terms and conditions

AI Policy
Site Credits
Client Terms
Model Terms
Pay Next Day Terms
Privacy Policy

AI Policy

USE OF TALENT IMAGES, LIKENESS, VOICE, PERFORMANCE AND DIGITAL ASSETS

Sandra Reynolds recognises that AI, digital production and synthetic content are increasingly being used across advertising, content creation and media. We are open to discussing these opportunities where they are appropriate, transparent and properly agreed.

However, the use of any Sandra Reynolds talent in connection with AI must be handled carefully, with clear written consent, agreed usage terms, appropriate fees and full protection of the individual’s image, likeness, voice and performance.

Sandra Reynolds has spent time researching how AI is developing within the modelling, advertising and production industries, and has set up a dedicated Digital Twins division to manage these enquiries in a clear, controlled and responsible way. This allows us to support clients who are exploring AI within their production, or working on AI-led production, while ensuring that talent consent, usage, likeness protection, asset security and commercial terms are properly managed from the outset.

This policy applies to all clients, production companies, agencies, brands, photographers, suppliers and third parties working with Sandra Reynolds talent.

NO AI USE WITHOUT EXPLICIT WRITTEN CONSENT

No image, video, voice recording, performance, scan, measurement, likeness, biometric data or other material featuring Sandra Reynolds talent may be used for AI purposes unless this has been expressly agreed in writing by Sandra Reynolds and the talent.

This includes, but is not limited to:

AI image generation
Digital twins
Synthetic talent
Face swaps
Voice cloning
Motion capture replication
AI training datasets
Machine learning models
Generative AI tools
Synthetic video creation
Avatar creation
Character generation
AI retouching that materially changes identity, body, face or likeness
Any future AI or machine learning process not currently listed here

Consent must be specific to the project. A general release form, standard usage agreement or broad production contract will not be treated as consent for AI use.

AI USE MUST BE AGREED BEFORE ANY WORK TAKES PLACE

Any intended AI use must be disclosed at the briefing stage and agreed before the shoot, scan, recording, casting, self-tape or production takes place.

Clients must clearly explain:

What the talent’s image, likeness, voice or performance will be used for
Whether any AI, machine learning or synthetic production tools will be used
Whether a digital twin, avatar or synthetic version of the talent will to be created
What digital assets will be required
Who will have access to those assets
What the final outputs will be
The usage period
The territory
The media channels
The brand, product or campaign
Whether any third-party suppliers or AI platforms will be involved
How the assets will be stored, protected and deleted

Sandra Reynolds may request further information before approving any AI-related use.

WHAT WE MAY ALLOW

Sandra Reynolds may consider AI-related use where it is clearly agreed, controlled and fairly paid.

This may include:

Creation of a digital twin from an approved asset pack for a specific campaign
Use of approved talent images or footage to generate controlled campaign content
Routine AI-assisted editing or post-production, such as colour correction, lighting adjustments, background clean-up, minor skin retouching and the removal of temporary blemishes, provided this does not alter or misrepresent the talent’s identity, identifiable features, body shape, skin tone, age, expression, movement, voice, performance or the context in which they are shown
Localisation, resizing or adaptation of approved campaign assets
Approved synthetic content using a talent’s likeness for a defined brand, campaign and usage period
Approved use of talent voice, movement or likeness where the scope is specific and agreed in advance
Testing or internal concept development, where no public use takes place and the terms are clearly agreed

Approval will always depend on the nature of the project, the intended use, the talent’s consent and the agreed commercial terms.

WHAT WE WILL NOT ALLOW

Sandra Reynolds will not allow talent images, likeness, voice, performance, scans or digital assets to be used for unrestricted, unclear or open-ended AI purposes.

We will not allow:

Use without explicit written consent
Use under vague or broad AI wording
Use hidden within standard release forms
Use “in perpetuity” unless there are exceptional circumstances and separate written agreement
Use for general AI training datasets
Use to train, improve or develop machine learning models
Use in third-party AI libraries, synthetic talent databases or stock avatar systems
Resale, sublicensing or transfer of any talent likeness or digital asset
Creation of a talent’s digital twin for use across unrelated brands or campaigns
AI-assisted retouching, generation or manipulation that alters, replaces, generates or misrepresents the talent’s face, body shape, skin tone, age, ethnicity, hair, expression, movement, voice, identity, actions, performance or overall appearance beyond routine image correction, without specific written approval
Use in sensitive, political, sexual, medical, gambling, alcohol, tobacco, extremist, misleading or reputationally risky contexts
Use alongside products, claims or messaging that the talent has not agreed to be associated with
Use after the agreed usage period has expired
Use outside the agreed territory, media or brand
Use of child talent for AI replication without enhanced safeguarding, parental consent and strict usage limits

Any breach of these terms may result in withdrawal of consent, removal requests, additional usage fees and further legal action where appropriate.

DIGITAL TWINS AND AI ASSET PACKS

Where a client wishes to create or use a digital twin, AI version or synthetic representation of talent, this must be agreed separately.

Sandra Reynolds may provide an approved AI Asset Pack through its digital twins division. This may include selected images, video footage, voice material, measurements or other agreed reference assets.

The AI Asset Pack is provided only for the agreed purpose. It must not be used for any unrelated AI training, resale, sublicensing, synthetic libraries, stock platforms or future campaigns unless separately agreed in writing.

The client must not create, retain or reuse any digital twin, avatar, likeness model or synthetic version of the talent beyond the agreed project, usage period and scope.

TESTING, PITCHING AND INTERNAL USE

We understand that some clients may wish to test AI workflows or create internal mock-ups before a final campaign is agreed.

