Terms and Conditions

Last updated: October 2026

1. Application of terms

These terms apply to all assignments undertaken by Innova Photography (“Photographer”) for the client (“Client”) and to all usage licences relating to those assignments. They take precedence over any inconsistent terms in the Client’s purchase order or other documents, unless the Photographer agrees otherwise in writing. Where an Estimate states something different for a particular assignment (for example, payment timing or licence scope), the Estimate prevails for that assignment only. Where the Client is an individual acting for personal rather than business purposes, nothing in these terms limits any statutory consumer rights.

2. Estimates and Rates

Every assignment is priced individually. The Photographer will first learn about the Client’s project, then issue an estimate (an “Estimate”) setting out the fee, expenses, deliverables and usage licence, based on the information the Client has provided. Estimates are valid for 30 days. Once the Client has accepted the Estimate, whether in writing (including by email) or verbally, the Photographer will proceed to book the date of the shoot and confirm it by email. By accepting an Estimate, the Client agrees to be bound by these terms. Changes to the brief before or during a shoot may increase the fee and expenses, and the Client is responsible for checking that the Estimate covers all its requirements, including usage and technical specifications.

The rates below are a rough guide only, not an offer. The Estimate is the only document that sets the fee.

• 1st hour rate: from £175 – subsequent hours charged at £75

• Half day rate (up to 4 hours): from £450

• Full day rate (up to 8 hours): from £800

The Photographer is not VAT registered, so VAT is not charged. Travel is charged at 55p per mile. Other expenses, such as accommodation and parking, are covered by the Client. Larger or more complex assignments, including multi-day projects, may need an assistant or additional equipment, which will be agreed in the Estimate beforehand.

3. Conduct of the Shoot, Site Safety and Insurance

The shoot will take place on dates mutually agreed by both parties. The Photographer will take reasonable account of the Client’s instructions; if the Client is not present, the Photographer’s interpretation of the brief shall be deemed acceptable. Shoot time runs from the Photographer’s arrival until departure.

Where an assignment takes place on a construction site, industrial site or other controlled premises, the Client will tell the Photographer in advance about site rules, induction and PPE requirements, permits and access arrangements, and will arrange access and any escort needed. The Photographer will comply with reasonable site safety rules, wear the required PPE and complete site inductions. The Photographer is DBS checked, with a link to verify this available on request, and holds public liability insurance, a copy of the certificate being available on request. If conditions on site are unsafe, the Photographer may pause or end the shoot; the fee remains payable for the time reserved and clause 4 may apply to any rearranged shoot.

4. Cancellation and Rescheduling

If the Client cancels a confirmed shoot, the following charges apply, based on the notice given before the scheduled start time: with more than 14 days’ notice, no charge, except that any payment made in advance is refunded less a non-refundable £15 administration fee; with 14 days to 48 hours’ notice, 50% of the fee; with 48 hours’ notice or less, or if the Client fails to attend, 100% of the fee. Any payment already received is applied against the charge, and any balance is payable. Expenses already incurred are also payable. These charges reflect the Photographer’s loss, as a reserved date cannot normally be re-let at short notice.

A request to reschedule a confirmed shoot is treated as a cancellation of the original booking, and the charges above apply. The Photographer may, at their sole discretion, agree to rearrange a shoot without charge. Any such agreement applies to that occasion only and does not waive the Photographer’s rights under these terms in future.

For outdoor shoots, the Photographer has the sole right to decide whether weather conditions (such as heavy rain, lightning or high winds) present a risk to equipment safety or photographic quality, and may reschedule the shoot up to 2 hours before the start time, with no cancellation charge. If the Photographer has to cancel or postpone a confirmed shoot, they will offer a new date or refund any payment received for that shoot. Nothing in this clause affects the statutory rights of a Client who is an individual consumer.

5. Delivery

The standard deliverables are the edited images specified in the Estimate, and the fee includes selection and standard professional editing of those images. The Photographer will deliver them digitally, normally through a Dropbox link, as soon as reasonably practicable, taking into account the size and complexity of the project and any delivery arrangements agreed in the Estimate. The Client has one week from delivery to check the images and request corrections within the original brief, which the Photographer will make at no charge. Reshoots and further rounds of revisions are not included unless agreed in the Estimate. The Client may not reject images solely on the grounds of style or composition unless agreed in writing.

RAW files and other unedited files are not supplied as standard. If the Client would like them, this can be agreed separately, with an additional fee agreed by both parties in advance.

Changes outside the original brief (for example, changing a background) are additional work. The Photographer will provide an Estimate for them and, once it is agreed and the work is completed, will deliver the updated images. The final invoice is issued once the assignment, including any agreed additional work, has been fully completed and delivered (see clause 11).

