Terms & Conditions and Privacy Notice – Studio 21

1. Bookings & Payments

1.1 Deposit: A non-refundable deposit is required to secure your booking. The deposit amount will be applied towards the total cost of the services.

1.2 Final Payment: The remaining balance is due on or before the day of the photoshoot.

1.3 Booking Confirmation: A booking is only confirmed once the required deposit has been received and confirmation has been issued by Studio 21.

1.4 Acceptance of Terms: Any written confirmation, purchase order, booking request, payment of deposit or invoice, or instruction to proceed with services shall constitute acceptance of these Terms & Conditions and Privacy Notice. Where services are provided before a signed agreement is obtained, the client's continued instruction of Studio 21 and acceptance of delivered services shall be deemed acceptance of these terms.

2. Cancellations & Rescheduling

2.1 Cancellation Policy: In the event of a cancellation, the deposit will not be refunded. If the cancellation occurs within 48 hours of the scheduled shoot, Studio 21 reserves the right to charge up to 50% of the remaining balance.

2.2 Rescheduling: Rescheduling is permitted up to 48 hours before the scheduled shoot without additional fees. Requests made within 48 hours may incur additional charges.

2.3 Illness and Unforeseen Circumstances: If Studio 21 is unable to perform the shoot due to illness or circumstances beyond our control, liability shall be limited to a full refund of any monies paid.

2.4 Client Cancellation Due to Illness: If you need to cancel due to illness or unforeseen circumstances, please notify us as soon as possible. We will make reasonable efforts to reschedule your booking.

3. Session Requirements

3.1 Punctuality: Clients are expected to arrive on time. Delays may result in a reduced session length or additional charges.

3.2 Session Duration: Session durations are agreed at the time of booking. Any additional time requested may be charged at the applicable hourly rate.

3.3 Client Responsibilities: It is the client's responsibility to ensure all necessary participants, products, items and representatives are present and prepared for the shoot at the agreed time and location.

3.4 Location Fees: Any permits, entrance fees, venue charges or other location-related costs are the responsibility of the client unless otherwise agreed.

3.5 Location Preparation: For on-location photography, it is the client's responsibility to ensure that the location, environment, products and surrounding areas are prepared and presented as they wish them to appear in the final images.

3.6 Location Appearance: Images will be captured as the location and subjects appear on the day of the shoot. Standard editing will not be used to correct, remove or alter elements that were present at the time of photography unless agreed in advance.

4. Image Selection & Editing

4.1 Image Selection: The photographer reserves the right to select the final images delivered to the client.

4.2 Editing: Editing refers to standard photographic adjustments including colour correction, exposure correction, white balance, contrast, cropping, sharpening and general image enhancement.

4.3 Image Manipulation: Editing does not include digital manipulation, object removal, background replacement, removal of people, body reshaping, extensive retouching or alterations to locations, products, environments or subjects unless agreed in writing.

4.4 Additional Retouching: Any requests for advanced retouching, image manipulation or alterations beyond standard editing may incur additional charges.

4.5 Editing Requests: Any specific editing requirements must be clearly communicated in writing before work commences. Clients are responsible for providing a detailed explanation of any requested alterations or retouching.

4.6 Approval of Delivered Images: Unless otherwise agreed in writing before the shoot, creative style, composition, image selection and editing approach remain at the professional discretion of Studio 21. Requests for re-editing, additional editing or alterations based on personal preference after delivery may incur additional charges.

5. Delivery & Storage

5.1 Delivery: Final images will be delivered within the timeframe agreed at the time of booking. Delivery times may vary depending on the scope of the project and editing requirements.

5.2 Digital Files: High-resolution digital files are provided as part of the agreed package. Additional copies, formats or exports may incur additional charges.

5.3 Delivery Methods: Images will be delivered via an online gallery, download link or other digital means. Physical media may incur additional charges.

5.4 Storage of Images: Final images will be stored for a period of six months following delivery. Clients are responsible for downloading, backing up and preserving their images.

5.5 Backup Policy: While reasonable efforts are made to maintain backups during the storage period, Studio 21 cannot guarantee availability of files after six months from delivery.

6. Copyright & Usage

6.1 Usage Rights: Studio 21 retains copyright of all images unless otherwise agreed in writing. Clients are granted a licence for personal use only. Commercial use, publication or resale is prohibited without prior written consent.

6.2 Model Release: Unless otherwise agreed in writing before the session, Studio 21 may use selected images for portfolio, website, social media, marketing and promotional purposes.

6.3 Digital Alterations: Clients are requested not to apply filters, edits or alterations to delivered images when sharing online, as this may misrepresent the quality and style of Studio 21's work.

6.4 Commercial Usage: Where commercial usage rights are included as part of a quotation or agreement, such rights shall be limited to the specific usage agreed at the time of booking unless otherwise stated in writing.

7. Liability

7.1 Liability: In the event of equipment failure, memory card corruption, computer malfunction, loss of data or any other circumstances beyond our reasonable control, liability shall be limited to a refund of monies paid for the affected services.

7.2 Limitation of Liability: Under no circumstances shall Studio 21's liability exceed the total amount paid by the client for the services booked.

7.3 Unforeseen Circumstances: Studio 21 shall not be liable for delays, cancellations or failure to perform services due to circumstances beyond our reasonable control, including but not limited to severe weather, illness, injury, accidents, venue restrictions, travel disruption, power outages, equipment theft, government restrictions or other unforeseen events

8. General Terms

8.1 Weather Conditions: For outdoor sessions, Studio 21 reserves the right to reschedule due to unsuitable weather conditions without additional charges.

8.2 Client Conduct: Respectful and cooperative behaviour is expected from all participants. Studio 21 reserves the right to terminate a session without refund in the event of abusive, unsafe or inappropriate conduct.

8.3 Additional Fees: Any additional costs incurred during the shoot, including travel outside the agreed area, parking charges, accommodation or specialist requirements, may be billed to the client.

8.4 Substitution: In the unlikely event that the assigned photographer is unable to attend, Studio 21 reserves the right to provide a suitably qualified replacement photographer.

9. Privacy Notice

9.1 Privacy: Studio 21 collects and stores only the information necessary to provide photography and media services, including names, contact details and booking information. Personal information will not be sold or shared with third parties except where required by law or necessary to fulfil contracted services.

9.2 Data Retention: Client information and associated project records may be retained for administrative, legal and business purposes in accordance with applicable UK data protection legislation.