Photos By Charles – Terms and Conditions v1.5

These Terms and Conditions (“Terms”) form a legally binding agreement between Charles Hoggarth, trading as Photos by Charles (“the Photographer”), and the individual, couple, business, or organisation commissioning photographic services (“the Client”). These Terms apply to all services offered by the Photographer, including weddings, private parties, nightlife and club events, corporate functions, promotional work, live performances, sports, and portrait sessions. They are designed to apply to both consumer (B2C) and business (B2B) Clients.

By booking a service, paying a booking fee, confirming a date in writing, or accepting delivery of any Images, the Client confirms full understanding and acceptance of these Terms. No amendment, variation, or verbal assurance is valid unless agreed in writing by the Photographer. Where a booking is made on behalf of multiple persons, such as a couple, group, or business, the individual making the booking will be regarded as the primary Client and responsible for ensuring all parties are aware of and accept these Terms.

The Photographer will carry out all services in a professional and respectful manner, using methods and equipment appropriate to the Assignment. Client information will be treated as confidential unless disclosure is required by law.

Acceptance of these Terms does not require a handwritten signature. Digital acceptance, email confirmation, or payment of the booking fee is sufficient evidence of agreement.

These Terms apply to all Clients of Photos by Charles, regardless of how the enquiry or booking originated. This includes digital enquiries via the website, email, social media, and third-party platforms, as well as bookings made in person or through referrals. No alternative terms or representations apply unless agreed in writing and signed by the Photographer.

A booking is not confirmed until the booking fee has cleared. Until then, the Photographer may release the date without notice. These Terms are governed by the laws of England and Wales, and any disputes will be handled under the exclusive jurisdiction of the courts of England and Wales.

1. Application of Terms

1.1 These Terms apply to every booking, Assignment, service, Image, and usage licence supplied by Photos By Charles. They take priority over any conflicting terms supplied by the Client, including venue rules, booking forms, purchase orders, or any third-party documentation. No external or implied terms override these Terms unless the Photographer agrees in writing.

1.2 No alternative terms apply unless confirmed in writing and signed by the Photographer. The Client cannot impose additional conditions through verbal statements, emails, screenshots, or by supplying separate documents. Payment of the booking fee or written confirmation from the Client constitutes full acceptance of these Terms.

1.3 Bookings, confirmations, agreements, and changes made through digital communication are legally binding. This includes, but is not limited to, email, SMS, WhatsApp, Facebook Messenger, Instagram Direct Messages, TikTok messages, website chat systems, and similar platforms. The Photographer accepts and relies on these communications in good faith, and they form part of the contractual agreement.

1.4 Where the Client confirms a booking, accepts a quote, agrees to a date, or gives approval using these platforms, such communication is considered a valid and enforceable agreement. These communications may be used as evidence of the booking, the terms agreed, or any instructions given.

1.5 The Photographer may use digital communications as evidence in legal proceedings, small claims, dispute resolution, or debt recovery where required. The Client is responsible for ensuring that communications are accurate and sent from an account under their control. Miscommunication caused by shared devices, shared accounts, unauthorised individuals, or informal representatives remains the Client’s responsibility.

1.6 Acceptance of these Terms does not require a handwritten signature. Email confirmation, digital acceptance, or payment of the booking fee is sufficient to create a binding agreement.

1.7 These Terms apply to all Clients of Photos By Charles, regardless of the method used to make an enquiry or booking. This includes digital enquiries, in-person discussions, social media messages, and third-party platforms. No alternative terms apply unless agreed in writing and signed by the Photographer.

1.8 A booking is not confirmed until the booking fee has cleared. Until this point, the Photographer may release the date and accept alternative work without notice.

1.9 The Photographer does not offer collaboration work, unpaid assignments, trade-for-content arrangements, or work in exchange for exposure, tagging, promotion, or similar benefits. All services are paid services. Any suggestion or request for collaboration, whether made through digital communication or in person, is automatically rejected unless the Photographer confirms otherwise in writing. No individual or organisation may claim free services, reduced fees, shared copyright, or joint control of the Images based on a proposed or assumed collaboration.

2. Definitions

For clarity, the following definitions apply throughout these Terms. An Assignment refers to any booking, event, wedding, session, or photographic work carried out. The Client means any individual, couple, business, organisation, or authorised representative booking services. The Fee means the total amount payable for the Assignment, including travel, overtime, and additional charges. Images include all photographs taken during the Assignment, whether edited or unedited. The Gallery refers to the online system used to deliver Images. A Usage Licence is the permission granted to the Client to use the final Images once the Fee has been paid in full. A Working Day means Monday to Friday, excluding bank holidays in England. Edited Images are the final processed Images delivered by the Photographer. Unedited Images and RAW Files refer to original camera files, which are never released to the Client.

3. General Provisions

3.1 All indicative hourly rates published by the Photographer, including examples such as £75 per hour for club work or £125 per hour for private events, are guides only. Every Assignment is priced individually according to its location, timing, duration, complexity, access, risk, staffing requirements, and logistical demands. The final agreed rate will be confirmed in writing at the time of booking.

3.2 Work undertaken after midnight is subject to higher rates. For club bookings, the rate is £95 per hour after midnight and £125 per hour after 2:00 AM. For private parties, the rate is £155 per hour after midnight and £185 per hour after 2:00 AM. Unplanned overtime is charged at £175 per hour and is subject to the Photographer’s availability. The Photographer may decline additional hours without this constituting a breach of contract.

3.3 Assignments taking place in London postcode regions incur a £75 surcharge. This reflects congestion, travel delays, increased operating costs, and the additional time typically required. The surcharge applies to all relevant Assignments and is not negotiable.

3.4 The Client must ensure that all booking details are correct, including the event location, timings, access instructions, contact persons, and parking arrangements. Any reduction in coverage or delays caused by incorrect information, missing details, or late communication are the responsibility of the Client.

3.5 The minimum bookable duration is two hours unless agreed otherwise in writing. Where an Assignment is booked for less than two hours, the standard two-hour charge will still apply. The fee is based on the minimum duration, not the time attended.

3.6 The Photographer provides services to all Clients and subjects in a respectful and unbiased manner. The Photographer does not discriminate on the basis of identity, belief, background, or appearance.

3.7 The Photographer will produce Images to a professional standard, using their judgement and expertise. Satisfaction based on style, subjective preference, or artistic interpretation cannot be guaranteed. No refunds are offered on this basis.

3.8 The Client must communicate specific photography requests in advance of the Assignment. The Photographer is not responsible for missed Images caused by uncooperative subjects, inaccessible locations, last-minute changes, delays, or situations outside the Photographer’s control. If no brief is provided, the Photographer will act according to professional discretion.

3.9 Weather conditions or other environmental factors may limit the type or quality of Images available. The Photographer will make reasonable adjustments but accepts no liability for these limitations.

3.10 The Client is responsible for any damage to the Photographer’s equipment caused by any person other than the Photographer, whether accidental or negligent.

3.11 The Photographer does not operate from a fixed studio. All services are delivered on location as agreed.

3.12 The Client must provide a small, secure area for storing camera equipment. If no safe location exists, the Photographer may keep their equipment on their person. This may reduce mobility and may affect shooting speed or the variety of Images. The Photographer accepts no liability for delays or reduced coverage caused by the need to carry equipment at all times.

3.13 The Photographer holds valid Public Liability Insurance and can provide documentation upon request.

3.14 The Photographer may promote their services during an event unless the Client requests otherwise in advance. Promotion may include handing out business cards or discussing services with guests.

3.15 Screen calibration, brightness settings, and software differences may cause Images to display differently across devices. The Photographer is not responsible for colour variations or display inconsistencies. Technical support may be offered at the Photographer’s discretion but is not guaranteed.

3.16 Items posted by the Photographer are sent using tracked delivery. Postal delays or losses caused by third-party carriers fall outside the Photographer’s responsibility.

