Photography & Videography Terms and Conditions

 

1. Definitions

In these Terms and Conditions, unless the context requires otherwise:

“Business”, “We”, “Us” or “Our” means One Vision Photography & Videography and the legal entity identified on the Booking Form, quotation or invoice.

“Booking Confirmation” means the written confirmation issued by Us accepting the Client’s booking.

“Booking Fee” means the initial payment required to reserve the Event date.

“Booking Form” means the document, electronic form or online booking record containing details of the Client, Event and Services.

“Client”, “You” or “Your” means the person or persons entering into the Contract with Us.

Where two people are named as Clients, each Client is jointly responsible for complying with the Contract and for payment of all amounts due.

“Contract” means the Booking Form, accepted quotation, Booking Confirmation, invoice, these Terms and Conditions and any written amendment agreed between the parties.

“Event” means the wedding, civil ceremony, reception, engagement session or other event identified in the Booking Form or Contract.

“Event Date” means the date on which the principal Event is due to take place.

“Photographer” means the photographer appointed by Us to provide the Photography Services.

“Photography Services” means the photography coverage and related services described in the Booking Form, quotation or invoice.

“Products” means albums, parent albums, prints, USB devices, digital files, online galleries, wall art, slideshows, films and any other physical or digital products included in the package or subsequently ordered.

“Services” means the Photography Services and any additional services that We have expressly agreed to provide under the Contract.

“Videographer” means the person appointed to provide Videography Services.

“Videography Partner” means an independent specialist videography business providing Videography Services under its own contract with the Client.

“Videography Services” means filming, sound recording, editing and production of wedding or Event films, where booked.

 

2. Basis of the Contract

2.1 These Terms, together with the Booking Form, accepted quotation, Booking Confirmation and invoice, form the Contract between the Client and Us.

2.2 The Contract begins when:

a. the Client has signed or otherwise accepted the Booking Form or quotation;

b. We have received the required Booking Fee in cleared funds; and

c. We have issued written Booking Confirmation.

2.3 No verbal statement, representation or promise shall form part of the Contract unless confirmed in writing by Us.

2.4 Any change to the Contract must be agreed in writing by both parties.

2.5 If there is any conflict between these Terms and a specific written provision in the Booking Form or accepted quotation, the specific written provision shall take priority.

2.6 Nothing in these Terms excludes or restricts the Client’s statutory rights.

2.7 If any part of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in effect.

 

3. Booking and Date Reservation

3.1 Your Event date is secured only when:

• We have received the signed Booking Form or written acceptance of the booking;

• The applicable Booking Fee has been paid in cleared funds; and

• We have issued written confirmation of the booking.

3.2 The Booking Fee is non-refundable if you cancel, subject to your statutory rights.

3.3 A booking is personal to You and may not be transferred to another couple or event without Our written agreement.

 

4. Photography and Videography Structure

4.1 Photography is booked directly with One Vision Photography & Videography.

4.2 Where videography is also booked, videography is provided by a specialist independent video partner under a separate agreement.

4.3 We work closely with trusted video partners to deliver a smooth and coordinated experience. However, videography services, invoicing, and contractual responsibility remain with the videography provider unless expressly stated otherwise in writing.

4.4 Where you book both photography and videography, separate invoices and agreements may apply for each service.

 

5. Fees and Payment

5.1 All prices are as stated in Your Booking Form, quotation, or invoice.

5.2 Unless otherwise agreed in writing:

• The Booking Fee is payable on booking.

• Any further staged payments must be made by the dates shown on the invoice, and

• The final balance is due no later than 30 days before the Event, unless we have agreed a different date in writing.

5.3 No Products or final digital deliverables will be released until all sums due to Us have been paid in full in cleared funds.

5.4 If payment is being made by a third party, you remain responsible for the full balance due.

5.5 We reserve the right to suspend performance, withhold delivery, or treat the booking as cancelled if payments are not made on time.

5.6 We may charge reasonable administrative costs for failed or returned payments where actually incurred.

5.7 Payment for additional Products, extra coverage, expedited editing, album upgrades, extra pages, re-edits, or reorders is due at the time of order unless otherwise agreed in writing.

 

6. Instalments

 

6.1 We may allow instalment payments at our discretion.

6.2 Any instalment arrangement does not change the due date for the final balance unless expressly confirmed by Us in writing.

