1. What your photography package includes
Renata Clarke Portraits offers clearly priced photography packages that include both the session and a defined number of professionally finished digital images.
Depending on the package selected, your booking may include:
- A video planning or strategy consultation
- Preparation and clothing guidance
- A defined period of guided photography
- Photography at an agreed location or at the Photographer’s premises
- Professional lighting and selected backdrops where appropriate
- An assisted image review and selection appointment
- The number of professionally retouched digital images stated in the package
- High-resolution and web-ready versions of the selected images
- The usage licence stated in the package description
The duration, number of images and specific inclusions vary between the Professional Headshot Session, Personal Brand Essentials, Brand Story Session and Signature Portrait Commission. The package description and booking confirmation issued at the time of purchase form part of this agreement.
Additional images, fine art folio boxes, prints and wall art are optional and are not required as part of the session.
2. Booking and payment
A session is confirmed only after the required payment has been received and written booking confirmation has been issued. Unless a separate payment arrangement has been agreed in writing, the package price is payable at the time of booking.
Additional images and printed products must be paid for before retouching, production or delivery begins. Where a payment plan has been agreed, no digital images or physical products will be released until the agreed payment has been completed.
Session packages should normally be booked and completed within 12 months of purchase. Any extension is at the Photographer’s discretion. The package price and inclusions confirmed at the time of purchase will be honoured for the agreed booking.
3. Booking Review, Cancellations, Refunds and Rescheduling
Most clients contact Renata Clarke Portraits before booking and receive an electronic invoice or secure payment link. Clients may also purchase a session directly through the online store. Following payment, the Photographer will contact the Client to confirm the purpose of the session, package inclusions, intended location, practical requirements and suitable dates.
If a Client has booked the wrong package, misunderstood what is included or purchased a service that is not suitable for their needs, they should contact the Photographer as soon as possible. Where no session date has been firmly reserved and no substantial consultation, preparation or other work has begun, the Photographer will normally offer a full refund or help the Client transfer to a more appropriate package.
Consumer cancellation rights
Clients booking as private consumers by website, email, telephone, invoice or payment link will normally have the right to cancel within 14 days, beginning the day after the contract is made.
If the Client asks the Photographer to begin consultation, planning or preparation during that 14-day period, the Client may be charged a reasonable amount for the work completed before cancellation. If the contracted service is fully performed within the cancellation period at the Client’s express request, the statutory right to cancel may end once the service has been completed. Nothing in this policy limits the Client’s statutory rights.
Cancellation after the 14-day period
Cancellation must be made in writing by email. Where a Client cancels after the statutory cancellation period, any refund will be calculated after deducting:
- Consultation, planning and preparation already completed
- Non-refundable expenses incurred specifically for the booking
- Venue, permit, travel or supplier costs already committed
- Any reasonable loss arising from a session date that had been reserved and could not be filled by another client
Advance payments will not automatically be retained in full. Any amount deducted will reflect the Photographer’s reasonable costs and losses directly resulting from the cancellation. If the date is successfully booked by another client, this will be taken into account when calculating the refund. Consumer cancellation charges must be reasonable and reflect genuine losses rather than operate as a penalty. Businesses are generally expected to reduce their losses where reasonably possible.
Rescheduling by the Client
One request to transfer the booking to another date will normally be accommodated without charge when at least seven days’ notice is provided. Requests made fewer than seven days before the session may incur a reasonable rescheduling fee, normally £50, where additional administration, preparation or loss of the reserved date has arisen. A second rescheduling request may also incur a £50 fee.
Where a Client requests a new date fewer than 48 hours before the session, or does not attend without notice, the Photographer may require an additional booking payment before reserving another date. The amount will be based on the work already completed and any reasonable loss associated with the missed appointment.
Illness, bereavement, emergencies and other exceptional circumstances will be considered individually.
Weather and unsuitable conditions
Outdoor sessions may be rescheduled without charge where the Photographer determines that the weather or environmental conditions would compromise safety, equipment or the expected quality of the photographs. A Client’s preference for different weather, after the Photographer has confirmed that the session can safely and appropriately proceed, will be treated as a Client-requested reschedule.
Cancellation or rescheduling by the Photographer
If the Photographer must cancel because of illness, emergency, unsafe conditions or circumstances beyond reasonable control, the Client will be offered an alternative date. Where a suitable replacement date cannot reasonably be agreed, the Client will receive a refund for services not provided.
Business and corporate bookings
The statutory 14-day consumer cancellation period does not generally apply where a service is purchased wholly for business purposes. Custom corporate, team and agency bookings will be governed by the cancellation terms stated in the relevant quotation, invoice or commercial agreement.
4. Session locations
Most sessions take place on location. This may include the Client’s workplace, home, an outdoor setting, a hired venue or another agreed location.
Selected sessions may also take place at the Photographer’s residential premises in Coylton. These premises are available by appointment only and are not operated as a public-access studio.
The Photographer and Client will agree the intended location before the session. The Client must disclose any accessibility requirements, mobility limitations or other practical needs in advance.
