Terms & Conditions
Charlotte Gaymer Photography
Terms & Conditions
Effective Date: March 2022
By booking a photography session with Charlotte Gaymer Photography, you agree to the following Terms & Conditions. These terms are designed to protect both the client and the photographer and ensure every session runs smoothly.
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1. Definitions
Throughout these Terms & Conditions:
- “The Photographer” refers to Charlotte Gaymer Photography.
- “The Client” refers to the person making the booking.
- “Session” refers to any photography service provided including but not limited to newborn, maternity, family, sitter, cake smash, mini sessions and wedding photography.
- “Images” refers to all photographs taken during the session.
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2. Booking Your Session
A booking is only confirmed once:
- The booking fee has been received.
- A confirmation has been sent by Charlotte Gaymer Photography.
No date will be reserved without payment.
Bookings are accepted on a first come, first served basis.
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3. Payments
The booking fee secures your chosen date and time.
Unless otherwise agreed:
- Booking fees are non-refundable.
- The remaining balance must be paid one week before your session.
Failure to pay may result in cancellation of your booking.
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4. Cancellation & Refunds
Please refer to the separate Refund & Cancellation Policy.
Booking fees secure your appointment and compensate for preparation, administration and the photographer reserving time exclusively for your booking.
Charlotte Gaymer Photography reserves the right to retain booking fees in accordance with the Refund & Cancellation Policy.
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5. Rescheduling
Requests to reschedule are considered on an individual basis.
Rescheduling is not guaranteed and depends entirely on availability.
Charlotte Gaymer Photography reserves the right to decline requests where sufficient notice has not been given or where repeated changes are requested.
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6. Late Arrival
Clients are expected to arrive at their scheduled time.
Late arrival will reduce the length of your session.
If you arrive more than 20 minutes late, Charlotte Gaymer Photography reserves the right to cancel the session if there is insufficient time remaining.
Late arrivals do not qualify for refunds or additional time.
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7. Failure to Attend
Failure to attend a booked session without prior agreement will be treated as a cancellation.
No refund or credit will be offered.
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8. Health & Illness
The health and safety of clients, newborns and families is extremely important.
Clients must inform Charlotte Gaymer Photography before the session if anyone attending has:
- Sickness or diarrhoea
- Flu or Covid symptoms
- Chickenpox
- Hand, Foot & Mouth Disease
- Scarlet Fever
- Conjunctivitis
- Any contagious illness
Sessions may be postponed at the photographer’s discretion to protect other clients.
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9. Newborn Photography
The safety of your baby is always the highest priority.
Charlotte Gaymer Photography will never force a pose that causes discomfort or distress.
Some newborn poses displayed within the portfolio may be created using composite editing techniques to ensure your baby’s safety.
Parents or guardians must remain present throughout the session.
The photographer reserves the right to stop any pose or prop setup if it is considered unsafe.
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10. Children
Parents or legal guardians remain responsible for supervising their children at all times.
Charlotte Gaymer Photography cannot accept responsibility for accidents, injuries or damage caused by unsupervised children.
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11. Maternity Sessions
Clients confirm they are medically fit to participate.
Any pregnancy complications or medical advice restricting activity must be disclosed before the session.
The photographer may refuse poses considered unsafe.
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12. Cake Smash Sessions
Parents must notify Charlotte Gaymer Photography of any allergies or dietary requirements before the session.
Where cakes are supplied by Charlotte Gaymer Photography or a third-party baker, every reasonable effort is made to provide accurate ingredient information; however, an allergen-free environment cannot be guaranteed.
Parents remain responsible for deciding whether the cake is suitable for their child.
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13. Outdoor Sessions
Outdoor sessions are dependent on weather conditions.
Charlotte Gaymer Photography reserves the right to postpone sessions due to:
- Heavy rain
- High winds
- Extreme temperatures
- Storm warnings
- Unsafe ground conditions
Alternative dates will be offered where possible.
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14. Weddings
Wedding bookings require a signed agreement and booking fee.
The photographer will use every reasonable effort to capture requested moments but cannot guarantee specific photographs where circumstances are outside their control.
Examples include:
- Venue restrictions
- Weather
- Late running schedules
- Guests preventing photographs
- Religious restrictions
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15. Creative Style
Clients acknowledge they are booking Charlotte Gaymer Photography based upon the photographer’s portfolio and editing style.
Editing requests that fall outside the photographer’s normal style may be declined.
RAW (unedited) files will never be supplied.
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16. Image Selection
Charlotte Gaymer Photography alone selects which images are presented in the final gallery.
Duplicate photographs, test shots, blinking images, heavily blurred photographs and unflattering expressions will not be included.
