Terms & Conditions | Sarah Walton Photography

Terms & Conditions

1. Definitions and Agreement

In these Terms and Conditions:

“The Photographer” refers to Sarah Walton, trading as Sarah Walton Photography.

“The Client(s)” refers to the individual(s) engaging the Photographer’s services, including the lead contact, their child(ren), and any other persons attending or participating in a photography session or related appointment.

This agreement forms the entire understanding between the Photographer and the Client(s) and supersedes all prior discussions, correspondence, and agreements between the parties.

No variation or amendment to these Terms and Conditions shall be valid unless agreed in writing by the Photographer.

2. Session Fees & Package Fees

2.1 General Session Fees

2.1.1 Session fees are non-refundable and due at the time of booking to secure your date and time.
2.1.2 No session is confirmed until both the session fee is received and this Agreement is signed.
2.1.3 Session fees are non-transferable to other session types (including Mini Sessions) unless rescheduled under the terms in Section 15 (Rescheduling & Cancellations).
2.1.4 All studio-based sessions take place at Steeton, West Yorkshire (BD20 6RL).

2.2 Standard Session Fees (by session type):

Signature Newborn Session – £80
Maternity Session – £80
Studio Family/Children’s Session – £80
Outdoor Session – £80
Little Smiler Session – £80
Little Sitter Session – £80
Cake Smash & Splash Session – £80 (cake not included)
Glow Session – £150

2.3 What is Included

2.3.1 Session fees cover the Photographer’s time, talent, and creative expertise only.
2.3.2 Products, digital images, and prints are not included unless otherwise stated.
2.3.3 Packages and/or products are selected and purchased at your Viewing & Ordering Appointment, and are payable in full at the time of ordering.

2.4 Pre-Purchased Packages & Deposits

2.4.1 Standard Packages

Clients may pre-purchase a full package instead of paying a session fee only. In this case, the standard session fee amount forms the non-refundable deposit. Payment schedules and amounts will be agreed in writing between both parties, in accordance with Section 6 (Payment Plans).

2.4.2 Mini Newborn Session Package

Price: £249
Deposit: £49 (non-refundable)
Balance: £200, due one week before the session.
Includes: Up to a one-hour studio session; wrapped images; one fabric colour; one prop shot (light/dark prop or fluffy rug); and five high-resolution images (selected by the Photographer).
This package excludes posed newborn images, multiple props, bespoke set-ups, or family/sibling photographs.

2.4.3 Mini Sessions & Special Offers

From time to time, the Photographer may offer themed or limited-edition Mini Sessions (e.g. seasonal or Christmas Minis). A non-refundable deposit is required to secure the booking, with the balance due one week before the session. Sessions cannot proceed without full payment. Each Mini Session includes a set number of digital images and/or prints – details are listed on your booking invoice. Any package upgrades or product purchases must be paid in full before editing or order fulfilment begins.

2.5 Online Bookings

Where bookings are made via the online platform SimplyBook.me, clients agree to SimplyBook.me’s Terms of Service:
https://simplybook.me/en/terms-and-conditions#tab-for-clients

2A. Complimentary Sessions

2A.1 From time to time, the Photographer may offer complimentary or discounted sessions (“Complimentary Sessions”) which are subject to specific booking conditions.
2A.2 A deposit or booking fee may be required to secure the date and time of the session. Unless otherwise stated, this deposit secures the booking but does not include digital images, prints, or products.
2A.3 All Complimentary Sessions are governed by these full Terms & Conditions unless expressly varied in writing for the specific offer. This includes cancellation, rescheduling, and ordering policies.
2A.4 Any complimentary or discounted item (for example, a free print) is valid only as stated in the offer and must be redeemed within the specified time frame. If the Client(s) fails to meet these conditions, the Photographer reserves the right to withhold the complimentary item.
2A.5 If the Client(s) cancels, fails to attend, or does not attend their Viewing & Ordering Appointment within the timeframe stated in the offer, the booking deposit (if applicable) will be forfeited, and the complimentary offer will no longer apply.
2A.6 Complimentary Sessions cannot be exchanged for cash, transferred to another person, or combined with any other offer, promotion, or discount unless agreed in writing by the Photographer.

2B. Headshot Sessions

2B.1 Headshot Sessions are designed to create professional portraits suitable for business, LinkedIn, websites, and marketing use. Sessions take place at Sarah Walton Photography’s studio and include a set number of fully edited digital images depending on the package chosen.
2B.2 Package fees are payable in full at the time of booking and are non-refundable.
2B.3 Proof images are viewed immediately after your session, allowing you to select and purchase additional images at that time.
2B.4 Purchased digital images are supplied in both colour and black & white via digital download within approximately 1–2 weeks.
2B.5 Headshot Sessions include a Display & Publication Licence permitting use of purchased images for business and professional promotion (e.g. website, social media, printed materials, PR, marketing). Images may not be resold, edited, or submitted to competitions without written consent from the Photographer.
2B.6 Full terms relating to Headshot Sessions – including package details, cancellation and rescheduling policies, and delivery timescales – are outlined in the Headshot Session Addendum, which forms part of these Terms & Conditions.