3.17 Where a Client books on behalf of a business or organisation, it is assumed they have full authority to do so. The Photographer is not liable if this authority is later disputed.

3.18 The Photographer chooses suitable professional clothing for each Assignment. Venue dress codes do not bind the Photographer unless agreed in writing.

3.19 The Photographer ensures all equipment is safe and properly maintained. Venue power is used where available, and the venue should be notified in advance. If venue power is refused or unavailable, the Photographer is not obliged to provide alternative power sources. Venue charges for power remain the Client’s responsibility.

3.20 The Photographer holds valid Public Liability Insurance and a DBS certificate. Both documents can be supplied upon request.

3.21 The Photographer is responsible for their own taxation and financial reporting.

3.22 If payment becomes overdue, the Photographer may pursue collection, including through legal action or third-party debt recovery. The Client may be liable for recovery costs where permitted by law.

3.23 When working within schools or similar environments, the Client confirms that all necessary permissions, safeguarding approvals, and internal policies have been satisfied before the Assignment begins.

3.24 Where minors are present, the Client confirms that parental consent has been obtained. The Photographer is not responsible for verifying individual consent. Any restrictions must be communicated in writing before the Assignment.

3.25 The Photographer is not responsible for capturing sensitive documents, confidential information, or restricted areas unless the Client identifies them beforehand. The Client must ensure such materials are removed or covered.

3.26 For Assignments lasting longer than six hours, the Photographer is entitled to a continuous twenty-minute break. This does not reduce the booked time and will be taken at a low-impact point during the event.

3.27 Although the Photographer normally accepts only one major Assignment per day, exclusivity is not guaranteed unless agreed in writing.

3.28 Idle or inactive periods are part of normal event coverage and remain billable. These may include ceremonies, speeches, set changes, breaks, delays, or pauses in activity. The Photographer is not responsible for creating activity to photograph.

3.29 The Photographer does not guarantee a specific number of final Images. Quality takes priority, and output varies depending on the nature of the event, guest behaviour, lighting, access, and timing.

3.30 The Photographer is not liable if key planned moments do not occur during the booked time. The Client or event organiser must ensure such moments are scheduled and communicated.

3.31 Clients may request a meeting before the Assignment. Meetings held more than 30 miles from Hertford (SG14) may incur a travel charge of £0.45 per mile. Meetings for weddings or large events should be arranged 14–30 days before the event. Meetings are optional and not included by default.

3.32 The Photographer is not responsible for preparing or maintaining non-human subjects such as décor, food, drinks, displays, or products. These must be ready and presentable before photography begins.

3.33 Once the booking fee has been paid and the time confirmed, the duration is fixed. If the Client ends the Assignment early, no refund or reduction applies.

3.34 When the booked time ends, the Photographer may leave the site immediately unless additional paid time has been confirmed.

3.35 The Client or a named representative must be available and contactable throughout the Assignment. If the Photographer cannot locate them, a text message or phone call will be considered sufficient communication.

3.36 If the Client or their representative is intoxicated, disruptive, or unable to manage responsibilities, the Photographer may continue or leave at their discretion. This is not grounds for refund or complaint.

3.37 These Terms apply to all current and future bookings. They also apply to past Assignments where Images or products are still pending delivery.

4. Model Release

4.1 The Photographer provides a safe, respectful, and inclusive environment for all individuals being photographed. If anyone has specific needs, accessibility requirements, or concerns about being photographed, the Client must inform the Photographer in advance.

4.2 By attending a session or event, individuals are assumed to consent to being photographed unless the Client or the individual informs the Photographer before or during the Assignment. The Photographer will respect clear requests not to be photographed, although incidental appearances in group or background Images cannot be guaranteed.

4.3 Where children or vulnerable individuals are present, the Client confirms that appropriate consent has been obtained from a parent, guardian, or responsible adult. The Client is responsible for ensuring such permissions are in place before photography begins. The Photographer is not responsible for verifying individual parental consent.

4.4 The Photographer may use selected Images for portfolio, website, social media, printed materials, submissions, and general promotional use unless the Client opts out in writing. Opt-out requests must be received before delivery of the final gallery.

4.5 Any individual may withdraw permission for future promotional use of their Images by notifying the Photographer in writing. Withdrawal applies only to future use and cannot remove Images already published, shared, printed, or distributed by third parties.

4.6 Where the Client books on behalf of a business or organisation, the Client confirms that all staff, volunteers, or team members have been informed that photography will take place and have given permission under the organisation’s policies. The Photographer accepts no liability for missing internal permissions.

4.7 The Client must inform the Photographer of any cultural, religious, or personal restrictions relating to photography. The Photographer will take reasonable steps to respect these restrictions wherever possible.

4.8 The Photographer will use Images only in ways consistent with the context in which they were taken. Images will not be used in misleading, inappropriate, or unrelated contexts without explicit written consent.

4.9 At public events or large gatherings where individual consent cannot reasonably be obtained, attendees are assumed to understand that photography is taking place. Anyone who does not wish to be photographed must make this known to the Photographer or to the Client. Incidental inclusion in group or background Images does not constitute a breach of consent.

4.10 Any opt-out from marketing use must be communicated in writing before the final gallery is delivered. Later opt-out applies only to future use and cannot affect material already released.

4.11 Incidental or background appearances in Images are unavoidable at events and do not constitute unauthorised use.

4.12 The Client confirms that all third-party permissions required for the Assignment have been obtained in advance. This includes permissions from venues, organisers, performers, or any parties whose approval is required. The Photographer accepts no liability where permissions are missing.

4.13 Sessions involving boudoir, maternity, implied nudity, or similar sensitive content require explicit written consent from the Client before the Assignment. These sessions are also subject to the relevant provisions in Section 6.

5. Deliverables and Usage Rights

5.1 Images will be delivered through an online Pixieset gallery. Password protection is available on request. No other delivery platforms, including WeTransfer, Dropbox, Google Drive, or similar, are supported unless agreed in writing.

5.2 The online gallery will remain available for at least ninety days from the date of delivery. After that period, the gallery may be removed at the Photographer’s discretion without warning. The Client may request an extension for an additional fee.

5.3 The Photographer retains full copyright and moral rights in all Images at all times. The Client receives a non-exclusive, non-transferable licence for personal, non-commercial use unless a commercial licence is agreed in writing. Any advertising, promotional, or resale use requires a separate licence. If work is provided free of charge or at a discounted rate, the same copyright and licensing restrictions apply. Any unauthorised commercial use will be invoiced at the Photographer’s full standard commercial rate.

5.4 The Photographer may store Images beyond the gallery period, but long-term storage is not guaranteed. Retrieval, re-editing, or re-supply requests may be charged at £75 per hour. Re-edited Images may differ from the original edits due to changes in software, workflow, or style.

5.5 RAW files, unedited Images, and unculled material are not released under any circumstances unless the Photographer agrees in writing at their sole discretion. The Photographer is responsible for selecting and editing all final Images. The Client will not receive every frame taken.

5.6 Images are supplied in standard formats, typically JPEG for stills and MP4 for video. These formats are widely compatible, but the Photographer cannot guarantee performance on every device, platform, or application.

5.7 The Client understands that colour, contrast, and brightness may vary between screens, devices, and print outputs due to differences in calibration and display technology. The Photographer is not responsible for such variations.

5.8 Downloading any part of the gallery constitutes acceptance of the delivered Images as final. Once Images have been downloaded by the Client or any authorised user, no refunds, re-edits, or alternative versions will be provided.

5.9 The Photographer edits using their own professional style as demonstrated in their portfolio. Requests to match another photographer’s style may be considered but are not guaranteed. Dissatisfaction with stylistic interpretation is subjective and is not grounds for complaint or refund.

5.10 The Photographer will photograph non-human subjects, such as food, décor, products, or displays, to the best of their professional ability. The Photographer is not responsible for the preparation, presentation, or temporary condition of such items. If commercial product photography or staging is required, this must be agreed in advance and may incur additional fees.