This must still be disclosed and agreed in writing. Testing or internal use does not give the client permission to publish, sell, present externally, train models, share with third parties or use the output commercially.

Any AI test using Sandra Reynolds talent must be clearly limited by:

Purpose
Duration
Access
Storage
Third-party involvement
Deletion requirements
Whether the talent will be identifiable
Whether any synthetic outputs will be created

If the project progresses beyond testing, separate usage terms and fees must be agreed before any further use.

FEES AND USAGE

AI usage will be quoted separately from standard shoot fees.

Fees will depend on:

The type of AI use
Whether a digital twin is created
Whether the talent’s face, body, voice, movement or performance is replicated
Whether the content is public-facing or internal
The brand or product
The media channels
The territory
The duration
The level of exclusivity
The extent of control over the final outputs
Whether the assets may be reused or adapted

A shoot fee or day rate does not include AI usage unless this is expressly stated in the booking confirmation.

Any AI usage must be licensed for a defined period, territory, media and purpose.

CHILDREN AND YOUNG TALENT

Sandra Reynolds applies additional caution to any AI-related use involving children or young talent.

No child talent may be used for AI purposes without clear written consent from Sandra Reynolds, the parent or guardian, and where appropriate, the child themselves.

We will not allow open-ended AI use, digital twin creation or broad synthetic replication of children.

Any approved use must be strictly limited, carefully controlled and compliant with all applicable child performance, safeguarding, licensing and data protection requirements.

STORAGE, SECURITY AND DELETION

Clients must store any AI-related assets securely and must only share them with approved parties involved in the agreed project.

Clients must not upload talent assets to public AI tools, open-source platforms or systems that allow third-party training, retention or reuse unless this has been specifically agreed in writing.

At the end of the agreed usage period, or at Sandra Reynolds’ request, the client must delete or return all AI-related working files, datasets, scans, models, synthetic outputs and reference materials unless otherwise agreed.

Sandra Reynolds may request written confirmation of deletion.

APPROVAL OF FINAL OUTPUTS

Sandra Reynolds and the talent reserve the right to review and approve AI-generated or AI-assisted content before publication where this has been agreed as part of the booking.

Any alteration, replacement or generation of the talent’s identifiable features, body, voice, performance, age, identity, actions or context beyond routine image correction must be approved before use.

Clients must not create or publish outputs that are misleading, damaging, offensive, discriminatory or inconsistent with the agreed use.

THIRD-PARTY SUPPLIERS

If a client uses an AI supplier, post-production company, technology provider or platform, the client remains responsible for ensuring that all parties comply with this policy and the agreed booking terms.

Sandra Reynolds may request details of any third-party supplier involved in the creation, storage, processing or use of AI-related assets.

No third party may retain, reuse, train on, sell, transfer or exploit talent assets beyond the agreed project.

BREACH OF POLICY

If any talent image, likeness, voice, performance, scan or asset is used for AI purposes without consent, or outside the agreed terms, Sandra Reynolds reserves the right to take action.

This may include:

Immediate withdrawal of permission
Request for removal or takedown
Additional usage fees
Retrospective licensing fees
Legal action where appropriate
Refusal of future bookings
Notification to the affected talent and, where relevant, their parent, guardian, legal representative or other authorised representative
Notification to relevant industry parties, agencies, platforms, unions, professional bodies or other affected parties where reasonably necessary to protect talent, prevent further misuse, enforce rights or comply with legal obligations

Site credits

This website is owned and operated by Sandra Reynolds Agency Ltd. We are registered in England and Wales under registration number 08743690, and our registered office is at The Drum House, 23 Westwick Street, Norwich NR2 4TT.

Client Terms

All clients should read and understand the following before booking a model.

INTERPRETATION
For the purpose of this agreement, the following industry abbreviations will apply:

"SR" means Sandra Reynolds Agency.

"MODEL" covers any model or actor who is or has been registered at any time for assignments with SR.

"BOOKING" means any job or assignment, including but not limited to photographic, shows, commercials, videos, films & tv productions, on which a model has been booked by SR.

"CLIENT" means the person or company named on the booking confirmation for whom SR has agreed to provide models.

The headings in this Agreement are inserted only for convenience and shall not affect its construction.

INTRODUCTION

SR is a registered employment agency, regulated by the Employment Agencies Act 1973, Conduct of Employment Agencies and Employment Business Regulations, providing agency services to models and actors who are engaged on a self-employed basis.

DIRECT ENGAGEMENT
Any model introduced to a client by SR shall not be engaged directly by the Client, or any associated third party, within six months of introduction. If such engagement occurs, the Client shall pay SR a transfer fee equal to the commission SR would have received had the booking been arranged through SR. As an alternative, the Client may continue to book the Model through SR for an agreed extended hire period.

BOOKING CONFIRMATION
As required by the Regulations, the key terms of the booking as set out in the SR booking confirmation must be agreed in writing by the Client prior to the commencement of the booking. Acceptance may be provided by signature or by written confirmation, including email.

Failure to provide such confirmation may result in the booking being cancelled.

FEES
1. All fees are based on the following – including breaks:

Full day = 8 hours

Half day = 4 hours

Minimum booking time = 2 hours

2. The booking will be charged from the time specified by the client for the model's arrival and detailed on the booking confirmation. If the shoot runs over the time agreed, an overtime rate will apply and will be calculated to the nearest full hour up. Models are not obligated to work beyond the agreed hours but may choose to stay if they are available.

3. Both agency and model fees are included in the fees detailed on the booking confirmation and will be invoiced by SR with VAT and any agreed expenses added where appropriate.

