Deana Hall Photography | Session Terms & Conditions

terms & conditions

The Terms and Conditions stated below are to protect both Deana Hall Photography and assistants (who will be referred to as “The Photographer”) against any claims or misunderstanding with each of our Clients (who will be referred to as “The Client”) and their visitors (who will be referred to as “Key individuals”). Please ensure that you read these Terms and Conditions carefully and make sure that you fully understand them before you access or use any of our services. If you have read and fully understood these Terms and Conditions and remain opposed, you must avoid or discontinue all use of any of our services immediately. By contacting and booking with us, you hereby accept and agree to the Terms and Conditions stated below.

1. Session/ Wedding Agreement

1.1. The Client will be required to sign a photography session and/or a wedding agreement before any session and/or wedding service can take place. These documents protect both Deana Hall photography and the Client against any misunderstanding.

Please follow the link below to complete your session agreement.

https://form.jotform.com/210926143709354

2. Booking and Reservation

2.1. To secure a session booking, a non-refundable retainer fee of £50.00 is required for all full session packages. This fee reserves the photographer’s services and the agreed-upon date and time.

2.2. To secure a mini session booking, payment in full will be required for all mini session packages and will be non-refundable.

2.3. To secure a wedding booking, a non-refundable retainer fee of £150.00 is required for all wedding packages. This fee reserves the photographer’s services and the agreed-upon date and time.

2.4. The retainer fee is non-refundable in the event of cancellation, it being the agreed loss suffered by the photographer due to cancellation.

2.5. All retainer fees must be paid within 24 hours of booking and will be deducted from the session package and/or wedding package.

2.6. By booking with Deana Hall Photography and making a retainer fee payment, the client hereby accepts and agrees to these Terms and Conditions, even before a Session Agreement and/or Wedding Agreement is signed.

3. Remaining Balance, Payment and Late fees

3.1. The remaining balance for sessions is payable the day before your photography session is due to take place.

3.2. The remaining balance for weddings is payable 7 days before your wedding is due to take place.

3.3. Late payment fees of up £50.00 may apply if the client fails to pay the remaining session balance and/or wedding balance by the specified due date. Deana Hall Photography reserves the right to withdraw the service if payment was not made by the time specified.

3.4. Payments must be made via bank transfer or cash. Post-production will not begin until any outstanding balance remaining on a Client invoice has cleared. We do not hold responsibility for delays caused by late payments.

3.5. Late payments may also incur an additional admin fee of £20.00, it being the agreed compensation for the photographer due to additional time incurred for repeat invoicing. Photographer cannot be held responsible for payment reminders to Client, whether verbally, written or electronically.

4. Pricing and Packages

4.1. The charges in a Client invoice are based on the photographers standard price list. This price list is adjusted periodically and future packages or orders shall be charged at the prices in effect at the time of booking or order is placed.

4.2. The Client acknowledges the photographers pricing and agrees to pay the charges clearly specified in the Client’s invoice.

4.3. Additional products or services not included in the initial package price will be charged separately.

5. Cancellations, Postponement and Refunds

5.1. Client must notify the Photographer at least 72 hours prior to the start time of the agreed photography session of any postponements or cancellations. Failure to do so may result in the loss of rescheduling.

5.2. Client must notify the Photographer at least 14 days before the Clients wedding date of any postponements or cancellations. Failure to do so may result in payment in full by the Client for the agreed wedding package.

5.3. Photographer understands that children can be unpredictable and can fall ill at any time. In the event of illness of a child prior to the session, a shorter notice period is acceptable. Under these circumstances, Client agrees to make every possible effort to notify the Photographer no later than 24 hours prior to the session start time.

5.4. Client understands that the Photographer is foregoing other photographic jobs. In the event of a full cancellation, the retainer and all other monies paid are non-refundable. It being the agreed loss suffered by the photographer due to cancellation.

5.5. The retainer fee is transferable if a date change is necessary. Client agrees to inform the Photographer of a photography session postponement and/or a wedding postponement as soon as possible. The Photographer will not be held responsible if Client’s chosen new date is unavailable.

