Terms and Conditions

Rosi Pepper Photography – Terms & Conditions (UK, 2026) Updated as of 10.06.2026

By booking a session with Rosi Pepper Photography, the Client agrees to these Terms & Conditions.

Definitions

For the purpose of these Terms & Conditions, the following definitions apply:

• “We” / “Us” / “Our” refers to Rosi Pepper Photography.

• “Client” refers to the individual or entity booking photography services with us.

• “Shoot” / “Session” means any photography appointment, event, or creative collaboration agreed between the Client and Rosi Pepper Photography — including planning, location setup, image capture, and any related services.

• “Deliverables” refers to the final edited images, video clips, or other agreed media provided to the Client after the Shoot.

• “Agreement” refers to the Terms & Conditions document outlining the contractual relationship between the Client and Rosi Pepper Photography.

• “Fee” means the total amount payable for the photography services as agreed upon prior to the Shoot.

• “Retainer” refers to the non‑refundable initial payment required to secure the Client’s booking and reserve the agreed date and time.

All other terms shall be interpreted according to their plain English meaning unless otherwise stated.

1. Parties to the Agreement

These Terms & Conditions form a legally binding agreement between the Client (“you”) and Rosi Pepper Photography (“we” or “us”), a UK-based photography business operating in accordance with current UK law.

2. Scope of Services

Services provided will be outlined in your booking confirmation, including shoot type, date, time, and location. Any changes must be agreed in writing. We reserve the right to decline services outside the agreed scope.

3. Permits & Access

Where applicable, the Client is responsible for securing location permits unless otherwise agreed. We are not liable for delays or cancellations resulting from lack of access or permissions.

4. Deliverables 

Final images will be delivered via a secure online gallery, professionally edited in line with our signature approach. We focus on preserving the natural beauty and individualityof every client, ensuring each image reflects authenticity and emotional resonance.

Short-term imperfections (such as blemishes or temporary marks) may be retouched at the photographer’s discretion, while permanent features — including birthmarks, freckles, scars, and body shape — will remain unchanged, reflecting our commitment to authenticity and respectful representation.

All packages include one round of minor editing adjustments. Additional revision requests are billed at £50 per hour.

Requests for body modification (e.g. slimming, reshaping, or removal of permanent features) must be discussed and agreed upon at the time of booking and may incur an additional retouching fee per image.

Additional products such as prints and albums may be quoted separately.

5. Turnaround

The standard turnaround time for image delivery is 2–4 weeks from the session date, depending on workload and seasonal volume. However, we aim to deliver within 2 weeksin most cases, as part of our commitment to efficiency and client experience. Clients will be notified promptly should any unexpected delay arise.

Please note - If client approval or input is delayed beyond [X] business days, the delivery deadline will be extended by an equal timeframe.

6. RAW Files & Image Retrieval

Unedited RAW files are not provided as part of any photography package. All final images are professionally edited to reflect the photographer’s artistic vision and brand standard. RAW files are retained solely for archival and editing purposes and are not released to clients under any circumstances.

RAW files will be securely stored for a period of 12 months following the session date, after which they may be permanently deleted at the discretion of Rosi Pepper Photography. Edited JPEG files are retained indefinitely, subject to storage availability and business continuity.

The online gallery link is available for a limited period of 4 weeks from the original delivery date. If a client loses access to their gallery during this time, JPEG files may be reissued free of charge at our discretion. After the 4‑week period, a one‑time retrieval fee of £250 will apply to redeliver the gallery, due to the time and resources required to locate and reprocess archived files.

This policy ensures that all delivered images maintain the integrity of the photographer’s creative process while offering reasonable access support.

7. Copyright & Intellectual Property 

All images remain the copyright of Rosi Pepper Photography under the UK Copyright, Designs and Patents Act 1988. Clients are granted a non-exclusive, non-transferable license appropriate to the nature of their shoot:

· Personal clients may use images for private, non-commercial purposes (e.g., printing, sharing with family, posting on personal social media).

· Branding and commercial clients may use images for promotional purposes directly related to their business (e.g., website, social media, marketing materials).

Any use beyond this scope—such as resale, third-party advertising, or publication in external media—requires prior written consent and may incur licensing fees.

