Terms & Conditions

Please find my Terms and Conditions below.

'I', 'me' and 'my' refers to Linda Woodard. 

I will only take photographs of under 16s with their parents/guardian present. 

I ask for a form to be signed for each session. This covers consent for use of images and ensures that I comply with GDPR.

I grant permission for personal/business use (whichever applies) of the digital images which you have purchased (personal use means any use that is personal and not for profit; business use means use to promote/sell your products but not to sell the image itself). In any case you do not have permission to alter the image. I retain the copyright of all the images I have taken unless a separate contract has been drawn up and signed.

You may not screen shoot or download images which you have not purchased. I grant permission for you to share any posts from my Facebook page, or Instagram account, as they are, but not to save the images and create you own post. If there is a particular image which you would like to use for your profile picture etc, please contact me and it will count as one of your chosen images.

I ask for full payment in advance for any 'mini-sessions' as well as 30 minute studio sessions at time of booking, these payments are non-refundable. 

I ask for part-payment of £50 for any longer sessions at the time of booking. These are payments are non-refundable.

With regards to non-refundable payments above; should you not be able to attend the session due to anyone being ill, I am happy to reschedule the session as long as you give me a minimum of 6 hours' notice. During busy times, such as November/December the rescheduled session may need to take place after this period. I always try to be as accommodating as my schedule allows. There are also times where the weather isn't suitable for outdoor sessions, again, we can reschedule those sessions.

Mini sessions are suitable for up to 2 adults and 3 children, unless otherwise stated. They are not suitable for newborn babies. Children who are not yet able to sit unaided will need to be held by a parent or older sibling. Only limited props are available during a mini session, and only one backdrop used when indoors. 
Outdoor mini sessions (usually priced at £59) are to be held within 15 minute's drive from Pound Hill, unless specific location has been given. 

If you are late for your appointment I will try to accommodate you, but this is not always possible if I have an appointment following on from yours. 

Any bookings for newborn sessions are of course flexible due to the nature of the session, with any other bookings changes to the date/time is down to my discretion and in any case requires 4 weeks notice.

I aim to have the rough edit of your photos completed within 2 weeks of the session.

I ask that you select your photos within 3 weeks. I reserve the right to close your gallery after 4 weeks, should you ask for me to reopen it then there is a £15 admin fee to do this.

Once you have chosen your photos I aim to have the final edit done within a week.

Once your final gallery has been provided you have 2 months to download the images. After this the gallery will be closed to save up space on the server and for me to put images into long term storage, where appropriate. Should you wish for me to open the gallery again then there is a £15 admin fee to do this.

Should the price of my sessions increase from the time you made your booking, then I will keep the price as it was when you made your part-payment.

Removal of a bruise or scratch is included in the fee. Any additional editing such as removing of braces, head swapping etc start at £10 per image.

I can not be held responsible for the quality of printing of your digital images, unless you ask me to print them for you as a separate service. If you are planning to print them in a particular size please let me know and I can edit them accordingly. Although I am happy to offer advise, you must bring up any issues with the printing company.

It is your responsibility to look after your children during any session. I can not be held responsible for any damage to clothing during your session. 

It is your responsibility to take all your possessions with you when you leave my studio, however, I will of course let you know of anything I find left behind.

I do not have 'sale' periods but I do offer 10% off the session fee for any client returning within a year, providing they book a session of 1 hour or longer.

Headshots for £1 on January 16th 2021

I am offering a 15 minute session including 2 digital images, first come first served, for 10 sessions on this date.

- Session is for this date only (unless it needs to be changed due to new government guidelines/covid)

- Session is to take place in my studio

- Session is for past clients only, ie you must have had a previous paid for session with me.

- Session is only for people who have been made redundant during 2021 and are currently looking for work, or their small business has suffered due to Covid.

- Once the sessions are gone - they're gone.

The aim of this event it to support my clients who may have lost a main part of their family income to get them back on their feet. 

I have full discretion as to make the decision if someone is eligible or not.