5.6. In case of adverse weather or unforeseen circumstances that prevent the photography session and/or wedding from taking place, Photographer and Client will work together to reschedule the session to a new agreed date, with no additional charge.

5.7. In the unlikely event the Photographer is injured or becomes too ill to attend a photography session and/or a wedding, Photographer will make every effort to reschedule to the earliest possible date. If for any reason the Photographer cannot reschedule at all, all monies paid shall be refunded to the client including the retainer fee.

5.8. Client understands that once the photography session has started it cannot be rescheduled. Client understands that they should not attend the studio feeling sick or unwell as the session will be stopped and all monies paid will be lost.

5.9. In the unfortunate event of cancellation due to a serious health condition or life threatening illness being diagnosed, including but not limited to cancer or the death of a Client and/or another key member prior to the photography session and/or wedding. A shorter notice period may be necessary and all monies paid, including the retainer fee shall be refunded upon receiving written confirmation from a medical professional and/or proof of death certificate.

5.10. Delays, postponements or cancellations limited only to the Photographer being in a fit and healthy state, the retainer fee shall be refunded to the client.

5.11. In the event that the Photographer is in a state whereby they are unable to attend because they are too ill to attend or experience photographic failure and/or theft before the photography session and/or wedding has occurred. The Photographer will make every effort to find a replacement photographer. If for any reason the Photographer cannot find a replacement of the same value or skill level, all monies paid shall be refunded including the retainer fee. In the event that the Photographer is unable to attend because they are receiving medical treatment in hospital, or have deceased before the photography session and/or wedding has occurred, the Client accepts that they may or may not receive a refund of any monies and that the responsibility of this matter may fall to the insurance company. The Client agrees that the Photographer shall not be liable for further costs either directly or indirectly incurred.

6. Repeated Sitting

6.1. Client agrees that they will not force any child to pose, attend a session or persisting on getting photos if the child is very lively and finds it difficult to sit still, listen to instruction, do not like or even refuse to have their photo taken. The Photographer reserves the right to end any session immediately if they feel that a child is being forced against their own will or it is causing them stress and all monies paid will be lost.

6.2. Repeated sitting is only offered due to unforeseen circumstances during a session, whereby Photographer is unable to provide a full gallery which includes but not limited to, camera failure, memory card errors, faulty lighting and equipment.

6.3. The Client understands that photography is a creative art form, and the Photographer's style may vary. The Photographer will strive to meet the client's expectations but cannot guarantee specific results due to the nature of newborn photography and the babies co-operation. The Client acknowledges that it is at the discretion of the Photographer as to whether a repeated sitting will be offered for any sessions that do not go how the Client has envisioned.

6.4. Deana Hall Photography will not be held responsible for any disappointment caused should our studio outfits and props not be suitable for your child and/or newborn. Should your child and/or newborn not settle on or in any of the props that we provide, Client understands that they will not be entitled to a repeat sitting or refund. Deana Hall Photography is not under any obligation to provide outfits and props to fit the individual being photographed.

7. Processing, Editing and Retouching

7.1. The Photographer will run Client images through a post-production process whereby the Photographer has the right to remove any images that failed to fire and/or are deemed as unusable.

7.2. The Photographer will apply professional editing techniques to the selected images. Standard retouching will be included to all photography sessions and/or weddings - Standard retouching is limited to light blemish, bruises, scratch removal, lessening of scars or mild acne. Skin may be smoothed to look soft.

7.3. Client understands that complex retouching is not included - Complex retouching includes but it’s not limited to, hair colour changes or adjustments, extreme scarring, tattoos, laugh lines, nail colour, and body-shaping. Any further editing or complex retouching requests may incur an additional fee. Photographer has the right to refuse any requests.

7.4. Client hereby agrees that they accept Photographer's unique style of editing and therefore Client understands that Photographer's style cannot be altered to suit Client's individual taste.

