Terms & Conditions

Last updated: January 15, 2024

1. Agreement

These Terms and Conditions ("Terms") constitute a legally binding agreement between Shacoworkshop Photography ("Photographer," "we," "us," or "our") and the client ("Client," "you," or "your"). By booking our services, you agree to these Terms.

2. Booking and Confirmation

2.1 Booking Process

• All bookings are subject to availability
• A booking is confirmed only upon receipt of the signed contract and deposit
• The Photographer reserves the right to decline any booking

2.2 Deposit

• A non-refundable deposit of 25% is required to secure your booking
• The deposit reserves the date and time agreed upon
• The deposit is applied toward the total fee

3. Payment Terms

3.1 Fees

• All prices are quoted in GBP and include VAT where applicable
• Travel expenses may apply for locations outside Southampton
• Additional hours beyond the agreed package are charged at £150 per hour

3.2 Payment Schedule

• 25% deposit upon booking
• Remaining balance due 7 days before the event
• For portrait sessions, full payment is due on the day of the session

3.3 Late Payments

Failure to make payment in full may result in cancellation of services and forfeiture of deposit. Late payments may incur a 5% monthly charge.

4. Cancellation and Rescheduling

4.1 Client Cancellation

• More than 60 days before event: Deposit forfeited
• 30-60 days before event: 50% of total fee due
• Less than 30 days before event: 100% of total fee due

4.2 Photographer Cancellation

In the unlikely event we must cancel, we will:

• Provide a full refund of all payments made
• Assist in finding a replacement photographer of similar style and pricing
• Not be liable for any consequential damages

4.3 Rescheduling

• One rescheduling is permitted without penalty, subject to availability
• Additional rescheduling may incur a £100 administration fee
• Rescheduling must be requested at least 14 days in advance

5. Services Provided

5.1 Coverage

• Services are provided as outlined in the booking confirmation
• The Photographer will use professional judgment in selecting images to capture
• Specific shot requests will be attempted but cannot be guaranteed

5.2 Delivery

• Edited images delivered within timeframe specified in package (typically 2-4 weeks)
• Images delivered via secure online gallery
• Rush delivery available for additional fee

6. Image Rights and Usage

6.1 Copyright

The Photographer retains copyright to all images created. The Client receives a personal use license for all delivered images.

6.2 Client Usage

• Personal use includes printing, sharing on social media, and personal display
• Commercial use requires separate licensing agreement
• Images may not be edited or altered without permission
• Credit to Shacoworkshop Photography appreciated when sharing online

6.3 Photographer Usage

• The Photographer may use images for portfolio, marketing, and promotional purposes
• Client may opt-out of portfolio usage with written notice
• Sensitive or private images will not be shared without explicit permission

7. Liability and Indemnification

7.1 Limitation of Liability

The Photographer's liability is limited to the return of all payments made. The Photographer is not responsible for:

• Acts of God, venue restrictions, or circumstances beyond our control
• Missed shots due to guests or other interference
• Equipment failure beyond reasonable backup provisions
• Loss or damage to images after delivery to Client

7.2 Indemnification

The Client agrees to indemnify the Photographer against any claims, damages, or expenses arising from the Client's use of the images or breach of these Terms.

8. Force Majeure

Neither party shall be liable for failure to perform due to causes beyond reasonable control, including but not limited to acts of God, pandemic, government restrictions, war, or civil unrest.

9. Model Release

The Client grants the Photographer and its assigns the irrevocable right to use images for advertising, portfolio, and editorial purposes. This includes but is not limited to use on website, social media, and print materials.

10. Cooperation

The Client agrees to:

• Provide reasonable assistance and cooperation
• Provide necessary information about venues and timing
• Ensure venue permits photography and obtain necessary permissions
• Be punctual for scheduled sessions

11. Safety

The Photographer reserves the right to terminate coverage and leave the location if the Photographer experiences inappropriate, threatening, hostile, or offensive behavior from any person at the event.

12. Meals and Breaks

For events lasting more than 4 hours, the Client agrees to provide a meal for the Photographer and any assistants. A 30-minute break is required for events exceeding 6 hours.

13. Travel and Accommodation

• Travel within Southampton is included
• Mileage beyond 20 miles charged at £0.45 per mile
• Overnight accommodation required for venues more than 2 hours away
• International travel quoted separately

14. Weather

For outdoor sessions, we will monitor weather and reschedule if necessary. The decision to reschedule due to weather will be made jointly 24 hours before the session.

15. Data Protection

We process personal data in accordance with our Privacy Policy and UK data protection laws. Images and personal information are stored securely and not shared with third parties without consent.

16. Dispute Resolution

Any disputes shall first be addressed through good faith negotiation. If unresolved, disputes shall be settled through mediation or arbitration in Southampton, UK.

17. Governing Law

These Terms are governed by the laws of England and Wales. Any legal proceedings shall be brought in the courts of Southampton.

18. Severability

If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions shall continue in full force and effect.

19. Entire Agreement

These Terms, together with the booking confirmation, constitute the entire agreement between the parties and supersede all prior agreements and understandings.

20. Amendments

These Terms may only be amended in writing signed by both parties. We reserve the right to update these Terms for future bookings.

21. Contact Information

For questions about these Terms, please contact us:

• Email: info@shacoworkshop.com
• Phone: 023 8000 0000
• Address: Shacoworkshop Photography, Southampton, Hampshire, UK