Black Friday promotion 27/11/2020 until midnight 29/11/2020
I will donate 10% from any new sales made during this time to Remember My Baby. This includes 10% from any part-payments from new bookings, 10% from any sales of gift certificate and 10% from any print sales. Returning clients will still receive their 10% off the fees when they return for a session of an hour or longer, within a year.

Capturing Lockdown
Once our Government has relaxed rules around Lockdown, and we can safely move around more freely, I will be taking photographs of residents of Crawley on their doorsteps. Should they live in a flat, then the main entrance to the building would be the location.

The photographs will be taken in a documentary style so I will not provide guidance on clothing (to make it authentic), but will assist with composition to ensure the capture works well visually. The aim is to take one image as the group is and one with items personal to their lockdown such as keyworker's clothing, part of games, cookery books etc.

Each photo is to be of the family of that household only, unless someone was visiting at the time of lockdown and stayed there as a result. The images are taken on the understanding that I reserve the right to use them as I wish, both for my portfolio and profitable use. They may be used for sale by me as stock images, in a published book, on my website, in social media or on public view in print, this list is not exhaustive.

The participants will in exchange be provided with one digital image as a keepsake, however, this is for personal use only and copyright remains with me. Should the participants wish to keep additional digital images, then these can be provided at £9 each. I will be using families surnames/last names, and area, with the images, such as 'The Smiths in Pound Hill', unless otherwise specified.
I will endeavour to capture each family which has applied, however, I can not be held responsible should I not be able to do this.
General T'c and C's as well as GDPR apply too.

COVID-19 additional procedures.

My studio is currently closed in line with Government Guidelines.

As government guidelines are constantly changing I will confirm with you prior to each type of session what measures are taken to minimise risks to both my clients and me. I will provide a consent form, via email, prior to the session to address what we need to be mindful of. It is important that you read through this and commit to this agreement , even if you are not in a position to print it. 
Once we open up again, the procedure for studio sessions is likely to be:

  • Both parties must inform the other if they, or anyone in their household, are showing/have showed any signs of COVID-19, such as a high temperature and/or a persistent cough, within the last 10 days leading up to the session. In which case the session will be postponed.

  • Both parties must inform the other if they, or anyone in their household, are showing/have showed any signs of COVID-19, such as a high temperature and/or a persistent cough, within 14 days AFTER the session.

  • I ask that everyone practises socially distancing throughout the session and parents must ensure that any children stay within the marked out area of the studio.

  • I provide 70% alcohol hand sanitiser and ask that it is used before entering the studio.

  • The studio is in my conservatory and it, along with any props, will be cleaned as per my usual practices but with a second clean using alcohol wipes and/or a disinfecting fogger.

  • I use a separate entrance to my clients to minimise our paths crossing.

  • I ask that anyone above the age of 11, who is not medically exempt, wears a mask whilst inside the studio.

  • I wear a mask throughout studio sessions.

  • I wash my hands and use hand sanitiser throughout the session. I also have access to gloves should it be required.

  • I operate track and trace. You can either scan my QR code, displayed by the door, or provide me with a phone number and email address for this purpose. Should I need to contact track and trace, and your visit is in the risk period, then these details may be passed on to them.

Gift Certificates

  • Must have an authorisation signature to be valid.

  • Must be used before the 'valid until' date.

  • Can not be exchanged for cash.

  • Outdoor sessions are to take place within Crawley.

  • Can only be redeemed within government guidelines.

Facebook 'top fan' give way - T's & C's (suspended during COVID-19)
Every other week I will give away a £10 credit to a top fan. Although the person is initially selected randomly, I have full discretion as to who receives the credit.

The credit must be used by the selected person and can not be transferred.

The credit can not be exchanged for cash.

The credit will be applied on the final payment of any session, which must be booked in the usual way.

I have the right to end this promotion at any time.

Up to two £10 credits can be redeemed per booked session and can only be used on sessions of 30 minutes or longer.

Crawley, West Sussex, UK  |  woodardphotography@outlook.com  |  07712 461 780

© 2017 by Linda Woodard

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