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17. Image Editing
Standard editing includes colour correction, exposure adjustments and artistic retouching in keeping with Charlotte Gaymer Photography’s style.
Additional extensive editing requested after gallery delivery may incur additional charges.
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18. Delivery
Gallery delivery times are estimates and may vary depending on workload and seasonal demand.
Clients will be notified if significant delays occur.
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19. Image Storage
Final galleries will remain available for download for the period stated within the gallery.
Clients are responsible for downloading and safely backing up their photographs.
Charlotte Gaymer Photography cannot guarantee permanent storage after delivery.
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20. Copyright
Under the Copyright, Designs and Patents Act 1988, all copyright remains with Charlotte Gaymer Photography.
Clients receive a personal licence to print and share their purchased photographs.
Images may not be:
- Sold
- Entered into competitions
- Submitted to publications
- Used commercially
without written permission.
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21. Social Media
Clients are welcome to share purchased images online.
Images must not be heavily edited, filtered or altered.
Credit to Charlotte Gaymer Photography is always appreciated.
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22. Portfolio Use
Unless otherwise agreed in writing, Charlotte Gaymer Photography may use images for:
- Website portfolio
- Printed marketing
- Advertising
- Competitions
- Professional awards
Clients may request in writing that images remain private before their session.
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23. Equipment Failure
Whilst every reasonable precaution is taken, in the unlikely event of complete equipment failure, theft or corruption of digital files beyond the photographer’s control, liability is limited to the amount paid by the client.
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24. Behaviour
Charlotte Gaymer Photography reserves the right to end a session immediately if any person behaves in an abusive, threatening, aggressive or inappropriate manner.
No refund will be given.
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25. Force Majeure
Charlotte Gaymer Photography shall not be liable for delays or cancellations caused by events outside reasonable control including but not limited to:
- Severe weather
- Flooding
- Fire
- Illness
- Bereavement
- Government restrictions
- Acts of God
- Transport disruption
Where possible, an alternative date will be offered.
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26. Complaints
Any concerns should be raised in writing within 14 days of receiving your gallery.
Charlotte Gaymer Photography aims to resolve all complaints fairly and promptly.
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27. Changes to These Terms
Charlotte Gaymer Photography reserves the right to update these Terms & Conditions at any time.
The version in force at the date of booking will apply.
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28. Governing Law
These Terms & Conditions shall be governed by the laws of England and Wales.
Refund & Cancellation Policy
When you book a photography session with Charlotte Gaymer Photography, you are reserving a dedicated date and time that is exclusively held for you. Once your booking has been confirmed, that appointment is removed from availability and preparations begin immediately.
All booking fees and payments made to Charlotte Gaymer Photography are non-refundable. This applies if you choose to cancel, do not attend your session, arrive too late for the session to go ahead, or are unable to attend due to illness, childcare issues, work commitments, travel disruption, weather, or any other personal circumstance.
Photography sessions involve significant preparation and costs before the session takes place. This includes, but is not limited to, purchasing props, outfits and accessories, planning and preparing the session, reserving studio or location time, administration, editing schedules, and turning away other potential bookings for the reserved time slot. As these costs and commitments are incurred in advance, refunds cannot be offered.
Mini Sessions
Mini sessions are offered on specific dates and operate on a strict schedule. Due to the limited number of spaces available and the preparation involved for each session, mini session bookings are strictly non-refundable and non-transferable. Cancellations made at short notice are unlikely to be filled, and therefore no refund or credit will be given unless Charlotte Gaymer Photography agrees otherwise at its sole discretion.
Rescheduling
Requests to reschedule are considered on a case-by-case basis and are entirely at the discretion of Charlotte Gaymer Photography. While every effort will be made to accommodate genuine unforeseen circumstances where possible, rescheduling cannot be guaranteed and may be subject to availability and additional charges.
Failure to Attend
If you fail to attend your scheduled session without prior agreement, or arrive so late that the session cannot reasonably proceed, your booking will be treated as a cancellation and all monies paid will be forfeited.
Exceptional Circumstances
In exceptional circumstances, Charlotte Gaymer Photography may, entirely at its discretion, choose to offer a transfer of your booking, a credit towards a future session, or an alternative solution. This is a gesture of goodwill only and does not create an obligation to offer the same arrangement in future cases.
Cancellation by Charlotte Gaymer Photography
If Charlotte Gaymer Photography is unable to provide your session due to illness, emergency, severe weather affecting safety, or other circumstances beyond reasonable control, every effort will be made to rearrange your session. If a suitable alternative date cannot be agreed, you will be entitled to a full refund of any monies paid for the session.
Nothing in these Terms & Conditions affects your statutory rights under applicable UK consumer law.Enter a Heading
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