6. Storage and Licence Period

The Photographer will make reasonable efforts to keep the images for three years from the date of delivery, which is also the term of the usage licence (the “Licence Period”), unless the Estimate states otherwise, and will re-send them on reasonable request during that time. The Dropbox link used for delivery expires after one month, so the Client should download the images and keep its own secure copy within that time. When the Licence Period ends, the licence ends automatically and cannot be extended: the Client must stop using the images (including on websites, social media and digital documents) and delete its copies. Printed material already in circulation need not be recalled but may not be reprinted. If the Client needs images for continued use, a new shoot will need to be booked. After the Licence Period the Photographer has no obligation to store, archive or supply the images.

7. Copyright and Usage Licence

In accordance with the UK Copyright, Designs and Patents Act 1988, full and exclusive copyright and intellectual property rights in every image created during an assignment remain permanently and solely with the Photographer, unless otherwise agreed in writing with the Client before the shoot. The Client receives a licence to use the images, not ownership of the copyright. Upon receipt of full payment, the Photographer grants the Client a non-exclusive, non-transferable, worldwide licence, for the Licence Period, to use the images delivered for the assignment for its own business purposes.

The Client may share the images with its marketing agencies, designers, printers and other suppliers working on its behalf, solely for the Client’s licensed purposes, and is responsible for their compliance. Because the licence is non-exclusive, the Photographer keeps the right to use the images (see clause 9). The licence does not allow resale, sub-licensing, use by unrelated third parties or transfer of copyright; any of these requires a separate written agreement. The licence cannot be extended beyond the Licence Period. Any use of the images outside this licence, including after the Licence Period, is unauthorised use, for which the Client shall pay a fee equal to the original fee for the assignment; payment of that fee does not give permission to continue using the images. The Client may not manipulate images or use partial images without written permission, except as permitted by clause 8.

8. Editing, Retouching and Artificial Intelligence

The Client may, without further permission, crop and resize images, correct colour and tone, convert formats, remove minor background distractions (such as stray objects, signage or vehicles) and make minor retouching. Without the Photographer’s prior written permission, the Client must not (and must not allow anyone else to): use the images to generate new, synthetic or derivative images with artificial intelligence or similar tools; cut out or extract a person (or other identifiable subject) for use in another image or composite; replace or substantially change the background or setting; or upload or supply the images to train, fine-tune or build any AI or machine learning model or dataset. The Photographer may agree to any of these in writing case by case, and may charge a fee. Use in breach of this clause is unauthorised use and clause 7 applies.

9. Portfolio and Promotion

The Photographer would like to use images from the assignment for portfolio display, self-promotion (for example on the website, social media and LinkedIn) and award submissions, and will always ask for the Client’s consent before doing so.

10. Client Responsibilities, Permissions and Credits

The Client is responsible for arranging site access and permissions; for clearing all third-party rights, including permission to photograph on site, releases from identifiable people and intellectual property, unless otherwise agreed in writing before the shoot; for giving accurate instructions; and for making sure the location and the people to be photographed are ready and available at the agreed time. The Photographer is not liable for any failure to obtain clearances. For editorial use, the Client shall ensure the Photographer is credited in reasonable proximity to all published reproductions of the images.

11. Payment and Expenses

The Estimate will state when the fee and expenses are payable. Where payment in advance is required, it must be received in full before the photoshoot takes place, and the shoot will not go ahead until it has been received; this will usually apply to larger assignments and to some Clients. Where payment in advance is not required, the Photographer will invoice once the assignment has been fully completed and delivered, and invoices are payable within 30 days of the date of issue. Expenses and production costs must be paid in advance unless otherwise agreed. Expense estimates are indicative and a minimum 10% contingency should be allowed; additional expenses or time caused by changes requested by the Client are charged at the Photographer’s standard rate. The Photographer may charge interest on all late payments at the rate prescribed by the Late Payment of Commercial Debts (Interest) Act 1998, whether or not that Act applies to the Client. Usage licence fees are payable whether or not the images are ultimately used.

12. Liability

The Photographer shall not be liable for any indirect, consequential or economic loss arising from an assignment, and the Photographer’s maximum liability shall not exceed the total fees paid for that assignment. Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by the Photographer’s negligence, or for fraud, or any statutory rights of consumers.

13. Confidentiality

The Photographer will keep confidential any information provided by the Client for the purposes of an assignment and will not disclose it to third parties except where necessary to carry out the work.

14. Termination and General

Either party may terminate an agreement immediately in writing if the other commits a material breach that is not remedied within 30 days, or becomes insolvent; on termination all outstanding sums become immediately due. These terms are governed by the laws of England and Wales, and any dispute is subject to the non-exclusive jurisdiction of its courts; the parties will first try to resolve any dispute informally. These terms, together with the Estimate, are the entire agreement between the parties, and any change must be agreed in writing. If any provision is found to be unenforceable, the remaining provisions continue in full force.