5.11 The gallery system automatically logs all downloads. Logs record the downloader’s email address, device metadata, and the date and time of each download. The first recorded download constitutes full delivery of the product, after which no refunds, rejections, or re-deliveries will be made.

5.12 When publishing or sharing Images on social media or in print, the Client must credit “Photos by Charles” where reasonably possible. Credit is not required for private sharing such as messaging apps, family albums, or personal storage.

5.13 The Client must not apply edits, filters, crops, or modifications that change the Photographer’s intended style or misrepresent their work unless written permission is given in advance. Altered Images may breach copyright.

5.14 If Images are used without full payment, this will be treated as copyright infringement. The Photographer may revoke all usage rights and pursue damages or additional licensing fees, including commercial rates where applicable.

5.15 The Client must not use the Images for artificial intelligence training, manipulation, rendering, or derivative works without explicit written consent from the Photographer. This includes uploading Images to any AI platform, dataset, or model.

5.16 Where a refund is granted under these Terms, the Photographer may invoice the Client for all expenses already incurred. This includes travel, mileage, accommodation, equipment rental, subcontractors, assistants, and administrative costs.

6. Client Responsibilities and Conduct

6.1 If the Client cancels more than thirty (30) days before the event, the Photographer will retain the booking fee only. If the Client cancels within thirty (30) days of the event, the full remaining balance is payable and becomes immediately due.

6.2 If the Photographer cancels due to illness, emergency, or circumstances outside their control, reasonable efforts will be made to arrange a replacement photographer of suitable experience. This cannot be guaranteed. If no replacement is available, the Client will receive a full refund of all fees paid. The Photographer is not liable for any further costs, losses, or damages.

6.3 The Client understands and accepts that they may not receive Charles personally as the attending photographer. All bookings are made with Photos By Charles as a business entity. If Charles is unavailable due to illness, scheduling conflicts, emergencies, or operational requirements, a replacement photographer may be appointed. The Client will be informed as soon as reasonably possible. The replacement photographer may use different equipment brands, lenses, shooting techniques, lighting approaches, or editing methods. No refund, reduction, or compensation will be issued for stylistic variations or equipment differences. If no replacement is available, the Client will receive a refund of fees paid for undelivered work, which is the limit of liability.

6.4 If the Client requests to reschedule, the Photographer will attempt to accommodate the new date, subject to availability. If the Photographer is unavailable, the request will be treated as a Client cancellation. The booking fee is non-refundable in all cases.

7. Payment Terms

7.1 A non-refundable booking fee of ten percent (10%) is required to reserve the date. The booking fee holds the date only. It does not guarantee that Charles will personally attend or that any specific photographer will be assigned.

7.2 The remaining balance must be paid and cleared no later than fourteen (14) days before the event. Attendance is guaranteed only once full payment has been received. Where cash on the day is agreed in writing, payment must be made immediately upon the Photographer’s arrival. Failure to pay on arrival is treated as non-payment and the Photographer may leave.

7.3 Payments may be made by bank transfer to:

Charles Hoggarth trading as Photos By Charles

Sort Code: 04-00-03

Account Number: 39935124

Cash may be accepted if agreed in advance. The Photographer does not accept cheques, PayPal, Klarna, or cryptocurrency unless agreed in writing.

7.4 If the Client cancels less than forty-eight (48) hours before the event, the full balance remains payable. If the balance is not received by the deadline, the Photographer may cancel the booking, retain the booking fee, and accept other work without liability.

7.5 Invoices not paid within the agreed terms may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. All legal, administrative, and recovery costs required to obtain overdue payments will be charged to the Client.

7.6 No previews, partial galleries, or final images will be released until the full balance has cleared. This includes overtime invoices, travel additions, and third-party product costs.

7.7 Contracts, invoices, and communications are provided digitally at no cost. Printed copies are available at £5 per A4 sheet to cover printing, handling, and postage.

7.8 Payment of the booking fee, part-payments, staged payments, or the final balance constitutes full acceptance of these Terms. A handwritten signature is not required. Digital acceptance or email confirmation is legally binding.

7.9 If a chargeback or payment reversal is made after services have been provided or images delivered, all usage rights are immediately withdrawn. The Client must delete all delivered images and stop use until the outstanding balance is settled in full. The Photographer reserves the right to recover the original payment, any chargeback fees, debt-collection fees, and associated legal costs.

7.10 Where third-party products (such as albums, prints, or frames) are ordered, full payment must be received before the Photographer places any order with the supplier. Delays caused by late payment are outside the Photographer’s control.

7.11 Any refund agreed under these Terms may take up to twenty-four (24) months to process. This reflects the Photographer’s editing workload, accounting cycles, and delivery timelines.

7.12 All payments must be made in British Pounds Sterling (GBP). The Client is responsible for all conversion charges and bank fees. The invoiced amount must be received in full. For example, if an invoice is £1,000, the Photographer must receive exactly £1,000 after all deductions.

7.13 Partial or staged payments may be agreed in advance. A booking is only confirmed once a written payment schedule is agreed and the first instalment has been received. Attendance is only guaranteed once the full balance is paid.

7.14 If the event overruns and overtime is provided, the overtime fee must be paid in full before any images from the event are released. This applies to the entire gallery, not only the overtime portion.

8. Nude and Semi-Nude Photography

8.1 Where an Assignment involves partial or full nudity, such as wedding preparations, boudoir sessions, artistic portraits, or professional modelling, the Photographer will conduct the session with professionalism, discretion, and respect.

8.2 All participants in any nude, implied nude, or semi-nude photography must provide explicit written consent before the session. Individuals under eighteen (18) years old cannot take part under any circumstances. The Photographer may request proof of age or identity to ensure legal compliance. Refusal to provide proof, or any concern regarding age verification, will result in immediate cancellation of the session without refund.

8.3 A trusted third party, such as a friend, partner, or family member, may attend the session at the Client’s request. The Photographer may also bring an assistant or chaperone for safety, safeguarding, or transparency.

8.4 The Client understands that any discomfort, embarrassment, or change of feeling after the session does not invalidate the consent given at the time. The Photographer is not responsible for regret or personal discomfort once the session has taken place.

8.5 Images from nude or semi-nude sessions will never be used for marketing, portfolio, social media, or any form of promotion without explicit signed consent from the Client. If consent is given, it may be withdrawn at any time for future use only. Images already published or printed cannot be withdrawn retroactively.

8.6 The Photographer may refuse, pause, or terminate a session if the environment becomes unsafe, inappropriate, sexually suggestive beyond the agreed brief, exploitative, or otherwise unsuitable. If the Photographer ends the session for safety or safeguarding reasons, no refund will be issued.

8.7 The Client is responsible for ensuring that the location used for the session is private, safe, and suitable. The Photographer accepts no liability for interruptions, privacy breaches, or unauthorised persons entering the area.

9. Travel and Accommodation

9.1 Travel within a thirty (30) mile radius of Hertford (SG14) is included in standard rates and does not incur additional charges.

9.2 Travel beyond thirty (30) miles will be charged at £0.45 per mile. Mileage is calculated as a round trip from Hertford to the event location and back.

9.3 If the event schedule or distance makes it impractical for the Photographer to return home on the same day, the Client must cover reasonable accommodation costs. Accommodation will be agreed in advance and must be paid before the event date.

9.4 For events outside the United Kingdom, the Client is responsible for all travel costs, accommodation, meals, airport transfers, baggage fees, and reasonable daily expenses. Travel arrangements must ensure the Photographer arrives at least one (1) day before the event to avoid risks caused by travel delays.

9.5 The Photographer is not liable for delays, missed coverage, or incomplete coverage caused by circumstances outside their control, including but not limited to traffic, accidents, vehicle breakdowns, public transport issues, road closures, weather, strikes, cancellations, or security incidents.