4. If not specified on the booking confirmation, expenses are charged at 50p per mile or the cost of second-class rail fare.

5. In the event that models from other agencies are working on the same booking providing the same service as models from SR, SR reserves the right to charge at the same rate as the other agency.

PAYMENT

1. All invoices are payable within 30 days of the invoice date. SR reserves the right to charge interest on overdue amounts at a rate of 8% above the Bank of England base rate, together with fixed compensation and any reasonable recovery costs, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. For the avoidance of doubt, fixed compensation will be applied per invoice in line with statutory provisions. SR also reserves the right to suspend further bookings and/or usage rights until all outstanding sums have been paid in full.

2. In all cases the person booking the model will be invoiced and solely responsible for payment, unless otherwise agreed in writing at the time of booking. In the case of non-payment by the person booking the model, SR reserves the right to invoice the 'ultimate client' (i.e. designer/manufacturer/owner of the product in question). It is the Client’s responsibility to notify all parties affected or potentially affected by this clause.

3. All fees are for the right to use pictures or footage and, once agreed, are payable whether or not the use is appropriated.

USAGE & ADDITIONAL FEES

1. If usage or buyout is only being paid if the Model is featured in the final edit this should be made clear, in writing, prior to the booking taking place, otherwise all fees stated on SR’s booking confirmation will be payable, whether or not the usage is appropriated. These cannot be retracted in retrospect.

2. Additional fees are payable for the right to use the images and/or footage in any way whatsoever other than the initial agreed usage detailed on the booking confirmation. Unless otherwise agreed, TV commercial usage will be charged as per the rates calculated on www.usefee.tv.

3. It is the Client's responsibility to notify SR and negotiate additional fees (including extensions of existing agreements) for any usage which may be required. If additional fees are not agreed prior to extra usage being appropriated, SR reserves the right to charge the Client or ultimate client, industry standard rates.

4. Unless otherwise specified on the booking confirmation, all usage agreements will begin from the shoot date or usage renewal paperwork date.

5. All images and/or footage must be removed by the end of the usage term agreement if no renewal has been agreed. There is no additional grace period for usage to be removed after the term has expired.

6. The Client does not have the automatic right to relicense the images or footage. Renewal is subject to the prior agreement of SR and the Model, and any continuation must be agreed upon at a mutually determined price.

7. Usage renewals are subject to a minimum 10% uplift in fee, per renewal.

8. Once agreed upon and signed, additional usage agreements cannot be retracted retrospectively.

EXCLUSION FEES

A special fee will be negotiated when the booking is in conjunction with a product which precludes work for competing products. It is the client’s responsibility to check whether conflicting work has been done or is scheduled to take place. If a model advertises a product, he/she can work for any competitor unless an exclusion fee is negotiated.

Exclusivity rights must commence within one month of the shoot date. If there is a delay in the start date of the exclusivity usage, the exclusivity period will still be calculated from the original commencement date, irrespective of the actual start date.

USAGE AGREEMENTS

It is the Client’s responsibility to provide proof of their usage agreements and maintain all supporting documentation. The Client must be able to present this documentation upon request.

The Client shall be solely responsible for ensuring that the Model’s participation in any assignment does not conflict with any existing exclusivity or usage restrictions. The Client shall indemnify and hold SR harmless against any loss, claim, liability, cost, or expense (including legal fees) arising from any breach or alleged breach of exclusivity, usage restrictions or misrepresentation in connection with the assignment.

TEST & EXPERIMENTAL PHOTOGRAPHY

A photographer is not entitled to use test and experimental photographs for commercial purposes unless specific arrangements have been made in writing with SR. If test photographs are used for any commercial purpose whatsoever without permission, SR reserves the right to charge industry standard rates.

AI AND DIGITAL USE OF MODEL LIKENESS

Sandra Reynolds is committed to protecting the rights and privacy of its models.

No image, footage, voice recording, digital scan or other likeness of a Model engaged through SR may be used for artificial intelligence, machine learning, synthetic media, deepfake technology, biometric processing, or inclusion in any AI training dataset without SR’s prior written consent and a separately negotiated agreement.

The Model’s likeness may not be replicated, manipulated, altered, digitised, or used to create derivative or synthetic content using AI tools unless expressly agreed in writing.

Any proposed AI involvement must be disclosed in writing before a booking is confirmed and must clearly specify the purpose, scope, territory and duration of use.

The Client is responsible for ensuring that all production partners, agencies and third parties comply with this clause.

Unless expressly agreed otherwise in writing, AI use is strictly prohibited.

COMPLAINTS
Complaints must be reported to SR at the time they arise. SR may not be able to consider complaints raised after the booking has concluded.

PROVISIONAL BOOKINGS

Provisional bookings, also known as options or pencils, will be automatically cancelled if they are not confirmed within 24 hours of the proposed booking or if a definite booking is offered and the provisional cannot be confirmed.

CANCELLATION FEES

Once SR has received written confirmation that the model has been booked for the shoot, the following cancellation fees will apply:

1. If a booking is cancelled within three working days of the starting time, the full fee will be charged unless the same model is re-booked within 24 hours in which case half the fee will be charged.

2. If a booking is cancelled outside the three day period but within five working days of the starting time, 50% of the fee will be charged.

3. If a booking is cancelled outside the five day period, 25% of the fee will be charged.

4. For trips and long bookings; if the booking is cancelled within a period equal to the length of the booking, if longer than three days, then the full fee will be charged.

Saturdays, Sundays and Bank Holidays are excluded from these calculations.

