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, including confirmation provided by STP via email. 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
Booking Confirmation
A wedding booking is confirmed once the contract has been signed and the retainer fee has been paid. 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 received.
Retainer Fees
Retainer fees for all sessions and weddings are non‑refundable, except in the rare event that Simply Timeless Photography (STP) must cancel the booking. Retainers secure your date and cover the time reserved, preparation work, and administrative costs.
Client Cancellations
Clients 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, preparation undertaken, and any work already completed.
Missed Sessions & Repeat No‑Shows
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. STP may also decline future bookings at its discretion.
Gift Certificates
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
Short‑Notice Rescheduling
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, the required notice period is 72 hours due to the preparation involved.
Outdoor Sessions & Weather
Outdoor sessions will be rescheduled in the event of unsuitable weather at no additional charge. Weather decisions are made by STP to ensure the best possible results. If a second rescheduled date is also unsuitable, STP will offer a studio alternative where possible. If the session type specifically requires an outdoor location (such as extended family sessions or pre‑wedding portraits), a third outdoor date will be arranged.
Photographer Illness or Emergency
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.
Technical Issues
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.
Client‑Related Issues
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 circumstances, STP may offer a new session at a reduced rate within two weeks of the original appointment; this is entirely at STP’s discretion.
Illness & Health Safety
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. 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.
4) Session
Attendance
STP kindly asks that only the subject(s) being photographed attend the session. For newborn, toddler, and child sessions, a parent or guardian is required to be present at all times. Extra attendees can be distracting and may affect the flow and quality of the session, so additional people may only attend if agreed with STP before the session.
Supervision
The Client is responsible for all children present at their session.
Cooperation & Behaviour
In the event of uncooperative behaviour from children or any participant, STP may not be able to capture all the images the Client may have requested or expected. No refunds will be given as a result of lack of cooperation, behaviour, or unwillingness to participate.
Outside Photography
No outside photography is permitted within the studio or during location sessions without prior consent from STP. If the Client or any attendee takes images without consent, the session will be terminated immediately with no refund.
Late Arrivals
Please arrive on time for your session. Sessions will end at the scheduled time, and STP will not extend or add time to compensate for lateness. Reduced shooting time may result in fewer images or less variety.
Image Quantity
Every effort will be made to provide 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 regarding the number or variety of images captured.
5) Artistic input & image editing
Artistic Style & Professional Judgment
STP uses its professional judgment regarding style, artistic input, and the creative direction of each session. This includes—but is not limited to—locations, poses, lighting, and the number of images captured. By booking with STP, the Client acknowledges and accepts STP’s artistic style.
Expectations & Cooperation
Due to factors such as weather, lighting, and the willingness or cooperation of subjects, it may not be possible to capture all images requested or to meet every expectation. STP will always aim for the best possible results, but no guarantee can be given regarding specific images.
Requesting Additional Edits
All images are edited in STP’s signature style. Additional edits (including retouching beyond standard adjustments) are carried out at STP’s discretion. STP reserves the right to charge for additional editing time at a rate of £5–£25 per image, depending on the complexity of the request.
Any additional edit requests must be raised after viewing the proof images. Requests made before products are ordered will be considered and quoted accordingly.
Requests made after printed products have been ordered or delivered may still be accommodated at STP’s discretion, but will incur:
an additional editing fee to cover the extra time involved, and
the full cost of re‑ordering any printed products affected by the changes.
STP cannot amend or cancel printed items once they have been ordered, so any replacements must be paid for in full.
6) Galleries & Ordering
Gallery Access
Portrait proofing galleries remain open for 7 days (1 week). A 7‑day extension is available for a £40 gallery‑reopening fee.
If no order is received within 28 days (4 weeks) of the gallery becoming available, any included products will be selected on the Client’s behalf by the photographer. This ensures timely ordering and prevents delays caused by supplier availability or pricing changes.
Unpurchased images will be removed 28 days (4 weeks) after the gallery becomes available and will no longer be accessible. This ensures secure data management and prevents long‑term storage of unused files.
Placing an Order
All orders must be paid for in full. Where proofing is required, proof selection must be completed before any products are created or ordered.
Once an order has been placed, the proof gallery is closed. Any changes to an order require the gallery to be reopened, which incurs a £30 gallery‑reopening fee.
