Photos by Charles – Terms and Conditions
These Terms and Conditions (“Terms”) constitute a formal, legally binding agreement between Charles Hoggarth, trading as Photos by Charles (“Photographer”), and the individual(s) engaging the services herein (“Client”). These Terms govern all photographic services provided and define the obligations, responsibilities, and expectations of both parties in full.
By booking any service, paying a deposit or fee, or accepting the delivery of images, the Client confirms their full understanding, agreement, and acceptance of these Terms. No variation, amendment, or verbal agreement shall be deemed valid unless expressly confirmed in writing and signed by the Photographer. All parties are advised to read these Terms carefully, as they form the sole governing document for the delivery of services.
These Terms and Conditions are protected under copyright law and are the intellectual property of the Photographer. Just like all original photographic works, this document must not be reproduced, distributed, or adapted in whole or in part without the Photographer’s express written consent. Any unauthorised copying or commercial use of these Terms constitutes a breach of copyright and may result in legal action.
1. General Provisions
1.1 Charges: While the Photographer may provide an indicative hourly rate (such as £75 per hour), this is a general guide only and should not be interpreted as a fixed price. All jobs are individually assessed and priced based on the specific nature, complexity, location, timing, duration, and logistical requirements of the event. The Photographer reserves the absolute right to adjust pricing accordingly. For transparency, any applicable rates will be confirmed during the booking process.
1.2 Charges: While the Photographer may provide an indicative hourly rate (such as £75 per hour), this is a general guide only and should not be interpreted as a fixed price. All jobs are individually assessed and priced based on the specific nature, complexity, location, timing, duration, and logistical requirements of the event. The Photographer reserves the absolute right to adjust pricing accordingly. For transparency, any applicable rates will be confirmed during the booking process.
For sessions extending past midnight, the hourly rate increases to £95. For any time worked beyond 2:00 AM, the rate rises to £125 per hour. These adjustments reflect the additional time, effort, and unsociable hours required to provide services during late-night events.
1.3 For all bookings taking place within London postal codes (E, EC, N, NW, SE, SW, W, and WC), an additional surcharge of £75 will apply. This fee accounts for increased travel time, congestion, parking costs, and other operational challenges associated with working within the Greater London area. This surcharge is separate from the standard hourly or flat rate fee and will be clearly included in the initial quote or invoice provided to the Client. The surcharge is non-negotiable and applies regardless of event duration or specific venue within the listed postcode areas.
1.4 Booking Details: It is the responsibility of the Client to ensure that all relevant details regarding the booking are accurate and confirmed in advance. This includes, but is not limited to, the correct address of the event location, accurate start and end times, dates, contact details of the organiser, access requirements, parking instructions, and any special event timings such as ceremonies, speeches, or scheduled performances. The Photographer is not liable for any missed coverage or delays resulting from incorrect or incomplete information provided by the Client.
1.5 The Photographer generally requires a minimum booking duration of two (2) hours. However, this minimum is flexible and may be waived at the sole discretion of the Photographer based on the nature, location, or scale of the assignment.
1.6 The Photographer operates with a deep commitment to inclusivity and equality, treating every client and subject with the highest level of professionalism, dignity, and respect. This includes a proactive approach to fostering a welcoming environment for individuals of all backgrounds, identities, cultures, and beliefs. The Photographer strives to ensure that everyone feels valued and represented throughout the photographic experience.
1.7 The Photographer commits to delivering professional and high-quality images, although satisfaction is subjective and cannot be guaranteed.
1.8 Specific photo requests should be clearly communicated in advance. The Photographer is not liable for missed shots due to subjects' unwillingness or inability to cooperate.
1.9 The Photographer is not responsible for reduced image quality due to adverse weather or unforeseen circumstances beyond control but will strive to mitigate their effects.
1.10 The Client accepts liability for any damages caused to the Photographer’s equipment by any individuals other than the Photographer.
1.11 The Photographer operates as a location-independent business and does not have a fixed physical studio or premises. All services are arranged at client locations or on location by agreement.
1.12 A small area away from the main event space must be provided for the storage of equipment when not in use. This area does not need to be locked but should be out of the way, such as behind a DJ booth, a cleaning cupboard, or an unused office space. The Photographer must have access to this space at all times. If event needs change, the Client must provide reasonable notice and an alternative suitable location.
1.13 Public Liability Insurance (PLI) is held by the Photographer and can be viewed upon request.
1.14 The Photographer has full freedom to market their services by distributing business cards, leaflets, and sharing Instagram or other social media information.
1.15 All photographs are captured using the best equipment available to the Photographer at the time of the shoot. While the Photographer endeavours to produce high-quality images that are compatible across most modern devices, the Photographer is not responsible for issues arising from device incompatibility, colour variations between screens or monitors, or client devices failing to display or print images correctly. The Photographer offers best-effort support but cannot guarantee full compatibility with all devices or software.
1.16 Items sent by post will be dispatched using tracked delivery services for security and proof of receipt.
1.17 If the Client is acting on behalf of a business, it is assumed in good faith that the individual signing this agreement has the appropriate authority to do so and is duly authorised to act on behalf of the business entity. While this is taken in good faith, it is strongly recommended that such individuals be formally registered as directors, officers, or authorised representatives with Companies House (or an equivalent registry if outside the UK). The Photographer shall not be held liable in the event that the signatory lacks the legal authority to bind the business.