9.6 For early morning events or long-distance travel, the Photographer may require accommodation the night before. The Client must cover this cost if required to ensure punctual and safe attendance.

9.7 The Photographer will choose the most suitable method of travel, including car, train, domestic flight, or international flight, based on what is practical, safe, and appropriate for the Assignment.

9.8 The Photographer will travel with suitable insurance and will take reasonable care of equipment during transport. The Photographer is not liable for loss, theft, or damage caused by airlines, couriers, transport companies, third parties, or events beyond their control. The Photographer’s liability in such cases is limited to refunding fees paid for undelivered services.

10. Third-Party Suppliers and Venue Conditions

10.1 The Photographer will take reasonable care in delivering services. Liability for any claim is limited to the total amount paid for the booking. The Photographer is not liable for indirect, consequential, or incidental losses, including emotional distress, loss of earnings, loss of business, or reputational damage.

10.2 In the rare event of equipment failure, the Photographer will make reasonable efforts to continue using backup equipment. The Photographer is not liable for missed coverage or reduced image quality resulting from technical faults outside their control.

10.3 The Photographer is not liable for failure to perform where prevented by events outside their control, including fire, flooding, extreme weather, natural disaster, strikes, civil unrest, terrorism, government restrictions, or illness. Refunds in such cases will follow the provisions set out in Section 6.

10.4 The Photographer is not liable for injury, loss, or damage caused by unsafe conditions at the venue. The Client is responsible for ensuring the safety of the location and all attendees. The Photographer is not required to stand in unsafe areas, climb on unstable surfaces, or place equipment at risk.

10.5 The Client agrees to indemnify and hold harmless the Photographer against all claims, damages, or expenses arising from misuse of images, unauthorised distribution, or failure to obtain required permissions from venues, performers, organisers, or individuals.

10.6 The Photographer may store images beyond delivery but does not guarantee permanent archiving. After final delivery, the Photographer accepts no responsibility for loss, damage, or corruption of files.

10.7 The Photographer is entitled to work in a safe and respectful environment. Abusive, threatening, or harassing behaviour towards the Photographer, whether in person, by phone, by text, by email, or through social media, will result in immediate termination of services. No refund will be issued, and any outstanding balance remains payable. The Photographer may suspend access to galleries or remove delivered images if abusive behaviour continues. Access may be reinstated only when the issue is resolved to the Photographer’s satisfaction.

10.8 The Photographer is not liable for injury or damage to third parties except where covered by valid Public Liability Insurance.

10.9 The Photographer is not responsible for reduced coverage or missed images caused by venue restrictions, access limitations, prohibited areas, lighting rules, staff instructions, or operational policies.

10.10 The Photographer is not liable for missed coverage caused by the actions of third parties, including guests, performers, DJs, videographers, security staff, or venue staff. This includes blocking shots, interfering with access, or obstructing movement.

10.11 The Photographer accepts no liability for loss or damage to items belonging to the Client or their guests, including props, décor, products, clothing, or personal belongings. The Client is responsible for securing their property at all times.

11. Editing and Retouching

11.1 The Photographer edits in their own established professional style. By booking, the Client confirms they have reviewed this style and accept that all images will be edited in line with the Photographer’s current workflow and creative approach.

11.2 Standard editing includes colour correction, exposure adjustments, cropping, straightening, and general enhancement. Advanced retouching, including object removal, skin smoothing, body reshaping, or detailed manipulation, may be offered at an additional cost and only at the Photographer’s discretion.

11.3 The Client will not receive RAW or unedited files under any circumstances. The Client must not attempt to alter, filter, re-edit, or manipulate the images in a way that misrepresents the Photographer’s work.

11.4 Requests for re-edits after delivery are at the Photographer’s discretion. Re-edits may be charged at £75 per hour. Re-edited images may not match the original gallery due to changes in workflow, software, or style.

11.5 Editing consistency cannot be guaranteed across separate shoots. Editing evolves as equipment, software, and creative direction change over time.

11.6 The standard delivery timeframe for final edited galleries is up to one hundred and four (104) weeks from the event date. This is a maximum timeframe and delivery is often sooner. Delays caused by illness, technical issues, or workload do not constitute breach of contract.

11.7 All editing decisions are at the Photographer’s discretion. Personal preference or subjective dissatisfaction with the final look, including colour, tone, grain, or stylistic choices, is not grounds for a refund, re-edit, or rejection of the work.

11.8 The Client must not submit the images to third parties for editing, manipulation, or colour grading without the Photographer’s written consent.

11.9 The Client must not use artificial intelligence tools to alter, manipulate, train, or generate derivative works from the images without the Photographer’s written consent.

11.10 For sessions involving nudity, boudoir, maternity, or implied nude work, the Photographer will not alter body shape, weight, or physical features unless explicitly agreed in writing before editing begins.

11.11 Images will be delivered only after all outstanding payments, including overtime, travel additions, and product costs, have been cleared. Editing timelines do not begin until full payment is received.

12. Client Responsibilities at the Venue

12.1 The Client must arrange suitable access to the venue, including entry passes, permissions, security clearances, parking, and any required authorisations. The Photographer is not responsible for delays or missed coverage caused by lack of access.

12.2 The Client, guests, staff, and any third parties must cooperate with the Photographer’s reasonable instructions to enable coverage. The Photographer is not responsible for missed images caused by non-cooperation, interference, or delays.

12.3 The Client must provide accurate timelines, schedules, and running orders. The Photographer is not liable for missed coverage if events run early, late, or outside the schedule provided.

12.4 For bookings exceeding six hours, the Client must provide a hot meal and reasonable breaks for the Photographer. Breaks will be taken at appropriate times and do not reduce booked coverage.

12.5 The Client must obtain all necessary permissions for photography at the venue. This includes landlord approval, venue rules, performer permissions, and organiser consent where required. The Photographer is not responsible for missed coverage caused by missing or incorrect permissions.

12.6 The Client is responsible for the behaviour of all guests, attendees, and staff. If behaviour becomes unsafe, aggressive, obstructive, or inappropriate, the Photographer may stop shooting or leave the venue. No refund will be issued, and any outstanding balance will remain payable.

12.7 The Client must provide the name and contact details of a responsible on-site contact. This person must be available for the duration of the booking. If no contact is provided, the Photographer will continue at their discretion. Missed coverage caused by the absence of an on-site contact is not the Photographer’s responsibility.

12.8 The Client must provide accurate details at the time of booking, including addresses, dates, times, access instructions, and any special requirements. The Photographer is not responsible for issues caused by inaccurate or incomplete information.

12.9 The Client must schedule sufficient time for group photographs, portraits, or any specific requested images. The Photographer is not liable for missed shots caused by insufficient time or delays.

12.10 If a venue restricts where the Photographer may stand, move, place equipment, or use flash or lighting, the Photographer is not liable for reduced coverage or missed images. The Client must resolve any restrictions directly with the venue.

12.11 If the event overruns, additional coverage is chargeable at the overtime rates set out in Section 1.2. The Photographer is not obliged to provide overtime. When overtime is provided, no images from the overrun period will be released until the overtime fee is paid in full.

13. Indemnity and Limitation of Liability

13.1 The Photographer will take reasonable care when providing services. Liability for any claim, loss, or damage is strictly limited to the total amount paid by the Client for the Assignment. The Photographer is not liable for indirect, consequential, or financial losses, including loss of earnings, business opportunities, emotional distress, or reputational damage.

13.2 The Client agrees to indemnify and hold harmless the Photographer against all claims, costs, damages, or expenses arising from the Client’s misuse of images, unauthorised distribution, or failure to obtain required permissions from venues, performers, organisers, guests, or third parties.

13.3 The Photographer is not liable for failure to perform due to circumstances outside their control, including technical failure, illness, accidents, fire, extreme weather, transport issues, venue restrictions, or force majeure events. Refunds or remedies will follow the relevant refund sections of this agreement.