 

7. Pre-Wedding Consultation

 

7.1 We may arrange a pre-wedding consultation approximately 4 to 8 weeks before the Event.

7.2 It is your responsibility to provide final timings, addresses, group shot requests, supplier details, and any key information in good time before the Event.

7.3 The Client is responsible for providing the Company with a list of any requested family groups, key individuals, important moments, or specific photographs and/or video footage prior to the Wedding Date. Whilst the Company will use all reasonable endeavours to capture these requests, it is the Client's responsibility to ensure that the relevant individuals are present, available and ready at the agreed time. The Company shall not be liable where requested photographs or video footage cannot be captured due to the absence, unavailability or unwillingness of any individual, delays to the schedule, venue restrictions, or insufficient time being allocated.

7.4 The Company cannot reasonably be expected to know the identity of every family member, friend or guest, nor which people, relationships or moments hold particular importance to the Client. Any photographs, video footage or specific moments that are not requested before or during the Wedding Day cannot be guaranteed. The omission of any such photograph, video clip or moment shall not constitute a breach of this Agreement.

7.5 The Client agrees to provide reasonable assistance throughout the Wedding Day by identifying key family members, advising the Company of any important or unexpected moments, and informing the Company if any additional photographs or video coverage are required. Where no request is made during the Wedding Day, the Company shall not be held responsible for any missed photographs, video footage or moments.

7.6 If the Client becomes aware during the Wedding Day that an important family group, photograph, video recording or moment has not yet been captured, the Client or their nominated representative should notify the Company as soon as reasonably possible so that reasonable efforts can be made to capture it. The Company shall not be liable for any photographs or video footage that were not requested or where no reasonable opportunity was provided to capture them.

 

8. Coverage, Artistic Style, and Creative Control

 

8.1 You acknowledge that you are booking Us for our professional style, judgment, and discretion.

8.2 We retain full artistic and editorial control over:

• the style of coverage;

• the choice of equipment;

• image selection;

• editing style;

• album design and layout;

• film edit structure, pacing, and storytelling approach.

8.3 We will make reasonable efforts to capture any specific requests discussed in advance, but no particular image, shot, pose, moment, person, or item can be guaranteed.

8.4 Coverage may be limited by factors outside our control, including venue rules, officiant restrictions, weather, poor light, health and safety issues, guest interference, lateness, or the non-availability or non-cooperation of subjects.

8.5 We are not responsible for compromised coverage caused by:

• delays to the schedule;

• venue or officiant restrictions;

• poor weather;

• guest behaviour;

• requests made to stop or restrict coverage;

• failure to allocate sufficient time for photography or videography.

8.6 Whilst every reasonable effort will be made to capture all significant events throughout the Wedding Day, no guarantee can be given that every photograph, video clip, speech, reaction, guest, pose, detail or moment will be recorded. Wedding days are live events and coverage is dependent upon timings, access, lighting, venue restrictions, guest cooperation and circumstances beyond the Company's reasonable control.

8.7 The Client is responsible for ensuring that the Company is given reasonable notice before the commencement of speeches, ceremonies, performances, surprises or any other significant events where timings differ from the agreed schedule. The Company shall not be liable for any missed or partially recorded photographs or video footage where an event begins without reasonable notice or whilst equipment is being prepared, repositioned or changed.

8.8 Unless expressly agreed in writing, the Company does not guarantee uninterrupted or continuous video recording throughout the Wedding Day. Cameras may be repositioned, batteries replaced, memory cards changed, audio equipment adjusted, lighting modified or equipment relocated as required. Short interruptions resulting from these operational requirements shall not constitute a breach of this Agreement.

8.9 The Company will use professional audio recording equipment and reasonable endeavours to obtain high-quality sound during speeches, ceremonies and other important events. However, audio quality is dependent upon venue acoustics, public address systems, third-party equipment, background noise, interference and environmental conditions. The Company shall not be liable where audio quality is adversely affected by circumstances beyond its reasonable control.

8.10 The Client acknowledges that all photography and videography are produced using the Company's artistic judgement and creative style. Decisions regarding composition, lighting, editing, camera positioning, filming style, image selection, colour grading, music selection (where applicable), pacing and final delivery remain entirely at the Company's professional discretion.

 

9. Venues, Ceremony Restrictions, and Cooperation

 

9.1 Some venues, registrars, celebrants, or religious officials restrict movement, flash, sound recording, drone use, or access. Where such restrictions apply, you accept that coverage may be limited.