2C. Business Branding Sessions

2C.1 Business Branding Sessions are designed to create a collection of professional images to promote your business, services, products, and workspace. These sessions are usually undertaken at your place of work and may include a mixture of portraits, product imagery, and behind-the-scenes coverage.
2C.2 Packages include a full gallery of high-resolution edited images to download, with a minimum image count depending on the package chosen.
2C.3 Packages and prices:

Basic – £395: Up to 1 hour (20 minimum images)
Professional – £495: Up to 2 hours (30 minimum images)
Premium – £595: Up to 4 hours (40 minimum images)

2C.4 A £95 deposit is required to secure your date/time, with the remaining balance payable 7 days before your session.
2C.5 Edited images are supplied via digital download within approximately 3 weeks of your session.
2C.6 Business Branding Sessions include a Display & Publication Licence permitting use of purchased images for the promotion of your business, products, and services. Images may not be resold, edited, or used in competitions without prior written consent.
2C.7 Full terms relating to Business Branding Session – including cancellation, rescheduling, and liability – are outlined in the Business Branding Session Addendum, which forms part of these Terms & Conditions.

3. Viewing & Ordering Your Images

3.1 Standard Sessions (With Viewing): A face-to-face Viewing & Ordering Appointment will be arranged with the Client(s) at the end of their session. This appointment will take place at our studio in Steeton, West Yorkshire (BD20 6RL) approximately 2–3 weeks after the date of your session. During this appointment, you will view your photographs, select your favourite images, and place your order. All orders must be placed during your Viewing & Ordering Appointment and are payable in full at the time of ordering, unless a payment plan has been agreed and set up either at the viewing appointment or in advance (see Section 6: Payment Plans).

3.2 Mini Newborn Sessions (No Viewing Appointment): The Photographer will select and edit the best 5 images from your session and will send these to you within 3 weeks of your session via a digital download link in an email. Please note that no items may be swapped or substituted in our packages, but upgrades to packages may be available. The Photographer’s decision regarding image selection is final.

4. Image Selection

The final collection of images presented to the Client(s) will represent the Photographer’s professional selection from all images captured during the session. Images where subjects are blinking, have missed expressions, are duplicates, incorrectly exposed, or otherwise not up to professional standard will be removed during the culling and editing process.

The Photographer’s decision regarding which images are included in the final edited collection or package is final and made at the Photographer’s sole artistic discretion, and the Client(s) agrees that the Photographer is not required to deliver every image captured during the session.

5. Orders

5.1 Packages/products: are selected and purchased at your Viewing & Ordering Appointment.

5.2 Ordering & Payment: Orders are placed at the Viewing & Ordering Appointment and are payable in full at ordering, unless a Payment Plan has been pre-agreed (see Section 6). Payment is accepted by card or bank transfer.

5.3 Missed Viewing Appointments: If you do not attend or do not order at your first appointment, a £50 rescheduling fee applies (see Section 15).

5.4 Packages & Customisation: Package items cannot be swapped or substituted. Upgrades to higher-value packages may be available. Once an order for digital images and/or products is placed, all sales are final due to the bespoke nature of the goods. Work commences only after full payment is received. No part of any order (including digital files) is delivered until the order is paid in full.

5.5 Fulfilment & Collection: The Photographer will endeavour to fulfil:

Digital downloads: within 1 week of receiving full payment.
Print orders: within 28 days of payment or 28 days after image selection (whichever is later).
Products (e.g. wall art, albums): within 6–8 weeks of receiving full payment.
If an order includes an album, this timeframe begins once the Client has approved their album proof.

All physical products are to be collected from the studio, unless delivery has been pre-arranged with the Photographer (delivery charges apply). The Photographer will make every effort to complete orders within these timeframes but cannot be held responsible for delays caused by:

Third-party suppliers (e.g. printing labs, couriers, or postal services)
Damage or faults discovered during quality control
Replacement or reprint delays due to product faults
Adverse weather or unforeseen events beyond the Photographer’s control

All products are first received by the Photographer for quality checking. The Client will then be contacted to agree a suitable collection date and time. Orders are held at the studio for a maximum of 2 months. If collection has not been arranged within that time, the Photographer reserves the right to dispose of the order due to limited storage space.

5.6 Printed Products: The Client acknowledges that all photographic prints and products may naturally fade or discolour over time due to the inherent qualities of dyes and materials. The Photographer is not liable for such natural changes. The Client is responsible for the care and handling of their printed and digital products. The Photographer is not responsible for any damage caused after successful delivery or collection of the order. Clients will be asked to sign a collection form upon receiving their order, confirming that all items are complete and in satisfactory condition. If any damage or fault is discovered later, the Client must notify the Photographer by email within 14 days of collection/delivery/receipt.

5.7 Digital Delivery: Digital images purchased will be delivered via web-based download.

Download links will be sent to the email address provided at booking.
The Client is responsible for checking all inboxes, including spam/junk folders.
Download links remain active for 30 days, after which they expire automatically.