13.4 The Photographer is not responsible for delays or missed coverage caused by guests, staff, performers, videographers, venue rules, restricted access, crowd density, or any obstruction beyond the Photographer’s control.

13.5 The Photographer is not liable for any damage to the Client’s property or personal items. The Client is responsible for securing their belongings and any items supplied for photography.

13.6 The Client understands that all images are created using the Photographer’s professional judgement. The Photographer is not liable for dissatisfaction caused by subjective preferences, including style, lighting, angle, colour, or artistic decisions.

13.7 If the Client or attendees behave in a way that is unsafe, abusive, threatening, or obstructive, the Photographer may suspend services or leave the event. No refund will be issued, and any outstanding balance remains payable.

13.8 The Photographer shall not be liable for corrupted files, memory card failure, or data loss beyond reasonable control. Basic recovery will be attempted where possible, but success is not guaranteed. Liability for lost images is limited to refunding the amount paid for undelivered work.

13.9 The Photographer edits in their own professional style, as shown in their portfolio. By booking, the Client confirms acceptance of this style.

13.10 Standard editing includes colour correction, exposure adjustments, cropping, and routine enhancements. Advanced retouching, such as object removal or altering body shape, may be offered at additional cost.

13.11 RAW or unedited files will not be provided, and the Client must not attempt to edit, manipulate, alter, or filter the images.

13.12 Requests for re-edits after delivery are at the Photographer’s discretion and may be charged at £75 per hour. Re-edited images may differ from the original gallery due to workflow or software changes.

13.13 Editing styles evolve over time. Identical editing across separate events or years is not guaranteed.

13.14 Final edited galleries will be delivered within one hundred and four (104) weeks of the event date. This is a maximum timeframe. Illness, workload, or technical delays do not constitute a breach of contract.

13.15 All editing decisions are final. Dissatisfaction with colour, tone, style, or artistic direction is not grounds for refund or re-edit.

13.16 The Client must not submit images to third parties or artificial intelligence tools for manipulation or derivative works without the Photographer’s written permission.

13.17 For boudoir, maternity, or sensitive sessions, the Photographer will not alter body shape or physical appearance unless agreed in writing before editing begins.

14. Dispute Resolution

14.1 In the event of a dispute, the Client must contact the Photographer in writing by email and make reasonable efforts to resolve the matter in good faith before taking any formal legal action.

14.2 This agreement is governed by and interpreted in accordance with the laws of England and Wales.

14.3 All disputes arising from or connected to this agreement are subject to the exclusive jurisdiction of the courts of England and Wales.

14.4 Any claims or complaints against the Photographer must be raised within six (6) months of the event date. After this period, the Client waives the right to bring any claim.

14.5 Before court proceedings are considered, both parties agree to explore mediation or arbitration as potential methods of resolving the dispute.

14.6 If the Photographer is successful in recovering fees, enforcing these Terms, or defending a claim brought by the Client, the Client will be responsible for all associated legal costs, administrative costs, and recovery expenses.

15. General Terms

15.1 If any part of this agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

15.2 This agreement may only be amended in writing and agreed by both parties. Verbal discussions, assurances, or informal statements do not form part of this agreement and are not binding.

15.3 This document constitutes the entire agreement between the parties and supersedes all previous agreements, discussions, negotiations, or understandings, whether written or verbal.

15.4 Nothing in this agreement creates an employment relationship, joint venture, partnership, or agency arrangement between the Photographer and the Client. The Photographer operates as an independent contractor and is responsible for their own taxes, insurance, and legal obligations.

15.5 The Client may not assign, transfer, or sublicense their rights or obligations under this agreement without the Photographer’s prior written consent.

15.6 Any failure or delay by the Photographer in enforcing any provision of this agreement does not constitute a waiver of future enforcement of that provision or any other part of the agreement.

15.7 This agreement is drafted and interpreted solely in English. All communication, documentation, invoices, contracts, and galleries will be provided in English. Any translation made by a third party is for convenience only and has no legal authority. In the event of a dispute, the English version shall prevail.

15.8 These Terms and Conditions apply universally to all Clients of Photos by Charles, regardless of how the booking or enquiry was made, including direct enquiry, referral, venue recommendation, agency contact, or third-party platform.

15.9 Where there is any conflict between these Terms and any terms provided by the Client, venue, agent, or third-party service, these Terms shall take precedence.

15.10 This agreement may be accepted electronically. Digital acceptance, payment, email confirmation, or confirmation through a messaging platform constitutes valid acceptance of these Terms.

16. Force Majeure

16.1 The Photographer is not liable for any failure or delay in performing their obligations under this agreement where such failure or delay is caused by events beyond their reasonable control (“Force Majeure”).

16.2 Force Majeure events include, but are not limited to:

• natural events such as floods, storms, fires, earthquakes

• government restrictions or regulatory action

• pandemics, epidemics, or public health emergencies

• strikes, industrial action, or labour disputes

• civil unrest, riots, or acts of terrorism

• major power failures, internet outages, or technical disruption

• transport disruption including delays, cancellations, accidents, or strikes

• equipment failure outside the Photographer’s reasonable control

• venue closure, insolvency, licensing suspension, or operational failure before or during the event

16.3 If a Force Majeure event occurs, the Photographer will notify the Client as soon as reasonably possible and attempt to offer a suitable solution, such as rescheduling where practicable.

16.4 If fulfilment of the contract becomes impossible due to a Force Majeure event, payments made for undelivered services may be refunded at the Photographer’s discretion. The Photographer’s maximum liability is limited to the total amount paid for the affected services.

16.5 The Client accepts that Force Majeure events are outside the Photographer’s control and that no compensation, damages, or consequential loss claims may be made. This includes, without limitation, venue insolvency, closure, staff shortages, or operational failures. The Client is strongly encouraged to obtain wedding or event insurance.

16.6 The Photographer does not provide cancellation or event insurance. The Client is responsible for obtaining their own insurance to cover risks such as cancellation, supplier failure, illness, venue closure, or unexpected disruption.

16.7 Where Force Majeure prevents attendance or delivery, refunds and rescheduling will be handled according to the cancellation and rescheduling provisions in Section 6 of these Terms.

17. Signature and Acceptance

17.1 By paying the booking fee, balance, or any part of the agreed fee, the Client confirms that they have read, understood, and accepted these Terms and Conditions in full. Acceptance is automatic upon payment.

17.2 A handwritten (“wet ink”) signature is not required for this agreement to be legally binding. Digital acceptance, email confirmation, or any form of electronic communication confirming the booking constitutes valid acceptance of these Terms.

17.3 The Photographer accepts digital signatures, electronic confirmations, email agreements, and messages sent via recognised communication platforms (including but not limited to email, SMS, WhatsApp, Instagram, Facebook Messenger, and other commonly used digital messaging services) as legally binding in good faith. These may be used as evidence of agreement in any legal setting if required.

17.4 Any person entering into this agreement on behalf of an individual, couple, group, business, or organisation confirms that they have authority to bind all relevant parties. The Photographer accepts no liability if such authority is later disputed.

17.5 By accepting these Terms, the Client confirms that this document constitutes the entire agreement between the parties. No verbal discussions, informal assurances, or previous communications hold any legal weight unless confirmed in writing by the Photographer.

17.6 The version of these Terms in effect at the time of booking applies to that booking. Any updated Terms issued after the booking date do not apply unless both parties expressly agree in writing.

17.7 The Client acknowledges that it is their responsibility to read, understand, and request clarification on these Terms before making payment. Failure to read these Terms does not exempt the Client from their obligations

18. Archiving, Storage and Data Handling

18.1 The Photographer may retain copies of images, project files, and backups for internal use, but this is not guaranteed. Long-term storage is not included as part of the service, and the Photographer is under no obligation to store, archive, or maintain files once they have been delivered to the Client.

