Terms & Conditions

Welcome to Kins Photographic! We're delighted to have you here. Our terms and conditions outline the rules and regulations that govern your use of our services. By engaging with us, you agree to adhere to these terms, which ensure a smooth and enjoyable experience for everyone involved.

These terms cover various aspects, including but not limited to bookings, cancellations, payments, and the use of our imagery. We encourage you to read through them carefully to fully understand your rights and responsibilities.

If you have any questions or require clarification, please don’t hesitate to reach out. We’re here to help! Thank you for choosing Kins Photographic, and we look forward to capturing your special moments.

1. Image Usage Licence

Upon full payment, the client is granted an exclusive, global licence to use the images produced during the shoot solely for promoting their organisation, across print and digital platforms. The duration of this licence will be agreed in each individual contract.

This includes:

• Websites

• Social media

• Brochures

• Advertising

• PR and internal communications

Third-party usage (agencies, partners, sponsors, publications, vendors) is not permitted without written consent and may incur additional licensing fees.

2. Copyright and Use by Kins Photographic

We may use selected images for self-promotion, including:

• Portfolio

• Website

• Social media

• Print materials

• Awards and case studies

If you object to this, you must notify us in writing before the shoot.

3. Booking and Payments

Kins Photographic delivers two categories of work:

Project Work (e.g., organisation-wide storytelling shoots, campaigns, branding photography)

Events (e.g., conferences, awards, galas, away days)

The terms differ depending on the type of booking.

4. Payment Terms: Project Work

Deposits: A non-refundable deposit of 25 percent is required to secure your booking.

Dates are not held until the deposit is received.

Payment Schedule

• 25 percent deposit on booking

• 75 percent balance due on the day of the shoot

The shoot will not proceed unless the full balance is paid.

5. Payment Terms: Event Photography

Event photography involves different scheduling, production demands, and delivery structures.

For events: No deposit is required.

Full payment is due on delivery of the final images, unless otherwise agreed in writing.

Invoices must be settled according to the due date stated.

Late payments may incur statutory interest and reasonable recovery fees.

6. Client Cancellations (Project Work)

• More than 7 days’ notice: Deposit forfeited; no further payment required.

• Within 7 days: 50 percent of total fee payable.

• Within 48 hours: 100 percent of total fee payable.

Unpaid amounts will be invoiced.

7. Client Cancellations (Events)

Events often involve travel, accommodation, and withheld dates.

The following terms apply:

• More than 14 days’ notice: No fee, unless non-refundable travel or accommodation has been incurred.

• Within 14 days: 50 percent of the agreed photography fee becomes payable.

• Within 72 hours: 100 percent of the photography fee becomes payable.

• Within 24 hours: Full fee plus any travel/accommodation costs incurred.

Travel booked on behalf of the client will always be reimbursed in full if non-refundable.

8. Rescheduling

Project Work

• Allowed with 7+ days’ notice, subject to availability.

• Within 7 days: £500 surcharge.

• Within 48 hours: £1,200 surcharge.

Events

• Rescheduling depends entirely on availability.

• All non-refundable travel or accommodation will be charged.

• If the new date is unavailable, the cancellation policy applies.

9. Client Responsibilities

The client agrees to:

• Provide all required access, schedules, permissions, and locations

• Ensure all attendees are aware photography is taking place

• Maintain a safe environment for the photographer and team

• Provide a designated onsite contact for event coverage

10. Artistic Licence

Kins Photographic is granted full creative and artistic discretion regarding:

• Poses

• Composition

• Lighting

• Editing style

RAW files are not supplied under any circumstances.

11. Turnaround Times

• Standard delivery: 5–15 business days (project work)

• Event delivery: typically 5–7 business days, or as agreed in writing

• Sneak previews may be provided depending on the assignment

If delays occur, Kins Photographic will communicate a revised delivery date.

12. Overtime

• Additional hours: £250 per hour (or part thereof)

• Must be approved by the client or onsite representative before incurred

13. Travel and Accommodation Costs

• Travel within Greater London and Sussex is included

• Outside these areas, travel and accommodation are added to the quote

• For events requiring travel, all travel and hotel costs must be covered by the client or reimbursed

14. Backup and Storage

Final edited images will be stored securely for 4 years from delivery.

After this period, the client is responsible for retaining their own copies.

15. Indemnification

The client agrees to indemnify and hold Kins Photographic harmless against any claims arising from:

• Use of the images

• Event incidents outside the photographer’s control

• Missing permissions or lack of model releases (if required)

16. Reshoot Clause

If a reshoot is required due to circumstances outside Kins Photographic’s control, additional fees will apply.

Reshoots due to photographer error may be offered at Kins Photographic’s discretion.

17. Force Majeure

In circumstances beyond our control, Kins Photographic will reschedule the shoot where possible. Deposits or fees paid may be transferred to the new date.

18. Agreement to Terms

By engaging Kins Photographic, you agree to abide by these Terms & Conditions.

Any objections must be raised in writing before the shoot.