Terms and Conditions

Sessions

Photo session times are stated in the relevant information for each session type. Please keep in mind that there may be times where the session might end early or carry on over estimated times for whatever reason. If you have prior arrangements, please let me know so that everything suits your schedule. This is your session, so do not hesitate to stop it whenever you need to.

If the shoot does not go as planned, I am more than happy to reschedule. This includes when a little one is not happy to take pictures, is unwell or uncooperative and I have not been able to get enough pictures. It also includes emergencies or last minute change of plans. If this happens, I will happily reschedule at no extra cost. This will only be at my own discretion.

During the shoot, I will use my own discretion in regards to creativity and set ups but I will always ask in advance what you would prefer. Please let me know in advance if you would like certain set ups as I have to prepare them in advance. No same pose or set up is gaurenteed as each session is bespoke. If there is a set up you would like to use whilst we are in the shoot, I cannot gaurentee if it can be done if I am unable to set it up at the time. Refunds are not available if you decide that you want to change your set up but there is not enough notice provided for it.

If there are any shots you would like me to try, please let me know prior to the shoot so that I can prepare accordingly. Please note, not all poses and shots are guaranteed. All children and babies are different and all shoots run differently. I will try my best to capture what shots you would like but it is not guaranteed and a refund or reshoot will not be offered where poses aren’t achieved (including, but not limited to, children not smiling or engaging, babies not sleeping, parents wanting to cut the shoot short due to other reasons, etc).

You are not allowed to take images or photos during the session without prior permission.

You will be asked to sign a contract prior to your session, which will include these terms and conditions. This will be either electronically or on paper.

Payment

A non-refundable booking fee of £99 is required to secure your photo session date and another £100 is due on or before the day of the session. These are not additional costs and it will be deducted from the final package that you decide to purchase. The remainder of the cost is due on the day of the viewing or before.

The initial £99 deposit paid during booking is non-refundable. If you need to re-arrange your date, I am quite flexible and more than happy to do so. Please let me know within 24-48 hours. You are allowed to change your appointment twice within the notice period, if you decide to change the date a third time, a new deposit of £50 will have to be made payable again.

You must purchase the minimum package from each shoot that you have.

Payment for any images or products purchased will be due on the day of the viewing and are non-refundable once payment has been made due to the nature of the service. I can only release images once I have received payment. If you purchase a product (e.g. wall art), I would need payment for it at the time of the order and it is non-refundable once the order has been made. If you decide to change the image you would like for prints or wall art after the order, it cannot be guaranteed if the order has been forwarded to the lab.

Pre-payment plans are also available. You are allowed to make monthly instalments leading up until the date of your session and viewing. This is quite common and you will receive acknowledgement for each payment made. Images cannot be released until the full payment has been made. Kindly let me know if you would like to consider this and we can go through details.

No refunds or exchanges can be made due to the unique nature of the service and products received. Package prices are set and cannot be discounted. Products in packages cannot be removed in exchange for a discount. All prints are complimentary.

If someone (e.g a family member) has bought your shoot as a gift as full or part-payment, they are not entitled to a copy of images of your children without your permission. With your permission, I can provide them with additional prints or products once paid for, as well as a transfer of a copy. I will always ask before doing so. Only legal guardians can give permission in these circumstances.

Image and Product Processing Time

Processing time of digital images can take up to 2-3 weeks. I will do my best to have your images ready as soon as possible, but the time frame is there in case of delays. For any products purchased, it takes up to 4 weeks for the process to complete. As soon as images/products are ready, I will contact you to let you know that they are ready to collect.

I take as many images as possible during a session and they are short-listed during the culling process. I use my artistic and technical discretion to keep the best ones to fully edit and the rest are permanently deleted. RAW images will not be shared due to copyright laws and are deleted once images are edited and purchased.

Edited images are given in JPEG format only. A fully edited gallery can have an average of 25-35 digital images, depending on how well the session goes (this can also include a few black and white images). No number of images are guaranteed as all shoots are different. If I cannot meet the minimum of 25 digital images, I will offer a re-shoot at my own discretion or an alternative that I find suits best.

If I am unwell, I will reschedule the session as I do not want to pass on anything to your little one. You can either reschedule or have a refund of your deposit.

You will be asked to sign a contract prior to your session, which will include these terms and conditions. This will be either electronically or on paper.

You are not allowed to take images or photos during the session without prior permission.

