Terms of service

Terms of Service

Overview

Welcome to The Black Room Ltd (“The Black Room”, “we”, “us”, or “our”).

The Black Room Ltd operates an online artwork licensing platform supplying rights-managed artwork to film, television, streaming, commercial, and entertainment productions (the “Services”).

Our platform has been developed specifically for Production Designers, Art Departments, Set Decorators, Prop Masters, Producers, and Clearance Teams seeking efficient access to production-ready artwork with clear licensing structures.

The Services are hosted and powered by Shopify, which enables us to operate our online platform and process transactions securely.

By accessing or using our website, purchasing artwork, or engaging with any of our Services, you agree to be bound by these Terms of Service together with any additional policies or licence agreements referenced herein.

If you do not agree to these Terms, you should not access or use the Services.

1. Production-Focused Service

The Black Room provides digitally supplied artwork intended for use within:

• film productions
• television productions
• streaming productions
• commercial campaigns
• entertainment media projects

Artwork available through the platform has been sourced directly from artists and rights holders. Prior to publication, The Black Room Ltd manages the relevant licensing permissions necessary for distribution through the platform.

All artwork is supplied subject to separate Licence Terms which govern permitted usage rights, ownership rights, exclusivity arrangements, and intellectual property provisions.

2. Eligibility & Account Information

By using the Services, you confirm that:

• you are authorised to enter into legally binding agreements on behalf of yourself or the production entity you represent
• all information submitted to us is accurate and complete
• you will maintain the confidentiality of any account credentials associated with the Services

You remain responsible for all activity conducted under your account or purchasing details.

3. Artwork & Services

The Black Room offers:

• standard artwork licences
• market freeze arrangements
• exclusive buyouts
• commissioned artwork services

Artwork images displayed on the website are intended as visual representations only. Colours, scale, and appearance may vary depending on device settings, print methods, framing, materials, and production environments.

We reserve the right to:

• modify artwork listings
• remove artwork from availability
• amend pricing
• limit licensing availability 
• decline requests for exclusivity

at our sole discretion.

4. Licensing Structure

All artwork usage is governed separately under the applicable Licence Terms provided at the point of purchase or agreement.

Unless expressly agreed otherwise in writing:

• licences apply solely to the named production
• additional seasons, sequels, spin-offs, remakes, or associated productions may require separate licensing
• artwork ownership does not transfer unless expressly stated within an Exclusive Buyout agreement
• all intellectual property rights remain with the original rights holder unless formally assigned

Licence types may include:

• Standard Licence
• Market Freeze
• Exclusive Buyout
• Commissioned Artwork

Full licence details are available within the separate Licensing Options and Licence Terms documentation.

5. Orders & Acceptance

All orders placed through the website or directly with The Black Room Ltd constitute an offer to purchase services or licence rights.

Orders are not deemed accepted until:

• payment has been successfully processed, and
• confirmation has been issued by The Black Room Ltd

We reserve the right to:

• refuse orders
• limit quantities
• cancel transactions
• request additional production information
• decline licensing requests

where reasonably necessary.

6. Pricing & Payment

All prices displayed on the platform are subject to change without notice.

Unless otherwise stated:

• payment is required prior to delivery
• bespoke agreements may require separate invoicing

Productions purchasing multiple artworks may request custom pricing arrangements.

Commissioned artwork projects may require staged payments or deposits as outlined within separate commission agreements.

You confirm that:

• payment details provided are valid and authorised
• you are authorised to make purchases on behalf of the relevant production or entity
• all charges incurred will be honoured

7. Delivery

Digital artwork files are supplied electronically via:

• website download
• email delivery
• secure transfer service

Delivery timeframes are estimates only and may vary depending on:

• file preparation
• approval processes
• exclusivity arrangements
• commission requirements

For commissioned physical artwork, shipping, transportation, installation, insurance, and associated logistics remain the responsibility of the production unless otherwise agreed in writing.

8. Commissioned Artwork

The Black Room may coordinate bespoke commissioned artwork projects directly with artists on behalf of productions.

Commission services may include:

• artist sourcing
• creative briefing
• concept approvals
• rights management
• production coordination

Commission terms, delivery schedules, payment milestones, ownership rights, and usage rights will be governed by separate written agreements.