WEATHER PERMITTING BOOKINGS

If a booking is 'weather permitting' this must be made clear at the time of booking. At the first cancellation, half the fee is charged unless the client fails to cancel in time to prevent the model's attendance, when the full fee is payable. At the second, or any subsequent cancellations, the full fee is charged.

CASTING, FITTING & REHEARSAL FEES

SR reserves the right to charge industry standard casting, fitting and rehearsal fees irrespective of whether the model is confirmed for the booking.

MEALS

Clients are responsible for models' meals on bookings. If meals are not provided, the cost of the models' food will be added to the invoice.

FASHION SHOWS

Payment of the agreed fee includes the right to make use of a model's services on the catwalk for the specified show and the right to use photographs and video of the show for reporting purposes only. Any other usage must be negotiated at the time of booking.

DATA PROTECTION & PRIVACY POLICY

SR fully complies with GDPR and is committed to ensuring that any data collected is secure and protected against unauthorised or unlawful processing, accidental loss, destruction and damage. To prevent unauthorised access or disclosure, suitable physical, technical and managerial procedures have been put in place to safeguard and secure the information collected.

The Company Privacy Policy is displayed on the website and this includes the Cookie Policy. This sets out what data SR collects, how it is used and how it is stored. Acceptance of these terms and conditions constitute acceptance of our Privacy Policy.

On occasion, SR will need to disclose the personal data of its Models to a Client to fulfil a contract. In these instances, the Client agrees to comply with GDPR and ensure it has implemented appropriate and effective technical and organizational measures to protect such data against unlawful or unauthorized processing and accidental loss or damage. Under no circumstances shall the Client share this information with any third party or make use of this information for anything at all other than to fulfil the specified contract. The Client shall permanently erase all data once the use has been appropriated.

For the purpose of having contact numbers on call sheets, the agency office and/or emergency mobile number should be the only number(s) displayed. The emergency mobile number is answered 24 hours a day.

INSURANCE

The client is responsible for the models’ health and safety when the model is travelling, or providing services in connection with the booking to the same extent as if the model were an employee of the client. The client will maintain adequate insurance cover to underwrite its obligations to the model, including but not limited to, personal, public and third-party liability.

SR is not responsible for any losses which may be incurred if the model fails to attend or is late to the booking. The client is advised to additionally insure against any loss which might result due to this.

JURISDICTION

These terms and conditions for booking and all other matters connected with the booking are governed by English Law and any dispute will be settled in accordance with that law by a court in England.

COPYRIGHT

The photographer is not entitled to use any of the images he/she takes for any usage beyond that agreed. The photographer agrees to restrict use of his/her copyright and, if the model agency client is not a photographer, the client is to draw these terms and conditions to the attention of the photographer and obtain his/her agreement to them before the shoot commences.

GENERAL

1. All fees are to be negotiated only with SR.

2. If specific measurements are required for a model, please verify with your booker that the models' details are current on their online profile, prior to confirming them. SR cannot be held responsible for incorrect measurements that have not been verified.

3. Nude, semi-nude, see-through, swimwear, or lingerie require explicit prior written approval from SR. The use of the model’s image must not be scandalous, pornographic, derogatory, or intended to cause ridicule or embarrassment. The image/footage must not be altered or distorted in a negative manner.

4. It is not permitted for any person or company to use photographs or footage for any commercial purpose whatsoever until all fees have been paid to SR in full.

5. Whilst every endeavour is made to provide a satisfactory and efficient service to clients we cannot be held responsible for a model's conduct on an assignment.

6. We reserve the right to negotiate within the structure of these terms and conditions.

7. These terms and conditions are without prejudice to any claim against the Client.

These terms and conditions shall apply to all bookings and shall prevail over any terms and conditions provided by the Client, unless otherwise expressly agreed in writing by SR.

Model Terms

INTRODUCTION

SR is engaged in the business of providing agency services to Models and Actors desiring to obtain various assignments and has skill, knowledge, and experience in that field. SR is a registered employment agency, regulated by the Employment Agencies Act 1973, Conduct of Employment Agencies and Employment Business Regulations, providing agency services to models and actors who are engaged on a self-employed basis.

The Model wishes to use the services of SR to try to obtain various assignments.
Both parties wish to make clear their respective rights and obligations during their business dealings together.

OPERATIVE PROVISIONS

1. Interpretation

1.1 In this Agreement:

“MODEL” means any person SR has agreed to represent for various assignments.
"AGREEMENT" means this instrument as it may be amended, modified, or supplemented from time to time by the mutual agreement of the Model and SR.
"ASSIGNMENT" means any booking or services which are normally included in the industry relating to the provision of agency services.
"CLIENTS" means any persons for whom SR has agreed to provide models for assignments.

1.2 The headings in this Agreement are inserted only for convenience and shall not affect its construction.

1.3 Where appropriate, words denoting a singular number shall include the plural and vice-versa.

1.4 Any Model registering with SR agrees to abide by these Terms and Conditions and accepts that they may be updated from time to time. The most recent amendments will be displayed on the website https://www.sandrareynolds.co.uk/modelterms. The Model is responsible for checking and understanding amendments prior to each assignment.

2. Duration
This Agreement shall continue for as long as the Model shall continue to use SR for Services unless and until terminated in accordance with this agreement or by the mutual agreement of the Model and SR.

3. Obligations of SR

3.1 SR shall keep reasonable records relating to the provision of the Services by SR to the Model and at the Model's request shall make them available for inspection and/or provide copies to the Model.

3.2 SR shall make reasonable endeavours to obtain assignments suitable for the Model provided that the Model is not in breach of any of the conditions of this Agreement.