7.5. The Photographer retains the right to edit all photographs as they see fit based on experience and expertise and omit any images that do not meet the Photographers standards.

7.6. Client agrees that a request to view or purchase the RAW images will not be permitted. Client accepts that permission to re-edit any images taken by Deana Hall Photography by the use of an external photographer will not be granted.

8. Image Delivery

8.1. The Photographer will provide the Client with a selection of edited high-resolution images taken from the photography session for the Client to choose from. All images will be viewable on a password protected online gallery on the Photographers website.

8.2. The number of images chosen during post-production may vary based upon the amount of images taken during the Client’s session. The Client agrees with the Photographers final selection of images and that requesting more images will not be permitted.

8.3. Client understands that the number of final images they are allowed to choose will be as specified in the Client’s invoice. The Client is entitled to choose and purchase additional images at an additional cost that will be invoiced separately.

8.4. The Client will receive their final chosen images as high-resolution digital JPEG files to either download online and/or receive on USB, depending on the chosen package.

8.5. Additional images are prepared after the payment on Client's further invoice has cleared.

8.6. The Photographer will provide the Client with all edited high-resolution images that meet the Photographers standards, taken from the Clients wedding day. All images will be viewable on a password protected online gallery on the Photographers website.

9. Turnaround Time

9.1. Photographer will provide the Client with online gallery details approximately 2-4 weeks after the photography session has taken place, providing Client’s outstanding balance has been received by the due date stated on the invoice.

9.2. Photographer will provide the Client with online gallery details approximately 6-8 weeks after the Clients wedding has taken place.

9.3. Client acknowledges that Photographers estimated turn around time may take longer during busier periods of the year and at limited times such as school holidays and may take longer for larger galleries.

9.4. Client agrees to inform the Photographer well in-advance, should they require the final images by a certain date.

9.5. Photographer can not be held responsible for delays in gallery preparation caused by computer equipment or editorial program failure.

10. Cooperation and Non attendance

10.1. Client agrees to arrive on time for the session and cooperate with the Photographer's directions during the shoot.

10.2. The Client shall assist the photographer in obtaining the desired photographs, including but not limited to specifying persons and/or scenes to be photographed and taking time to pose for photographs.

10.3. Client and/or other key individuals will be respectful to photographer and all parties being photographed. Photographer has the right to end the session, without refund, if there is lack of cooperation or respect.

10.4. Photographer is not responsible if Client and/or other key individuals fail to appear during a photography session and/or wedding. No-shows will be treated as a cancellation and all monies paid will be lost.

10.5. Photographer is not responsible for photographs not taken as a result of the Client and/or other key individuals failure to provide reasonable assistance or cooperation, or for missed images due to details not revealed to Photographer.

10.6. Client agrees to keep in touch with the Photographer regarding any wedding details, it is essential to inform the Photographer as soon as possible of any changes to wedding venue, times, or contact details etc. The Photographer will arrange a Meet and Greet with the Client, usually at the location of the Clients main wedding venue to get to know one other and to discuss finer details no later than 3 weeks prior to the Clients wedding date.

11. Mobile Phones

11.1. Clients and their guests are prohibited from taking photos or videos using mobile phones or any other devices within the studio premises during the session to maintain the privacy and exclusivity of the Photoshoot.

11.2. The Photographer’s camera is the only camera allowed at the photo session because of the distraction it causes, especially to small children, which hinders Photographer’s ability to obtain quality shots.

12. Overrun session time and termination mid-session

12.1. Client understands that their chosen package includes a clearly defined amount of photography session time and /or wedding time on the invoice and no more than this. The photographer will endeavour to capture enough images for your gallery within this time.

12.2. The Photographer reserves the right to charge for additional photography session time and/or wedding time (additional to the maximum package time) if requested by the client at a rate of £50 per hour and subject to it not effecting other booking preparation and start times.

12.3. The Client accepts that the Photographer reserves the right to terminate any photography session and/or wedding mid-way for valid reasons such as family emergencies. Photographer agrees to reschedule Client at the earliest date possible.