Images are delivered as part of a curated artistic vision. Clients may not alter, edit, crop, apply filters, or modify the images in any way that misrepresents the photographer’s work. This includes, but is not limited to, third-party editing apps, social media filters, or AI-based enhancements. Minor layout adjustments (e.g., cropping for web banners or adding text overlays) may be permitted for branding clients with prior approval, provided the integrity of the image remains intact.

Intellectual Property Notice – Protection of Contract Text

All written content created by Rosi Pepper Photography — including these Terms & Conditions, policies, guides, pricing information, and all associated documents — is original work protected under UK copyright law. This material may not be copied, reproduced, adapted, republished, distributed, or used as a template for any personal or commercial purpose without explicit written permission.

We welcome inspiration and professional respect, but direct copying or imitation of our contractual language, structure, or brand voice is strictly prohibited. Legal action may be taken in cases of unauthorised use.

8. Intellectual Property & Content Protection

All written content, branding language, contracts, documents, and materials created by Rosi Pepper Photography — including but not limited to these Terms & Conditions — are protected under UK copyright law. These materials are the exclusive intellectual property of Rosi Pepper Photography and may not be copied, reproduced, distributed, republished, or adapted in whole or in part without prior written permission.

This includes text found on our website, social media, downloadable guides, contracts, pricing pages, and promotional content. We reserve the right to take appropriate legal action in cases of unauthorised use or replication.

We appreciate inspiration and creative exchange, but ask that our original work be respected as such.

9. Promotional Usage Consent

By booking a shoot, the Client grants Rosi Pepper Photography the right to use selected images from the shoot for promotional purposes. This includes — but is not limited to — use on our portfolio, website, social media platforms, blog posts, sample albums, printed brochures, magazine features, editorial submissions, competitions, and other advertising related to the promotion of our business.

We may also tag the Client on social media when sharing content, unless the Client requests otherwise. All usage is approached with care and sensitivity, in alignment with our brand values and the intention to celebrate the Client’s experience respectfully.

If the Client prefers not to have their images used, or wishes to restrict specific types of usage, this must be agreed in writing prior to the shoot.

10. Studio Etiquette & Mobile Device Policy 

To preserve the integrity of the photographer’s creative process and protect client privacy, mobile phones and personal recording devices are not permitted in the studio during sessions. This includes photography, video recording, or any form of content capture.

Clients and accompanying individuals are kindly asked to refrain from filming, photographing, or sharing behind-the-scenes content during the session. All images created during the shoot are the intellectual property of Rosi Pepper Photography. 

This policy ensures a distraction-free environment, safeguards the photographer’s artistic vision, and maintains the exclusivity of the final images.

11. Behind-the-Scenes Content by Photographer 

 Rosi Pepper Photography may capture behind‑the‑scenes (BTS) content during sessions for promotional, educational, portfolio, or archival purposes. This may include short video clips, time‑lapse footage, audio, or still images recorded during the normal course of the session.

BTS content may include clients or accompanying individuals. Where a person is recognisable (for example, their face, voice, or distinctive features are visible or audible), Rosi Pepper Photography will obtain consent before using that content publicly. Consent may be requested verbally or in writing, and clients have the right to decline without affecting their session.

Where BTS content does not show recognisable personal data (e.g., hands, silhouettes, over‑the‑shoulder angles, equipment setup, or general studio environment), it may be used without additional consent.

All BTS material remains the intellectual property of Rosi Pepper Photography and may be used only in accordance with the consent provided and applicable UK data‑protection laws.

This practice supports brand development, showcases the creative process, and provides insight into the artistry behind each session while maintaining full respect for client privacy and comfort.

12. Usage Rights

Clients may share images on personal social media and print for private use. Credit is appreciated but not mandatory. Any third-party use (e.g. vendors, publications) must be approved in writing.

13. Model & Property Releases 

Where applicable, the Client is responsible for obtaining any necessary model or property releases prior to the session. Rosi Pepper Photography may also request a signed release from individuals featured in the images to allow their use in our portfolio, website, social media, brochures, and other promotional materials.

We will always approach this with sensitivity and respect for privacy, especially in sessions involving children, maternity, or emotionally intimate moments. If a Client prefers not to have their images used publicly, this must be communicated in writing prior to the session.