1.18 The Photographer is not obligated to follow specific venue dress codes or dress expectations. While best efforts will be made to present professionally, strict adherence to dress themes is not guaranteed.
1.19 No Portable Appliance Testing (PAT) is required by the Photographer, as no powered equipment is used on-site.
1.20 The Photographer holds valid documentation including Disclosure and Barring Service (DBS) certification and Public Liability Insurance (PLI). These can be reviewed by the Client upon request.
1.21 The Photographer is solely responsible for declaring and paying all personal and business-related taxes associated with the provision of services.
1.22 Legal action may be pursued to recover overdue payments or fees for services provided under this contract.
1.23 When photographing in educational institutions or schools, the Photographer assumes that any required parental or guardian permissions have been obtained in advance by the Client or institution.
1.24 The Photographer assumes that any children or minors present have parental approval for their images to be taken and used as agreed in the Model Release section. The Client is responsible for communicating any restrictions or objections.
1.25 The Photographer is not responsible for any sensitive documents, restricted zones, or secure areas that may appear in the background of photos. This includes but is not limited to medical records, staff-only signage, computer screens displaying personal information, or private offices. Clients are responsible for securing such areas prior to photography. It is the Client’s responsibility to inform the Photographer in advance of any specific areas, objects, equipment, or documents that should not be photographed. This may include, but is not limited to, alarm systems, confidential project boards, financial information, personal belongings, or staff schedules. While the Photographer will use best endeavours to avoid capturing these, it is strongly recommended that such items be removed, covered, or secured from view wherever possible to prevent accidental inclusion in photographs.
2. Model Release
2.1 The Photographer is committed to working respectfully and patiently with individuals who may have learning difficulties, disabilities, or additional needs. Where relevant, the Client is encouraged to inform the Photographer in advance of any individual support requirements or communication preferences to help ensure a positive and inclusive experience for all participants. For individuals who may lack capacity to give informed consent, including but not limited to those with certain learning difficulties or disabilities, consent must also be obtained from a parent, guardian, carer, or other responsible adult acting in their best interests.
2.2 The Client hereby grants the Photographer full permission to photograph and use the likeness of all individuals present at the event, including adults, children, and minors, unless otherwise specified in writing prior to the shoot.
2.3 In settings involving children, such as educational institutions or family events, it is assumed that the Client has obtained necessary parental or guardian consent for the photographs to be captured and used as described.
2.4 The Photographer may use any images for marketing, promotional, and portfolio purposes, including but not limited to social media, websites, printed materials, and advertising campaigns, unless the Client has expressly opted out in writing.
2.5 Consent may be withdrawn at any time by the individual or their legal guardian by submitting a written request to the Photographer. The Photographer will honour future restrictions from that date forward but cannot recall previously published material.
2.6 Where images include employees, volunteers, or staff members, it is the responsibility of the business Client to ensure appropriate image usage permissions are obtained from those individuals.
2.7 The Photographer is sensitive to cultural and religious beliefs regarding image usage. However, as the Photographer may not be fully familiar with all cultural or religious practices, it is the responsibility of the Client to clearly communicate any specific sensitivities or restrictions in advance. The Photographer will use best efforts to accommodate such requests where reasonably possible, provided adequate notice is given.
2.8 Model releases shall remain valid indefinitely unless otherwise agreed in writing. The Photographer will take reasonable steps to accommodate revocation of permission but makes no guarantees regarding the removal of images from third-party sites or previously distributed media.
3.Deliverables and Usage Rights
3.1 Photographs will be delivered via an online Pixieset gallery, which may be password protected upon request.
3.2 The gallery will be available for a minimum of 90 days from the date of delivery. After this period, the gallery may be removed without notice. Clients wishing to extend the gallery’s availability may do so for a small additional fee.
3.3 The Photographer retains all copyright to the images. The Client is granted a non-exclusive, non-transferable licence to use the delivered images for personal, non-commercial use, unless otherwise agreed in writing.
3.4 The Photographer will make best efforts to retain images beyond the standard storage period. However, long-term storage is not guaranteed. Requests to retrieve and re-edit images years after the shoot may incur additional fees, and re-edited images may not exactly match original edits due to software or stylistic changes.
3.5 Under no circumstances will RAW or unedited files be released to the Client, unless previously agreed in writing and at the Photographer’s discretion.
4. Client Responsibilities and Conduct
4.1 The Client is responsible for the conduct of all attendees and guests during the event. The Photographer reserves the right to cease work without refund in the event of abusive, threatening, or unsafe behaviour.
4.2 If any guest specifically refuses to be photographed, the Photographer will respect that request. However, the Photographer accepts no responsibility if individuals appear in the background of images.
4.3 Unless otherwise stated, it will be assumed all guests are happy to be photographed. The Photographer cannot control the background or guarantee exclusion of any specific individuals unless arrangements are clearly communicated in advance.
4.4 The Photographer may experience idle time during the event if there is no activity (e.g., no one dancing, speeches delayed, or nothing to photograph). This is considered part of the coverage. If the Client believes something is being missed, they are encouraged to inform the Photographer in the moment.