Digital images will be supplied in both high-resolution and web-sized formats. When sharing images online, the Client is encouraged to use the web-sized version and to credit Sarah Walton Photography as the creator – while not mandatory, proper credit is always appreciated.

If digital files are lost or damaged, the Photographer is not responsible for replacement unless a replacement fee is paid. Clients are strongly advised to back up their files on external drives or secure cloud storage immediately after download. All digital and printed images remain the intellectual property of the Photographer and are protected under the Copyright, Designs and Patents Act 1988.

Usage rights and restrictions are governed by Section 11 (Intellectual Property & Usage).

The Client(s) acknowledges that digital images and photographic products constitute custom-made goods and services and are therefore not eligible for refund once delivered or made available.

5.8 Payment Disputes & Chargebacks

If the Client(s) has any concern regarding a payment, product, or service provided under this Agreement, they agree to contact the Photographer directly to allow reasonable opportunity for resolution.

The Client(s) agrees to contact the Photographer directly in the first instance to allow reasonable opportunity for resolution before initiating any payment dispute, chargeback, or payment reversal.

Initiating a chargeback for services rendered or products supplied under these Terms & Conditions may be treated as a breach of contract, and the Photographer reserves the right to pursue recovery of the outstanding balance, including any associated administrative or recovery costs where legally permitted.

6. Payment Plans

6.1 Eligibility: Payment plans are available for orders with a total value of £500 or more (after any discounts and deposits have been applied).

6.2 Payment Plan Structure: Payment plans are structured over a maximum period of two months and are divided into a maximum of three instalments.

The first instalment is due at the Client’s viewing and ordering appointment on the date the order is placed. The remaining instalments will be due at approximately four-week intervals thereafter, in accordance with the payment schedule set out on the invoice or Payment Plan Agreement Form.

Instalment amounts may not be exactly equal due to rounding. The final instalment will be adjusted where necessary to ensure the total balance of the order is paid in full.

6.3 Terms: Where the Photographer and Client(s) agree to set up a payment plan for goods and/or services, the Client acknowledges that upon acceptance of the plan (by receiving an invoice outlining the agreed terms or by signing a Payment Plan Agreement Form), a binding contract is entered into under the following conditions:

Payments must be made in accordance with the schedule set out in the invoice or agreement form.
All payments received are non-refundable, except where a session cannot be carried out or completed (see Section “Photographer Cancellation and Limit of Liability”).
No part of any order – including digital images, prints, wall art, or any other products – will be processed, prepared for final delivery, released, or delivered until the order has been paid for in full.
Order turnaround time begins only after the final instalment has been received or the Client(s) has selected their images (whichever is later).
Physical orders will be available for collection within the Photographer’s standard turnaround times following the date of the final payment, or after the date the Client selects their images for inclusion in their order – whichever is later.
If the Client fails to complete the payment plan as agreed, the Photographer is under no obligation to deliver the full package or order as originally itemised. In such cases, an alternative package and/or products will be supplied to the equivalent retail value of the payments received.
If the Client experiences difficulty making a scheduled payment, they must contact the Photographer as soon as possible and prior to the next payment due date.
The lead Client (or nominated Client) will receive an email reminder on the day each payment is due. Payments can be made by bank transfer or debit/credit card.

6.4 Pre-payment plans: Where a pre-payment plan is agreed for packages and/or products prior to the session date, the Client(s) will receive a full payment schedule and agreement via invoice and email sent to the lead Client.

6.5 Post-session payment plans: Where a payment plan is arranged at or after the session, the Client(s) will review and sign their payment plan schedule and agreement form in person with the Photographer.

6.6 Late/Missed payments: If a payment is missed or delayed, order processing and/or product delivery may be paused until the account is brought up to date. Repeated missed payments may result in the payment plan being cancelled, and the order will be adjusted to reflect the total amount paid to date.

The Photographer reserves the right to withdraw payment plan privileges for future orders where previous payments have been missed or significantly delayed.

7. Viewing & Printing Images

Colour Management & Resizing: All images produced by the Photographer are created using professionally calibrated monitors that meet industry colour and printing standards. As such, colours and tones may appear different when viewed on non-calibrated monitors, smartphones, or tablets. Images viewed in non-professional programs or apps may also appear less sharp than when viewed in professional software. Printed images produced through the Photographer’s professional imaging labs will reflect accurate colour, sharpness, and tonal quality as intended by the Photographer. To ensure the highest quality and colour accuracy, printed images should be produced on high-quality photographic paper or other professional media through a reputable professional lab. The Photographer highly recommends that Client(s) order printed products directly through the Photographer, or through another professional printing lab, to maintain the standard of the original files. The Photographer is not liable for variations in colour, quality, or finish when images are printed by the Client(s) or by any third-party printing lab, whether professional or non-professional. If the Client(s) wishes to have their digital images printed elsewhere – particularly at large sizes – the Photographer can provide a free file resize service to ensure the files are suitable for high-quality printing.