When the Client chooses or provides a location, the Client is responsible for:
- Securing permission to photograph there
- Confirming access at the agreed time
- Providing a safe and reasonably tidy working environment
- Confirming the availability of electricity where required
- Advising the Photographer of parking restrictions, access codes or security procedures
- Paying any venue hire, entry or photography permit charges unless otherwise agreed
If the location proves unsuitable because of insufficient space, poor access, safety concerns, restrictions or conditions outside the Photographer’s control, the Photographer may adapt the planned setup or recommend an alternative location.
5. Travel and additional location costs
Travel within 25 miles each way of Coylton, South Ayrshire, is included unless stated otherwise in the package or quotation.
For locations more than 25 miles away, mileage beyond the included 50-mile return journey will be charged at 55p per mile. Distance will normally be calculated using the practical route shown by Google Maps.
For example, if the location is 40 miles from Coylton, the total return journey is 80 miles. The first 50 miles are included and the remaining 30 miles are chargeable.
Parking, tolls, ferries, congestion charges, accommodation, venue hire and other necessary travel costs will be quoted separately where applicable.
For sessions using more than one location, additional travel time and mileage may be charged.
6. On-location setup and access
The Photographer may arrive up to 30 minutes before the scheduled photography time to assess the space and prepare lighting, backdrops or other equipment.
Setup and dismantling time are not normally deducted from the photography time stated in the package unless the quotation says otherwise.
The Client should ensure that the agreed area is accessible and ready before the Photographer arrives. Delays caused by restricted access, unavailable staff, an unprepared space or late arrival may reduce the time available for photography.
Outdoor sessions remain subject to weather and environmental conditions. Where the Photographer determines that conditions would affect safety, equipment or the expected quality of the work, the session may be moved, adapted or rescheduled.
7. Client preparation and cooperation
The Client agrees to provide accurate information about the intended purpose of the photographs and to participate reasonably in planning the session.
The Photographer may provide guidance concerning clothing, styling, location, timing and presentation. The Client remains responsible for their final clothing, grooming and appearance decisions.
Clients do not need to know how to pose. The Photographer will provide direction throughout the session. The outcome will also depend on the Client’s participation, punctuality, preparation and willingness to follow reasonable guidance.
Inspiration images and moodboards are welcome, but they are used as reference points rather than exact templates. The Photographer does not guarantee an identical recreation of another photographer’s work.
8. Business teams and commercial sessions
Corporate, team and larger commercial sessions are quoted individually according to the number of people, location, photography time, required images, production needs and intended usage.
A primary business contact must be appointed to coordinate:
- Scheduling and access
- Team attendance
- Creative approvals
- Image-selection arrangements
- Invoicing and licensing requirements
The Client should allow approximately 10 to 20 minutes per person unless a different schedule has been agreed.
Where participants are late or unavailable during the agreed coverage period, the Photographer cannot guarantee that every planned individual or group photograph will be completed.
The quotation or commercial agreement will confirm the final number of images, delivery timeframe and permitted image usage.
9. Personal photography and recording
Personal cameras, phone photography, screenshots and video recording are not permitted during the session or image-review appointment unless agreed in advance.
This includes photographing the Photographer’s setup, photographing computer screens and copying unfinished proofs.
Behind-the-scenes content may be created where it has been discussed and agreed before the session.
10. Image review and selection
Every individual session includes one assisted image review and selection appointment.
Where practical, the review may take place immediately after the photography. Otherwise, it will normally be arranged by secure video call within 48 hours.
The Client will review the viable photographs from the session. Test images, technical failures, blinks, close duplicates, blurred photographs and images that do not meet the Photographer’s professional standard will not be presented.
The Photographer will help the Client compare expressions, avoid unnecessary repetition and select the strongest combination for the intended purpose.
All people involved in the final purchasing decision should attend the appointment. If the Client is unable to complete the selection and requests a separate additional review appointment, a £50 appointment fee may apply.
Online proof galleries are not provided for individual ordering unless agreed as part of a corporate project.
The Client must not photograph, record, copy or distribute previews or unfinished images.
11. Additional images and products
Each package already includes the number of digital photographs stated in its description.
Additional photographs may be purchased at the current rates presented on the website or during the image-review appointment. There is no obligation to purchase more than the package includes.
Folio boxes, mounted prints and wall art are made to order. Once an order has entered production, changes or cancellation may not be possible.
The Client is responsible for checking image choices, spelling, dimensions, finishes and other order details before approving a product for production.
Statutory rights relating to faulty, damaged or incorrectly supplied products remain unaffected.
12. Delivery times
Selected digital images will normally be professionally retouched and delivered within seven working days of image selection and full payment.
Larger corporate and team projects may require up to 14 working days unless another timeframe is agreed in writing.
Estimated production times for physical products are:
- Fine art folio boxes: up to three weeks
- Additional mounted prints: up to three weeks
- Wall art: approximately three to four weeks
Production and courier delays outside the Photographer’s reasonable control will be communicated to the Client as soon as possible.