4.5 If any special moments or key activities are expected (such as cake cutting, first dance, speeches, surprise proposals, fireworks, confetti exits, etc.), the Client is responsible for notifying the Photographer in advance. While the Photographer will do their best to stay alert to all proceedings, being informed helps ensure nothing is missed.
4.6 In the event that venue access is delayed or denied by security, any time lost will not be recovered or refunded. The Photographer will inform the Client immediately if access issues occur.
4.7 The Photographer should not be expected to hold a guest ticket or standard entry pass. All access should be arranged in advance, and the Photographer should be included on any guest or access lists without delay or hesitation.
5. Payment Terms
5.1 A non-refundable booking fee is required to confirm the date and services. If the event is more than 30 days in the future, a deposit of 10% is required to secure the booking.
5.2 The remaining balance must be paid in full no later than 14 days before the event, unless a cash payment on the day has been explicitly agreed. If paying cash, payment must be made on the Photographer’s arrival.
5.3 Payment methods include bank transfer to:
Charles Hoggarth trading as Photos By Charles
Sort Code: 04-00-03
Account Number: 39935124
5.4 Payments can also be made in cash if agreed in advance.
5.5 Invoices not paid within the agreed terms may incur interest charges or legal recovery action. All legal costs associated with the recovery of unpaid invoices will be charged to the Client.
5.6 If documentation is required for printing (e.g., printed contracts or invoices), a charge of £5 per A4 sheet will apply.
6. Nude and Semi-Nude Photography
6.1 Where the nature of the assignment may involve partial or full nudity (such as during wedding preparations, boudoir sessions, or professional modelling), the Photographer will always conduct the session with the utmost respect, discretion, and professionalism.
6.2 All participants involved in any form of nude, implied nude, or semi-nude photography must give explicit written consent in advance. For individuals under the age of 18, such images are strictly prohibited. The Photographer reserves the right to request proof of age and/or identity where appropriate, to protect all parties involved and to ensure compliance with legal, ethical, and safeguarding obligations. Refusal to provide proof may result in the cancellation of the session without refund.
6.3 A trusted third party (e.g., friend, relative, or chaperone) may be present during such sessions if the Client requests it. The Photographer also reserves the right to bring an assistant or chaperone for safety, accountability, and professional transparency.
6.4 The Client understands that the Photographer cannot be held responsible for any embarrassment or discomfort felt after the session if full, informed consent was given at the time of shooting.
6.5 Any images taken in a nude or semi-nude context will never be used for marketing, portfolio, or display purposes without explicit, signed release and usage consent.
6.6 The Photographer reserves the right to refuse or terminate a session if they believe the environment has become unsafe, exploitative, or inappropriate. In such cases, no refund will be issued unless agreed in writing.
7. Cancellations and Rescheduling
7.1 If the Client needs to cancel the booking, the initial booking fee remains non-refundable. Cancellations made less than 48 hours prior to the event may incur further charges at the discretion of the Photographer.
7.2 If the Client needs to reschedule, a new date must be agreed in writing. The Photographer will make reasonable efforts to accommodate the change, but cannot guarantee availability. Booking fees will be transferred to the new date, provided the rescheduling occurs at least 14 days in advance.
7.3 Rescheduled dates must take place within 180 days of the original booking date. After this period, the original booking will be considered cancelled, and a new booking (with a new fee) will be required.
7.4 In the unlikely event that the Photographer is unable to attend the event due to illness, emergency, or other unforeseen circumstances, the Photographer will attempt to arrange a suitable replacement. If this is not possible, all monies paid (excluding delivered services) will be refunded in full.
8. Third-Party Suppliers and Venue Conditions
8.1 The Photographer may coordinate with third-party suppliers on the day of the event, such as DJs, caterers, venue staff, planners, decorators, or entertainers. While every effort will be made to work harmoniously with other suppliers, the Photographer is not responsible for any disruptions, miscommunications, or issues caused by third-party vendors that affect photography.
8.2 The Photographer will always act in the best interest of the Client when dealing with other suppliers. However, the Photographer accepts no liability for any lost photos, delayed access, interference, or missed moments arising from supplier behaviour, technical issues, or a lack of cooperation.
8.3 The Photographer is not responsible for environmental conditions at the venue, including but not limited to poor lighting, extreme temperatures, high humidity, excessive dust, lack of ventilation, overcrowding, or inaccessible spaces. If at any point these conditions are deemed to pose a risk to equipment, health, or the quality of work, the Photographer reserves the right to suspend or cancel shooting until the issue is resolved. This decision is made at the Photographer’s sole discretion and no refund or compensation will be provided for lost time due to such environmental issues. These conditions may impact image quality or limit available coverage, and no compensation or re-edit will be given for photos affected by such circumstances.
8.4 The Photographer assumes that All Areas Access (AAA) will be granted where required to effectively carry out the job, even in areas that may not be accessible to guests. It is the Client’s responsibility to ensure the Photographer is added to any required guest lists or provided with appropriate access credentials. Any time lost due to failure to secure access will be counted as billable time and will not be recoverable.
9. Editing and Retouching
9.1 Basic editing and retouching of selected images is included in the service. This includes colour correction, exposure balancing, and light enhancements to maintain the Photographer’s visual standard.