9.2 You are responsible for obtaining any permissions required for photography, videography, drone use, or access to private land unless We expressly agree otherwise in writing.

9.3 We are entitled to stop or limit coverage if we reasonably believe conditions are unsafe, abusive, unlawful, or likely to damage equipment.

 

10. Travel and Destination Weddings

 

10.1 Travel within the agreed area may be included as stated in your quotation or package.

10.2 Additional travel, accommodation, parking, tolls, congestion or clean air charges, ferry costs, flights, or subsistence required for Events outside the agreed area will be charged as set out in your quotation or as otherwise agreed in writing.

10.3 For destination weddings, you are responsible for ensuring we have reasonable access, a suitable time to travel, and any documents or permissions required.

 

11. Engagement Sessions

11.1 Where an engagement session is included in your package, the session is subject to our availability and must usually take place on a date and at a location agreed by Us.

11.2 A requested alternative location may incur an additional fee. Any such request must be made in writing in advance.

11.3 Travel charges may apply for engagement sessions outside the normal area.

11.4 Engagement sessions included as part of a package have no cash value and cannot be exchanged for a discount, refund, or other service unless we agree otherwise in writing.

 

12. Substitution and Team Changes

12.1 If the named Photographer becomes ill, injured, unavailable, or otherwise unable to perform the Services due to circumstances beyond Our reasonable control, We may appoint a suitably qualified replacement photographer.

12.2 If a second shooter, assistant, or specific team member becomes unavailable, we may replace that person with another suitable professional or adjust the team structure where reasonable.

12.3 Such replacement shall not amount to a breach of contract, provided the replacement is suitably competent.

 

13. Delivery Times

 

13.1 Delivery times are estimates, not guarantees.

13.2 Typical delivery times may vary by season, workload, supplier turnaround, and the timing of your own approvals or selections.

13.3 We are not responsible for delays caused by third-party manufacturers, labs, couriers, album suppliers, hosting providers, or delays in receiving information or approvals from you.

 

14. Image and Film Editing

 

14.1 All delivered images and films are edited at our professional discretion.

14.2 Raw/unedited files are not included unless expressly agreed in writing.

14.3 Additional retouching, advanced editing, extensive object removal, body reshaping, or substantial re-editing may incur extra charges.

14.4 We do not guarantee the removal of every background object, person, or imperfection.

 

15. Albums, Prints, USBs, and Other Products

 

15.1 Product descriptions, sizes, colours, finishes, and specifications are approximate and may vary slightly from proofs, screens, samples, or mock-ups.

15.2 Screen display varies between devices. Exact colour matching between screens, prints, albums, and films cannot be guaranteed.

15.3 If a particular product or material becomes unavailable, we may offer a reasonable substitute of similar quality and value.

15.4 USBs, online galleries, and digital download systems are provided as a convenience. You are responsible for downloading and backing up your files promptly upon delivery.

15.5 We recommend storing albums, prints, and Products away from direct heat, damp, and sunlight.

 

16. Album Design and Approval

 

16.1 Where an album is included or ordered:

• We will design the album based on the images you select, or, if no selection is made, on our editorial judgement.

• One initial design proof and up to two rounds of reasonable amendments are included unless otherwise stated in writing;

• Additional redesigns or amendment rounds may be charged at the current rate.

16.2 Once you approve the final proof in writing, the album will be sent to print.

16.3 After final approval, no further changes can be made without a full reprint charge

16.4 We are not responsible for spelling mistakes, date errors, design errors, or image choices once final approval has been given by you.

16.5 Album orders are bespoke, personalised goods and are non-refundable once approved and sent to print, subject to your statutory rights where goods are faulty, damaged, or not as described. Bespoke or clearly personalised goods are generally exempt from the standard 14-day cancellation right under the Consumer Contracts Regulations. 

 

17. Parent Albums

 

17.1 Parent albums are exact or near-exact copies of the main album unless otherwise agreed.

17.2 Parent albums are designed and produced only after the main album has been approved.

17.3 Parent albums included within a package have no separate cash value and cannot be substituted, split, or exchanged for credit.

17.4 Once sent to print, parent albums are non-refundable except where faulty or not as described. 

 

18. Reorders and Additional Orders

18.1 Any reorder or additional order placed after initial delivery is treated as a new order under these Terms.

18.2 Prices for reorders and additional orders are those in force at the time the new order is placed.

 

19. Client Selections, Project Finalisation, and Storage

19.1 You are responsible for supplying any required selections, approvals, wording, album choices, names, dates, shipping details, and music requests within a reasonable time.