8. Additional Editing

8.1 Standard Editing: Images selected by the Photographer and included in the final gallery presented to the Client(s) will be edited and retouched to the Photographer’s usual professional standards.

8.2 Paid Retouching: Requests for editing or retouching beyond the standard level are chargeable as follows:

Minor adjustments – such as small blemish removal, slight cropping, or similar minor corrections – may be carried out at no additional cost, if requested at the time of ordering.
More detailed or extensive retouching requests – for example, body reshaping, background alterations, or complex object removal – will be billed at £25 per image to cover additional editing time and, where required, professional outsourcing.

The Photographer will advise the Client(s) of any applicable additional charges before undertaking such work. Payment for additional editing must be received in full prior to commencement of the work.

9. Unedited/RAW Files:

RAW/unedited files are the Photographer’s exclusive property and are never released or sold. They do not represent the final style/quality of Sarah Walton Photography; only fully edited images form the completed product/portfolio.

10. Creative Licence:

10.1 The Photographer has full creative/artistic discretion over location, composition, posing, number of images captured, and final selection. While requests are welcomed, specific images/backgrounds/poses/groups cannot be guaranteed due to factors like weather, lighting, and subject cooperation. The Photographer may remove or edit any images deemed unsuitable.

The Client(s) acknowledges that they have reviewed the Photographer’s portfolio and understand the artistic style, editing approach, and general aesthetic of the Photographer’s work. Dissatisfaction with the Photographer’s artistic style or subjective preferences regarding appearance, posing, lighting, or composition shall not constitute grounds for cancellation, refund, reshoot, or reduction of fees.

10.2 Certain sessions may include a variety of styling options, including studio dresses, fabrics, draped styling, partially clothed portraits, or artistic implied nude-style images, depending on the session type booked and the Client(s)’ preferences.

10.3 The Photographer will only create such images with the Client(s)’ consent and will always work in a way that is intended to remain tasteful, elegant, and appropriate to the style of the session.

10.4 The Client(s) understands that participation in any particular pose, styling option, or level of coverage is entirely voluntary and may be declined at any time during the session.

10.5 Once images have been photographed, the Client(s) acknowledges that they form part of the Photographer’s creative work and session time and shall not constitute grounds for cancellation, refund, reshoot, or reduction in fees.

11. Intellectual Property & Usage:

The Photographer is the first owner of copyright under the Copyright, Designs and Patents Act 1988. No rights are granted except as set out here.

11.1 Printed Products: You own the physical product once paid in full; copyright in the image remains with the Photographer. Copying/scanning/screenshotting any image/product without permission is prohibited.

11.2 Digital Packages – Personal Use: A personal use print release permits printing for personal display and sharing on personal social media. Ownership of any physical medium you create does not transfer copyright.

11.3 Restrictions: Without prior written consent, you must not:

Use images commercially (advertising, business, resale);
Crop/edit/filter/manipulate in ways that alter the Photographer’s work;
Bypass/remove watermarks or protection on proofs/online images.

11.4 Infringement: Copying, scanning, screenshotting, or printing from the website, Facebook/Instagram, Pixieset, or other sources – even if purchased – is infringement and may result in civil/criminal penalties.

11.5 Model Release (Consent for Use): With explicit consent from the Client(s), selected images may be used for portfolio, website, social, printed marketing, competitions, and educational/training (workshops/mentoring/demos). Consent is requested at the session. The Client(s) warrants authority to grant consent for all subjects, including minors. Consent may be withdrawn by emailing hello@sarahwaltonphotography.co.uk.

12. Liability:

The Photographer holds professional indemnity and public liability insurance.

12.1 Limit: Total liability shall not exceed the total amount paid by the Client(s) for the session/order. No liability for loss of profit/anticipated savings/business or any indirect/special/consequential loss.

12.2 Non-excludable: Nothing excludes liability for death/personal injury caused by negligence, fraud/fraudulent misrepresentation, or other non-excludable matters.

12.3 Warranties: Except as stated, all other warranties are disclaimed to the fullest extent permitted by law.

12.4 Personal Accident: Any directions or guidance given by the Photographer to the Client(s), their child(ren), or any other persons attending the session are followed entirely at their own risk. By signing this agreement, the Client(s) agrees to release the Photographer and any associated persons – including assistants, make-up artists, or contractors – from any claims for loss, injury, or damage sustained during the session or while on the Photographer’s premises.

This clause does not limit the Photographer’s liability for death or personal injury caused by their negligence.

12.5 Client Property: The Photographer is not responsible for loss/damage to Client property/clothing. Clients are advised to take reasonable care of their property and to remove any valuable or delicate items from the shooting area. While every effort is made to handle all items carefully, participation in sessions and use of studio props or sets is undertaken at the Client’s own risk.

13. Sickness Policy:

13.1 Client Illness:

Please do not attend your appointment if you or anyone in your party is unwell. If illness occurs shortly before your session, please contact the Photographer as soon as possible.

If you need to cancel or reschedule within 48 hours of your appointment, you must notify the Photographer by email or text message.

