Portrait Studio Information & Terms

We are committed to ensuring that your visit to our studio is enjoyable and safe for both our customers and staff. The terms outlined below address a range of scenarios to maintain a positive and productive environment. These terms and conditions are provided for everyone who books with us, during the booking process, ensuring they are straightforward and easily understood. By booking your portrait studio photography photoshoot with us, you agree to the following terms.

Your photoshoot will last up to one hour (unless you have booked for another specified amount of time). The total time of your photoshoot may be less than the full time advertised.

Upon booking, you will receive an automated confirmation e-mail for your appointment. This e-mail will include details such as date, time and type of appointment. It will also contain additional general information and links to reschedule or cancel your appointment.

Your photoshoot will begin at the scheduled time and will end by the time one hour has passed from your appointment’s scheduled start time. Appointments may naturally conclude before the full amount of time has passed. Time spent completing a booking form and getting situated is included in this one hour, so we recommend arriving a few minutes prior to your appointment start time. Late arrivals will be entitled to use any remaining time left from the scheduled start of their appointment. However, we are not bound to honour the full 1-hour timeframe once the appointment time begins. Customers who are late for their appointment will be entitled to use the remainder of the hour from the time their appointment was scheduled to begin.

Staff will be on site ready for you approximately 15 minutes before your appointment begins. If you arrive before this time, please don’t worry if the studio is not open for you. We may be with another booking or getting things setup. We’ll open the studio and be ready for you approximately 15 minutes before your appointment is due to start.

We allow ten minutes from when your appointment starts before staff will call you for an update, if you haven’t arrived. If we have received no response within 15 minutes of your appointment starting, your booking will be deemed as missed and you will be charged a missed appointment fee of £25.00. You can email or telephone us with any updates. We’d politely ask that any delays are communicated to us as soon as you’re able. Staff will move on to the next booking and the appointment will be surrendered after 15 minutes, if we have not heard from you.

Please notify us ahead of time if you are unable to attend your photoshoot. We require at least 12 hours’ notification to cancel an appointment via your online appointment booking. Please see your appointment confirmation email for details on how to cancel / reschedule. If you need to reschedule at the last minute (within 12 hours), please contact us via e-mail with your appointment details. Missed appointments are subject to a £25.00 administrative fee which will be billed to the credit/debit card provided during the appointment booking process.

West 70 Photography has the right to cancel your appointment at any time. This is only ever done in extreme circumstances and is something we will always try to avoid. You will be contacted should your appointment need to be cancelled.

We will attempt to resolve any possible technical issues that could arise during your photoshoot (for example, equipment failure). In extreme circumstances of technical failure, your appointment may be rescheduled and images reshot.

Our standard photoshoot fee includes photographing up to six people. One person counts as either 1 adult, 1 child or 1 pet. Larger groups fall into different price points. Please view our pricing for details. The total number of people photographed will be reflected in the fee due. If you make an appointment or have a gift voucher for a set number of people, and this number is exceeded (enough to increase the cost), you will be billed the difference at the time of the photoshoot.

Payment for the photoshoot is due in full at the end of the appointment. Payment at a later date (by invoice, instalments or similar) is not available. Please make sure you have the means to pay for your booking with us. Any unpaid work will be deleted.

All of our pricing is available in full online so that our customers are aware of any costs prior to booking with us. Please make time to familiarise yourself with this before your booking. Staff can answer questions at your appointment but any queries regarding pricing / appointment types should be raised before making a booking with us. It is the customers’ responsibility to make sure they are fully aware of what they are booking and that the service we offer aligns with their needs. This includes seeing samples of the work we produce and viewing our pricing.

Customers booked on to our standard portrait photography will have all photographs taken on our ‘infinity cove’ white background. Other backgrounds in the studio are not available for use with the standard portrait photography option.

Those under the age of 16 must be accompanied by a parent or guardian during their photoshoot.

No other photography (or recording of any kind) is permitted during the photoshoot. This includes the use of mobile phone cameras or similar.

No shoes are permitted on our white ‘infinity cove’ backdrop. This is the backdrop used for all standard photoshoot bookings, so please be aware that all shoes will need to be removed by anyone being photographed. Socks or bare feet are permitted.

Upon arrival, you will need to complete a brief booking form via an iPad. We can offer assistance for this if needed. You will be required to provide some basic information (even if previously provided) so that we can complete your booking.

Customers are responsible for their own personal belongings during the photoshoot. We are not liable for any loss or damage to personal items during your appointment. Customers are responsible for taking all items with them at the end of their appointment.

Customers are financially responsible for any damage caused to our property by any member of your booking party. You are also responsible for the wellbeing and safety of anyone in your booking party. The photography studio is an active working area, so children must be monitored at all times.