9.2 Editing fees are calculated based on the total duration of on-site event coverage as follows:
- 1–4 hours of coverage: £75 editing fee
- 4–8 hours of coverage: £150 editing fee
- 8–12 hours of coverage: £225 editing fee
- 12–16 hours of coverage: £300 editing fee
These fees reflect the significant post-production time required to review, select, and professionally edit large volumes of imagery.
9.3 The Photographer reserves the right to waive or reduce editing fees at their sole discretion, depending on the nature of the event, workload, or relationship with the Client.
9.4 All editing will be completed in the Photographer’s style as represented in their current portfolio. Requests to mimic other styles will be handled on a best endeavours basis but are not guaranteed unless agreed upon in writing.
9.5 Image delivery may take up to six (6) months, particularly for high-volume or complex projects.
9.6 If multiple photographers are included in the coverage, editing fees may increase due to the additional volume of images and complexity of post-production. This will be discussed and agreed upon prior to the event and clearly itemised in the Client’s invoice.
9.7 The Photographer will focus on capturing high-quality, professionally composed images that reflect the best moments of the event. While no minimum or maximum number of images is guaranteed, the Photographer will use their expertise to deliver a strong and meaningful representation of the event. Emphasis is placed on quality over quantity, and the Client acknowledges that the final number of images delivered will vary depending on factors such as the nature and length of the event, guest cooperation, lighting conditions, and other environmental or logistical elements.
10. Data Protection and Privacy
10.1 The Photographer complies with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
10.2 Any personal data provided by the Client (such as names, addresses, phone numbers, and email addresses) will be processed only for the purpose of delivering the agreed services and maintaining proper business records.
10.3 The Photographer will take all reasonable steps to keep personal information secure and will not share it with third parties unless required by law or with the Client’s explicit consent.
10.4 Clients have the right to request access to the personal data held about them and to request correction or deletion of such data, subject to any legal obligations that may require the Photographer to retain it.
10.5 Images and information will be stored securely and for only as long as necessary to fulfil the contract or comply with legal obligations. Requests for deletion of client records will be handled in accordance with data protection regulations.
11. Indemnity and Limitation of Liability
11.1 The Client agrees to indemnify and hold harmless the Photographer from any and all claims, damages, costs, and expenses arising from the Client’s use of the photographs or any breach of this agreement.
11.2 The Photographer’s liability for any claim, loss, or injury arising under this agreement is limited to the total amount paid for the services provided.
11.3 The Photographer shall not be held liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of profits or reputation.
11.4 The Photographer makes no warranties beyond the services described in this contract and will not be responsible for factors outside their control.
12. Dispute Resolution
12.1 In the event of a dispute, the Client agrees to first contact the Photographer via email to attempt resolution in good faith.
12.2 If a resolution cannot be reached amicably, any disputes shall be governed by and interpreted in accordance with the laws of England and Wales, and shall be subject to the exclusive jurisdiction of the courts of England and Wales.
13. General Terms
13.1 This agreement has been written in good faith with the intent to protect both parties fairly.
13.2 If any provision of this contract is held to be unenforceable, all other provisions shall remain in full force and effect.
13.3 This contract may only be amended in writing and agreed upon by both parties.
13.4 This document constitutes the entire agreement between the parties and supersedes all prior agreements, written or oral.
13.5 Nothing in this agreement creates an employment relationship, joint venture, or partnership between the Photographer and the Client.
14. Force Majeure
14.1 The Photographer shall not be liable for any failure or delay in performing their obligations due to events beyond their control, including but not limited to acts of God, government restrictions, pandemics, strikes, civil unrest, or equipment failure beyond the Photographer’s control.
14.2 In the event of a Force Majeure, the Photographer will make reasonable efforts to notify the Client as soon as possible and propose a suitable solution, such as rescheduling. If fulfilment becomes impossible, any unearned payments may be refunded at the Photographer’s discretion.
15. Signature and Acceptance
15.1 By paying the booking fee or deposit, the Client acknowledges that they have read, understood, and agreed to all terms outlined in this contract. This action constitutes acceptance and is legally binding.
15.2 Digital acceptance (such as email confirmation or electronic signature) will also be considered valid agreement to these terms.
15.3 The Photographer accepts all signatures and electronic confirmations in good faith. It is assumed that the individual signing or confirming this agreement is of sound mind, acting with full capacity and understanding of the terms. If signing on behalf of another party or organisation, it is expected that the individual has the appropriate authority and mental competence to do so lawfully and responsibly.
16. Travel and Accommodation
16.1 For bookings requiring travel in excess of 75 miles from the Photographer’s base of operations (Hertfordshire, UK), overnight accommodation may be arranged by the Photographer at their discretion.
16.2 Any such hotel bookings will be handled directly by the Photographer and will incur a 10% surcharge to cover administrative time and handling costs. This fee will be included in the final invoice.
16.3 The Photographer will always aim to book cost-effective, safe, and appropriate accommodation. Receipts can be provided upon request.
16.4 Any travel beyond 15 miles is subject to a mileage fee of £0.45 per mile, in accordance with HMRC guidance.
17. Intellectual Property and Usage
17.1 The Photographer retains full copyright and moral rights to all images taken. The Client is granted a limited licence for personal, non-commercial use unless otherwise agreed in writing.