18.2 Once the gallery has been delivered, the responsibility for safe storage, duplication, and backup of the images rests entirely with the Client. The Photographer strongly recommends that the Client downloads and backs up the images on at least two separate devices or cloud services.

18.3 Any requests for retrieval of archived files, if available, may be subject to an administrative fee and the Photographer’s hourly rate for recovery work. Availability is not guaranteed. If files have been purged from the archive system, the Photographer has no liability for their loss.

18.4 The Photographer maintains professional data-handling practices and stores client information securely in compliance with UK data protection law. Information is used solely for communication, record-keeping, invoicing, and service delivery. No client information is sold or shared with third parties unless required by law or necessary for service fulfilment (such as album suppliers or printing labs).

18.5 The Photographer may keep anonymised usage information, booking details, or communication logs for legal, tax, or contractual reasons. These may be retained for up to seven (7) years in accordance with HMRC guidance.

18.6 Clients who wish to request deletion of personal information may do so in writing. The Photographer will comply where legally permissible, except where information must be retained for tax, legal, or contractual record-keeping purposes.

18.7 The Photographer is not liable for loss of images due to the Client’s failure to download, store, or back up the images after delivery. Once the gallery link expires, re-hosting or re-uploading may incur additional fees and is subject to availability.

19. File Loss, Recovery and Data Security

19.1 The Photographer follows a professional workflow to minimise the risk of file loss, corruption, or damage, using high-quality memory cards, reputable camera equipment, and industry-standard storage practices.

19.2 Where practical and at the Photographer’s discretion, images may be duplicated on-site during an event. This is not guaranteed and depends on the time available, the working environment, the space provided, and the Photographer’s judgement. The absence of an on-site backup does not constitute negligence.

19.3 After the event, the Photographer will transfer and back up files as soon as reasonably possible. Until full backup is completed, files remain vulnerable to loss, theft, or corruption. The Photographer accepts no liability for such incidents beyond what is expressly stated in this section.

19.4 If equipment, memory cards, or storage devices are stolen or damaged after the event but before full backup is completed, the Photographer’s liability is limited strictly to a refund of fees paid for work that cannot be delivered. No compensation of any kind is offered for emotional distress, consequential loss, loss of opportunity, or replacement costs.

19.5 In the event of file corruption, the Photographer will attempt basic recovery using standard, non-destructive recovery tools. Advanced recovery services may be pursued at the Client’s request and expense. There is no guarantee that recovery will succeed.

19.6 The Photographer is not liable for file loss caused by circumstances outside their control, including but not limited to hardware failure, software malfunction, fire, theft, physical damage, or any force majeure event.

19.7 If previously delivered files are lost by the Client and the Photographer still retains copies, re-delivery may incur an administrative or retrieval fee. If re-editing is required or requested, the Photographer may charge their standard hourly rate.

19.8 The Photographer uses equipment and memory cards in accordance with manufacturer recommendations, including formatting, replacement cycles, and handling guidance. This standard of care is considered reasonable for professional photographic practice.

19.9 Permanent storage of images is not guaranteed. Once the gallery has been delivered, responsibility for archiving, backing up, and maintaining copies of all images passes entirely to the Client.

19.10 Clients are strongly encouraged to obtain appropriate event insurance to cover all potential risks, including the rare event of unrecoverable image loss.

20.Health and Safety

20.1 The Photographer will take reasonable care to work safely and in accordance with venue rules, event safety procedures, and any relevant health regulations.

20.2 The Client must inform the Photographer of all hazards, restricted areas, or safety concerns at the venue before or upon arrival. This includes stage limitations, pyrotechnics, smoke machines, strobe lighting, low visibility areas, loose cables, uneven flooring, and similar risks. Failure to provide accurate information may result in reduced coverage without refund.

20.3 The Photographer will not work in environments using laser lighting due to the risk of permanent equipment and eye damage. If lasers are identified or activated, photography may be suspended or ended immediately until the issue is resolved. No refund or compensation will be provided for missed coverage caused by the presence of lasers.

20.4 The Photographer may suspend or stop shooting if any condition presents a risk to personal safety, guest safety, or the safety of equipment. This decision is at the Photographer’s sole discretion and does not constitute breach of contract.

20.5 No guest, attendee, staff member, or third party may touch, move, or interfere with the Photographer’s equipment. Any damage caused by interference is the Client’s responsibility and will be invoiced accordingly.

20.6 The Client is responsible for ensuring that guests behave appropriately. If abusive, aggressive, or hostile behaviour occurs, the Photographer may suspend or end services immediately without refund. Continued harassment may result in suspension of access to online galleries or delivered images until the issue is resolved.

20.7 The Photographer is not responsible for providing, arranging, or managing event or venue security. The Client must ensure appropriate security staff are in place where necessary.

20.8 The Photographer is not responsible for injuries or property damage caused by the Client, guests, third parties, or the venue. The Client accepts full responsibility for maintaining a safe environment.

20.9 If illness, medical issues, evacuation, or health emergencies prevent coverage, the Photographer will notify the Client and take reasonable steps to find a solution. However, this may reduce coverage, and no compensation for missed images will be offered.

20.10 Where personal protective equipment (PPE) such as high-visibility clothing, safety helmets, steel-toe boots, or ear protection is required, the Client must provide appropriate PPE for the Photographer. Lack of suitable PPE may limit access to certain areas or tasks and may reduce coverage without refund.

20.11 In environments exceeding 85 dB (such as clubs, concerts, or festivals), the Client must ensure ear protection is available. The Photographer is not liable for missed coverage if access is restricted due to insufficient hearing protection.

20.12 The Photographer may suspend or end coverage if weather conditions endanger equipment or personal safety. This includes heavy rain, electrical storms, extreme heat, ice, snow, or any other hazardous outdoor conditions.

20.13 The Photographer is not required to work in environments where drug use, excessive intoxication, illegal activity, or disorderly conduct creates unsafe conditions. Services may be suspended or ended without refund.

20.14 The Photographer is not responsible for unsafe electrical setups, staging, lighting rigs, or structural issues at the venue. Access to unsafe areas will be refused.

20.15 If safe access to specific areas is restricted for any reason, the Photographer is not liable for missed images or reduced coverage resulting from these limitations.

21. Equipment, Data Handling, and Technical Failure Liability

21.1 The Photographer will take reasonable care to ensure that cameras, lighting, and related equipment are in working order before the event. Equipment is regularly inspected, cleaned, and tested to reduce the risk of malfunction.

21.2 The Photographer carries backup equipment and memory cards, but full duplication of every shot cannot be guaranteed.

21.3 If equipment failure, memory card corruption, software error, or any other technical issue causes partial or total loss of photographs, the Photographer’s liability is limited to a refund of fees paid for undelivered services.

21.4 The Photographer is not responsible for indirect or consequential losses arising from equipment or technical failure, including loss of income, emotional distress, reputational damage, or costs of rescheduling.

21.5 The Photographer will take reasonable steps to safeguard digital files, including secure transfer from the venue to storage systems. Permanent storage of all images is not guaranteed.

21.6 The Photographer uses professional-grade equipment and industry-standard workflows, but technical failures may still occur. The Client accepts that any financial claim shall not exceed the total amount paid under this contract.

21.7 The Photographer is not liable for failures caused by external factors outside their control, including power cuts, equipment supplied by the venue, interference, or damage caused by guests, staff, or third parties.

21.8 If technical failure arises due to a Force Majeure event, the Photographer has no liability as outlined in Section 14.

21.9 If only part of the event is affected by a technical failure, any refund will apply only to the undelivered portion of services.

21.10 The Photographer is not responsible for the quality, accuracy, or failure of third-party services used by the Client, including printing labs, album suppliers, or online platforms. The Client is responsible for reviewing and accepting the Terms and Conditions of any third-party provider.

22. Archiving and File Retrieval

22.1 The Photographer makes reasonable efforts to archive images after delivery, but permanent storage is not guaranteed. Clients must download, back up, and securely store all delivered files immediately.