13. Limit Of Liability

13.1. The Photographer takes the utmost care with respect to the exposure and retouching of digital captures however, in the unlikely event that all the originals are lost, stolen, damaged or destroyed within or beyond Photographer’s control, Photographer’s liability is limited to the refund of all payments received, or a reshoot can be scheduled at no additional cost.

13.2. The Client understands that the limit of liability for partial loss or damage of originals shall be a prorated amount of the total amount, based on the percentage of originals lost or damaged. In the unlikely event of a total photographic failure or cancellations by either party or in any other circumstance, the liability of one party to the other shall be limited to the total value of the monies paid. Neither party shall be liable for indirect or consequential loss.

14. Image Retention

14.1. All RAW (non-edited) images are deleted upon failure to meet Photographer’s selection process.

14.2. The Photographer will retain the edited images for a period of 6 months after the session date, after such time future storage is at the sole discretion of the Photographer. Client understands that images must be purchased within this time frame and should they try to purchase outside of this time, the photographer cannot guarantee images will be available.

14.3. Deana Hall Photography reserves the right after this set period to permanently delete all or any images without notifying the Client.

14.4. After receiving purchased images, it is the clients responsibility to check the images. If there is a faulty usb, Photographer will replace it at no extra cost once the faulty usb has been returned for testing. The Client is responsible for making a back up of all photos from the usb. Please ensure that you make multiple copies on your computer, cloud or any other storage.

15. Travel and Additional Expenses

15.1. For outdoor/on location photography sessions, travel up to 30 miles from Deana Hall Photography Studio will be free, any further travel outside of this radius, the Client will be charged at an additional cost of £10.00 per 10 miles.

15.2. The client shall also reimburse the Photographer for any additional costs that Photographer may incur for travel, meals, parking, and other reasonable costs necessary to the performance of providing the service purchased.

16. Print Orders

16.1. Deana Hall Photography cannot be held responsible for poor quality prints that have been ordered from printing machines, shops or online printing companies that the Client has chosen to use. The Photographer can provide the Client with professional prints from trusted companies.

16.2. Client understands that any print orders they place will be sent to an external professional printing lab and once the print order has been placed with them, cancellation and/or refunds will not be possible.

16.3. Client acknowledges that all professional print orders require a minimum of 5 working days to be processed, printed and packaged before they will be ready for dispatch. Client understands that once dispatched, the parcel requires a minimum of 3 working days in order to be delivered to the Photographer. The Client understands that times may take longer during busier periods of the year. Client agrees that Deana Hall Photography cannot be held responsible for delays caused by postal services.

17. Damages and Responsibility

17.1. Client agrees to hold harmless, Deana Hall Photography from any dispute in the event that you and/or another key individual become injured during your session or while on studio premises that is not related to the session and/or caused by studio equipment, props and outfits.

17.2. The Photographer will not be held liable for any accidents and/or damages to Client’s belongings and property that occur during the Photoshoot or whilst on studio premises.

17.3. Client will take responsibly of any damages to Deana Hall Photography’s equipment, props and studio premises which are caused by the Client and/or another key individuals during the session and accept that they may be charged to replace any items.

17.4. In the unlikely event that you and/or another key individual become seriously injured, limited to any serious injury that requires immediate attention and treatment in hospital or death during your photoshoot that can be proven to be the direct cause of our studio equipment falling or collapsing solely on its own accord and that the Client has not knocked, touched or intentionally interfered with the equipment in any way to increase the likelihood of an accident or injury, a claim against Deana Hall Photographs insurance company will not be viable without the Client holding medical documentation by a medical or coroner professional stating that the injury caused was done so solely by our studio equipment.