17.2 The Client must not alter, edit, or manipulate the images in any way without prior written permission from the Photographer. This includes applying filters, cropping out watermarks, or modifying colours.
17.3 Commercial use of the photographs—including use for advertisements, websites, resale, or promotional campaigns—requires a separate commercial usage licence agreed upon and signed by both parties.
17.4 The Photographer may use the images for portfolio purposes, social media, promotional use, and marketing unless the Client has opted out in writing.
17.5 Any unauthorised use of images outside of the agreed terms will be considered a breach of contract and may result in legal action or financial penalties. It is assumed that the individual signing or confirming this agreement is of sound mind, acting with full capacity and understanding of the terms. If signing on behalf of another party or organisation, it is expected that the individual has the appropriate authority and mental competence to do so lawfully and responsibly.
18. Health and Safety
18.1 The Photographer will take all reasonable care to operate in a safe, responsible, and professional manner at all times. This includes compliance with venue rules, event safety plans, and health regulations.
18.2 The Client must inform the Photographer of any potential hazards or restricted zones at the event venue prior to or upon arrival.
18.3 The Photographer reserves the right to stop shooting temporarily or permanently if they feel that personal safety or the safety of their equipment is at risk.
18.4 The Photographer is not responsible for injury to persons or damage to property resulting from the Client’s or guests’ negligence or failure to comply with safety instructions or venue rules.
18.5 If an unexpected health or safety issue arises that prevents continued photography, the Photographer will inform the Client immediately and work to find an appropriate resolution if possible.
19. Equipment and Technical Failures
19.1 The Photographer will take all reasonable precautions to ensure that camera and lighting equipment is in proper working order prior to the event. All equipment is maintained to the highest standard possible, cleaned and tested regularly, and stored securely to minimise the risk of technical failure or damage.
19.2 In the unlikely event of equipment failure, memory card corruption, or any unforeseen technical issues that result in the loss or compromise of photographs, the Photographer’s liability shall be limited to a partial or full refund at their discretion. No further liability will be accepted.
19.3 The Photographer maintains backup equipment and memory cards as standard practice but cannot guarantee full restoration of all lost data should an error or failure occur beyond control.
19.4 The Client acknowledges that technical failures can occur despite best efforts, and that no financial claims shall exceed the amount paid for services rendered.
20. Archiving and File Retrieval
20.1 While the Photographer makes best efforts to archive all digital images after delivery, permanent storage is not guaranteed.
20.2 Files may be retained for several years, and the Photographer will try to assist with retrieval when possible, but does not commit to long-term archiving of all shoots.
20.3 Retrieval of archived images may in0cur additional administrative and re-editing fees. Re-edited images may not exactly match the original due to changes in software, styles, and editing techniques.
20.4 The Client is strongly advised to download, back up, and store all final delivered files securely once received to prevent data loss.
21. Recommended Suppliers
21.1 The Photographer may recommend other suppliers or professionals (such as videographers, DJs, florists, or caterers) based on experience and good faith. However, any bookings made with these third parties are at the Client’s sole discretion.
21.2 These recommended suppliers operate under their own terms and conditions, and the Photographer accepts no liability for any failure, cancellation, no-show, or dissatisfaction resulting from the use of third-party services.
21.3 The Client is encouraged to review and agree to each third-party’s policies directly and understand that any issues must be resolved with the supplier in question.
21.4 The Photographer makes recommendations in good faith but does not receive commission or compensation from third-party suppliers unless explicitly stated. Any such relationships will be disclosed if applicable.
21.5 If a third-party supplier's failure negatively impacts the Photographer’s ability to deliver images (e.g., missed timings, poor lighting conditions, or denied access), the Photographer will not be held responsible for any resulting reduction in image quality, missed moments, or lack of coverage.
21.6 The Photographer is not responsible for verifying third-party credentials, insurance, certifications, or professional standing. The Client is advised to conduct their own due diligence before confirming any booking with external vendors.
22. Additional Provisions
22.1 All services are provided in accordance with current UK legislation. The Photographer operates globally but is based and registered in the United Kingdom. All contracts and payments are governed under UK law.
22.2 The Photographer works in the most inclusive, professional, and respectful manner, regardless of age, race, gender identity, sexual orientation, disability, belief, or background. This commitment extends to all clients, guests, and subjects.
22.3 The Photographer reserves the right to decline services if conditions become unethical, unsafe, or discriminatory.
22.4 The Client confirms that they are not entering into this agreement under duress, misrepresentation, or undue influence and do so with full understanding and intent.
22.5 The Photographer does not tolerate harassment or discrimination in any form. Any such conduct may result in immediate termination of services without refund.
22.6 Should any clause in this agreement be found to be invalid or unenforceable, the remainder of the agreement will remain in full effect.
22.7 The Photographer is committed to accessibility. Clients with additional needs are encouraged to discuss any required accommodations in advance so the Photographer can make reasonable efforts to support them.