By participating in a session, individuals grant Rosi Pepper Photography permission to use their likeness in promotional materials unless otherwise agreed. We do not publish images without consent when privacy concerns are raised.

14. Feedback & Submissions

By submitting feedback, testimonials, or creative ideas, you grant us permission to use them for business development and marketing purposes without obligation for credit or compensation. We treat all contributions with care and respect.

15. Promotions & Contests

We may offer promotions or giveaways from time to time. Participation is voluntary and subject to specific terms outlined at the time. We reserve the right to modify or cancel any promotion without notice.

16. User-Submitted Content

If you upload or submit content (e.g. styling ideas, mood boards, testimonials), you confirm that you own the content or have the right to share it. You grant us a royalty-free license to use it in connection with our services.

17. Payment Terms 

The Client agrees to pay a non-refundable retainer fee at the time of booking to secure the session date. The retainer forms part of the total session fee and is not an additional charge; the remaining balance will be due by the scheduled shoot date. 

Payment of the retainer confirms the Client’s commitment and is required before any session is scheduled or confirmed. By booking, you confirm that you have reviewed and accepted the pricing and payment terms listed on our website. Accepted payment methods include: cash payments. bank transfer, or PayPal.

18. Cancellation & Rescheduling 

The retainer fee paid at the time of booking secures the session date and covers administrative preparation. It is non-refundable and acts as compensation for reserving time and declining other bookings. It is not a deposit and will not be returned under any circumstances unless otherwise stated in writing. The retainer also compensates the photographer for potential loss of other work and reflects the commitment required to hold the agreed session date.

Cancellations made more than 7 calendar days prior to the scheduled shoot may be eligible for a partial refund of the retainer, minus a fixed administrative fee of £20. 

Cancellations made within 7 calendar days but more than 48 hoursbefore the shoot will forfeit the retainer, though the client may request rescheduling for valid reasons (e.g. illness, personal circumstances, or adverse weather). Rescheduling is subject to availability, must be confirmed in writing, and is offered as a one-time courtesy. If approved, the original retainer will be carried forward and deductedfrom the final session fee.

Cancellations made within 48 hours of the shoot will forfeit the retainer in full. Rescheduling within this window is not guaranteedand will be considered only at the photographer’s discretion if a compelling and verifiable reason is provided. If rescheduling is approved, the original retainer will be honoured and carried forward toward the rescheduled session. All rescheduling is subject to availability. Failure to attend without prior written notice will result in forfeiture of the retainer, with no rescheduling offered.
 

*Please note that rescheduling may not be possible for mini sessions, as these are run in limited, back‑to‑back time slots. Rescheduling on the same day is unlikely, but we will always do our best to offer the next available slot or find a suitable alternative time.

19. Cancellation & Expenses 

For cancellations made within 7 days of the scheduled session, additional charges may apply to cover expenses already incurred. This includes (but is not limited to) hired equipment, props, studio rental, or location fees arranged specifically for the session. These costs will be reimbursed in full by the client, regardless of cancellation reason or notice period. Documentation of expenses can be provided upon request.

This policy ensures fair compensation for pre-session commitments while maintaining flexibility where possible.

20. Late Arrival

If the client expects to be late, they must inform the photographer as soon as possible. Lateness will reduce the remaining session time unless explicitly agreed otherwise. If the client is more than 30 minutes late without notice or a valid reason, the session will be deemed cancelled and the retainer will be forfeited. A reschedule may be offered solely at the photographer’s discretion. 

The photographer reserves the right to reschedule in the event of illness, extreme weather, or other unforeseen circumstances. In such cases, the client will be offered the earliest available alternative date or a full refund of any fees paid.

21. Session Interruptions & Child Safety 

Rosi Pepper Photography understands that children, especially newborns, may require flexibility during sessions. If a baby is unsettled or distressed, the photographer may suggest pausing or rescheduling part of the session to ensure the child’s comfort and safety. This will be discussed with the client at the time and rescheduling will be offered at the photographer’s discretion.

Parents and guardians are responsible for supervising their children throughout the session. We understand that unexpected moments can arise, and if the session needs to be paused for any reason, we will take a moment to reset. If we are unable to continue on the day, the session can be rescheduled for another suitable time. We want to maintain a smooth and comfortable experience for all families.
 

