Note: For the purpose of this document, Simply Timeless Photography is referred to as STP. The term Client refers to the individual or organisation making a booking or placing an order, including anyone acting on behalf of another person.
1) Applicable Law
This agreement is governed by the laws of England and Wales. These Terms and Conditions may only be varied through a written agreement.
If there is any conflict between these Terms and Conditions and any terms issued or submitted by the Client (including those relating to payment), and unless otherwise agreed in writing, these Terms and Conditions will take precedence.
2) Cancellation, Booking & Fees
A wedding booking is confirmed once the contract has been signed and the retainer fee has been received.
A portrait session booking is confirmed once the booking form has been completed, the date and time have been agreed upon, and the retainer fee has been paid.
Retainer fees for all sessions and weddings are non‑refundable, except in the event that STP cancels the booking.
The Client may cancel a booking at any time by providing written notice via email. All payments made up to the point of cancellation are non‑refundable and are retained as compensation for the time reserved and work already undertaken.
STP reserves the right to charge the full value of the smallest available collection as the retainer for clients who have previously missed a scheduled session without notice, or to decline future bookings at STP’s discretion.
Gift Certificates and any payments made without a confirmed booking are non‑refundable and cannot be exchanged for monetary value. If a booking made using a Gift Certificate is cancelled, the retainer portion will be deducted from the certificate balance.
3) Rescheduling & Bad Weather
If a session is missed or rescheduled within 24 hours of the scheduled appointment time, STP reserves the right to charge a new retainer fee. For Cake Smash sessions, this notice period increases to 96 hours.
Outdoor sessions will be rescheduled in the event of unsuitable weather at no additional charge. Weather decisions are made by STP. If a third date is also unsuitable, a studio session will be offered unless the session type requires an outdoor location (such as extended family sessions or pre‑wedding portraits).
STP may reschedule a session due to photographer illness or personal emergency. If a session cannot be rescheduled due to photographer cancellation, all monies paid will be refunded in full.
If a re‑shoot is required due to technical issues on STP’s part (such as camera, memory card, or computer malfunction), this will be provided free of charge.
Re‑shoots cannot be offered for reasons outside STP’s control, including clothing choices, facial expressions, lack of cooperation, or behaviour of participants. In exceptional cases, STP may offer a new session at a reduced rate within two weeks of the original appointment; this is entirely at STP’s discretion.
For reasons of health and safety, sessions may be rescheduled if the Client or a member of their household is unwell with a contagious illness. In such cases, rescheduling will be offered, but refunds are not available. Session types may be adjusted where necessary (for example, newborn to sitter) if a milestone is missed due to illness or isolation.
4) Session
STP asks that only the subject(s) being photographed attend the session (as well as parents in the case of newborn/toddler/child portraits) as others could lead to distraction of the subjects being photographed. Exceptions may be made if notice is given.
The Client is responsible for all children at all sessions.
In the event of uncooperative children at a session of any kind, for any reason, STP may not be able to capture any, or all the images the Client may have requested or expected. No refunds will be given as a result.
No outside photography is permitted within the studio or during location sessions, if the client is found to be taking images the session will be terminated with no refund as a result.
It is advised that the client arrives on time for the session as STP will not add time to your session to correct for lateness.
Every effort will be made to provide you with up to 20 images to choose from during full-length sessions. Due to the unpredictable nature of newborns and young children, no guarantee can be given.
5) Artistic input & image editing
STP shall be entitled to use its judgment regarding the style and artistic input in the production of pictures. This includes but is not limited to locations, poses, and the number of images taken.
Due to the vagaries of weather and the willingness of subjects it may not be possible to capture all the pictures requested or images to the clients full expectations.
Additional edits are carried out at the discretion of STP, and STP reserves the right to charge the Client for additional editing to cover the time involved, at a rate of £5 - £25 per image.
Any additional edit requests must be raised by the client once the images have been viewed. Requests not raised at this time will not be considered once products have been ordered.
6) Galleries & Ordering
Portrait Proofing galleries are open for 7 days (1 week). This can be extended by an additional 7 days for a £30 fee.
If no order is received within 28 days (4 weeks) of your portrait gallery becoming available your included products will be chosen on your behalf by the photographer.
Unpurchased images will no longer be available 28 days (4 weeks) after the gallery becomes available.
Any order must be paid for in full, and proofing has been completed where it is required before products are created/ordered.
Any printed products included in a collection must be selected from digital files included (this does not apply to custom print-only collections).
Wedding orders of included Albums and products must be made within a reasonable time scale (6 months after your gallery has been sent) after which time any price increase of the Album will need to be covered by the client.
Due to the custom nature of the Albums, no refunds will be given. Replacements will be given in the case of an incorrect order by the photographer or a damaged product if highlighted before the product leaves our care.
Orders not collected/downloaded within 3 months of completion may be disposed of, deleted, or recycled, in which case no refunds will be given.
7) Turnaround Times
The turnaround for Portrait Proofs is within 5 working days from the session unless otherwise agreed.
The turnaround for completed Portrait images (digital) is 1-2 weeks from ordering. Printed products take an additional 2-4 weeks, this excludes albums.
The turnaround for Wedding images is 6 to 8 weeks but can take up to 12 weeks during busy periods. This is extended where additional editing is requested by the client.
The turnaround for Albums from confirmation of order to being ready to collect is 2-3 months. Online proofs take 2-3 weeks, each revision will add another 1 - 2 weeks to the total turnaround time. Additional design revisions beyond the 2 included will be charged at £20 per revision.
8) Travel costs
Return journeys in excess of 20 miles (portraits)/ 50 miles (weddings) may attract a mileage charge of 50p per mile.
Overnight accommodation may be required for weddings over 50 miles away.
9) Portfolio/Model Call Sessions & Free images.
Images taken during a portfolio or model call session and used by STP will be given as a high-resolution image for free.
The client recognizes that they have the right to ask STP to stop using their child's image for future publication at any time where any unpaid cost of the session and images are given are covered.
10) Copyright & Release
STP will retain all rights and copyright to images supplied.
The client agrees not to scan, copy, reproduce or alter any images without written permission
The client recognizes that the photographer may reproduce, publish (including online), exhibit, and otherwise use images created here under, without specific identification of persons or events, as samples of work to be shown to prospective clients, for instructional purposes, as samples of work to be displayed for marketing or competition.