22.8 If any illegal activity is witnessed or suspected during an event (including but not limited to drug use, violence, underage drinking, or breach of venue safety regulations), the Photographer reserves the right to cease photography immediately and may leave the premises without refund. Where appropriate, the Photographer may also report serious concerns to relevant authorities for the safety and protection of all parties.
23. Image Printing and Reproduction
23.1 The Client is welcome to print delivered images for personal use. However, all prints, enlargements, or reproductions must be made from the high-resolution files provided by the Photographer to ensure quality and accuracy.
23.2 The Photographer is not responsible for any issues arising from third-party printing services, including but not limited to colour inconsistencies, cropping errors, resolution degradation, paper quality, or image distortion.
23.3 All delivered images are provided in good faith and are calibrated for general use. The Photographer will not be liable for unsatisfactory results caused by third-party labs, shops, kiosks, or online printers.
23.4 If printing assistance, re-edits, or custom formatting is required (e.g. canvas prints, albums, or large formats), this must be requested and agreed in writing. Additional charges may apply depending on the scope of work.
24. Special Requests and Accessibility
24.1 The Photographer welcomes and encourages the communication of any special requests, support needs, or preferences well in advance of the event. This includes—but is not limited to—accessibility arrangements for disabled guests, cultural or religious sensitivities, language or translation requirements, or preferred ways of communication.
24.2 The Photographer will make every reasonable effort to accommodate such requests, provided they are shared in a timely manner and within reasonable limits. However, availability of certain accommodations or fulfilment of specific requests is not guaranteed without prior agreement.
24.3 Where arrangements have not been discussed in advance, the Photographer will work to adapt respectfully in the moment but will not be liable for any oversights, limitations, or unfulfilled expectations related to uncommunicated needs.
25. Children, Vulnerable Persons, and Safeguarding
25.1 The Photographer is committed to safeguarding all children, young people, and vulnerable adults photographed during any session or event.
25.2 The Client confirms that where children or vulnerable individuals are present, the appropriate permissions have been secured from a parent, guardian, carer, or legally responsible adult before any photography takes place.
25.3 Where the individual has capacity, their verbal consent should be given alongside that of the responsible adult. If consent is declined at any time, the Photographer will not take or continue with images of that individual.
25.4 The Photographer may request written confirmation of permissions when appropriate. Failure to provide consent may result in specific individuals being excluded from coverage.
25.5 Any photography conducted 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 permissions and safeguarding checks are met before photography begins.
25.6 The Photographer holds Public Liability Insurance (PLI) and a valid DBS certificate, both of which are available for inspection upon request.
26. Sensitive Locations and Information
26.1 The Photographer is not responsible for capturing or avoiding sensitive areas unless explicitly instructed. This includes but is not limited to: computer screens, whiteboards, medical documents, confidential signage, private rooms, or restricted zones.
26.2 The Client must inform the Photographer in advance of any areas, items, or persons that should not be photographed. While best efforts will be made to honour such requests, the Photographer cannot guarantee accidental appearances will be avoided without clear direction.
26.3 The Client is advised to ensure sensitive or restricted materials are removed, covered, or secured prior to the start of photography.
26.4 The Photographer is not responsible for consequences relating to the unintentional capture of confidential information if this was not disclosed or adequately protected by the Client beforehand.
27. Hourly Rates and Late Hours
27.1 The Photographer typically charges a base rate of £75 per hour. However, this is not a fixed or guaranteed rate. Each job is individually quoted based on the nature, timing, duration, and complexity of the event.
27.2 For sessions that extend past midnight, the rate increases to £95 per hour. For coverage continuing past 2:00 AM, the rate rises to £125 per hour.
27.3 These rates reflect the Photographer’s time, expertise, post-processing workload, and the challenges associated with late-night or unsociable working hours.
27.4 All pricing is confirmed in writing prior to the event. Any extension beyond the agreed time will be billed according to the applicable late-hour rates unless agreed otherwise in advance.
27.5 The Photographer reserves the right to issue a second invoice post-event for additional time worked or agreed post-event services. Payment will be due within 14 days of invoice date.
28. Documentation and Administration Fees
28.1 If the Client requests printed copies of documents such as contracts, invoices, or release forms, a printing and administration fee of £5 per A4 page will apply.
28.2 This fee covers the cost of paper, printing, packaging, handling, and postage where applicable.
28.3 Items sent by post will be sent via a tracked delivery service. The Photographer accepts no responsibility for postal delays or items lost by the delivery provider after dispatch.
28.4 Digital documents will be provided at no cost unless otherwise stated.
28.5 It is the Client’s responsibility to retain and store their own records, including invoices, contracts, and usage licences, for their personal or business reference.
28.6 The Photographer will retain relevant documentation and records for the minimum statutory period required under UK law, including but not limited to tax compliance, insurance verification, and dispute resolution. After this period, files may be securely destroyed without notice.
28.7 Requests for reissued documents (including duplicates of invoices, contracts, or statements) after the delivery period may incur an additional admin fee of £10 per request.
28.8 The Photographer is not responsible for the Client's failure to retain or back up documentation once it has been provided. Re-issuing or recreating older paperwork may not always be possible, especially after statutory retention periods. for the minimum statutory period required under UK law, including but not limited to tax compliance, insurance verification, and dispute resolution. After this period, files may be securely destroyed without notice.