*Please note that rescheduling may not be possible for mini sessions, as these are run in limited, back‑to‑back time slots. Rescheduling on the same day is unlikely, but we will always do our best to offer the next available slot or find a suitable alternative time.

22. Liability & Safety

Rosi Pepper Photography takes every reasonable measure to ensure a safe and comfortable environment during all sessions. However, the Client acknowledges that participation in a photography session involves normal levels of movement, interaction, and the use of props or equipment.

The Client agrees to take responsibility for their own safety and the safety of any accompanying individuals, including children. Parents and guardians must supervise children at all times. We are not liable for injuries, accidents, allergic reactions, wardrobe malfunctions, or damage to personal belongings that may occur during the session, unless caused by our negligence.

Clients must follow all safety instructions provided by the photographer. If at any point the photographer considers a situation unsafe, the session may be paused or adjusted to protect all involved.

23. Force Majeure

In the event that Rosi Pepper Photography is unable to fulfil the agreed services due to circumstances beyond our reasonable control — including but not limited to illness, extreme weather, equipment failure, transport disruption, power outages, or other unforeseen events — we will notify the Client as soon as possible.

Where a session cannot proceed due to such circumstances, the Client will be offered the earliest available alternative date. If rescheduling is not possible, a full refund of any fees paid will be issued. Rosi Pepper Photography shall not be held liable for delays, cancellations, or any indirect losses resulting from events outside our control.

24. Accessibility, Inclusion & Anti-Discrimination 

At Rosi Pepper Photography, we’re committed to providing a respectful, inclusive experience for everyone — regardless of age, race, gender identity, sexual orientation, disability, religion, or background. We uphold the principles of the Equality Act 2010, and we do not tolerate discrimination of any kind across any part of our service.

We aim to make each session accessible and welcoming. If you have specific accessibility requirements, please let us know in advance and we’ll do our best to accommodate them. While we may not be able to offer all alternative communication formats, we’re happy to explore reasonable adjustments to support your needs — whether that’s planning location access, adapting session flow, or offering clear written communication.

We reserve the right to refuse service in cases of discriminatory, abusive, or harmful behaviour directed toward us or others involved in the process. 

By booking with Rosi Pepper Photography, you agree to uphold these shared values of kindness, respect, and dignity.

25. Limitation of Liability 

The Photographer takes all reasonable care in the performance of services, including image capture, editing, and delivery. However, we are not liable for delays, equipment failure, or loss of images due to circumstances beyond our control, including but not limited to technical malfunction, adverse weather, illness, or force majeure events.

Liability is strictly limited to the total amount paid by the Client for the session. Under no circumstances shall the Photographer be liable for any indirect, incidental, consequential, or special damages, including loss of profits or reputational harm.

The Photographer is not responsible for obtaining model, property, trademark, copyright, or other releases in connection with the Client’s use of the images, unless explicitly agreed in writing. The Client is solely responsible for securing any necessary permissions for third-party usage.

The Client agrees to indemnify and hold harmless the Photographer against any claims, damages, or costs (including legal fees) arising from the Client’s use of the images, including but not limited to misuse, misrepresentation, or failure to obtain appropriate releases.

The Photographer shall not be liable for any loss or damage resulting from incorrect, incomplete, or misleading instructions provided by the Client. All creative decisions made during the session are at the Photographer’s discretion unless otherwise agreed in advance.

We operate in full compliance with UK consumer protection and data privacy laws, and all services are provided in accordance with applicable regulations.

26. Updates, Revisions & Pricing Changes

Rosi Pepper Photography reserves the right to update or amend these Terms & Conditions at any time. Any changes will apply to future bookings only. The version in effect at the time of booking is the version that governs your session.

We may also update our pricing structure, packages, or service offerings without prior notice. Pricing is confirmed at the time the retainer is paid and will not be altered once a booking has been secured. 

27. Applicable Law & Jurisdiction

These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales, which shall serve as the primary jurisdiction for any disputes arising from this Agreement.

For international engagements, we aim to resolve matters amicably and professionally. Where required, and if mutually agreed, disputes may be referred to a neutral jurisdiction or resolved through alternative dispute resolution (ADR) methods such as mediation or arbitration.

By booking with Rosi Pepper Photography, the Client agrees that any disputes — including non-contractual matters — shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless otherwise agreed in writing.