SophieTC.Photography Terms and Conditions of Contract 2020

It is agreed that the following terms set out the total agreement made between the parties and that no variation or modification of this contract shall be effective unless agreed by both parties in writing via email.

Booking & Booking Fee

The Booking fee secures the time and services of SophieTC Photography as the primary photographer for the wedding and is non-refundable and non-transferable in the event of cancellation. The booking fee needs to be paid within 15 working days of the confirmation of appointment of SophieTC Photography. Receipt of the booking fee assumes agreement of these Terms and Conditions of Contract. You will have been supplied a copy of these terms and conditions either as a paper copy and/ or digitally. Payment of the booking fee will be considered as proof of your acceptance of these terms and conditions if a signed copy is not returned.  If you are booking the services of SophieTC Photography through a third party, for example; a wedding planner, payment of the booking fee will be taken as proof of your acceptance of these terms and conditions and considered proof that you have received and agreed to these terms and conditions. If the photography is a gift and the original payer of this gift is unable to pay the balance the responsibility transfers to the Wedding Couple and you are responsible for the balance payment.

Cancellation

The Client may cancel this contract at any time by giving written notice to SophieTC Photography but in doing so shall forfeit any monies so far paid unless within the 14-day cancellation or ‘cooling off’ period which commences on the date the booking has been accepted/confirmed by SophieTC Photography.  If you have paid the Booking Fee online you will receive your Booking Fee minus any charges incurred through the online transaction. Cancellation or postponement within 16 weeks or less of the wedding date will result in the payment in full.  All cancellations must be made in writing via the email address info@sophietc.photography. Weddings that are postponed to a later date will retain the fee provided that SophieTC Photography can re-schedule for the new date and time. It is essential to inform SophieTC Photography as soon as possible of any changes of venue, times, or contact details etc in writing. Any alterations made to the booking by the Clients once details have been confirmed may only be made at the discretion of SophieTC Photography. If unable to accommodate alternative arrangements (such as the change of ceremony date or venue) SophieTC Photography is not liable to compensate the client(s) in any way whatsoever.

Payments

Following payment of the non-refundable booking fee, the balance of fees due is to be paid one calendar month prior to the wedding.  No photographs will be delivered until all payments due have been paid in full.  Payment for additional images and services to be made in advance/when requested.  All payments must be by online transfer, or through the online payments website. A receipt will be issued for all fee payments. You are welcome to pay your balance in advance of the due date and accept that all fees including the balance when paid are non-refundable. It is recommended that you take out wedding insurance should the unthinkable happen.

Re-orders and Product orders

All reorders shall be treated as an extension of this contract and no responsibility for error will be accepted unless orders are given in writing.  Product orders including but not limited to Photographic Prints, Albums, wall art, etc are payable in advance and non refundable under any circumstance.

Additional costs & Overseas weddings

Overnight stays: if the photographer(s) is required to stay overnight a minimum cost of £150 per photographer per night will be levied. This cost will include all accommodation and subsistence. An overnight stay charge will be levied if the location is more than a 1½ hour drive or 60 miles from GL10 3HT. 

It is the responsibility of the Bride and Groom to confirm the photographers schedule with that of the venue and confirm that they match each other. Additional hours over and above the agreed contracted hours are charged at £50 per hour or part hour inclusive. If your wedding runs over the agreed time you agree to this additional amount being invoiced and payment made prior to photographs being delivered.  You agree to provide a hot meal for the photographer(s) if they are required to stay whilst you and your guests are eating and unlimited soft drinks upon request. A hot meal is either a bar meal of the photographer(s) choosing or a minimum of two courses if the photographer(s) is/are having the same food as you. It is your responsibility to inform the venue/caterers of this and you agree that SophieTC Photography will bill you and that you will pay for a suitable bar meal or similar if you have not briefed your venue/caterers of this.

Overseas weddings: we are delighted to cover overseas weddings and will provide an additional estimate for overseas travel and accommodation if required. It is the responsibility of the Client booking SophieTC Photography to ensure that all the relevant visas/paperwork for the photographer are obtained prior to the photographer leaving the UK.  Without the relevant paper work to ensure safe passage to and from and during the overseas wedding SophieTC Photography reserves the right not to travel if it is felt that the personal safety of the photographer(s) is not guaranteed at all times and you will be charged for time spent up until that point. Please also refer to the Cancellation Clause.  

Display

SophieTC Photography may display and use photographs included in this contract for promotional purposes online (websites), on social media sites for SophieTC Photography. Within portfolios, literature, display areas, exhibitions, competitions, advertising, and slide shows including those for the venues/locations worked at. If you do not wish this to be the case a ‘buyout fee’ is negotiable. Please ask for details.

