
    Attn: Corey Olson
    1438 W Lake Street
    Chicago, IL, 60607
    Phone: (866) 948-4336701
  • Urgent Legal Notices

    Vanilla Video LLC
    c/o Corey Olson
    7311 Seminole Ct
    Darien, IL, 60561
    Phone: (866) 948-4336701