Unless otherwise agreed, commissioned artwork deposits are non-refundable once creative work has commenced.

9. Refunds & Cancellations

Due to the digital and rights-managed nature of the Services:

• completed digital artwork purchases are generally non-refundable
• market freeze agreements are non-refundable
• exclusive buyouts are non-refundable
• commissioned artwork payments are non-refundable once work has commenced

If a technical issue prevents access to a purchased file, productions must notify us within 24 hours of delivery. Where a technical fault cannot reasonably be resolved, we may issue a replacement file or refund at our discretion.

Refunds will not be issued due to:

• creative preference changes
• production schedule changes
• unused artwork
• changes in production direction

10. Intellectual Property

All content available through the Services, including:

• artwork
• branding
• logos
• graphics
• website design
• text
• digital assets

is protected by copyright, trademark, and intellectual property laws.

Except where ownership has been expressly transferred under a written Exclusive Buyout agreement:

• all intellectual property rights remain with the relevant rights holder
• artwork may not be resold, redistributed, sublicensed, or commercially reproduced outside the agreed production use

Nothing within these Terms transfers copyright ownership unless expressly stated in writing.

11. Prohibited Use

You may not:

• reproduce or redistribute artwork outside authorised usage
• use artwork outside agreed licence terms
• resell digital files
• copy or scrape website content
• interfere with website functionality or security
• use automated systems, bots, scraping tools, or AI extraction tools to access website content without permission
• submit false or misleading information
• use the Services unlawfully or fraudulently

We reserve the right to suspend or terminate access where misuse is suspected.

12. Third-Party Services & Links

The Services may contain links to third-party websites, tools, or services.

The Black Room is not responsible for:

• third-party content
• external websites
• third-party service performance
• third-party policies or practices

Your use of third-party services remains entirely at your own risk.

13. Privacy & Data Protection

Personal information submitted through the Services is handled in accordance with our Privacy Policy and applicable UK data protection legislation, including the UK GDPR.

As the platform is hosted by Shopify, certain information may also be processed by Shopify in accordance with Shopify’s policies and infrastructure requirements.

14. Disclaimer

The Services and all artwork are provided on an “as available” basis.

While The Black Room Ltd takes reasonable steps to manage licensing workflows and rights clearances, we do not guarantee:

• uninterrupted platform availability
• error-free operation
• suitability for specific production requirements
• compatibility with all printing methods or technical systems

Productions remain responsible for assessing suitability prior to purchase.

15. Limitation of Liability

To the fullest extent permitted by law, The Black Room Ltd shall not be liable for:

• indirect or consequential losses
• production delays
• loss of profits
• loss of business opportunity
• reputational loss
• third-party claims arising from unauthorised usage outside agreed licence terms

Our total aggregate liability relating to any artwork, licence, or service shall not exceed the total amount paid by the customer for the relevant transaction.

Nothing within these Terms excludes liability where exclusion is prohibited by law.

16. Indemnity

You agree to indemnify and hold harmless The Black Room Ltd, its directors, employees, contractors, licensors, and affiliates against any claims, damages, liabilities, losses, or expenses arising from:

• breach of these Terms
• misuse of artwork
• unauthorised usage
• breach of licence conditions
• unlawful conduct relating to the Services

17. Termination

We reserve the right to suspend, restrict, or terminate access to the Services at any time where:

• these Terms are breached
• fraudulent activity is suspected
• misuse of artwork or licensing occurs
• payment obligations remain outstanding

Termination shall not affect any accrued rights or obligations.

18. Amendments

We may update or amend these Terms periodically to reflect:

• operational changes
• legal developments
• platform updates
• industry requirements

Updated Terms become effective upon publication on the website.

Continued use of the Services constitutes acceptance of any updated Terms.

19. Governing Law

These Terms of Service shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Contact Information

Questions regarding these Terms of Service may be directed to:

The Black Room Ltd
contact@theblackroom.co.uk

Registered Address: Upper Deck, Admirals Quarter, Portsmouth Road, Thames Ditton, ENG, KT7 0XA,
Company Registration Number: 15387351