Client Agreement T&C's

CLIENT AGREEMENT

Business Details: Roots+Tales

Sole Trader: Holly Leah Shepherd

By booking any service with Roots+Tales, you confirm you have read, understood and agreed to the terms in this Agreement.

Typing your name at checkout acts as your digital signature.

SERVICES COVERED BY THIS AGREEMENT

This Agreement applies to all Roots+Tales services, including:

• One-off photography sessions (1 hour, 2 hours, 4 hours)

• Bespoke hourly sessions

• Seasonal Story Photography Plan (annual plan)

• Roots+Trails Mini Sessions (short sessions, one location, limited to 2 people)

• The Storytellers Nest weekly membership

• Any future workshops (online or in-person)

This Agreement covers the legal terms. Service details such as price, duration and inclusions are displayed at the time of booking.

BOOKINGS, PAYMENTS AND DEPOSITS

Individual Sessions (1hr, 2hr, 4hr, Bespoke)

• A 50% non-refundable deposit is required to secure the date.

• Remaining balance is due on the day of the session before shooting begins.

• Instalments are not currently offered for these sessions.

Seasonal Story Photography Plan

• Payment options: pay in full or quarterly.

• All payments are non-refundable.

• By joining, you commit to the full year and the full remaining balance.

• Reasonable discretion may be applied in cases of genuine hardship.

Roots+Trails Mini Sessions

• Payment secures your mini session slot.

• Non-refundable but transferable or reschedulable with 48 hours’ notice.

• Limited to 2 people per slot.

• One location only.

• Approx. 15–30 images (loose guide).

The Storytellers Nest

• Minimum 6-week commitment.

• Weekly rolling payments thereafter.

• No refunds for weeks already paid.

RESCHEDULING AND CANCELLATIONS

Individual Sessions (including bespoke hourly)

• One reschedule allowed with at least 48 hours’ notice.

• If cancelled completely with more than 48 hours’ notice, the deposit is retained.

• If cancelled within 48 hours, the full session fee becomes payable.

• Illness: a flexible approach will be taken where possible.

Seasonal Story Photography Plan

• Up to 2 client-requested reschedules per year.

• Minimum 7 days’ notice for rescheduling.

• Sessions go ahead in all weather except torrential rain/storm conditions.

• Repeated last-minute rescheduling may result in that seasonal session being forfeited.

Roots+Trails Mini Sessions

• 48 hours’ notice required to reschedule or transfer your place.

• Weather: all conditions go ahead except storms/torrential rain.

If Holly Needs to Reschedule

• As much notice as possible will be given (aiming for 48 hours).

• Session will be rescheduled at no cost.

• If no suitable date can be found, a refund will be offered for that session.

SESSION CONDITIONS AND CLIENT RESPONSIBILITIES

• Maximum 6 people per individual or plan session unless agreed in advance.

• Roots+Trails Mini Sessions: limited to 2 people per slot.

• Maximum 2 outfits per session unless otherwise stated.

• Up to 2 locations for individual or plan sessions, agreed in advance.

• Clients must arrange permissions for any indoor venue, café or private location.

• Clients must arrive ready to begin at the scheduled time. Lateness reduces shooting time.

IMAGE DELIVERY, EDITING AND FILE STORAGE

Delivery

• Galleries are delivered via a secure Wix online album.

• Images download as a high-resolution JPEG .zip file.

• Desktop download is recommended for best results.

• Clear instructions are provided in the gallery email.

• Turnaround time: up to 28 days.

Editing

• Editing style is the signature Roots+Tales natural, authentic look.

• Includes: light skin softening, subtle brightening, colour/light balancing.

• Does not include: body reshaping, heavy retouching, filters or unrealistic edits.

• No RAW files are ever provided.

• Editing is final unless something unusual has occurred.

File Storage

• Files are backed up with care.

• In the unlikely case of loss or corruption, a reshoot or refund will be offered depending on circumstances.

USAGE RIGHTS

Client Usage Rights - Clients receive full commercial usage rights for their business, including:

• website

• social media

• PR and press

• advertising

• marketing and print materials

• working with designers or agencies

Restrictions:

• No filters or heavy alterations.

• No resale of images.

• Third parties may use the images with the client’s permission.

• Credit is appreciated but not required.

Photographer Usage Rights

• Roots+Tales may use images for portfolio, website, marketing, printed materials and social media.

• If a project requires confidentiality, this must be requested in writing before the session.

• A model release is included within this Agreement.

TRAVEL AND EXPENSES

Travel is charged at 50p per mile return from Barton-upon-Humber.

• Clients are responsible for any parking fees, entry charges or location permits.

• Travel between locations is included within booked session time.

LIABILITY AND FORCE MAJEURE

Clients take part in outdoor sessions at their own risk.

• Roots+Tales is not responsible for loss, injury, damage or accidents during sessions.

• Force Majeure applies: events outside reasonable control may require rescheduling.

• If no suitable reschedule is available, a refund for that session will be provided.

ACCEPTANCE OF TERMS

By booking any service with Roots+Tales, the Client confirms that:

• They have read and understood this Agreement.

• They agree to all payment, cancellation and usage rights terms.

• They understand images are delivered digitally via download.

• They accept the editing style and boundaries.

• They grant Roots+Tales permission to use images unless confidentiality is requested beforehand.

• They are over 18 years old.

Typing your name at checkout serves as your digital signature.

This Agreement forms a legally binding contract between the Client and Roots+Tales.