22.2 Files may be retained for a limited period at the Photographer’s discretion. There is no obligation to store them beyond initial delivery, and the Photographer accepts no responsibility for lost files once delivery has been confirmed.

22.3 If archived images remain available, the Photographer may retrieve and re-deliver them for an administrative fee. If re-editing from RAW files is required, this will be charged at £75 per hour. Re-delivered images are replacements and remain subject to the original Terms.

22.4 Re-edited images may not exactly match original deliveries due to updates in software, workflow, or editing methods. No guarantee is given that re-edited files will match earlier versions.

22.5 The Client is fully responsible for long-term storage of their images. The Photographer is not liable for any loss, corruption, or inaccessibility of files once delivery has been made.

22.6 Images are delivered in standard formats such as JPEG. The Photographer does not provide support for client-owned devices, hardware, or software. Colour variations, calibration issues, or incompatibility are the Client’s responsibility and do not justify refunds or re-edits.

22.7 If image files require specialist data recovery due to corruption, damage, or failure, the Client accepts full responsibility for recovery costs. The Photographer does not guarantee successful recovery or usability of any recovered files.

22.8 Delivery is complete once the Client receives access to the online gallery or download link. The Photographer is not responsible for lost emails, expired links, or misplaced files after delivery has been confirmed.

22.9 The Photographer delivers images in the standard formats available at the time. The Photographer is not responsible if any format becomes obsolete or unsupported in the future.

23. Recommended Suppliers

23.1 The Photographer may recommend third-party suppliers based on prior experience and in good faith.

23.2 All bookings with third-party suppliers are made at the Client’s discretion. The Client is responsible for reviewing and accepting those suppliers’ terms and conditions.

23.3 The Photographer is not liable for failure, cancellation, delay, no-show, poor performance, or dissatisfaction arising from the services of any recommended or independent supplier.

23.4 The Photographer does not receive commission, referral payments, or benefits from third-party suppliers unless declared in writing. Any such arrangements will be disclosed where applicable.

23.5 If a third-party supplier interferes with the Photographer’s work, including obstructing access, affecting lighting, delaying timelines, or causing missed coverage, the Photographer is not responsible for any resulting loss of images or impact on quality.

23.6 The Photographer is not responsible for verifying the credentials, insurance, licensing, safety compliance, or suitability of any third-party supplier. The Client is encouraged to conduct their own due diligence before booking.

24. Additional Provisions

24.1 All services are provided in accordance with UK law. The Photographer operates internationally but is based and registered in the United Kingdom, and all contracts and payments are governed by UK law.

24.2 The Photographer works in a respectful and inclusive manner, regardless of age, race, gender identity, sexual orientation, disability, belief, or background. This applies to all clients, guests, and subjects.

24.3 The Photographer may decline or withdraw services if conditions are unethical, unsafe, discriminatory, or otherwise inappropriate, without refund.

24.4 The Client confirms that they enter this agreement freely, with full understanding and intent, and not under duress, misrepresentation, or undue influence.

24.5 Harassment, abuse, or discrimination towards the Photographer by the Client, guests, or associated parties will result in immediate termination of services without refund.

24.6 If any clause in this agreement is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

24.7 Clients with additional needs should discuss required accommodations in advance so that reasonable efforts can be made to facilitate access.

24.8 If illegal activity is witnessed or suspected during an event, including drug use, violence, underage drinking, or breach of venue safety rules, the Photographer may stop shooting and leave immediately without refund. Serious concerns may be reported to the appropriate authorities.

24.9 A delay or failure by the Photographer to enforce any clause does not waive the right to enforce that clause or any other clause at any time.

25. Image Printing and Reproduction

25.1 The Client may print delivered images for personal use. All printing, enlargements, and reproductions should be made using the high-resolution files provided by the Photographer to maintain quality and accuracy.

25.2 The Photographer is not responsible for issues arising from third-party printing services, including colour inconsistencies, cropping errors, resolution loss, paper quality problems, or image distortion.

25.3 All images are prepared using professional editing software and calibrated equipment. Consumer screens, devices, and printers are often uncalibrated, and printed or displayed colours may differ. The Photographer is not liable for these variations.

25.4 If the Client requires assistance with printing, album design, bespoke formatting, or preparation for large-format output, requests must be made in writing. Additional charges may apply depending on the work required.

25.5 Printed output may vary slightly from on-screen previews due to differences in materials, inks, finishes, and processing methods used by third-party printers. These natural variations do not constitute grounds for refund, complaint, or re-editing.

26. Special Requests and Accessibility

26.1 The Photographer welcomes advance communication of any special requests, support needs, or preferences. This may include accessibility requirements, cultural or religious considerations, translation needs, communication preferences, or other important details relating to the Client or guests.

26.2 The Photographer will make reasonable efforts to accommodate such requests, provided they are communicated in good time and remain practical. Specific accommodations cannot be guaranteed unless confirmed in writing before the event.

26.3 If requirements are not communicated in advance, the Photographer will adapt respectfully where possible. However, the Photographer is not liable for any limitations, issues, or unmet expectations resulting from uncommunicated needs.

26.4 The Photographer is not responsible for venue accessibility or any third-party arrangements related to accessibility, safety, or accommodation needs. Ensuring appropriate access and conditions at the venue is the Client’s responsibility.

27. Children, Vulnerable Persons, and Safeguarding

27.1 The Photographer is committed to safeguarding children, young people, and vulnerable adults at all sessions and events.

27.2 Where children or vulnerable individuals are present, the Client confirms that appropriate permissions have been obtained from a parent, guardian, carer, or legally responsible adult before any photography takes place.

27.3 Where an individual has the capacity to give informed consent, their verbal or written agreement should be obtained in addition to that of the responsible adult. If consent is declined at any time, the Photographer will respect this and exclude the individual from coverage.

27.4 The Photographer may request written confirmation of permissions where appropriate. If such permissions cannot be provided, the Photographer reserves the right to exclude specific individuals from coverage.

27.5 Photography in schools, childcare settings, or similar institutions must be pre-approved by the organisation’s leadership. It is the Client’s responsibility to ensure all required permissions and safeguarding measures are in place before photography begins.

27.6 The Photographer holds valid Public Liability Insurance and a current DBS certificate. Copies are available for inspection on request.

28. Sensitive Locations and Information

28.1 The Photographer is not responsible for identifying or avoiding sensitive areas, items, or information unless clearly instructed in advance. This includes computer screens, whiteboards, medical documents, confidential signage, private rooms, and restricted zones.

28.2 The Client must inform the Photographer in writing of any areas, items, or individuals that must not be photographed. While reasonable efforts will be made to follow such instructions, the Photographer cannot guarantee avoidance without clear and specific direction.

28.3 The Client is responsible for ensuring that sensitive or restricted materials are removed, covered, or secured before photography begins. The Photographer accepts no liability if such precautions are not taken.

28.4 The Photographer is not liable for any consequences arising from the accidental capture of confidential or sensitive information if it was not disclosed or adequately protected by the Client or venue beforehand.

28.5 If the Client requests the removal or censoring of sensitive information in post-production, a simple black-box or censoring method will be applied at £5 per image. More advanced retouching or digital alteration is outside the Photographer’s scope and may be referred to an external retoucher at additional cost plus an administration fee.

29. Documentation and Administration Fees

29.1 If the Client requests printed copies of documents such as contracts, invoices, or release forms, a fee of £5 per A4 page will apply. This covers paper, printing, packaging, and postage.

29.2 All items sent by post will be dispatched using a tracked delivery service. The Photographer accepts no responsibility for postal delays, losses, or failures once the item has been passed to the delivery provider.

29.3 Digital documents will be provided at no cost unless otherwise stated. The Client is responsible for downloading and securely storing their own copies of digital paperwork.

29.4 Requests for reissued documents, including duplicates of invoices, contracts, receipts, or statements, may incur an administration fee of £10 per request.