29. Promotional Activity and Marketing On-Site
29.1 The Photographer may, at their discretion, distribute business cards, flyers, or promotional materials at the event, unless explicitly instructed not to by the Client in writing before the event.
29.2 The Photographer may also display social media handles or QR codes that link to their portfolio or contact details, provided it does not interfere with the event proceedings.
29.3 The Photographer will act professionally and respectfully at all times when promoting their services and will not pressure guests or interfere with the Client’s event experience.
29.4 Promotional activities will be conducted with courtesy and in good taste. The Photographer will wear branded clothing or accessories where appropriate to maintain a professional appearance and support brand identity at the event. The Photographer reserves the right to mention the event in their portfolio, unless the Client has opted out in writing.
30. Conduct During Idle Time
30.1 There may be moments during an event where the Photographer has completed all reasonable photographic duties or where there is a lack of activity (e.g., no guests dancing, important people missing, or moments of downtime). The Client acknowledges that this is a normal part of event coverage and does not constitute a lack of service.
30.2 The Photographer is not responsible for creating activity or entertainment to photograph. If there are specific elements the Client would like captured during these quiet periods, it is the Client’s responsibility to communicate this directly.
30.3 If the Photographer is not notified of missed opportunities or expectations during the event, no refund or compensation will be issued for perceived downtime or coverage gaps.
31. Revisions, Edits, and Re-Delivery Requests
31.1 The Client acknowledges that all images are delivered in the Photographer’s professional style, as previewed in their portfolio. Small revision requests may be accepted at the Photographer’s discretion, depending on workload and feasibility.
31.2 Major re-edits, changes to style, or repeated revisions are not included in the base service and will be subject to additional fees.
31.3 If a Client requires a re-delivery of the final image gallery after the initial link has expired or has been lost, this may be possible for up to 3 months but is not guaranteed. A small administration fee may apply.
31.4 After 3 months, any file restoration or re-delivery will be subject to availability and may incur additional charges, including re-editing where original presets or editing styles have changed.
32. Gallery Sharing
32.1 The Photographer does not provide individual images or galleries upon request via social media platforms, messaging apps, or other informal channels. All official image access is delivered through the Client’s online gallery or chosen delivery method.
32.2 The Client is more than welcome to share the gallery link provided to them. The gallery system may require individuals to enter an email address before downloading any images. By submitting their email, they agree to be contacted by the Photographer for marketing purposes in accordance with data protection laws.
32.3 The Photographer is not responsible if the gallery link is shared beyond the Client's intended recipients. Access control remains the Client’s responsibility. Password protection is available upon request and is recommended for privacy and security. The gallery system may require individuals to enter an email address before downloading any images. By submitting their email, they agree to be contacted by the Photographer for marketing purposes in accordance with data protection laws.
32.4 The Photographer will never sell, misuse, or share these email addresses and will only use them for direct promotions, gallery follow-ups, or other relevant communications.
33.5 The Photographer encourages Clients to share the final gallery or selected images on their own social media platforms, using proper credit where appropriate (e.g., tagging or mentioning the Photographer’s account). This is entirely optional but is highly welcomed and appreciated.
33.6 This policy ensures all image delivery remains professional, traceable, and respects the contractual relationship with the original Client.
33. Scheduling and Timing Responsibilities
33.1 It is the Client’s responsibility to provide accurate and complete timing information for the event, including start times, key moments (e.g., ceremonies, speeches, performances), and estimated durations. The Photographer strongly recommends that the Client provides a timeline of the event if applicable. This can be delivered either digitally or in printed form to assist with planning and efficient coverage.
33.2 The Photographer will arrive at the agreed time and expects the event to follow the schedule provided. Delays, changes, or deviations that are not communicated in advance may result in missed coverage, for which the Photographer is not liable.
33.3 The Client agrees that any extensions beyond the agreed time may be subject to additional charges at the Photographer’s hourly or late-night rate, as defined elsewhere in this agreement.
33.4 A grace period of up to 15 minutes may be accommodated where possible, but this is not guaranteed without prior notice or agreement.
34. Client-Provided or Rented Equipment
34.1 If the Client provides or requests the use of specific photography equipment—including but not limited to lenses, camera bodies, lighting setups, modifiers, or other specialist gear—the Photographer will operate such equipment under best endeavours but offers no guarantee of familiarity, compatibility, or performance outcomes.
34.2 The Photographer shall not be held liable for any operational failure, poor image results, or issues arising due to unfamiliarity or limitations of such equipment, including but not limited to user error, incompatibility with the Photographer’s existing gear, or malfunctions.
34.3 If negligence can be proven on the part of the Photographer leading to damage of client-provided or rented gear, the Photographer will accept reasonable responsibility. However, the burden of proof lies solely with the Client, and any liability remains subject to confirmation through appropriate documentation or expert verification.
34.4 The Photographer is not responsible for arranging insurance on any gear rented or provided by the Client. The Client must ensure the equipment is fully insured and accepts full liability for damages, theft, or malfunction not caused by proven negligence of the Photographer.
34.5 If the Client requests specific equipment not owned by the Photographer, best efforts will be made to source the gear at a fair market rate. The Photographer reserves the right to decline any requests based on availability or feasibility. Any related rental costs, insurance fees, deposits, or logistical expenses will be the Client’s responsibility and must be prepaid or clearly itemised on the final invoice.
