Terms & Conditions

We provide photography with reasonable care and skill and in line with the agreed brief. Please arrive on time and arrange any permissions needed for the venue or location. For children, a parent or guardian must arrange the booking and remain responsible for their supervision. Tell us about reasonable adjustments you need so we can agree suitable arrangements.

If a session becomes unsafe, we may pause it and discuss a safe alternative. Late arrival, venue restrictions or matters outside our reasonable control may affect the photographs possible, but do not remove our responsibility for our own failings. Additional time or work will only be charged if agreed.

The number of final images, editing included and delivery date are those agreed in your package or confirmation. Where no delivery date is specified, we will agree a reasonable timeframe with you before the session. Final images are supplied digitally in the agreed format. RAW files and unselected images are not included unless expressly agreed. Extra retouching or additional images are quoted separately. Please tell us promptly if a file is faulty or something does not match the agreed brief; we will discuss an appropriate remedy without limiting your legal rights.

Copyright remains with the photographer unless transferred by a separate written agreement. Once the agreed price is paid, you receive a non-exclusive, worldwide licence, with no expiry date, to use the delivered images for the purposes agreed when booking. Personal and professional headshots may be used on your personal or professional profiles, CV, website and promotional materials. Corporate bookings include use by the commissioning business and the people pictured for their own websites, profiles, internal communications, PR and marketing. Private event and wedding photographs may be shared and printed for personal use. Any broader commercial use is to be agreed in writing.

You may resize and crop images for these permitted uses and allow a designer, printer or agency to handle them on your behalf. You may not sell them as stock, sublicense them to unrelated businesses or use them unlawfully without permission. Your rights in your own likeness and your statutory rights remain unaffected.

We ask for separate consent before using identifiable client photographs for our own publicity, as explained in our Privacy Policy. We retain copies for up to three years, unless another period is agreed; please download and back up your delivered images. Personal information is handled under the Privacy Policy linked in the footer.

Cancellations, problems and your rights

Please contact ed@profilepictures.co.uk as soon as you need to cancel or change a booking. Our Refund Policy, linked in the footer, gives the full cancellation procedure and a model cancellation form.

Consumers booking online, by telephone or away from our business premises have a 14-day cancellation period from the day after the contract is made. We offer this period for our consumer photography bookings even where a statutory exception might otherwise apply. If you expressly request work to start during this period, a proportionate charge for work supplied may apply where we have given the required information. You lose the right to cancel a fully performed service during this period only after your express request and acknowledgement. Merely accepting these terms is not that request or acknowledgement.

Outside that period, you may cancel an unperformed booking at least 48 hours before the session for a full refund. For cancellation with less than 48 hours' notice or non-attendance, any charge is limited to our reasonable, evidenced net loss caused by the cancellation, capped at the agreed booking price. We deduct saved costs and replacement income, take reasonable steps to reduce loss and refund the balance. Deposits are not automatically forfeited. Separately agreed work already supplied remains payable where lawful. We will discuss rescheduling where possible and agree any additional costs before confirming it.

If we cannot provide the session, we will offer an alternative date or refund the amount paid for the service we cannot provide. You do not have to accept a replacement date or credit. This does not limit any further remedy you may have by law.

If something goes wrong, email us with your booking details and what happened. We aim to acknowledge complaints within five working days and explain the next steps. Where the service falls short of the agreed standard, we will provide any remedy required by law, which may include repeat performance, a price reduction or a refund. Digital files must also meet applicable consumer quality and description requirements.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any liability or consumer right that cannot lawfully be excluded. We remain responsible for loss or damage for which the law makes us responsible; a refund is not necessarily your only remedy.

These terms are governed by the law of England and Wales. Consumers retain mandatory protections and the right to bring proceedings in the courts available to them where they live in the UK. For business customers, the courts of England and Wales have jurisdiction. If one provision is unenforceable, the remaining terms continue so far as lawful.

Our Privacy Policy, Refund Policy and Accessibility Statement are available through the links at the bottom of this page. Contact us if you need any of them in another format.