Please treat our staff with respect. Behaviour or actions deemed offensive, threatening or inappropriate will cause your photoshoot to be terminated without a refund or further work being carried out. This will be done at the discretion of staff.

Your photoshoot will require your co-operation with the photographer in order to be a success. You agree to follow instructions and listen to the guidance provided. Failure to adhere to instructions may result in your appointment being terminated.

While we understand that individuals, including children and those with additional needs, may occasionally face challenges or emotional discomfort during the appointment, as can happen. Please be aware that these situations are beyond our control. In such instances, the agreed-upon appointment fee is still due and the appointment will continue.

If anyone in a customer’s booking party has additional needs to be considered, please share this information with us at the time of your booking. We will do all we possibly can to accommodate them and make them as comfortable as possible.

Glasses or other reflective surfaces may produce glare while being photographed. This will be minimised whenever possible, but it may still be visible in the final images. It is suggested that glasses are removed whenever possible. Removal of glare from glasses is often possible but at an additional fee for retouching (per image).

It is the customers’ responsibility to make sure they are happy with their (and everyone in their bookings) clothing/outfits and appearance before the photoshoot begins. Correcting any appearance or clothing issues may be possible but for an additional fee (per image) for retouching.

We recommend darker colour clothing for anyone being photographed, whenever possible. Photographs taken on a white backdrop are welcome with any outfit colour, however lighter colours (whites, off whites) will photograph differently than darker tones.

We give you full copyright permission for all the images included with the photoshoot package you select and any additional images that are purchased. We retain the copyright to all of our work, but we happily grant you permission for private personal use. You may not use any of your images for commercial purposes unless agreed to specifically. This includes (but is not limited to) selling or profiting from the images.

Your final image(s) will be sent to you via e-mail, in a password-protected online gallery. A valid e-mail address must be provided so that we can send your gallery to you.

It is the customers’ responsibility to make sure they are comfortable and able to use files in a digital format. We are unable to provide technical support or guidance once the image(s) has been delivered digitally to the customer.

An online viewing is provided as standard for all photoshoot bookings. For an additional fee of £30, an in-person viewing in our studio is available for those who do not want to or are unable to carry out an online viewing.

Depending on which pricing option you select at your photoshoot, a viewing may not be necessary, but all viewings/images will be sent to the customer digitally.

Your private viewing of images will take place online at a later date following your photoshoot. The viewing will take place online and you’re welcome to spend as much or as little as you like. Payment is due at the time of viewing for any optional additional purchases.

We cannot guarantee how long it will take to edit your photographs as this can vary based on our workload. We typically aim to have your images ready within 7-10 days.

We have online tutorial videos showing how to use your online gallery. These are provided as a courtesy. The customer accepts that they are responsible for completing an online viewing, which is included in the price.

Your gallery for online viewing will be hosted online for 14 days from the date it is sent to the customer. You will be sent an automated expiry warning before the gallery is removed. It is the customers’ responsibility to make any purchases before the gallery expires. A fee of £30 will apply for any galleries that need to be extended or re-uploaded beyond the initial viewing period.

Any screen recording, copying, screenshots or any other method of capturing images from your online viewing is prohibited and is a violation of copyright. Anyone found to have screenshot or otherwise copy any photograph(s) from their online viewing will be billed at our full rate of £349 for all digital images. Online viewing images will be watermarked during the viewing process. The watermark is not present for any images purchased.

It is the customers’ responsibility to make sure that any images chosen during the viewing are the correct images they wish to purchase. We are not responsible for customers changing their minds or for any errors in choice during an online viewing.

Any purchases must be made within the initial online viewing period. We do not offer the option for payment plans etc. All sales must be paid for in full at the time of the viewing. Payment at a later date is not available.

Digital images cannot be refunded. All sales of digital images are final. Once a digital image has been sent to a customer, it cannot be refunded or changed. This does not affect your statutory rights.

You can purchase additional images as digital files. We offer prints etc but these are only available to any image you purchase as a digital file first. Printed orders cannot be made for images that you are not purchasing.

A USB option is available at an additional cost, as well as prints etc of any digital image(s) you select and pay for. These optional extras are only available for the digital images you purchase (or those that are included in your package price). See our portrait pricing for details. The USB option will only contain the digital image(s) chosen / paid for by the customer within their selected pricing package.

The option to purchase your chosen image(s) in black and white is available at an additional cost of £35 to convert all of your final chosen images into black and white. Images will be provided in colour as standard.

We archive a copy of your final images and will attempt to keep them safe. However, we cannot guarantee their availability in the future. You can purchase additional images at a later date by booking a second online viewing (£30). Archived images are not editable and are only available as they appeared when archived.

Our pricing may be updated periodically. You will be charged the current price at the time of your appointment for any products or services. Our current pricing is available on our website.