Payment

A non-refundable booking fee of £50 is required to secure your photo session date and another £50 is due on or before the day of the session. These are not additional costs and it will be deducted from the final package that you decide to purchase. The remainder of the cost is due on the day of the viewing or before.

The initial £50 deposit paid during booking is non-refundable. Please make the deposit payment after you have read and signed this session agreement as it is non-refundable.

If you need to re-arrange your date, I am quite flexible and more than happy to do so. Please let me know within 24-48 hours. You are allowed to change your appointment once within the notice period, if you decide to change the date a second time, a new deposit of £50 will have to be made payable again to book your session. You must purchase the minimum package from each shoot that you have.

A further £50 is due on the date of your session and the remainder will be due once you have decided what package you would like to purchase at your viewing.

The remaining balance for any images or products purchased will be due on the day of the viewing and are non-refundable once payment has been made due to the nature of the service. I can only release images once I have received payment. If you purchase a product (e.g. albums, wall art), I would need payment for it at the time of the order and it is non-refundable.

Pre-payment plans are also available. You are allowed to make 3 monthly instalments leading up until the date of your session and viewing. This is quite common and you will receive acknowledgement for each payment made. Images cannot be released until the full payment has been made. Kindly let me know if you would like to consider this and we can go through details.

No refunds or exchanges will be made due to the unique nature of the service and products received. Package prices are set and cannot be discounted. Products in packages cannot be removed in exchange for a discount.

If a direct family member has kindly paid for all of the session (not part), then they are able to request for additional prints and products as well as a transfer of a copy of the final images purchased. This is not compulsory and if you would not like to share images with anyone other than parents and legal gaurdians of your little one, please let me know. ‘Family members’ is restricted to little one’s grandparents, uncles and aunts only.

Competition Winners

If you have won a competition, then you do not need to make payment for anything, including a deposit. We will book your session date as soon as you contact me to arrange a shoot.

Cake Smash and Newborn shoots are not included in compeition wins. If you have a newborn, then we can have a family shoot instead (parents, newborn baby, siblings and pets). Your session will be at my home studio, unless we have discussed otherwise.

You must book your session within the state deadline. If there is no deadline mentioned, then you have up to 6 months to claim your prize. Your session will also have to be booked within those 6 months. The prize will only apply to direct family members (yourself, your partner and your children and pets)- it cannot apply to extended family or friends.

When booking your session, please pick a date that you can make as you will be unable to change it. If you are unable to make your session date or do not attend, you will not be allowed to re-arrange and you will not be able to claim your free images/digitals. I am more than happy to be flexible to try and find a suitable date for you so that you would not need to miss it.

You are not allowed to pass your prize on to third parties for any reason otherwise it will make your prize void. In doing so, you will not be allowed to claim it for yourself either.

If you would like more images to purchase from your competiion, please let me know either in advance or at the time of the shoot. Depending on what you have won, you will get to pick the images you would like out of the ones shot. You can also purchase additional digitals/images, too.

Products are not included. Additional free images cannot be given and discoutns cannot be given. Any additional images purchased will be charged at either a mini-session rate (20 minutes) or full packages rate (45 minutes and above), depending on the length of the shoot.

Please could you kindly bring the voucher (if applicable) to the shoot.

Everything else state in this session agreement still applies to your session.

Image and Product Processing Time

Processing time of digital images can take up to 3 weeks. I will do my best to have your images ready as soon as possible, but the time frame is there in case of delays. For any products purchased, it takes up to 4 weeks for process to complete. As soon as images/products are ready, I will contact you to let you know that they are ready to collect.

I take as many images as possible during a session and they are short-listed during the culling process. I use my artistic and technical discretion to keep the best ones to fully edit and the rest are permanently deleted. Edited images are given in JPEG format only. A fully edited gallery can have an average of 25-35 digital images, depending on how well the session goes (this can also include a few black and white images). No number of images are guaranteed as all shoots are different. If I cannot meet the minimum of 25 digital images, I will offer a re-shoot at my own discretion or an alternative that I find suits best.

Images and products will only be given to the parents/legal guardians of the child. Please let me know if you would like to arrange someone else to collect them for you.

Competition Winners

If you have won a competition, then you do not need to make payment for anything, including a deposit. We will book your session date as soon as you contact me to arrange a shoot. If you have missed the booking deadline, you are not allowed to claim your prize.

Cake Smash and Newborn shoots are not included in competition wins. If you have a newborn, then we can have a family shoot instead (parents, newborn baby, siblings and pets). Your session will be at my home studio or outdoors at a location in Coventry.