Where a session or appointment cannot go ahead due to illness, the Photographer will make reasonable efforts to offer one alternative date, subject to availability and the rescheduling terms set out in Section 15 (Client Cancellation/Rescheduling).

If the Client(s) chooses not to reschedule, or if rescheduling is not possible within the timeframe set out in Section 15, the relevant session fee, deposit, or rescheduling fee shall be forfeited and retained by the Photographer.

For viral or contagious illnesses, including sickness or diarrhoea, a 48-hour symptom-free period must be observed before attending. As the Photographer regularly works with newborns and young children, sessions will not go ahead if anyone attending is visibly unwell. This is to protect all clients and the Photographer from the risk of infection.

13.2 Photographer Illness:

If the Photographer becomes unwell shortly before a scheduled appointment, the Client(s) will be informed as soon as possible.

The Photographer will offer to reschedule within 14 days where possible (subject to availability). If rescheduling is not possible, the Client(s) may transfer their session fee to an alternative date within 6 months.

If the Client(s) choose not to transfer within this period, any session or package fee paid will be refunded in full, with no further liability under this contract. If the Photographer is unwell for a viewing & ordering appointment, a new appointment will be arranged at the next available date.

14. Photographer Cancellation and Limit of Liability (Events Beyond Control):

The Photographer will not be held liable for any delay or inability to perform this Agreement due to circumstances beyond their reasonable control. This includes, but is not limited to, fire, flood, equipment failure, illness, accident, strike, extreme weather, acts of God, or other unforeseen events.

If the Photographer is unable to carry out a session or deliver services for any of these reasons:

The Client(s) will be notified as soon as possible; and
The Photographer will offer to transfer the session fee to a new date within 6 months of the original booking.

Where possible, the Photographer will aim to reschedule within 14 days, subject to availability. If a reschedule within 6 months is not possible, any session or package fee already paid will be refunded in full, which represents the limit of the Photographer’s liability. No further compensation or damages will be payable. This limitation also applies if photographic materials are lost, damaged, or corrupted for reasons beyond the Photographer’s control (e.g., camera malfunction, memory card failure, data corruption, theft, fire, or courier loss). In the unlikely event of failure to perform for reasons other than those above, the Photographer’s total liability shall not exceed the value of the session fee, package fee, or order (whichever applies). By signing this Agreement, the Client(s) agree not to bring any claim against the Photographer or their employees, contractors, or assistants for any loss, damage, injury, or expense arising from this Agreement, except as expressly stated here.

15. Client Cancellation/Rescheduling:

15.1 Session fees are non-refundable and are taken to secure the Client’s chosen date and time in the Photographer’s diary. If the Client chooses not to proceed with their session or declines to reschedule their appointment, the session fee will be retained.

15.2 Cooling-off: The Client(s) is entitled to a 14-day cooling-off period from the date of payment of the session fee, during which they may cancel and receive a full refund. This cooling-off period applies only to distance sales (e.g. bookings made online, by phone, or by email) and not to in-person bookings, as distance selling regulations do not apply. If the Client(s) cancels after the 14-day cooling-off period, the session fee is non-refundable, as the Photographer has already allocated and reserved the session date and time in good faith.

Bookings made within 14 days of the session date are not eligible for a cooling-off period, and session fees will not be refunded in the event of cancellation.

15.3 Rescheduling: If the Client(s) wishes to reschedule for any reason, they should contact the Photographer as soon as possible.

Requests made within 48 hours of the scheduled session must be communicated by email or text message.
Sessions may only be rescheduled once and must take place within 14 days of the original session date (subject to availability).
If rescheduling is not possible, or the Client(s) fails to attend the rescheduled session, the original session fee will be forfeited, and a new session fee, package fee or deposit (as applicable to the session type) will be required to book another appointment.
Session fees for standard sessions cannot be transferred to Mini Sessions.
Rescheduling is always subject to availability.

15.4 Signature Newborn Sessions: If your baby arrives earlier or later than expected, please contact the Photographer within 48 hours of the birth so the session can be adjusted accordingly. The Photographer will aim to reschedule your newborn session within three weeks of birth, subject to availability. Rescheduling is at the Photographer’s discretion to ensure session quality and workflow continuity.

15.5 Viewing Appointments: If the Client(s) does not attend their Viewing & Ordering Appointment or does not place an order at their first appointment, a £50 rescheduling fee will apply to book a new appointment. This fee is payable upon reschedule and will be deducted from the Client’s order total, provided the rescheduled appointment is attended and an order is placed. Appointments can only be rescheduled once before the rescheduling fee is forfeited. Further changes will require payment of a new rescheduling fee. All rescheduling is subject to availability.

15.6 Orders: As per Section 5 (Orders), once an order has been placed, all sales are final and cannot be cancelled or altered due to the bespoke nature of photographic products. Design work and order processing cannot begin until full payment has been received.