18. Medical and Safety

18.1. The Photographer will not be held responsible for any medical problems arising from the photography services being accessed. The Client understands that whilst every effort is made to ensure Client safety, the Photographer asks that common sense is exercised on the part of the Client and/or other key individuals, any medical condition which could affect photography proceedings must be put in writing prior to the Clients photography session and/or wedding so that the Photographer is clearly aware of any health and safety issues including but not limited to, the Client and/or other key individuals being affected by the use of flashing lights and any allergies. The Photographer must be informed prior to the photography session and/or wedding date.

18.2. The Client accepts that by not informing the Photographer of any health issues that the Client will be in violation of these Terms and Conditions and the signed session and/or wedding agreement. Client accept that the Photographer will not be held liable for any compensation.

19. Allergies and Allergic Reactions

19.1. Client agrees to inform the Photographer of any allergies upon booking including but not limited to food, textile, dust, pollen, mould and/or pet allergies.

19.2. Client understands that if their baby or child has any allergies to the ingredients used to make a cake, including but not limited to eggs, gluten, dairy, coloured dye and/or nuts, that a cake will not be provided by Deana Hall Photography’s baker. These safety precautions must be adhered to at all times by both parties and therefore, the Client must then provide their own cake for the agreed session.

19.3. Client understands that the bakery, does not offer the option of gluten free, nut free or dairy free cake. Client agrees to source their own cake or make arrangements with the Photographer to construct their own cake should the child be highly allergic and require allergen free food.

19.4. Client acknowledges that items may contain or have come in contact with nuts. The Client hereby agrees to hold harmless the Photographer and the Baker in the event that a child is found to be allergic to any of the ingredients used to make the cake during the session.

19.5. Deana Hall Photography Studio is based within a home entertainment that contains pet cats. The Client understands that by booking and entering the studio, are doing so at their own risk and that Deana Hall Photography will not be held liable for any unknown or known allegations to cats or pet hair.

19.6. The Photographer will not be held liable for any allergic reactions the Client or any other key individuals experience to any textile items worn or within our studio environment, including but not limited to outfits, blankets, wraps and/or rugs that are made from any type of material including but not limited to wool, cotton, silk, velvet, chiffon, linen and/or satin. The Client understands that if they or any other key individuals are known to suffer any allergies to textile items, that all studio outfits, blankets, wraps and/or rugs which may affect them, will not be permitted for use.

19.7. The Photographer and Bakery will not be held liable if the Client or any other key individuals have any type of allergic reaction to an unknown or known food or environmental allergy. The Photographer and Bakery will not be held responsible if the Client or any other key individual is cross contaminated by airborn, touched, or ingested items.

19.8. The Client understands that the Photographer only uses latex balloons in the set designs. The Client agrees that if their child has any allergies to latex, that balloons will not be supplied in any set design and the Client must choose an alternative design.

19.9. The Photographer and the Bakery will not be held liable for an allergic reaction if the Client agrees to allow their child to consume food products and/or play with latex balloons while in the studio of Deana Hall Photography.

19.10. The Photographer will take all steps to ensure any known allergy is treated with the utmost severity. The Client agrees to bring an epipen with them to the studio, if any other key individuals have been diagnosed with an allergy and/or a severe food or environmental allergy.

19.11. By booking, the Client agrees to these Terms and Conditions and the Client states that they understand that their child and any other individuals may be exposed to unknown/known allergens while at Deana Hall Photography’s studio and if their child suffers a reaction during their session, the Photographer and the Bakery, LB Bakes will not be held liable for any reaction, illness, hospitalisation, and/or death.

20. Mini Cakes

20.1. The Photographer will only provide mini cakes professionally made by a third-party bakery, LB Bakes, should the Client disagree with the Photographers choice of Bakery, the Client hereby agrees to source a cake from a Bakery of their choice at their own cost.

20.2. The Mini cakes supplied are made by LB Bakes and consist of a simple round buttercream iced cake. Client accepts that if they require a larger and/or more elaborate cake that the Client must cover the additional cost or supply their own cake.

21. Smoking and Prohibited Substances

21.1. Smoking or vaping will not be permitted within the studio premises. The Client and any other key individuals must vacate the premises to smoke outside.