4. Obligations of the Model

4.1 The Model shall arrive at a booking in good time and be fully prepared with all that may be required for the particular assignment in question including (but not limited to) the specified wardrobe and accessories.

4.2 The Model must inform SR of a material change in the Model's appearance including but not limited to weight loss/gain, hair colour, style, and length.

4.3 The Model shall ensure that SR is informed at all reasonable times of the availability and the unavailability of the Model due to holidays and other commitments previously made.

4.4 The Model shall not, without SR’s prior written consent, accept any work (whether paid or unpaid) directly from, or make direct contact for the purposes of obtaining work with, any Client introduced to the Model by SR within six months of such introduction. In the event of any such direct engagement, SR shall be entitled to charge a fee equivalent to the commission it would have received had the engagement been arranged through SR, based on industry standard rates.

4.5 The Model agrees to provide SR with proof of identity taking the form of a photocopy of a passport or driving licence. This may be in paper or electronic form.

4.6 The Model understands that while working for a client, confidential information may be disclosed about the Client, or third-party Clients and such information may not be disclosed. The Model shall never release to or discuss with the press any information regarding any booking nor post anything on social media in relation to any client, product, or assignment without prior permission from SR.

5. Assignments

5.1 Once an assignment is accepted by the Model through SR, it must be fulfilled and completed through SR, including any continuation bookings, extensions, and additional usage that may arise. The Model will be liable for any losses incurred if the assignment and/or its extensions are not honoured, based on the standard fees SR would have charged for the job in question.

5.2 If the Model arrives late to an assignment, the Model may be liable for any reasonable additional costs incurred as a direct result of such delay, including any additional fees or wages payable to personnel required to remain on site.

5.3 If the Model withdraws from a confirmed assignment prior to completion, the Model may be liable for any reasonable losses, costs or liabilities incurred as a direct result of such withdrawal, including any sums payable by SR to the Client.

5.4 If the Model withdraws from a confirmed assignment prior to completion for any reason, SR reserves the right to make reasonable deductions from any fees due to the Model to reflect any losses, costs or liabilities incurred or reasonably anticipated as a result, including any sums payable to the Client. SR may retain such amounts from fees due to the Model until the position has been assessed and any liability has been determined. Any remaining balance will be paid to the Model once the matter has been resolved. The Client shall be entitled to use any images and/or footage captured up to the point of withdrawal, in accordance with the agreed usage.

5.5 The Model understands that within the usage agreed upon, the Client may change or edit images or footage. They may be cut, edited, added to, and/or combined with text, other footage/images/graphics, and modified or altered without the Model's knowledge or approval.

5.6 The Model gives consent for SR to negotiate and agree on the Model's behalf, to any extra usages which may arise following any jobs secured by SR for the Model during this agreement, even after this agreement has been terminated. It is the Model's responsibility to notify SR of any exclusive contracts the Model may have entered into with any competing products prior to or following a job done through SR which would preclude them from any further usage being agreed.

5.7 SR reserves the right to negotiate any post-assignment disputes on behalf of the Model. SR will use reasonable endeavours to resolve any such disputes in a fair and commercially reasonable manner, taking into account the interests of all parties involved. Where it is necessary to reach a resolution, SR may make a determination on the Model’s behalf, acting reasonably and in good faith.

6. Payment

6.1 In consideration for the provision of its Services, SR shall receive a percentage of 33.33% (one third) of the total fee due and owing to the Model in relation to an assignment carried out by the Model. The fee payable to the Model will be stated on the booking confirmation given to the Model prior to each assignment.

6.2 Overseas assignments may carry variations in fees due. SR will notify the Model of the fee as accurately as possible but there may be fluctuations due to currency conversion and bank charges which are not known until the time of payment. SR shall be entitled to deduct further fees to cover VAT liabilities for EC clients, tax, bank charges, and/or administration costs.

6.3 SR will invoice the Client on the Model’s behalf for work performed by the Model and raise a self-billed invoice for the Model net of the commission owing to SR. The Model agrees to accept invoices raised by SR on their behalf. All fees payable will be made directly to SR. When the Client has made payment of the fee owing, SR shall then hold this fee for up to 10 days and then pay the Model the fee, net any other fees due to SR such as preparation of publicity material and any NIC or tax deductions which may have been made by the Client as required by law, prior to payment being received by SR.

6.4 SR expects to receive payment from the Client 30 days after the completion of the Assignment. SR shall not be liable to the Model for any late payment by the client or failure of any Client to pay any fee due and owing.

6.5 The Model recognises that being placed on the books of SR does not constitute an offer of employment either express or implied. The Model warrants and represents that he/she is duly entitled to lawfully work and carry out commercial activities in the United Kingdom, and that the Model has obtained all necessary work permits, consents and licences that may be required.

6.6 The Model confirms that he/she is self-employed, and therefore all fees are paid gross of taxes and National Insurance. To the extent that either SR or the Client may become liable for such taxes and National Insurance, the Model hereby agrees to indemnify them and keep them indemnified from and against all such liability, and they shall be entitled in satisfaction of indemnity, to make deductions from any money due to the Model to meet any liabilities as aforesaid. The Model understands that SR discloses all financial information regarding work the Model has done for SR to HMRC on request, as required by law.

6.7 The Model understands that is his/her duty to register with HM Customs & Excise for Value Added Tax if annual income exceeds the minimum annual turnover registration threshold for the time being. In the event of registration, the Model shall supply his/her VAT number and VAT shall be added to all invoices which are issued on the Model’s behalf following receipt of this.