16. Rescheduling or Change of location for outdoor sessions:

If, in the opinion of the Photographer, inclement weather or adverse conditions are likely to prevent the session from meeting the Photographer’s artistic or professional standards, the Photographer may choose to reschedule the session or use an alternative location. If rescheduling is required due to poor weather, the Photographer will offer the Client(s) an alternative session date within 14 days, subject to availability. If, however, the Client(s) chooses to cancel or reschedule an outdoor session at short notice (within 48 hours of the scheduled date/time) for weather-related reasons – when the Photographer has confirmed that the session can still safely go ahead – it will be deemed that the Client(s) has forfeited their session fee. A new session fee, package fee or deposit (as applicable to the session type) will be required to book a future date, payable upon reschedule.

17. Travel & Location Fees (Outdoor & On-Location Sessions)

For outdoor or on-location sessions, travel of up to 15 minutes each way and within a 15-mile radius of the Photographer’s studio (BD20 6RL) is included in the standard session fee. For sessions taking place beyond 15 miles from the studio, additional travel costs will apply and will be quoted to the Client(s) prior to payment of the session fee or package fee. Additional travel is charged at £25 per hour of travel time (round trip) plus £0.45 per mile to cover mileage expenses. Any parking fees, tolls, or special location permits required for the session are the responsibility of the Client(s).

18. Arrival, Late Arrival and No Show:

18.1 Please aim to arrive on time for your session or Viewing & Ordering Appointment. The Client(s) should avoid arriving more than 5 minutes early, as the Photographer may still be with another client.

18.2 If the Client(s) arrives more than 30 minutes late without prior communication (by phone call or text message), or fails to attend their appointment, the Photographer is under no obligation to reschedule or refund any fees paid. In such cases, the booking will be cancelled without notice, and all fees paid will be forfeited.

18.3 If the Client(s) arrives less than 30 minutes late, and the Photographer agrees the session or appointment can still proceed, the remaining time will be shortened by the length of the delay and will still finish at the originally scheduled time. Sessions and appointments cannot be extended due to other booked clients or studio commitments. Whether a session or appointment can proceed after a late arrival is entirely at the Photographer’s discretion.

18.4 If it is not possible to continue due to late arrival or a no show, a new session fee, package fee or deposit (as applicable to the session type) will be required to book a new appointment. This payment is due at the time of rescheduling.

18.5 If you are running late (even just a few minutes), please text the Photographer on 07956114916 as soon as possible.

19. Sessions Involving Hair Styling and/or Make-Up Appointments:

19.1 Consent to Share Details: When the Client(s) requests the Photographer to arrange hair styling and/or make-up appointments on their behalf, it is understood that the Client(s) automatically provides consent for the Photographer to share their name, phone number, and email address with the relevant service providers, solely for the purpose of arranging these appointments.

19.2 Limit of Liability: Any hair styling and/or make-up appointments arranged by the Photographer on behalf of the Client(s) are provided as a separate service by independent professionals. The Photographer cannot be held responsible or liable for the performance, quality, or outcome of these services, nor for any complaints, charges, or disputes arising from them.

19.3 Cancellation or Rescheduling of Hair/Make-Up Appointments: In addition to the Photographer’s own Cancellation & Rescheduling Policy (Section 15), if the Client(s) wishes to cancel or reschedule their hair styling and/or make-up appointments within 48 hours of the scheduled time, they must contact the service providers directly. Service providers may apply reasonable charges for missed or rescheduled appointments. These charges are outside the control of the Photographer.

19.4 Late Arrival or Non-Attendance: In addition to the Photographer’s Arrival, Late Arrival & No Show Policy (Section 18), if the Client(s) arrives late to or fails to attend their arranged hair styling and/or make-up appointments, the service providers may contact the Client(s) directly to request payment for missed appointments. The Photographer is not responsible for such charges or any resulting issues.

19.5 Service Provider Policies: For specific details regarding cancellation, rescheduling, or no-show policies, the Client(s) should contact the relevant service providers directly.

20. Behaviour and Cooperation:

Parents and/or guardians are responsible for the behaviour, health, and safety of their child(ren) at all times during appointments. If any person’s behaviour – including adults – falls below reasonably expected standards or presents a potential risk to safety, the Photographer reserves the right to terminate the session immediately without notice or refund of any fees paid. While every effort will be made to create a beautiful and varied gallery of images, the Photographer cannot be held responsible for non-cooperation of any participant. This includes situations where individuals refuse to take part, do not follow reasonable direction, or where young children are unsettled due to tiredness, teething, illness, or hunger. Clients are encouraged to follow the advice provided in the session preparation guides, which recommend that babies and young children arrive shortly after a nap and having been recently fed to help ensure a smoother session experience. The Photographer cannot be held responsible if this guidance has not been followed. Rescheduling due to lack of cooperation is at the sole discretion of the Photographer. If the Photographer determines that a full and satisfactory gallery of images has been achieved, no reschedule will be offered.

