Archival & Storage Policy

Updated: December 22, 2025

I. Purpose and Scope

This Archival & Storage Policy defines how ZeroFilm DELTA and DFW Booths manage the temporary retention, access, retrieval, and deletion of digital content produced as part of any service engagement. The purpose of this policy is to establish clear expectations regarding client access windows, internal data retention practices, and long-term storage limitations.

This policy applies uniformly to all services, offerings, and deliverables provided by ZeroFilm DELTA and DFW Booths, including but not limited to video production, photography, live streaming and recording, event media services, social media content, booth-based content capture, and any related deliverables, regardless of format or medium.

II. Relationship to Ownership and Licensing

ZeroFilm DELTA retains ownership of all content it produces unless otherwise stated in a written and executed agreement. Clients are granted a license for use of delivered content in accordance with the scope, duration, and terms defined in their service agreement or licensing agreement.

Archival and storage practices are operational in nature and are provided solely as a convenience. The retention of content by ZeroFilm DELTA does not constitute a transfer of ownership, an expansion of licensing rights, or a guarantee of future access. Storage duration is independent of licensing terms and should not be interpreted as extending or modifying licensed usage rights in any way.

III. Client Download and Access Window

At the conclusion of a project, clients are provided a fourteen (14) day window to download all delivered content. This window begins once final deliverables are made available and delivery notification is issued.

Clients are solely responsible for downloading, securing, and backing up all delivered content within this timeframe. ZeroFilm DELTA does not function as a long-term hosting, backup, or content management service unless otherwise agreed to in writing.

Failure to download content within the designated access window may result in loss of access without guarantee of recovery.

IV. Internal Retention Timeframes

Following delivery, ZeroFilm DELTA may retain project data for internal operational purposes for a period ranging from thirty (30) days to indefinitely, at its sole discretion. Retention duration is not guaranteed and may vary based on internal storage capacity, project type, operational needs, payment status, legal considerations, or evolving company policies.

Retained content is not actively managed for client access and may be removed at any time. Clients should not rely on internal retention as a substitute for their own archival or backup systems.

V. Reopening Access and Retrieval After the Download Window

Once the initial 14-day download window has expired, client access to content is no longer guaranteed. If content remains available internally, ZeroFilm DELTA may, at its discretion, reopen access by issuing a new 14-day download window.

Retrieval, restoration, re-delivery, and administrative handling fees may apply, and such fees are determined on a case-by-case basis. ZeroFilm DELTA is under no obligation to reopen access or retrieve archived content, and availability is not guaranteed.

VI. Raw Content Policy

Raw or source files are not included in any service by default. Raw content is only provided if explicitly requested prior to contract execution and documented within the service agreement.

Requests for raw content made after a contract has been executed may incur additional fees and are subject to approval at ZeroFilm DELTA’s discretion. When raw content is provided, it may be accompanied by separate or modified licensing terms that apply specifically to the raw materials and differ from those governing final deliverables.

VII. Extended Archival and Storage Options

ZeroFilm DELTA may offer optional paid extended archival and storage services. These options are designed for clients who require longer retention periods, priority retrieval, or reduced reactivation fees beyond standard project terms.

The availability, duration, pricing, and scope of extended archival services are defined separately and are not governed solely by this policy. Clients enrolled in an extended archival service may be exempt from certain limitations described herein, subject to the terms of their subscription or agreement.

VIII. Client Responsibility and Risk Acknowledgment

Clients acknowledge and agree that they are responsible for maintaining their own backups of all delivered content. Once the initial access window has expired, ZeroFilm DELTA assumes no responsibility for content loss, corruption, or inaccessibility.

Except where extended archival services apply, ZeroFilm DELTA is not liable for the permanent loss of content resulting from missed download windows, expired retention periods, or routine data deletion practices.

IX. Deletion and Data Destruction

Archived content may be deleted without further notice once internal retention periods expire. Deletion is permanent and unrecoverable, and ZeroFilm DELTA makes no guarantee that deleted content can be restored under any circumstances.

ZeroFilm DELTA is not obligated to confirm deletion or notify clients when content is removed from internal systems.

X. Legal Holds, Disputes, and Exceptions

In certain circumstances, archival timelines may be paused or extended. These circumstances include, but are not limited to, legal holds, active disputes, unresolved claims, outstanding balances, or regulatory and compliance obligations.

During such periods, content may be withheld, restricted, or retained beyond standard timeframes until the matter is resolved. Resolution does not guarantee reinstated access.

XI. Security and Storage Practices

ZeroFilm DELTA employs commercially reasonable measures to safeguard stored content and restrict unauthorized access. Specific technical implementations, vendors, or security methodologies are not disclosed and may change without notice as operational needs evolve.

While reasonable precautions are taken, no storage system is immune to failure, and ZeroFilm DELTA does not warrant uninterrupted or perpetual data integrity.

XII. Policy Changes and Governing Agreements

This Archival & Storage Policy may be updated, modified, or replaced at any time without prior notice. This page is provided for informational purposes only and does not constitute a legally binding guarantee.

In the event of any conflict between this policy and a signed service agreement, licensing agreement, or other executed contract, the terms of the executed agreement shall govern.