6.8 The Model agrees to keep strictly secret and confidential all matters arising or coming into the Model's attention for any reason in connection with the payment of fees to the Model or to any other model using the Services of SR and not at any time for any reason whatsoever to disclose them or permit them to be disclosed to any third party except as permitted by SR.

6.9 Nothing herein contained shall give rise to a partnership between the Model and SR, nor the relationship of employee and employer.

7. Data Protection & Privacy Policy

7.1 In order to promote the Model for assignments, SR needs to collect certain Personal Identifiable Information (PII). This includes contact details, demographic information, personal statistics and bank details. All of this is necessary in order to fulfil these terms and conditions and also to fulfil Client contracts.

7.2 SR fully complies with GDPR and is committed to ensuring that any data collected is secure and protected against unauthorised or unlawful processing, accidental loss, destruction, and damage. In order to prevent unauthorised access or disclosure, suitable physical, technical, and managerial procedures have been put in place to safeguard and secure the information collected.

7.3 The Company Privacy Policy is displayed on the website, and this includes the Cookie Policy. This sets out what data SR collects, how it is used, and how it is stored. Acceptance of these terms and conditions constitutes acceptance of our Privacy Policy.

7.4 PII is collected from the Model via an online and/or paper questionnaire and sometimes via email. When the Model ceases to be with SR, all data is erased except data which is still required in order to contact the Model in the event that extra usage may be requested at a later date. When the Model is removed from the website, some details may still appear on Google searches. This is due to Google indexing which we have no control over. Normally this ceases to appear over time.

8. Promotion & Publicity

8.1 The model undertakes to behave in a professional manner and to promote the Model's name and reputation as well as the name of SR positively.

8.2 The Model recognises that all photographs relating to the Model and their inclusion in the books, websites, and social media of SR and promotional literature to be distributed by SR are essential for SR while operating in the industry. The Model should obtain permission from the copyright holder of any photographs/material given to SR for publicity material to use these photographs/material for the purpose of publicising the Model and SR. SR shall be entitled to use any such material to promote or publicise its own business as well as that of the Model. If the Model ceases to use SR as the Models agency, SR shall be entitled to continue to publicise and make use of any material printed and produced before the Model ceased to use SR as the Model's agency. SR reserves the right to promote the Model in any area they feel relevant. SR cannot be held liable for any copyright infringements however caused. All images reproduced are taken in good faith from the Model.

8.3 The Model agrees that the sum of £60 + VAT (£72) will be added to their account on 1st January each year. This fee will be to cover the cost of producing and updating SR publicity material including the cost of maintaining & updating their digital portfolio and updating their casting shots. This fee will be deducted from the Models’ earnings. The Model understands that it costs SR time and money for the initial set up including photographing, processing, editing and adding to the website and agrees that, should the Model decide to leave SR within six months of joining, they will be charged the first year's publicity fee. This needs to be settled prior to the Model being removed from the books.

8.4 The Model agrees to promote SR as the Model’s agency on any printed or electronic media in relation to the Model including (but not limited to) Instagram, Facebook, TikTok, X, Email, and Websites. This should include contact details in the way of either email address [email protected] or a link to the Model’s page on the SR website.

9. Liability

9.1 SR will not accept responsibility or liability for any losses, claims, or proceedings incurred by a Model to either persons or property at any time while working, travelling to or from, or in connection with any assignment.

9.2 SR will not accept liability for any costs, claims, or proceedings due to the cancellation of an assignment.

9.3 The Model shall indemnify and hold SR harmless against any loss, damage, liability, cost or expense arising from the Model’s breach of this Agreement, any misrepresentation made by the Model, or any failure by the Model to comply with exclusivity or usage restrictions.

10. Termination
SR may immediately terminate this Agreement at any time in the event of the following:-

10.1 If SR reasonably considers that the conduct of the Model is not in keeping with the good and valuable reputation of SR.

10.2 If SR reasonably believes that the Model has entered into, or is attempting to enter into, negotiations with a Client introduced by SR, other than through SR.

10.3 If SR receives complaints about the Model's behaviour.

10.4 If the Model fails to go to a confirmed booking in breach of this Agreement.

10.5 If the Model is in breach of any other provision of this Agreement.

10.6 In the event of termination, both parties shall honour and the Model shall complete any confirmed assignments/contracts.

11. Governing Law and Jurisdiction
The validity construction and performance of this Agreement shall be governed by English Law. If any provision or part-provision of this Agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable, If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this Agreement.

Pay Next Day Terms

INTRODUCTION

(A) Pay Next Day is a scheme whereby SR would like to pay its eligible models and actors as soon as possible after the job is completed, without waiting for the client to pay SR, as is currently standard in the industry.

(B) Both parties understand that in order for an invoice to be raised for the Client, there is certain information which must be collected and authorised. This information includes, but is not limited to, travel expenses, overtime and purchase orders. Until this information is received, an invoice cannot be raised and therefore, the final amount payable to the Eligible Model cannot be confirmed.

(C) These terms are in addition to the Model Terms which are agreed to and signed by models and actors when they are accepted onto the agencies books. Once these Pay Next Day Terms are signed, they will replace clauses 6.2, 6.3, 6.4 and 6.5 from the Model Terms. All other sections of the Model Terms will still apply.

OPERATIVE PROVISIONS

"ELIGIBLE MODEL" means any model or actor who has been notified by the agency as being eligible and who has agreed to the Pay Next Day Terms and activated this via their online profile.
"AGREEMENT" means this instrument as it may be amended, modified or supplemented from time to time by SR.
"ASSIGNMENT" means any booking or services which are normally included in the industry relating to the provision of agency services.
"CLIENTS" means any persons for whom SR has agreed to provide Eligible Models for assignments.

