Terms & Conditions

Welcome to Photogemphic. By accessing or using our website www.photogemphic.uk , booking a session, or engaging with our services, you agree to comply with the following Terms and Conditions. These terms are governed by the laws of England and Wales. 

 1.1 You may use this website only for lawful purposes in accordance with UK law. 

 1.2 You agree not to interfere with the operation, security, or accessibility of the site. 

 1.3 Any attempt to misuse or disrupt the website may result in legal action. 

 2. Booking, Retaining Fees & Payments 

 2.1 A 25% non-refundable retaining fee is required upon booking to secure your session. 

 2.2 The remaining balance must be paid in full no later than 7 days prior to the shoot. 

 2.3 Bookings are not confirmed until the retaining fee has been received. 

 2.4 Failure to pay the remaining balance by the stated deadline may result in cancellation of the booking, with the retaining fee remaining non-refundable. 

 2.5 Prices may change at any time but will not affect confirmed bookings. 

 3.1 All retaining fees are non-refundable in the event of cancellation by the Client, as they represent payment for reserving the booking date and associated loss of opportunity. 

 3.2 Cancellations on the day of the shoot, client no-shows, or significant lateness that prevents the session from taking place will not be eligible for any refund due to time reserved, preparation, travel, venue hire, and other resources already committed. 

 3.3 If Photogemphic is required to cancel due to illness, emergency, or other unforeseen circumstances, the session will be rescheduled at no additional cost. If rescheduling is not possible, any fees paid (excluding the retaining fee) will be refunded. 

  4. Minors

4.1 All minors (under 18s) must be accompanied by a parent or legal guardian at all times. 

 4.2 Photogemphic is not a childcare facility, and children must remain under supervision. 

 4.3 We are Enhanced DBS checked, ensuring safe and appropriate conduct with young people. 

  5. Insurance & Additional Staff 

5.1 Photogemphic holds full public liability insurance and appropriate professional insurance. 

 5.2 Additional staff or support can be arranged upon request and availability. 

 5.3 We maintain a strict zero-tolerance policy regarding bullying, harassment, aggression, or violence. 

 5.4 Anyone engaging in such behaviour may be asked to leave without a refund. 

  6. Intellectual Property & Usage Restrictions 

 6.1 All images, photographs, graphics, text, and content on Photogemphic and www.photogemphic.uk are protected under the Copyright, Designs and Patents Act 1988. 

 6.2 All rights are reserved unless explicitly granted in writing. You agree that: No downloading, screenshotting, copying, or reproducing images is permitted without written permission. 

 6.3 Online galleries and portfolios are hosted on GDPR-regulated platforms, and any attempt to illegally download or obstruct website content may result in legal action. 

 6.4 AI editing, filters, retouching, or alterations of images are strictly prohibited unless approved in writing by Photogemphic. 

 6.5 Images may not be sold, resold, redistributed, or used commercially without a separate licensing agreement. 

 6.6 RAW files are never supplied.

  7. Contracts & Consent Forms 

 7.1 A formal Photography Contract will be sent and must be signed before any session takes place. 

 7.2 Consent forms must be completed if images are to be used for digital portfolios, marketing, promotional materials, or social media. 7.3 If consent is not given, images will not be used publicly. 

  8. Photographer’s Rights & Artistic Style By booking 

 8.1 Photogemphic, you confirm that you have reviewed our portfolio and agree to our artistic style and editing approach. 

 8.2 Creative decisions regarding image selection, editing, and retouching remain solely with the photographer. 

 9. Image Delivery, Gallery Access & Turnaround Times 

 9.1 Edited images will be delivered no later than 14 days after the shoot, depending on the type of session and the volume of images. 

 9.2 Photogemphic offers fast turnaround times as standard; however, if an express turnaround is required (delivery sooner than our standard timeframe), an additional fee will apply.

 9.3 All final images will be delivered through a private, password-protected online gallery, accessible only to the client. 

 9.4 Clients may view, select, and download their images according to the package purchased. 

 9.5 The gallery will remain active for 30 days, during which clients must download and store their images. 

 9.6 If access is needed after 30 days, a storage/holding fee will be charged due to hosting and data retention costs. 

 9.7 Photogemphic is not responsible for expired galleries or lost files if downloads are not completed within the 30-day window. 

  10. Force Majeure (Unforeseen Events Including Pandemics) 

 10.1 Photogemphic shall not be held liable for any delay, alteration, or cancellation of services caused by Force Majeure events, including but not limited to pandemics, epidemics, government restrictions, natural disasters, severe weather, illness, emergencies, or any circumstance beyond our reasonable control. 

 10.2 Where a Force Majeure event prevents the session from taking place, the booking will be rescheduled to the earliest mutually available date at no additional cost. 

 10.3 Any retaining fee paid shall remain non-refundable, but may be transferred to the rescheduled date, subject to availability. 

 10.4 If the Client chooses to cancel the booking instead of rescheduling due to a Force Majeure event, the retaining fee remains non-refundable. 

 10.5 Photogemphic shall not be liable for any indirect or consequential losses, costs, or expenses incurred by the Client as a result of delays, rescheduling, or cancellations arising from Force Majeure events. 

  11. Privacy & GDPR Compliance 

 11.1 Photogemphic fully complies with the UK GDPR and the Data Protection Act 2018. 

 11.2 Personal data is used only for booking, communication, and service delivery. 

 11.3 We do not sell or share personal information with third parties. 

  12. Travel & International Booking Policy 

 12.1 Standard travel costs are included in all Photogemphic packages for locations within a reasonable distance. 

 12.2 For any destination requiring over 2 hours of travel (one way), additional travel fees will apply. 

 12.3 These fees may include mileage, transport costs, extended travel time, or accommodation if necessary. 

 12.4 For international bookings, the client is responsible for covering: Return flights for the photographer; Accommodation for the duration of the assignment; Relevant transportation to and from airports, venues, and shoot locations. 