If you select the standard portrait package (1 digital image + online viewing), you can upgrade to the ‘all the images’ package at the time of your photoshoot, if you wish, and pay the difference. If you want to purchase all the digital images once you have seen your online viewing, this is available, but at a different cost to the advertised ‘all the images’ package pricing shown at your photoshoot appointment. Customers agree that they are bound by the package pricing they select and pay for at their appointment. Additional images, if desired, will be charged at the rate advertised for the package booked.

Any special arrangements or requests must be made and agreed upon by West 70 Photography in advance of your photoshoot. We may be unable to accommodate any requests made at a photoshoot appointment, so please discuss any specific requests ahead of time. This includes, but is not limited to, photographs/inspiration for your photoshoot. Any such images must be shown to us prior to making your booking, so we can confirm if it’s possible to accommodate your request. We are not bound to honour any requests made at the time of the photoshoot appointment – but we will always try to accommodate any requests whenever possible. Any requests that fall outside the scope of what we offer may result in your appointment being cancelled.

While we will make efforts to accommodate requests, the final artistic and creative decisions rest with the photographer.

If purchasing all the final images upfront, we cannot guarantee how many images will be included. Typically, this will normally exceed fifty (50) images. We cannot guarantee which and how many images there will be due to a number of variables including the willingness / co-operation / participation of members of the customer’s party. We always aim to provide as many images as possible. By selecting the package that includes all the images, you agree that we will make some decisions on your behalf and provide all useable images to you.

All photographs provided to the customer (either in a viewing or as part of the ‘all images’ package) will be edited and presented ready for use. Standard editing includes colour correction, basic retouching, skin softening etc. If a customer requires further editing to an image, this will be subject to additional fees (and is subject to availability). Customers that require advanced retouching/photoshop work will be subject to additional fees (per image).

All customers will be booked on to our standard portrait photography by default. We do also offer a premium portrait photogtaphy but this must be booked specifically and is only available by prior arrangement.

Any information shared with West 70 Photography (including your contact information) will be kept strictly confidential and not shared with any third parties. Customer data is handled, stored, and protected in compliance with data protection laws.

West 70 Photography shall not be liable for any amount over the total fee paid by the customer. Neither party shall be liable for indirect or consequential loss. This includes technical fault, theft or other matters out of the control of the photographer. In the unlikely event of total or part photographic failure, injury or sickness beyond the photographer’s control, the liability of the photographer and West 70 Photography shall be limited to a full refund of all monies paid.

The customer accepts responsibility for all attendees at their appointment and their actions – this includes extremes such as theft or damage to the photographer and their property. Physical or verbal abuse (actual or perceived) will result in immediate termination of coverage at the discretion of the attending staff. West 70 Photography shall be entitled to retain all monies paid in such a circumstance. West 70 Photography maintains a safe work environment at all times and complies with all health and safety laws, directives and rules and regulations. Thus, we reserve the right to discontinue service in the event unsafe conditions arise. West 70 Photography has public liability insurance for its staff.

Your images may be used by West 70 Photography for promotional use with the following conditions. As part of your booking, we will ask for your permission to use images from your booking for promotional use. You have the right to decline this request. Declining promotional use will mean that West 70 Photography will not use any images from your photoshoot in any promotional manner. We are very careful and respectful of how and where any images are used. Whenever possible, we would request that images are allowed for promotional use as this helps our business grow and share our work. The customer assigns and grants West 70 Photography and its representatives the irrevocable and unrestricted right to use and publish photographs of the customer and their guests / event or in which the customer may be included, for editorial, trade, advertising or any other purpose and in any manner and medium. The customer hereby releases West 70 Photography and its representatives from all claims and liability relating to said photographs. It is agreed that West 70 Photography may display and use the photographs taken for, but are not limited to, advertising, display, website and internet promotion and any other use thought proper by West 70 Photography. We respect our customers’ right to privacy, which means this can be opted out of as part of the booking (you will be asked about privacy options prior to your event, as standard).

The performance of this contract is subject to alteration or cancellation due to a Force Majeure event. West 70 Photography will not be liable or responsible to the customer, nor be deemed to have defaulted or breached this contract, for any failure or delay in fulfilling or performing any term of this contract when such failure or delay is caused by or results from acts beyond West 70 Photography’s control. This is including (but not limited to) the following force majeure events: (a) acts of god; (b) a natural disaster (fires, explosions, earthquakes, hurricane, flooding, storms, explosions, infestations), epidemic, or pandemic; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law; (e) actions, embargoes or blockades in effect on or after the date of this agreement; (f) action by any governmental authority; (g) national or regional emergency; (h) strikes, labour stoppages or slowdowns or other industrial disturbances; and (i) shortage of adequate power or transportation facilities.

Additional terms may be defined on your booking form or by West 70 Photography at any time.