ELIGIBLE MODELS

An Eligible Model is a model, actor or family who is registered with SR. Once new models are on the website, they will be notified that they are eligible to join the scheme. Once the model has agreed to the terms, they will be added to the scheme and receive payment the day after the invoice is raised on all eligible jobs.

AMENDMENTS

Any Eligible Model agreeing to the Pay Next Day Terms with SR accepts that they may be updated from time-to-time. The most recent amendments will be displayed on the website www.sandrareynolds.co.uk/pay-next-day-terms. The Eligible Model is responsible for checking and understanding amendments prior to each assignment.

PAYMENT
The following clauses replace clauses 6.2 – 6.5 in the Model Terms for the duration of this Agreement:

Schedule
Once a job has been fully completed, SR will obtain all expenses, overtime and purchase orders necessary to raise the invoice for the Client. SR will also raise a self-billed invoice for the Model, net of the commission owing to SR. The Model agrees to accept invoices raised by SR on their behalf. Once the invoice has been received and approved by the Client, the Model will be paid on the next working day, net any other fees due to SR such as preparation of publicity material and any NIC deductions which may be required by law prior to payment being received by SR.

Overseas Assignments & Other Currencies
Overseas assignments and assignments invoiced in other currencies such as the Euro or US Dollar are excluded from Pay Next Day. This is due to other countries having different terms and rates for tax and payments, and the variations and fluctuations due to currency conversion and bank charges. These jobs will be paid according to the Model Terms.

Usage & Buyouts
Usages and buyouts will be invoiced separately and will only be paid once they have been confirmed as going ahead by the Client.

Fee Recovery
SR reserves the right to recover from the Model any advance payment made in the event of the failure of the Client to pay the fee due.

TERMINATION
An Eligible Model understands that there may be situations out of the control of SR which means the scheme will need to be suspended or terminated. In the event of this, SR will notify all Eligible Models in writing with one week’s notice. In this instance, the Model Terms in full will apply from the date of termination.

Privacy Policy

INTRODUCTION
In order to conduct its business activities, Sandra Reynolds Ltd needs to gather and use certain information about individuals. These can include clients, suppliers, employees, models, actors and other people the company has a relationship with or may need to contact.

This policy explains how we collect, handle and store your information to comply with:

- UK General Data Protection Regulation (UK GDPR)

- Data Protection Act 2018

- Data (Use and Access) Act 2025

The Data (Use and Access) Act 2025 updates UK data protection law while maintaining core GDPR principles and introducing clearer rules around areas such as automated decision-making, legitimate interests and international transfers.

We may update this policy from time to time to reflect legal or operational changes.

WHY THIS POLICY EXISTS

This data protection policy ensures Sandra Reynolds Ltd:

Complies with data protection law and follows good practice.
Protects the rights of employees, models, actors and clients.
Is open about how it stores and processes individuals’ data.
Protects itself from the risks of a data breach.
Provides clear information on individuals’ rights and how to exercise them.

LAWFUL BASIS FOR PROCESSING

Clients & Suppliers
For Business-to-Business clients and contacts, our lawful basis for processing will usually in the first instance be “legitimate interests”. Under this we can process information if we have a genuine and legitimate business reason and we are not harming any of your rights and interests. Once a contract is entered, our lawful basis becomes “contractual obligation”. This also includes steps taken at your request before entering into a contract.

Models, Actors & Employees
For Business-to-Consumer clients and contacts, our lawful reason for processing will usually be “contractual obligation” e.g. to supply services you have requested, or to fulfil obligations under an employment contract or terms and conditions. This also includes steps taken at your request before entering into a contract.

Additional lawful bases
In some circumstances, we may also rely on “legal obligation”, where we are required to process data to comply with the law, such as for accounting, tax and employment purposes; and “consent” where this is appropriate and has been obtained, such as for new model applications and email marketing, where required.

Where we process special category data, (such as health or disability information for accessibility on set), we do so in accordance with Article 9 UK GDPR and apply appropriate safeguards.

WHAT WE COLLECT

We may collect the following information:

Clients

Name, company name and job title;
Contact information, including telephone number and email address;
Business address and postcode;
Other information relevant to your enquiry, or to enable us to fulfil a contract;
Communication history with the agency.

Models & Actors represented by the agency

Name;
Contact information, including telephone number and email address;
Demographic information including address and postcode;
Statistics and work experience;
Images and videos;
Preferences and interests;
Specialist category data including health, disability, race, ethnicity, sexual orientation, trade union and criminal record data;
Social media handles (where applicable);
Other information relevant to promoting you for work in the correct areas and to enable us to fulfil a contract.

New Models applying to the agency

Name;
Demographic information;
Images/videos and statistics to enable us to assess whether you are suitable to be offered a place on the agency's books;
Any additional information voluntarily provided;
Consent to store and review your application materials.

Employees and Freelancers

Name;
Contact information, including address, telephone number and email address;
Details of previous work and/or employment;
Other information to enable us to fulfil a contract.

WHY WE REQUIRE THE INFORMATION WE GATHER

Clients

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

To provide ongoing customer service and maintain internal record keeping, including for accounting purposes;
To enable contact by email or phone in relation to the enquiry you have made with us;
To periodically send update emails about new models/actors or other information relevant to your enquiry. You may unsubscribe from receiving these emails at any time by clicking the unsubscribe link, which is included at the bottom of all our update emails.

