Rachel Hoile Photography

Terms and Conditions for Photography Services

Effective for 2025 

These terms and conditions outline the policies and practices of Rachel Hoile ("Photographer") regarding the provision of photography services. By engaging the Photographer, clients acknowledge and agree to these terms and conditions. 

  1. General Policies 

  • Photography services are provided in accordance with these terms. Any changes to these terms will be communicated and mutually agreed upon. 

  • The Photographer will not be subject to non-compete clauses in any form.

2. Booking, Payment, and Cancellation Booking and Payment

  • A booking is confirmed upon agreement of terms via email/WhatsApp/call. 

  • Shoots of 2 days OR MORE will require a booking fee. % depending on length of shoot.

  • Payment is 14 Days from date of shoot or on completion of editing, before images are released (depending on which comes first).

  • In case of rescheduling, the Photographer will make reasonable efforts to accommodate a new date, subject to availability, without additional charges if the request is made more than 4 weeks before the original session date. 

3. Cancellation Policy 

Cancellations made: 

  • Cancellations on bookings less than 7 working days notice will be charged at 50% of the total fee.

  • Cancellations on bookings less than 48 hours notice will be charged at 100% of the total fee.

  • Reschedule fee of £100 if you change a date within 7 working days.

  • Reschedule fee with less than 48 hours notice is £200.

3. Copyright and Image Usage

  • All images produced by the Photographer remain the Photographer’s intellectual property. 

  • Clients are granted a license to use the images for all their own business marketing. This does not include Third Party usage.

  • Full license to use only comes into effect once full payment of the invoice is made.

  • Images may not be altered, cropped, or edited without permission from the Photographer. 

  • Images may not be shared unedited.

  • For Third Party Usage please discuss shoot, Fees start at £50 and vary according to usage.

4. Photographer’s Use of Images 

  • The Photographer reserves the right to use images for portfolio purposes, promotional content, competitions, and exhibitions. 

  • If opting out of image use, the client may be subject to an additional fee for exclusive rights, which will be discussed and agreed upon prior to the session. 

5. Client Responsibilities 

  • Clients are responsible for providing accurate session details, including location and special requirements. 

  • Necessary permissions, such as model releases, property releases or permits, must be secured by the client. And  a copy must be sent to the Photographer.

  • The Photographer is not responsible for issues arising from a lack of required permissions. 

6. Delivery of Images 

  • Edited images will be delivered via an agreed upon timeline. Images are generally supplied within 2-3 weeks of shoot date (depending on length of shoot and amount of pictures required).

  • Images will be delivered via an online gallery that will be online for 3 months. After this, it is the responsibility of the client to safekeep all images. 

7. Limitations of Liability 

  • While every effort is made to deliver high-quality images, the Photographer is not liable for circumstances beyond their control, such as equipment failure or unforeseen events. 

  • The Photographer is not liable for disruptions due to weather conditions, acts of God, or other force majeure events. The photographer is to be paid in line with their cancellation policy. 

  • In cases where services cannot be delivered, the Photographer’s liability is limited to the amount paid by the client. 

  • 3 months after the delivery of the images, the Photographer retains the right to delete original files. It is the responsibility of the client to safekeep all delivered images and the photographer is not liable for any lost data past 3 months. 

8. Privacy and Data Protection 

  • Personal data is handled in compliance with the General Data Protection Regulation (GDPR). 

  • Client information is not shared with third parties without consent, except as required by law. 

9. Governing Law

  • These terms are governed by the laws of the UK. Any disputes will be resolved in British courts. 

10. Social Media and Image Credit

  • Clients are required to tag @rachelhoilephotography or Rachel Hoile Photography in any social media posts that feature images taken by the Photographer. 

  • All images produced by the Photographer are licensed under copyright. Editorial and advertorial usage must be credited to Rachel Hoile

  • Images used for any other purpose than the licence a buyout fee will ocur. The buyout fee will be determined based on the scope, duration, and intended commercial use of the image. Fees start at £50 and vary according to usage, publication and presses. 

11. Confirmation Clause

  • By booking photography services with Rachel Hoile, clients confirm that they have read, understood, and agree to these terms and conditions in full.