34.6 The Photographer does not accept the risk of uninsured specialist equipment. If the requested equipment is deemed high risk or high value, the Client agrees to cover full insurance, and any liability in the event of damage or failure will rest with the Client.
35. Professional Conduct & Safety
35.1 The Photographer agrees to conduct themselves with professionalism, discretion, and integrity at all times while delivering services. The Client, their guests, and any event personnel are expected to engage respectfully with the Photographer.
35.2 In the event of inappropriate, threatening, abusive, or harassing behavior directed at the Photographer or their staff, the Photographer reserves the right to suspend or immediately terminate services. In such cases, no refunds shall be provided, and the Client may still be liable for any unpaid balances.
35.3 The Photographer reserves the right to pause or cease work if the working environment is deemed unsafe or unsanitary. This includes, but is not limited to, excessive crowding, extreme weather, risk of physical harm, intoxicated or aggressive attendees, or unsafe venue conditions.
36. Physical Goods and Delivery
36.1 Any physical goods purchased as part of the photography services—such as prints, albums, USB drives, QR code cards, or other tangible items—will be dispatched using tracked delivery unless explicitly agreed otherwise. All tracking information will be provided to the Client once available.
36.2 Physical goods will not be ordered or dispatched until full payment for the item(s) and any associated delivery fees has been received and cleared. No exceptions will be made.
36.3 The Photographer will inspect and quality-check all goods before dispatch. If an issue is identified prior to dispatch, reasonable efforts will be made to rectify the issue with the supplier. However, the Photographer accepts no responsibility for the performance, quality, or durability of third-party manufactured goods. All items are sold in good faith, and no guarantees are made regarding colour accuracy, finish, or compatibility with third-party devices or systems.
36.4 The Photographer provides no warranties, guarantees, or ongoing support for any physical goods after delivery. Any perceived defect, malfunction, or dissatisfaction with items received should be raised directly with the third-party manufacturer. The Photographer will support the Client with supplier contact information if required but will not act as an intermediary in disputes.
36.5 The Photographer does not offer compatibility support or guarantees for use of physical goods on the Client’s personal devices, display systems, or third-party technology (e.g., digital frames, smart TVs, custom print kiosks, etc.).
36.6 It is the sole responsibility of the Client to back up any digital files delivered via USB or similar media. The Photographer accepts no liability for lost, corrupted, or damaged data after delivery. This includes (but is not limited to) damage due to misuse, electrical failure, natural wear and tear, or incompatibility with future devices or operating systems.
36.7 Requests for replacement items due to postal damage or manufacturing faults must be submitted within 14 days of receipt and include supporting photographic evidence. Replacements are not guaranteed and will be assessed on a case-by-case basis.
36.8 Physical goods returned to the Photographer due to incorrect, incomplete, or inaccessible delivery addresses, failed delivery attempts, refusal of delivery, or absence of an authorised recipient will be held for up to 90 days. After this period, the Photographer reserves the right to dispose of, recycle, or repurpose the goods at their sole discretion, without obligation to issue a refund or replacement.
36.9 Any redelivery requests will be subject to additional charges, which must be paid in full before dispatch. It is the Client’s sole responsibility to ensure that all delivery details are accurate and complete at the time of ordering. The Photographer is not responsible for delays or losses resulting from delivery errors caused by the Client or their representatives.
36.10 Any errors in customisation, such as spelling mistakes on engraved items or personalised packaging, will be deemed the responsibility of the Client if the information was provided by them. The Photographer will not be liable for replacing or refunding such items unless the error was caused by the Photographer.
37. Final Notes
36.1 This agreement has been constructed with fairness, clarity, and protection in mind for both the Photographer and the Client.
36.2 Any failure by the Photographer to enforce any part of this agreement shall not be construed as a waiver of their right to enforce that or any other part at a later time.
36.3 All services provided under this agreement are subject to the availability of the Photographer and the information provided by the Client. The Photographer will not be held responsible for disruptions or outcomes caused by incomplete or inaccurate details provided by the Client.
36.4 This agreement may only be amended or modified in writing, signed and agreed by both parties. Verbal agreements will not be considered binding.
36.5 The Photographer is committed to conducting business with the highest level of integrity and transparency. As such, the Client agrees that neither party shall engage in or permit any form of corrupt activity, including but not limited to:
Bribery (offering or receiving anything of value in exchange for preferential treatment or services)
Embezzlement or misappropriation of funds
Nepotism or cronyism in relation to hiring or service selection
Extortion or coercion in any form
Kickbacks, undisclosed commissions, or hidden benefits
Fraud, falsification of information or records
Money laundering or concealing the origins of funds
Conflicts of interest which are not disclosed and mitigated
Any breach of this clause may result in immediate cancellation of the agreement, refusal to provide services or release of deliverables, and may be reported to the relevant authorities where required by law.
34.6 Whistleblowing & Reporting
Should the Photographer, Client, or any third-party become aware of suspicious, unethical, or illegal behaviour related to this engagement, such issues must be reported immediately to the Photographer in writing. All reports will be treated confidentially and in accordance with applicable law.
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