Models & Actors

We require this information to understand the areas of work we can put you forward for, and in particular, for the following reasons:

Internal record keeping, including for accounting purposes;
To keep our website up to date with the correct information for clients;
To contact you by email or phone in relation to work enquiries;
To periodically send update emails using the email address which you have provided. You may unsubscribe from receiving these emails at any time by clicking the unsubscribe link, which is included at the bottom of all our promotional emails.

New Models applying to the agency

We require this information to assess whether you are suitable for representation with the agency.

If your application is unsuccessful, we may retain your application for up to 12 months, after which it will be securely deleted unless we have your permission to keep it longer.

Employees and Freelancers

We require this information to manage your employment or engagement with us, including administering contracts, making payments, maintaining records, and complying with our legal and regulatory obligations.

DATA RETENTION

We will only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, contractual or reporting requirements.

Model & actor data will usually be retained for the duration of representation and for a reasonable period afterwards, depending on the nature of the work and any ongoing contractual, financial or usage obligations. For example, we may retain certain talent records for longer where necessary to manage historic bookings, usage agreements, royalties, residuals, repeat fees or other payments that may become due after representation has ended, and to ensure any monies received can be correctly allocated and paid on.

Data relating to unsuccessful applicants may be retained for up to 12 months, unless consent is given for us to retain it for longer.

Financial, contractual, usage and accounting records may be retained for up to 7 years, or longer where necessary to establish, exercise or defend legal claims, comply with legal obligations, administer historic usage rights, or deal with payments due in relation to past work.

When personal information is no longer required, we will securely delete, destroy or anonymise it.

DATA SHARING

We may share personal data where necessary to provide our services and operate our business effectively.

This may include sharing information with:

Clients and production partners for the purposes of bookings and opportunities;
Service providers who support our business operations, including IT, cloud storage, web hosting and administrative services;
Professional advisors such as accountants, insurers and legal representatives;
Regulatory authorities and other bodies where required by law.

Our work for you may occasionally require us to pass your information to our service providers and for the purpose of delivering our services to you. Where we are entering into an engagement with a third party, we will seek to be satisfied that they have secure measures in place so your privacy rights continue to be protected as outlined in this policy.

We only disclose information that is necessary to deliver our services and we never allow your personal data to be used by any third party for any market research, marketing or other commercial purposes. Under GDPR law, we may be required to disclose your data for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also be required to disclose your personal data where such disclosure is necessary for the establishment or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Where data needs to be shared with clients or partners outside the UK, we ensure an approved UK GDPR transfer mechanism is in place such as UK adequacy regulations.

SECURITY

We are committed to ensuring the security of your information. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect.

IT SYSTEMS
We have completed an internal cybersecurity risk assessment and applied suitable controls to reduce or mitigate any vulnerabilities or threats. Personal data stored in digital format is on secure cloud servers hosted in the United Kingdom with access to data highly restricted for approved business purposes only.

SECURITY BREACHES
Despite all the controls we have put in place to address all the key GDPR principles, there is still always a risk a data breach may happen. In the unlikely event of this, the breach will be notified to all data subjects affected without undue delay. If appropriate, this will also be reported to the ICO within 72 hours of us becoming aware. The person who should be informed of any breaches is named at the bottom of this policy and is contactable by email.

HOW WE USE COOKIES

A cookie is a small file that may be placed on your computer or device when you visit a website. Cookies help websites work properly, improve functionality and provide information about how visitors use the site. We may use cookies or similar technologies to monitor website traffic, identify which pages are being used and help us improve the website for visitors. Any information collected is used for statistical and analytical purposes.

Cookies do not give us access to your computer or to information about you, other than information you choose to share with us or information collected through your use of the website. You can control or disable cookies through your browser settings. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline or delete cookies if you prefer. Please note that disabling cookies may affect how the website functions.

Where required by law, we will obtain consent before using non-essential cookies.

YOUR RIGHTS

Under UK data protection law, you have the following rights:

The right to be informed: to be told how your personal data is collected, used and stored.
The right of access: to request a copy of the personal data we hold about you.
The right to rectification: to request that inaccurate or incomplete personal data is corrected.
The right to erasure: to request that your personal data is deleted where there is no lawful reason for us to continue processing it.
The right to restrict processing: to request that we limit the way we use your personal data in certain circumstances.
The right to data portability: to request that your personal data is transferred to another organisation, where applicable.
The right to object: to object to the processing of your personal data in certain circumstances.
The right not to be subject to automated decision-making: not to be subject to decisions made solely by automated processing, including profiling, where those decisions have legal or significant effects.
The right to withdraw consent: where we rely on consent to process your personal data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided in this policy.

SOLELY AUTOMATED DECISIONS
We do not make decisions based solely on automated processing where those decisions have legal or significant effects. Any use of digital tools to support searching, filtering or shortlisting is overseen by a human member of our team.

COMPLAINTS
If you have concerns about how your data has been processed, please contact us using the details below. We aim to respond within 30 days. You may also complain to the Information Commissioner’s Office if you remain dissatisfied.

SUBJECT ACCESS REQUEST
If you would like to contact us with a subject access request, please use the email address [email protected] with ‘GDPR Subject Access Request’ in the subject line. We will contact you within ten days of receiving this request.

If you are unhappy with the way your subject access request has been dealt with, you have the right to report a concern with a supervisory authority. In the UK, this is the Information Commissioner’s Office www.ico.org.uk/concerns/.

CONTACTING US

Sandra Reynolds Ltd is the Data Controller.

For any questions about this policy or to exercise your data rights, please contact:

Email: info@sandrareynolds.co.uk
Address: The Drum House, 23 Westwick Street, Norwich NR2 4TT