21. Siblings Attending Newborn & Maternity Sessions and Viewing & Ordering Appointments:

21.1 Attendance at Sessions: It is recommended that siblings are brought to the session by a parent/guardian, relative, or friend for either the beginning or end portion of the session. The Photographer will advise on suitable timings depending on the type of session booked and the age(s) of the siblings. Working in this way – where siblings attend only part of the session – allows the Photographer to focus on creating the best images of your baby in a quiet and calm environment. Newborn sessions are often lengthy, and young children can become easily bored when not actively involved. The studio does not have facilities to safely occupy or supervise children while the Photographer is working with the baby.

21.2 Attendance at Viewing Appointments: The Photographer recommends that children do not attend Viewing & Ordering Appointments, with the exception of babies in arms.

22. How to Prepare for Sessions:

The Client(s) will receive a Preparation Guide prior to their session, designed to help them get ready and ensure the best possible experience and outcome. It is important that this guide is read in full before the session, as following the advice provided helps sessions run smoothly and results in a better gallery of images.

Please ensure that:

All children arrive well rested (fresh from a nap, if applicable) and well fed.
Children arrive in clean clothing, or with a change of clothes if an outfit change is planned.
Any chipped nail varnish or temporary tattoos have been removed prior to the session (this applies to both children and adults).
You bring your usual change bag essentials for babies, along with a hairbrush, hair bobbles, and baby wipes for older children, as these may be useful during the session.
You pack a few snacks for your child(ren) – these can be a great way to help keep them happy and cooperative during the session.

23. Health & Safety (Studio & Props)

23.1: The Photographer takes every precaution to ensure that all studio equipment, sets, and props are safe, clean, and well maintained. Safety is always the highest priority during every session.

23.2: The Client(s) and any accompanying persons use all props, furniture, and studio equipment at their own risk. Parents and/or guardians are responsible for the supervision and safety of their child(ren) at all times while in the studio.

23.3: The Photographer cannot accept responsibility for any injury, accident, or damage to persons or property arising from misuse, unsupervised activity, or failure to follow safety instructions provided during the session.

24. Cake Smash Cakes

24.1: For food hygiene and allergy safety reasons, the Photographer does not provide cakes for Cake Smash sessions. Clients must supply their own cake or order one directly from a baker of their choice. Where a cake is ordered from a third-party baker, the Client(s) is solely responsible for arranging payment, collection, and safe transport of the cake to the session. The Photographer accepts no responsibility for collecting, storing, or transporting cakes on behalf of the Client(s).

If the cake is not brought to the session at the scheduled start time, the session will proceed within the allocated time slot and no refund or extension will be given.

24.2: Recommended local suppliers may be suggested, but any purchase agreement is strictly between the Client(s) and the baker. The Photographer accepts no responsibility for the cake’s quality, appearance, structural stability, colour transfer, ingredients, or suitability.

24.3: It is the Client’s responsibility to check all ingredients and allergens with their chosen baker before the session. The Photographer cannot accept liability for any allergic reactions, dietary issues, or food-related illness.

24.4: If a session is rescheduled for any reason, the Client(s) remains fully responsible for the storage, refrigeration, freezing, replacement, and suitability of the cake for the new session date. The Photographer is not responsible for the condition, availability, or quality of the cake following any date change.

24.5: Clients should bring wipes, towels, and a change of clothes for their child. Please avoid cakes with dark food colouring or excessive icing, as these can stain props or cause damage. Any significant damage caused by avoidable staining or misuse may result in a reasonable charge to cover cleaning or replacement costs, in accordance with the Photographer’s full Terms & Conditions.

24.6: The Photographer does not refrigerate or store cakes prior to the session. Clients are responsible for ensuring the cake is stored appropriately and is safe for consumption at the time of the session.

25. Use of Cameras, Mobile Phones & Recording Devices

25.1: To ensure that the session runs smoothly and that the Photographer can work effectively, clients are not permitted to use cameras, mobile phones, or any other audio-visual equipment to take photographs or videos during their session, unless they have first obtained permission from the Photographer. The use of personal devices during a session can be distracting – particularly to young children – and may interfere with the Photographer’s ability to capture the best possible images. By booking a session, the Client(s) acknowledges that they have engaged the services of the Photographer to create professional images, and therefore personal photography or filming during the session is not permitted unless expressly agreed.

25.2: On occasion, and only where appropriate, the Photographer may ask the Client(s) for permission to capture short behind-the-scenes video clips on the Photographer’s smartphone for use on social media or marketing platforms. Any such video content is created solely for the Photographer’s promotional purposes and will not form part of the Client’s order or package. Clients are welcome to share or download these clips from the Photographer’s social media channels if they wish, but the Photographer accepts no liability for the continued availability, quality, or sharing of these clips online.

26. Party size:

Due to limited studio space and to ensure a calm, comfortable environment, a maximum of two adults may accompany children during a studio session, unless additional adults are participating in the session by prior arrangement. Please do not bring extended family members or friends to the session unless they are directly involved or assisting with the children, as additional guests cannot remain in the studio during the session.

27. Charges:

All charges in this Agreement are based on Sarah Walton Photography’s current Standard Price List. The Photographer reserves the right to amend prices periodically, and any future orders or additional purchases will be charged at the rates in effect at the time the order is placed. Taxes: Prices include applicable taxes. If VAT becomes applicable in future, it will be clearly stated on invoices.