Digital files will be provided through a secure online delivery service in high-resolution and web-ready formats.
13. Image storage
Selected and purchased images will normally be retained for one year after delivery.
Unselected images may be permanently deleted 30 days after the image-review appointment.
The Photographer cannot guarantee indefinite storage. Clients are responsible for downloading their files promptly and maintaining suitable backups.
Retrieval of archived files, where still available, may incur an administration fee.
14. Retouching and artistic finish
Only finished, professionally retouched images are supplied.
Raw files and unedited photographs are not available for purchase or delivery because they are unfinished working materials.
Standard retouching may include adjustments to:
- Exposure and colour
- Cropping and composition
- Temporary skin blemishes
- Stray hairs
- Clothing distractions
- Background details
- Overall tone and finish
The Photographer will not automatically alter permanent features, body shape, age, skin texture or other defining characteristics beyond her established finishing style.
Requests for extensive alteration or additional retouching outside the agreed finish may be declined or charged at £50 per hour.
15. Creative control
The Photographer welcomes information about the Client’s aims, audience, visual preferences and intended use of the photographs.
Final decisions concerning lighting, composition, lens choice, posing, image selection and artistic finishing remain with the Photographer.
The Photographer will use professional judgement to create work consistent with her portfolio while adapting the session to the Client’s individuality, purpose and chosen environment.
Personal branding photography is intended to express the Client’s professional identity and presence. It does not guarantee a particular level of engagement, audience growth, commercial success or client acquisition.
16. Copyright and image usage
Copyright remains with Renata Clarke under the Copyright, Designs and Patents Act 1988 unless copyright is expressly assigned in writing.
Signature Portrait Commission images are supplied with a personal-use licence unless commercial usage has been agreed.
Professional headshot and personal branding packages include usage for the Client’s own professional and business communications, as described in the relevant package.
This may include the Client’s:
- Website
- LinkedIn profile
- Social media
- Email marketing
- Business literature
- Press biography
- Professional directories
The Client may not sell, license, materially alter or transfer the images to another person or organisation without written permission.
Large-scale advertising campaigns, product packaging, resale, publication by third parties or other extended commercial uses may require a separate licence.
17. Model release and use by the Photographer
The Client is not automatically required to give permission for the Photographer to publish their images.
A separate model release will be provided where the Photographer wishes to use images in her portfolio, website, social media, advertising, competitions, exhibitions or educational materials.
The Client may specify which images can be used and in what contexts. Refusing promotional permission will not affect the service received.
18. Health and safety
The Client must inform the Photographer before the session of any condition, allergy, pregnancy, disability, injury or physical limitation that may affect the photography or require adjustments.
The Photographer will take reasonable precautions to provide a safe working environment.
Children must remain under the supervision of a responsible adult. Animals may be included only when agreed in advance and must remain under appropriate control.
The Photographer may stop or modify a session where conditions, behaviour or location create a risk to the Client, Photographer, other people or equipment.
19. Concerns about the service
Photography is subjective, but the Photographer will provide the service with reasonable care and skill and in accordance with the agreed package. The Consumer Rights Act requires services supplied to consumers to be performed with reasonable care and skill.
If the Client has a concern about the photography, image finishing or another part of the service, they should contact the Photographer in writing within 14 days of becoming aware of the issue.
The Photographer will review the concern and seek an appropriate resolution. Depending on the circumstances, this may include further editing, replacement of a faulty product, a reshoot or another reasonable remedy.
This replaces the current broad “100% guarantee”, which is difficult to apply consistently and could imply that a free reshoot is available simply because someone changes their mind about their appearance.
20. Privacy and confidentiality
Personal information supplied by the Client will be handled confidentially and used only for managing the enquiry, booking, photography, payment, image delivery and related services.
Information may be shared with trusted service providers only where necessary to fulfil the booking, such as payment processors, delivery platforms, print laboratories and couriers.
Further information is provided in the website Privacy Policy.
21. Insurance and liability
The Photographer maintains appropriate business and public liability insurance.
The Photographer will take reasonable care of the Client’s images and property but cannot be responsible for loss caused by events outside reasonable control.
If technical failure, equipment loss, data corruption or another serious event prevents the Photographer from providing the agreed service, the Photographer may offer a reshoot or refund the amount paid for the affected service.
Nothing in this policy excludes or limits liability or statutory rights where doing so would be unlawful.
22. Complaints
Complaints should be submitted to the Photographer in writing, with sufficient detail to allow the matter to be investigated.
The Photographer will acknowledge the complaint and normally provide a substantive response within 14 days.
The reference to the Guild of Photographers should remain only if you are currently a member and its mediation service is genuinely available to your clients. Otherwise, I would remove it.
23. Governing law and jurisdiction
These terms and any dispute or claim arising from them will be governed by the laws of Scotland.
The courts of Scotland will have jurisdiction, subject to any statutory right a consumer may have to bring proceedings in another applicable part of the United Kingdom.