Misuse of Proof Images
Any unauthorised use of proof images—including screenshots, screen recordings, or sharing—will result in a £20 per‑image misuse fee.
Final images will not be delivered until this fee has been paid.
Printed Products
Printed products included within a collection must be selected from the digital files included in that collection. Images not purchased cannot be used for printed products. This does not apply to custom print‑only collections.
Wedding album and product orders must be placed within 6 months of the gallery being delivered. After this time, any supplier price increases must be covered by the Client. Due to the custom nature of albums, no refunds are available.
Replacements will be provided only in cases of photographer error or if a product is damaged before leaving STP’s care.
Unclaimed Orders
Printed orders not collected within 3 months of completion may be disposed of, deleted, or recycled. No refunds will be given for unclaimed printed products.
Purchased digital files are kept for a minimum of 3 months; however, STP is not responsible for long‑term storage beyond this period. If files are lost due to third‑party service issues (such as SmugMug failure, cancellation, or data loss), STP is not liable for replacement. Clients are strongly advised to download and back up their digital files upon delivery.
7) Turnaround Times
Portrait Sessions
Portrait proofing galleries are delivered within 5 working days from the session, unless otherwise agreed. Completed portrait images (digital) are delivered within 1–2 weeks from the time of ordering. Printed products take an additional 2–8 weeks, excluding albums.
Weddings
Wedding galleries are delivered within 6–8 weeks. During busy periods, this may extend up to 12 weeks. Turnaround times may be further extended where additional editing is requested by the Client.
Albums
From confirmation of order to being ready for collection, albums take 2–3 months. Online proofs are provided within 2–3 weeks. Each revision adds an additional 1–2 weeks to the total turnaround time. Two design revisions are included. Additional revisions beyond the included two will be charged at £20 per revision.
8) Travel costs
Mileage
Return journeys in excess of 20 miles (portraits) or 50 miles (weddings) may incur a mileage charge of 50p per mile. Mileage is calculated from STP’s studio address to the session location and back.
Overnight Accommodation
For weddings located more than 50 miles from STP, overnight accommodation may be required. This ensures safe travel, timely arrival, and full coverage of the wedding day. Any required accommodation costs will be discussed with the Client in advance and added to the final invoice.
9) Portfolio/Model Call Sessions & Free images
Free Images for Portfolio Use
Images taken during a portfolio or model call session and selected for use by STP will be gifted to the Client as high‑resolution digital files free of charge.
STP may also gift additional high‑resolution images from paid sessions as a thank you where the Client has agreed to allow their (or their child’s) images to be used for marketing, advertising, portfolio display, social media, or promotional purposes. These gifted images are provided on the basis that STP may use them for future publication.
Usage Rights & Withdrawal of Consent
The Client understands that images gifted for portfolio or promotional use—whether from a model call session or a paid session—may be used by STP for marketing, advertising, portfolio display, social media, and promotional purposes.
The Client may request that STP stop using their (or their child’s) image for future publication at any time. Where gifted images or an unpaid session have been provided, withdrawal of consent may require the Client to cover the standard session fee and/or the cost of the digital images received. Once these costs are covered, STP will cease future use of the images. Images already published or printed cannot be recalled, but STP will remove them from future use wherever reasonably possible.
10) Copyright & Release
Copyright
STP retains full copyright and all intellectual property rights to all images created during any session.
Images are licensed to the Client for personal use only. Copyright is not transferred to the Client under any circumstances.
Client Restrictions
The Client agrees not to scan, copy, reproduce, edit, alter, screenshot, or otherwise duplicate any images without prior written permission from STP.
Images may not be used commercially, entered into competitions, or shared with third‑party vendors without written consent.
Photographer Usage Rights
The Client acknowledges that STP may reproduce, publish (including online), exhibit, and otherwise use images created during the session for:
marketing and advertising
portfolio display
social media
studio samples
promotional materials
competition entry
instructional or educational purposes
Images may be used without specific identification of persons or events.
Withdrawal of Consent
The Client may request that STP stop using their (or their child’s) image for future publication at any time.
For paid sessions:
The Client may withdraw consent at any time. STP will cease future use of the images upon request.
For gifted/model call/unpaid sessions:
Withdrawal of consent may require the Client to cover the standard session fee and/or the cost of any gifted digital images. Once these costs are covered, STP will cease future use of the images.
Images already published or printed cannot be recalled, but STP will remove them from future use wherever reasonably possible.