29.5 The Photographer will retain relevant records for the minimum statutory period required under UK law, including tax compliance and insurance verification. After this period, files may be securely destroyed without notice.

29.6 It is the Client’s responsibility to retain their own copies of invoices, contracts, usage licences, and other records. The Photographer is not responsible for supplying replacement documents if the Client has failed to keep their own copies.

29.7 The Photographer operates from a private residential address, which is not publicly listed. This address will only be disclosed upon written request where a legitimate need exists, such as statutory requirements, legal obligations, or service of official documents. Casual or unnecessary requests will not be granted in order to protect personal privacy.

30. Promotional Activity, Marketing, and Idle Time

30.1 The Photographer may distribute business cards, flyers, QR codes, or promotional materials during the event unless the Client instructs otherwise in writing before the event.

30.2 The Photographer may display branding on clothing, accessories, equipment, or vehicles. Branding includes logos, ID badges, name tags, and branded gear. The Client cannot require temporary removal of branding.

30.3 The Photographer may display social media handles, QR codes, or website links that direct to their portfolio or contact information. These will be presented discreetly and without interrupting the Client’s event or guest experience.

30.4 All promotional activity undertaken by the Photographer will be conducted professionally, respectfully, and without pressure on guests. The Photographer will not interfere with the flow of the event.

30.5 Idle time is a normal part of event coverage. This includes periods where no photographs are reasonably possible, such as delays, gaps in activity, speeches running late, empty dance floors, or pauses in guest interaction. Idle time does not constitute a lack of service.

30.6 If the Client believes a specific moment is being missed, they must notify the Photographer during the event. Failure to notify the Photographer at the time waives the right to later claims of missed coverage.

30.7 During idle periods, the Photographer may take rest breaks, back up files, organise equipment, manage administrative tasks, or engage in appropriate promotional activity, provided this does not interfere with the Client’s event.

30.8 The Photographer may reference the event in their portfolio, marketing materials, or case studies unless the Client opts out in writing before the final gallery is delivered.

32. Gallery Sharing

32.1 The Photographer does not provide individual images or galleries via social media platforms, messaging apps, or informal channels. All images are delivered through the Client’s official online gallery or other agreed delivery method.

32.2 The Client is welcome to share their gallery link with others. Password protection is available on request and is recommended for privacy.

32.3 Some galleries may require individuals to enter an email address before downloading images. By submitting their email, recipients consent to be contacted by the Photographer in accordance with UK data protection laws.

32.4 The Photographer is not responsible if the gallery link is shared beyond the Client’s intended recipients. Access control and confidentiality of login or password details remain the Client’s responsibility.

32.5 The Photographer may use gallery email data only for direct promotions, gallery follow-ups, or communications related to services. Email addresses will never be sold or shared with third parties.

32.6 Downloading or sharing any image from the gallery constitutes acceptance of the photographs as delivered. Once images have been downloaded, no refunds, cancellations, or rejections will be accepted.

32.7 The Photographer encourages Clients to share images on their social platforms with appropriate credit (e.g., tagging or mentioning the Photographer’s account). This is optional but appreciated.

33. Revisions, Edits, and Re-Delivery Requests

33.1 It is the Client’s responsibility to provide accurate and complete timing information for the event, including start times, key moments, and estimated durations. A written timeline is strongly recommended for weddings and larger events.

33.2 The Photographer will arrive at the agreed time and work in line with the provided schedule. Delays, changes, or deviations not communicated in advance may result in missed coverage.

33.3 Any extensions beyond the contracted hours may be subject to additional charges at the Photographer’s hourly or late-night/overtime rates (as outlined in Section 18).

33.4 A brief grace period of up to 15 minutes may be accommodated at the Photographer’s discretion, but this is not guaranteed without prior notice.

33.5 If the event schedule changes during the day, it is the Client’s responsibility (or that of a nominated representative) to inform the Photographer promptly. Failure to provide updates waives the right to later complaints regarding missed coverage.

33.6 The Photographer will use best efforts to capture key moments, but cannot guarantee coverage if timings shift unexpectedly, access is denied, or the Client fails to communicate updates promptly.

34. Client-Provided or Rented Equipment

34.1 If the Client provides or requests the use of specific photography equipment, the Photographer will operate such equipment on a best-endeavours basis. No guarantee of familiarity, compatibility, or performance outcomes is made.

34.2 The Photographer shall not be held liable for any operational failure or issues arising from the use of Client-provided or rented equipment.

34.3 If negligence can be proven on the part of the Photographer that directly results in damage to Client-provided or rented gear, the Photographer will accept reasonable responsibility. Proof must be supported by independent documentation or expert verification.

34.4 The Photographer is not responsible for arranging insurance on Client-provided or rented gear. The Client must ensure such equipment is fully insured.

34.5 If the Client requests equipment not owned by the Photographer, best efforts will be made to source it. All rental costs, deposits, insurance, and logistic expenses must be prepaid or itemised on the invoice.

34.6 For high-value or high-risk equipment, the Client agrees to provide full insurance and liability cover.

34.7 If external equipment is provided with its own operator hired by the Client, the Photographer accepts no responsibility for that operator’s performance or conduct. If the operator is subcontracted under Photos by Charles, they will be bound by the same Terms.

35. Professional Conduct & Safety

35.1 The Photographer will act with professionalism, discretion, and integrity at all times. Clients, guests, staff, and event personnel must treat the Photographer respectfully.

35.2 Abuse, harassment, discrimination, or threatening behaviour directed at the Photographer will not be tolerated. The Photographer may suspend or end services immediately with no refund.

35.3 The Photographer’s equipment must not be touched, moved, or interfered with by guests or staff without permission. Any damage caused is the Client’s responsibility.

35.4 The Photographer will not operate in environments where lasers or hazardous lighting are present. If unsafe lighting continues, the Photographer may cease shooting without refund.

35.5 The Photographer may pause or stop work if conditions are unsafe, unsanitary, or pose a risk of harm.

35.6 The Photographer is not responsible for providing event security. The Client should arrange licensed security where needed.

35.7 If PPE is required by the venue, the Client must supply appropriate equipment. The Photographer may use their own PPE at their discretion.

35.8 The Photographer must not be physically interfered with or obstructed while working. Guests must not dictate or control shots unless agreed in advance.

35.9 If advisable, the Photographer may recommend hiring a second shooter or assistant. Costs will be agreed beforehand.

36. Physical Goods and Delivery

36.1 All services are delivered digitally unless physical goods are agreed as an additional service.

36.2 If physical goods are supplied, they are usually produced by third-party providers. The Photographer may perform quality checks but accepts no liability for variations once items leave their control.

36.3 Physical goods are sent via tracked delivery. The Photographer is not liable for postal delays or losses once items are handed to the delivery provider.

36.4 Claims for damaged or faulty physical goods must be submitted within 14 days of receipt with photographic evidence.

36.5 After acceptance of physical goods, no replacements, refunds, or repeat orders will be provided unless a valid fault claim is raised within the claim window.

36.6 The Client is responsible for backing up and securely storing all digital files delivered, including any that were supplied on physical media.

37. Final Notes and Anti-Corruption Clause

37.1 This agreement has been constructed with fairness, clarity, and protection in mind for both parties.

37.2 Failure by the Photographer to enforce any part of this agreement does not waive their right to enforce it later.

37.3 All services are subject to the Photographer’s availability and the information provided by the Client. The Photographer is not responsible for disruptions caused by incomplete or inaccurate information.

37.4 This agreement may only be amended in writing and agreed by both parties. Verbal agreements are not binding.

37.5 Neither party shall engage in corrupt activity including bribery, extortion, undeclared commissions, fraud, or manipulation of records. Breach may result in immediate cancellation of services and referral to authorities.

37.6 Any suspicious, unethical, or illegal behaviour relating to this engagement must be reported in writing immediately. All reports will be handled confidentially and in accordance with the law.