19.2 Unless otherwise agreed in writing, you should provide all required selections and approvals within 12 months of the Event date.

19.3 Unfinished projects may be archived after 12 months.

19.4 We will store unfinished wedding projects for up to 24 months from the Event date without additional charge.

19.5 If you ask us to resume an archived project after 24 months, a reasonable reactivation/archive retrieval fee may apply.

19.6 After 24 months, if We have not received the required selections, approvals, or responses, We reserve the right to permanently delete files, drafts, and working materials, provided that this is consistent with Our retention policy and legal obligations.

19.7 It is your responsibility to keep your contact details up to date.

 

20. Copyright and Client Use

20.1 Copyright in all images, films, edits, designs, and related materials remains vested in Us or, for videography, in the relevant videography provider unless otherwise agreed in writing. Copyright subsists automatically in original works under UK law. 

20.2 We grant You a personal, non-exclusive licence to use the delivered images and films for private and domestic purposes, including sharing with family and friends and printing for personal use.

20.3 You must not sell the images or films, enter them into commercial competitions, license them to suppliers, or use them for business promotion without prior written permission.

20.4 You must not substantially alter, heavily filter, or re-edit delivered images or films in a way that damages Our reputation or misrepresents Our work.

 

21. Model Release, Promotion, and Privacy Choices

21.1 We may wish to use selected images or clips from the Event for our website, social media, portfolio, sample albums, blogs, exhibitions, editorials, and promotional materials.

21.2 We will only use such content in accordance with applicable data protection law and the permissions recorded in Your booking documentation. Where consent is relied on for promotional use, you may withdraw that consent at any time for future use, although this will not affect use that has already taken place. The ICO states that consent must be capable of being withdrawn. 

21.3 Password-protected online galleries are intended for private sharing by you. We do not make them publicly searchable in the normal course of business.

21.4 We will not sell your wedding images to third parties for unrelated commercial use without your written permission.

 

22. Data Protection and Privacy

22.1 We process personal data in accordance with the UK GDPR, the Data Protection Act 2018, and Our Privacy Notice. Organisations must identify a lawful basis for each use of personal data and provide clear privacy information. 

22.2 We may collect and process:

• names;

• addresses;

• email addresses;

• telephone numbers;

• Event details;

• venue details;

• supplier details;

• payment and booking records;

• photographs and video recordings of you and your guests;

• correspondence and questionnaire responses.

22.3 We use this information to:

• communicate with You;

• perform the contract;

• manage bookings and payments;

• provide the Services;

• deliver Products;

• comply with legal and tax obligations;

• protect and defend legal claims;

• where permitted, promote our business.

22.4 Our primary lawful bases will usually include:

• performance of a contract;

• compliance with legal obligations; and

• legitimate interests, and in some cases consent for particular promotional uses. The ICO notes that legitimate interests is often more appropriate than consent where consent would not be freely given. 

22.5 We may store data on password-protected systems, secure cloud services, online gallery systems, email systems, editing workstations, and external storage drives.

22.6 We may share limited personal data with trusted service providers where reasonably necessary, such as second shooters, album suppliers, labs, gallery providers, couriers, accountants, payment processors, IT providers, or legal advisers.

22.7 We will retain booking and accounting records for as long as reasonably necessary to comply with legal, tax, insurance, and contractual obligations.

22.8 You have rights under data protection law, including the right to request access, rectification, erasure, restriction, objection in some circumstances, and complaint to the ICO.

22.9 Full details are set out in our separate Privacy Notice, which forms part of the Contract.

 

23. Client Responsibilities

23.1 You agree to:

• obtain any necessary permissions from the venue or officiant where required;

• provide accurate information;

• ensure children are supervised;

• ensure guests do not behave abusively or dangerously towards Us;

• provide suitable meals and refreshments for any team members where full-day coverage runs for an extended period, if stated in the package or contract;

• Cooperate reasonably with timing and group photo arrangements.

