Montavise Edits Legal

Digital File Storage and Retention Policy

Effective date: July, 2026

1. Purpose

This Policy explains the temporary storage, backup, retention, retrieval, and deletion of source footage, project files, review versions, final exports, and related production materials.

2. Client Responsibility for Originals

The client must retain independent copies of all original footage, audio, graphics, scripts, brand assets, and other source materials. Uploading files to the studio does not create a permanent backup service.

3. Active Project Storage

During an active project, files may be stored on local systems, cloud storage, transfer platforms, review services, or other production tools. Reasonable care is used, but no storage system is guaranteed to be uninterrupted or immune from hardware failure, corruption, unauthorized access, or third-party outages.

4. Retention After Delivery

Unless a project agreement states otherwise, source materials, working files, review versions, and final exports may be retained for up to 30 calendar days after final delivery or project closure. Files may be deleted earlier where storage capacity, security, legal obligations, or client instructions require it.

5. Retrieval Requests

If files remain available during the retention period, the studio may assist with re-delivery. Retrieval, re-upload, re-export, conversion, or restoration work may require a fee. Availability is not guaranteed.

6. Extended Storage

Longer retention may be available only through a separate written storage arrangement. Extended storage is not an archival guarantee and does not replace the client’s own backup obligations.

7. Deletion

After the retention period, files may be permanently deleted without additional notice. Deletion may include cloud copies, local working files, review versions, caches, and transfer links, subject to ordinary technical backup cycles.

8. Legal and Administrative Records

Invoices, project summaries, communications, approvals, and limited records necessary for accounting, dispute resolution, legal compliance, or protection of rights may be retained longer than media files.

9. Security

Clients should use secure upload methods, protect passwords and links, limit unnecessary personal information, and promptly report suspected unauthorized access. The studio may change transfer methods where a security concern is identified.

10. Inactive Projects

If a project becomes inactive because of missing materials, feedback, approval, or payment, the retention period may begin from the last substantive communication. Resuming the project may require re-uploading files and approving a new schedule or fee.

11. Storage Capacity and Large Projects

High-resolution, multicamera, long-form, RAW, or high-frame-rate footage may require substantial storage. The quote may include a storage assumption, and unusually large projects may require an additional transfer or storage charge.

12. Proxy, Cache, and Render Files

Production software may create proxy media, conform files, waveform files, render previews, thumbnails, optimized media, and cache data. These technical files may be deleted at any time and are not part of final delivery.

13. Client-Controlled Cloud Folders

If the client provides a cloud folder, the client remains responsible for account security, permissions, capacity, retention settings, and provider terms. The studio is not responsible if the client or provider removes access during production.

14. Secure Deletion Limitations

Deletion removes files from active systems where reasonably practicable, but temporary backups, provider redundancy, device wear-leveling, and ordinary technical processes may delay complete erasure. Such residual copies are not intentionally used for production after deletion.

15. Delivery Link Expiration

Transfer and review links may expire according to provider settings. The client should download files immediately rather than treating an online link as permanent storage.

16. Project Reopening

Reopening a completed project may require source re-upload, project reconstruction, software compatibility review, relinking, and a new quote. The studio does not guarantee that an older editable project can be restored.