 12.5 International bookings must be arranged and paid for in advance, and full travel itineraries must be provided to Photogemphic before departure. 

 12.6 Any travel delays, cancellations, or changes outside the photographer's control will not be considered grounds for refunds. 

 12.7 The client agrees to work with the photographer to adjust the schedule if travel disruptions occur. 

  13. Health & Safety 

 13.1 Clients must inform Photogemphic in advance if they have any medical conditions, disabilities, or circumstances that may require additional support, adjustments, or safety considerations during the shoot. This includes, but is not limited to: Pregnancy Epilepsy or sensitivity to flashing/studio lights Mobility limitations Sensory sensitivities Any condition that may affect participation or require accommodation. 

 13.2 Photogemphic conducts risk assessments to ensure the safety and well-being of all clients, staff, and participants. 

 13.3 Failure to disclose relevant health information may result in increased risk during the session. 

 13.4 If an undisclosed condition leads to an incident, Photogemphic will not be held liable, as this information is requested from the beginning of the booking process and outlined within the contract. 

 13.5 Clients are expected to act responsibly and follow all safety instructions provided during the session. 

  14. Business Verification & Collaboration Policy 

 14.1 Photogemphic works with verified and legitimate businesses only. 

 14.2 Any company, organisation, or professional seeking to collaborate, hire, or commission Photogemphic must provide authentic proof of their legal status. 

 14.3 Acceptable forms of verification include, but are not limited to: A valid Company Registration Number (e.g., Companies House number for UK businesses); Proof of trading status; Official business documentation; VAT registration (if applicable); Professional identification for authorised representatives. This requirement applies to all business types, including: Restaurants, cafés, and hospitality venues; Content creators and media professionals; Small businesses and sole traders; Brands, agencies, and corporate partners. 

 14.4 Photogemphic reserves the right to refuse service or collaboration if satisfactory documentation is not provided, or if the legitimacy of the requesting party cannot be verified. 

 14.5 Failure to provide requested authentication may result in cancellation of the booking without refund, as outlined in our cancellation policy. 

 14.6 All documents provided will be handled in accordance with UK GDPR and used solely for verification and contractual purposes. 

 15. Model Sourcing for Product & Brand Photography 

15.1 If a client hires Photogemphic for product photography (e.g., clothing, accessories, brand campaigns) and requests that we source models to wear or display their products, the client is responsible for all model-related fees. 

 15.2 These fees may include: The model’s hourly/day rate; Agency fees (if applicable); Usage rights and licensing (e.g., commercial or advertising use); Travel costs or accommodation (if required). Photogemphic’s service fee covers photography only. We do not pay model fees on behalf of the client. Before sourcing any models, Photogemphic will provide the client with: A clear quote for model fees; Expected usage rights costs; Any additional expenses. 

 15.3 The client must approve and pay all model-related fees upfront before any bookings are confirmed. 

 15.4 If a client refuses to pay for the model(s), Photogemphic will decline the request and will not proceed with sourcing talent. 

 15.5 Photogemphic will not be held responsible for delays or cancellations caused by clients failing to pay third-party model fees on time. 

  16. Unit Stills & Productions 

16.1 The Photographer will provide unit stills and/or production photography services as agreed in writing prior to the shoot (including call times, locations, deliverables and usage).

 16.2 The Photographer will work in coordination with the Producer, Director and Production Team and agrees to comply with on-set health & safety requirements and reasonable production protocols. 

 16.3 The Photographer shall not be responsible for missed shots due to schedule changes, restricted access, safety concerns, or instructions from production personnel. 

16.4 Edited high-resolution images will be delivered within the next day or a few days after the final shoot date unless otherwise agreed in writing.

 16.5 A preview/contact sheet may be supplied within the next day for selection and publicity deadlines. 

 16.6 Delivery will be made electronically via secure download unless otherwise agreed. 

 16.7 The Photographer is not liable for delays caused by force majeure, production changes, late wrap times, or delayed selection approvals. 

16.8 Usage is limited to the Production Company and its authorised distributors and publicists. 

 16.9 Images may not be altered beyond standard cropping or resizing without written consent. 

 16.10 The licence is non-exclusive and non-transferable unless otherwise agreed. 

 16.11 Actors, agents, or third parties may use images for personal publicity only with production approval and appropriate credit. 

16.12 The photographer will not publish any content or images unless approved by the production or marketing team. 

 16.13 Cancellation within 72 hours of call time may incur a cancellation fee of up to 50–100% of the agreed fee. 

 16.14 If the Photographer is unable to attend due to illness or emergency, reasonable efforts will be made to source a replacement, but liability is limited to fees paid. 

16.15 Fees are as agreed in the booking confirmation or contract.

 16.16 Payment is due within 60 days of invoice. 

 16.16 Late payments may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. 

16.17 Any personal data will be handled in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. 16.18 While every reasonable care is taken in the performance of services and handling of digital files, liability is limited to the total fees paid. 

 16.19 The Photographer shall not be liable for indirect or consequential losses. 

16.20 The Production Company is granted a licence to use the images strictly for the agreed purposes (e.g., publicity, press, marketing, festival promotion, streaming platforms, social media, EPK, distributor materials). 

 16.21 Any additional usage outside the agreed licence (including merchandise, third-party commercial licensing, or resale) requires written permission and may incur additional fees. 

16.22 Copyright is held with the photographer unless the contract states otherwise, once the images have left the editing process.