23.2 We are not responsible for the conduct of guests, suppliers, or venue staff.

 

24. Cancellation by the Client

 

24.1 You may cancel the booking at any time by giving written notice.

24.2 The cancellation takes effect on the date we receive your written notice.

24.3 Because wedding bookings involve reserving a specific date and turning away other work, the following cancellation charges apply as a genuine reflection of likely losses and administrative costs, subject always to the requirement that terms be fair and proportionate under consumer law. 

24.4 Cancellation charges for photography are:

• more than 365 days before the Event: Booking Fee only;

• 365 to 183 days before the Event: Booking Fee plus 25% of the remaining balance;

• 182 to 123 days before the Event: Booking Fee plus 50% of the remaining balance;

• 122 to 63 days before the Event: Booking Fee plus 75% of the remaining balance;

• 62 days or fewer before the Event: 100% of the full balance.

24.5 Any bespoke Products already ordered, design work already substantially completed, travel already booked, or non-recoverable third-party costs already incurred will also be payable where applicable.

24.6 If videography is booked separately, separate cancellation terms may apply under that agreement.

 

25. Postponement / Change of Date

 

25.1 A request to postpone or change the Event date must be made in writing.

25.2 We will use reasonable efforts to accommodate a new date, but we cannot guarantee availability.

25.3 If the new date is available and accepted by Us, We may transfer payments already made to the new date, less any unrecoverable costs already incurred.

25.4 If the new date is not available, or if you choose not to proceed with an offered replacement date, the change will be treated as a cancellation under clause 24.

25.5 We may charge a reasonable administration fee for rescheduled Events, especially where the new date falls in a different pricing year or season.

 

26. Cancellation by Us

26.1 We may cancel this Contract if:

• You commit a serious breach of these Terms;

• Your behaviour is abusive, threatening, discriminatory, or unsafe;

• circumstances arise beyond our reasonable control, making performance impossible.

26.2 If We cancel for reasons within Our control and no suitable replacement can be provided, Our liability will be limited to a refund of sums paid to Us for any Services not provided.

26.3 This clause does not limit any non-excludable statutory rights.

 

27. Force Majeure

 

27.1 Neither party shall be liable for delay or failure to perform to the extent caused by events beyond reasonable control, including severe weather, flood, fire, epidemic, pandemic restrictions, government restrictions, venue closure, transport disruption, civil unrest, war, or terrorism.

27.2 Where a Force Majeure event occurs, both parties will act reasonably and in good faith to discuss rescheduling, revised performance, or other practical alternatives.

 

28. Faulty Goods, Services, and Consumer Rights

28.1 We will provide the Services with reasonable care and skill, as required by consumer law. The Consumer Rights Act 2015 gives consumers statutory rights in relation to services, goods, and digital content. 

28.2 Nothing in this Contract excludes or limits liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation; or

• any liability that cannot lawfully be excluded or restricted. Consumer law restricts attempts to exclude key statutory rights. 

28.3 If a Product is faulty, damaged, or not as described, please notify us as soon as reasonably possible so that an appropriate remedy can be considered.

 

29. Limitation of Liability

 

29.1 Subject to clause 28, our total liability to you for any claim arising out of the Contract shall not exceed the total amount paid or payable to us under the Contract.

29.2 We are not liable for:

• indirect or consequential loss;

• loss of profit, business, or opportunity;

• disappointment or emotional distress beyond remedies available under applicable consumer law;

• failure caused by third parties outside our reasonable control.

29.3 We are not responsible for loss or corruption caused by events outside Our reasonable control, but We will maintain reasonable backup and workflow procedures in the ordinary course of business.

 

30. Insurance

 

30.1 We maintain appropriate public liability insurance and, where applicable, professional indemnity insurance.

30.2 Evidence of insurance may be provided on reasonable request.

31. Complaints

31.1 Any complaint should be made in writing as soon as reasonably possible and, where practicable, within 14 days of the issue arising.

31.2 We will investigate complaints fairly and respond within a reasonable time.

31.3 Nothing in this clause prevents either party from pursuing any legal rights or remedies available to them.

 

32. Notices

 

32.1 Any formal notice under this Contract must be in writing and sent by email or post to the address or email last notified by the other party.

32.2 A notice sent by email is deemed received on the next working day after sending, unless the sender receives notice of delivery failure.

 

33. Governing Law and Jurisdiction

 

33.1 This Contract and any dispute or claim arising out of it shall be governed by the law of England and Wales.

33.2 The courts of England and Wales shall have jurisdiction, unless consumer law allows you to bring proceedings in another competent UK jurisdiction.