21.2. Drugs will not be permitted on to the studio premises under any circumstances. Client understands that if they and/or any other key individual is found to be in procession of Drugs, they will be asked to leave immediately and police contact will be made if Client fails to cooperate. The Client or any other key individual(s) who is under the influence of illegal substances will not be permitted to enter Deana Hall Photography's studio.

21.3. Alcohol will not be permitted within the studio premises whilst any under 18 year olds are present. Client understands that if an attempt is made to bring alcohol into the studio with any child and/or children, that they will be asked to remove it before the session can continue. The Client or any other key individual(s) who is under the influence of alcohol will not be permitted to enter Deana Hall Photography's studio. Small amounts of alcohol will be accepted as part of the set design and/or celebration photoshoot with adults only.

22. Coverage

22.1. The Client agrees that the Photographer shall be granted artistic license in relation to the poses photographed and the locations used, although every effort will be made to comply with the clients requirements, the Photographers judgement regarding the location, poses and number of photographs taken shall be deemed correct.

22.2. The Client understands that bookings involving a church ceremony or at certain other venues, the Photographers movements are sometimes restricted by the minister or official in charge: Photographing of parts or even all of the ceremony may be restricted or prohibited, as may the use of artificial lighting. The photographer cannot accept responsibility for limited coverages in such cases.

23. Copyright:

23.1. All images and copyrights are the property of Deana Hall Photography (“Photographer”). The 1988 Copyright Act assigns the copyright of the images to the photographer. It is contrary to the act, and therefore illegal to copy any images created under this agreement, or allow them to be copied, by any means photographic, computer, internet or otherwise, by any person or machine other than by the photographer or without her consent or print release form.

23.2. Photographer agrees to grant these image rights to the client with a non-exclusive, limited, perpetual license.

This license allows the client to do the following with the images:

Display the images;
Print the images;
Upload, email, or electronically transfer the images or files;
Publish the images on personal websites or social media websites

23.3. Client agrees to obtain prints for personal use only, and shall not sell said prints. This license does not include use that results in financial gain, including but not limited too, advertising, stock photography, print sale profits, or resale of any nature. Prints for publication (such as editorial, public relations or advertising use) require prior written consent from Photographer. A credit line which reads “Deana Hall Photography” in type no smaller than that of the related text must appear adjacent to or within all permitted published photographs.

23.4. Client may not under any circumstances alter, edit or change images in any way that would make them look any different from the original file that was received, which includes but is not limited to, photo editing apps and filters such as Instagram. This would not be a true representation of Deana Hall Photography’s professional work. Photographer may revoke this license at any time for any reason.

23.5. The Photographer retains the copyright to all images and reserves the right to use any/all images created for the general public, for any reason, including but not limited to: website, social media, studio samples, advertising, marketing, sales, print competition, educational seminars, and monetary gain. The mediums for display could include newspapers, magazines, books, television, and the internet but are not limited to only those mediums. The Photographer retains these rights unless otherwise agreed upon in writing.

23.6. Client does retain the right to partial or complete gallery privacy for any reasons including but not limited to safeguarding of children and therefore, the Photographer will ask the Client to complete and sign a session agreement in advance to confirm the Clients privacy wishes. Client understands that if they refuse to complete a session agreement clearly outlining their wish to privacy, that the Photographer reserves the right to use images indefinitely.

24. Client Satisfaction and Complaints

24.1. Client agrees to address any complaints within 7 days of the receipt of your images or proofs to Deana Hall Photography either by email at deanahallphotography@hotmail.com or in writing to Deana Hall at the address on the top of your invoice.

24.2. The Client understands that if they fail to register a concern with us within the time stated that they will forfeit any rights to any additional editing of images that they are not happy with. Client accepts that full or partial refunds are unattainable once Client has received their final gallery.

Deana Hall Photography reserves the right to modify these Terms and Conditions at any time. By making any booking with Deana Hall Photography the Client is stating that they have read and understood these Terms and Conditions and accept them in full.