Images, Image Reproduction, & Delivery

All image sizes are nominal and supplied in a jpeg format. SophieTC Photography will provide a pleasing colour balance but cannot guarantee exact colour matching owing to anomalous reflectance caused by a combination of certain dyes and materials especially man-made fibres. It is sometimes impossible to record digitally the exact colour as seen by the human eye. A good balance of colour and black and white images will be provided unless the Client expresses in writing a preference for a different balance. SophieTC Photography’s decision over all editing decisions is final.  When processing images, the Photographer will endeavour to achieve a pleasing overall colour balance based on natural flesh tones. It is understood that some colours may not remain consistent throughout a set of photographs owing to variations in lighting conditions. This also applies to glare created by spectacles in certain lights and glasses lens colour changes in react to light spectacles and therefore it is the responsibility of the wearer to either remove the spectacles or accept the results. It is also understood that all photographic printing is undertaken within the technical limitations of the process and that colour may not be identical over the whole range within a subject.  The colour balance of prints made at different times or in varying sizes may also be variable.  Image size outputs are generally at 10×8 or 7×5 unless a wider panoramic image. When ordering images please be aware that images maybe cropped from the original to provide the specified size ie from an 10×8 to a 7×5.  Due to the limitations of computer monitors it is understood that images may appear differently according to the specification of each monitor and that prints will not match images rendered on any particular computer monitor.  Images are not processed for wide screen televisions or monitors. SophieTC Photography aims to deliver your digital Wedding Story within approximately 4-6 weeks of your wedding date. There may be occasions when this is not achievable due to unexpectedly higher volumes of work and on such occasions, you will be advised of a revised and timely delivery date.

Copyright/Digital Files

All images or copies of images under this contract whether stored digitally or otherwise and any computer program including any source or object code, computer files or printed documentation relating to such images are protected by the Copyright and Design Act 1988.  The 1988 Copyright Act assigns the copyright of the images to the photographer. It is contrary to the Act, and therefore illegal, to copy these images, or allow them to be copied, by any means photographic, by computer, internet or otherwise, by any person or machine other than by the photographer or his appointed agents.  SophieTC Photography retains the entire copyright in the Photographs and Works at all times, throughout the World and where reproduction of Works has taken place and settlement has not been made, the Photographer will make such charges to the publisher of those images as falls within the Copyright, Designs and Patents Act 1988.  If the wedding photography package you choose with SophieTC Photography provides you with the option to reproduce and print for personal use only, the relevant paperwork will be supplied to enable you to print out your images as required. Note: photographic stores will require this before printing your photographs.  If your other wedding suppliers would like images covered under this contract this is deemed as commercial use online or offline and permission must be obtained from SophieTC Photography prior to usage/publication.  Alterations to images ie cropping, adding filters, etc are not permitted.  All digital files regardless of where they are stored remain the property of SophieTC Photography.

Artistic License

SophieTC Photography shall be granted artistic license in relation to the poses photographed and the locations used.  SophieTC Photography’s judgment regarding the locations/poses/colouration and number of images taken shall be deemed correct. Due to the vagaries of the weather and the willingness of subjects it may not be possible to capture all the images requested.  For bookings involving a church ceremony or at certain other venues, 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. SophieTC Photography cannot accept responsibility for limited coverage in such cases.  Whilst SophieTC Photography shall endeavour to fulfil all the Clients´ requirements, SophieTC Photography cannot be held responsible for non-availability of subjects or adverse conditions which may delay the progress of proceedings, preventing the coverage of certain specified shots.

Force majeure or Act of God

The due performance of this contract is subject to alteration or cancellation by either party owing to any cause beyond their control. This includes weather conditions and travel delays including but not limited to flights, trains, and road closures.

Requested Photographs/Blinking

SophieTC Photography cannot be held responsible for lack of coverage caused by any member of the wedding party not being on time, or by Church, Register Office or Licensed Place imposing photography restrictions.  Should the photographer notice that a member of the wedding party or guest has been seen to blink, the photograph will be taken again but it is impossible to guarantee to see all of them.  We strive to honour all photographs requested and agreed in advance. We will ask you for your list of essential group photographs and will not deviate from this list unless asked otherwise on the day. We cannot be held responsible for missed photographs due to weather, venue, other wedding supplier, client, or guest disturbances although all efforts will be taken to provide the agreed coverage.

Attendance & Limitation of Liability

In the unlikely event of SophieTC Photography not being unable to attend your wedding due to unforeseen circumstances, we reserve the right to appoint another professional photographer to attend your wedding on her behalf to undertake the wedding photography to his/her best ability.  In the unlikely event of a total photographic failure or cancellation of this contract 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 contract.  Neither party shall be liable for indirect or consequential loss.

Conduct & Safety

The SophieTC Photography Team/Photographer(s) will not tolerate verbal or physically abusive behaviour under any circumstances. If the Client is unable to control the conduct of attendees, resulting in what the Photographer(s) feels to be an unacceptable degree of misconduct, or if any such conduct injures or damages the equipment of the Photographer(s), it will result in the immediate departure of the Photographer(s).  The Photographer(s) will not share their time or compete with other photographers or guests for the attention of the subjects. Uncontrolled conduct by any person that interferes with the photographer(s) may seriously affect the quality of images recorded or increase the number of times they must be retaken.  The Client understands that no refund will be granted and claims for damage or injury from the SophieTC Photographer are likely to be the result.

Complaints

In the unlikely event of a complaint, this should first be raised by the Client with SophieTC Photography immediately during the photography viewing in person.  In the unlikely event of an unresolved complaint the Client may request the Society of Wedding and Portrait Photographers and/or The Guild of Photographers to mediate but only on the basis that its decision shall be final and binding upon both parties. The contractual relationship between SophieTC Photography and the Client shall be governed by the laws of England.