You must book your session within the state deadline. If there is no deadline mentioned, then you have up to 6 months to claim your prize. Your session will also have to be booked within those 6 months and your shoot must take place within the 12 months after winning. The prize will only apply to direct family members (yourself, your partner and your children and pets)- it cannot apply to extended family or friends.

You are not allowed to pass your prize on to third parties for any reason otherwise it will make your prize void. In doing so, you will not be allowed to claim it for yourself either.

If you would like more images to purchase from your competition, please let me know either in advance or at the time of the shoot. Depending on what you have won, you will get to pick the images you would like out of the ones shot. You can also purchase additional digitals/images, too.

Products are not included. Additional free images cannot be given and discounts cannot be given.

Please could you kindly bring the voucher (if applicable) to the shoot.

Everything else, not including payment, stated in this session agreement still applies to your session.

Storage

Baby Bear Photography will keep images from a photoshoot for as long as necessary. Once images have been purchased, I will usually keep the images for up to three months. If you would like more time to be able to purchase the images or any additional images, please let me know and I will keep the images for as long as needed. If you would like to make a special request to retain images for a longer period of time, this can be arranged with prior notice.

All your personal data (name, e-mail address, contact number and address) will be kept for 7 years for tax purposes. After this, your information can be deleted upon request.

Our Privacy Policy can be found on our website or you can visit http://www.babybearphotography.co.uk/privacy-policy

Once images have been provided to the client on a USB, they may be deleted after 3 months. Please ensure that you back up your images as I cannot guarantee that I will have a copy. Once the USB and payment have been exchanged, there is no obligation for Baby Bear Photography to hold images in case of loss.

Copyright

Copyright of all images belongs to Baby Bear Photography at all times and in all instances. To alter any images including removing any logos without permission of Baby Bear Photography is an infringement of copyright law. This means you are not allowed to edit any images taken by Baby Bear Photography, for example adding filters and cropping. You cannot crop images that have the logo on there without permission. Any use of AI technology to alter images or to remove watermarks is illegal. Any editing or interference with edited images, without Baby Bear Photography’s permission, by a third party, is illegal under copyright law.

Clients are welcome to tag or share their pictures on Facebook and other social media networks but the business page/website/contact details should be tagged, if possible.

Clients have full print release with their images, which means they are allowed to print as many times are they wish in all formats for personal use only. This does not include editing, which is prohibited.

Images that are taken by Baby Bear Photography are high-resolution images; the best result for products would be from professional labs and companies who print at high resolution with calibrated printers. If you decide to purchase prints or products from other companies than Baby Bear Photography, we are not liable for the quality of the product. If you would like professional lab prints or products, please let us know.

Marketing

Baby Bear Photography retains all rights to use photos for marketing purposes, advertising, leaflets, portfolios, business cards, competitions, business cards and all other business promotion. All photos taken will only be used to promote Baby Bear Photography through all necessary means, including the internet, promotional material and literature. If you would not like to participate, please let us know and we will happily oblige.

If you do not want your images shared on social media or my website, please let me know as I am always happy to accommodate this. Images will not be passed to third parties for personal or any other commercial use.

If you would like your images removed from my website and social media after giving permission to use them, please let me know and I will respectfully do so.

If you have received your images as part of a model call only to advertise on the website and social media, you have given permission for these images to be used in exchange for a free service and all the images. If you wish to withdraw that permission, then you will be invoiced the amount of £200 to cover the cost of the shoot and images you have received. Where payment is not made due to this, legal action will be taken.

Health and Safety

All parents are responsible for their children during the shoot, which includes helping to keep them safe whilst the session is ongoing. However, if at any point I feel that the child is unhappy, uncomfortable or unwilling to continue, I am happy to stop the session. In special circumstances, I am willing to re-arrange the session at no extra cost (e.g. if we were unable to get any photos taken, emergencies).

Please note that not all babies and children are able to do poses similar to those in previous pictures I have taken. If I feel that a pose or a picture is dangerous or uncomfortable for the little one, I will not carry it out. Your child’s safety is more important and it is the priority of any shoot.

Smoking and vaping is prohibited indoors. I am a friendly person who gives a lot of respect, which I expect in return; any rudeness, aggressive or threatening behaviour from anyone will not tolerated and I will discontinue the session without offering a refund. I believe in treating people how you would like to be treated. Any aggressive behaviour or threats will be immediately reported to the police and you will lose your deposit. There will be no obligation to complete the shoot or give any images that may have already been taken.