28. Complaints:

28.1 General Complaints: If the Client(s) have a concern or complaint, they should email hello@sarahwaltonphotography.co.uk within 14 days of the issue arising. All complaints will be acknowledged and responded to within 7 working days of receipt.

28.2 Complaints Relating to Delivered Photographs and Products: Upon collection or delivery of products, the Client(s) will be asked to sign to confirm receipt and satisfaction with the quality and condition of their goods. If, after collection or delivery, the Client(s) identify a fault, damage, or quality issue (including with digital images), they must notify the Photographer by email within 14 days of receipt. The Photographer will then review the issue and, where appropriate, take reasonable steps to investigate or rectify the matter.

29. Retention of digital images:

All purchased images from the Client’s session will be securely stored on an active file for a period of three months following the Viewing & Ordering Appointment. This allows the Client(s) to request or order additional copies during that time. After this period, all edited images will be archived and stored securely for as long as practicable. Files are typically retained indefinitely for legitimate business purposes, including internal reference, client support, and promotional or marketing use where prior consent has been given. As outlined in Section 5.7, if the Client(s) loses or damages their digital images, the Photographer will not be liable for such loss or damage and will not replace files without a retrieval or replacement fee. If, after the initial three-month period, the Client(s) requests additional copies or products, the Photographer cannot be held responsible if the original files have been lost, corrupted, or deleted over time. The Photographer strongly recommends that Client(s) immediately back up all digital files to an external hard drive and/or secure cloud storage upon receipt. A retrieval fee may apply to access archived files after the initial three-month retention period. Any future orders placed from the same session will be considered an extension of this contract, and all Terms & Conditions herein shall continue to apply.

30. Digital Backup Policy

While every effort is made to safely back up and archive digital files, the Photographer cannot guarantee permanent storage of client images and shall not be held liable for any loss, corruption, or deletion of files beyond the initial three-month retention period outlined in Section 29 (Retention of Digital Images).

31. Data Protection and Privacy

31.1: In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the Photographer takes all reasonable precautions to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

31.2: Any personal data collected from the Client(s) is used solely for the purpose of fulfilling this Agreement and providing the agreed photography services. Personal data will not be shared, sold, or processed for any unrelated purpose without the Client’s consent, except where required by law.

31.3: Personal data and photographs provided by the Client(s) may be used for the following Specified Purposes:

Creating, processing, and delivering the agreed photography packages and products;
Performing all services outlined in these Terms and Conditions;
Managing client communication, invoicing, and record-keeping;
Fulfilling legal, tax, and insurance obligations; and
Any additional purposes clearly explained to the Client(s) at the time of data collection.

31.4: With the Client’s explicit consent, the Specified Purposes may also include the use of selected photographs to promote and advertise the Photographer’s business, for example:

In printed marketing materials (such as brochures, leaflets, and studio display products);
On the Photographer’s website and digital advertising channels;
On social media platforms including Instagram, Facebook, and Pinterest;
In photography competitions and professional portfolio submissions; and
For educational and training purposes, including workshops, mentoring, and demonstrations for other photographers.

31.5: The Client(s) agrees that the Photographer may:

Store photographs and client data securely for future reference and customer support;
Share limited information (such as name, email address, and delivery details) with trusted third-party service providers – including SimplyBook, Studio Ninja, WeTransfer, OneDrive, MailerLite, Gmail, Pixieset, professional print labs and occasionally an administrative assistant who assists with booking management and client communication – for the sole purpose of managing bookings, file delivery, or product fulfilment;
Use secure communication platforms such as Facebook, Instagram, and email for direct contact with clients;
Utilise professional editing tools such as Adobe Photoshop and Evoto AI for image enhancement; and
Use ChatGPT solely for written content creation (for example, written content and social media captions). Client photographs may occasionally be uploaded for accurate feedback, but no personal identifying information is shared.

31.6: The Photographer’s full Privacy Policy, which explains how personal data is collected, stored, processed, and protected – including full details of all third-party services used – is available at: https://www.sarahwaltonphotography.co.uk/privacy-policy

32. Severability

If any provision (or part) of this Agreement is invalid, unlawful, or unenforceable, that provision shall be severed and the remainder shall continue in full force and effect.

33. Miscellaneous:

33.1 Entire Agreement: These Terms and Conditions constitute the entire agreement between the Client(s) and the Photographer with respect to the subject matter contained herein. No amendment or modification of this Agreement shall be valid unless made in writing and agreed by both parties.

33.2 Right to Amend Terms: The Photographer reserves the right to update or amend these Terms and Conditions from time to time as necessary. The most recent version will always be made available on the Photographer’s website or provided upon request.

33.3 Governing Law and Jurisdiction: These Terms and Conditions, and any dispute or claim arising out of or in connection with them or the session (whether contractual or non-contractual), shall be governed by and construed in accordance with the laws of England and Wales. Both the Client(s) and the Photographer irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any such dispute.