Photography Terms and Conditions
Privacy Policy
Artwork Prints Terms and Conditions, Shipping & Refunds
Photography Terms and Conditions
Effective date: 25th August 2026
These Terms and Conditions apply to photography services provided by the Photographer to the Client, including commissions, bookings, shoots and the licensing of photographic material.
By accepting a quotation, confirming a booking, commissioning photography services or using any Final Images supplied by the Photographer, the Client agrees to these Terms and Conditions.
Nothing in these Terms affects any statutory rights that cannot legally be excluded or limited.
1. The parties
This agreement is between the Photographer and the Client.
The Photographer is Adrian Hartop, trading as Adrian Hartop Photography.
The Client may be an individual, business, brand, agency or organisation commissioning photography services or licensing photographic material.
2. Definitions
For the purposes of these Terms:
Photographer means Adrian Hartop.
Client means the person or organisation commissioning the Photographer.
Photographs means all photographic material created by the Photographer in connection with a booking, including edited and unedited photographs, test images, rejected images, duplicate images and RAW files.
Final Images means the edited photographs selected by the Photographer and supplied to the Client as part of the agreed service.
Creative Fee means the fee charged for the photography services themselves, excluding separately charged expenses and third party costs.
Licence means the permission granted to the Client to use the Final Images for the purposes and within the scope agreed in writing.
Booking means the photography services agreed between the Photographer and Client.
Third Party Costs means costs incurred in connection with the Booking for services or items supplied by third parties, including studio hire, models, makeup artists, stylists, assistants, travel, accommodation and equipment hire.
3. Quotations and booking confirmation
A quotation sets out the services, fees, deliverables and usage rights proposed for the Booking.
A quotation does not reserve a date unless expressly stated otherwise.
A shoot date is confirmed only when the Photographer has confirmed the Booking in writing and any required Booking Fee has been received.
The Photographer may require a Booking Fee to secure the date. The amount will be stated in the quotation or Booking confirmation.
Unless otherwise agreed in writing, the Booking Fee will be credited against the total amount due for the Booking.
For larger productions, the Photographer may require certain Third Party Costs to be paid in advance.
4. Fees and payment
The total fees payable will be stated in the quotation or Booking confirmation.
Unless otherwise agreed in writing, the remaining balance is due within 30 days of the invoice date.
The Photographer may require payment in full before supplying Final Images where this has been stated in the quotation or Booking confirmation.
No Licence to use the Final Images is granted until all amounts due for the Booking have been received in cleared funds.
If payment is overdue, the Photographer may suspend delivery and use of the Final Images until payment has been received.
The Photographer may charge statutory interest and recovery costs where permitted by applicable law.
5. Copyright and ownership
Copyright in all Photographs remains with the Photographer unless copyright is expressly assigned to the Client in a separate written agreement signed by the Photographer.
The Client is purchasing photography services and a Licence to use the Final Images. The Client is not purchasing copyright ownership unless expressly agreed in writing.
The Licence does not transfer copyright ownership.
All RAW files, unedited photographs, rejected photographs, test images and other working files remain the property of the Photographer and will not be supplied unless expressly agreed in writing.
6. Image selection and delivery
The Photographer will select the Final Images supplied to the Client.
The Client is not entitled to receive every photograph taken during the Booking.
Test images, duplicates, rejected photographs, outtakes, RAW files and other photographs not selected as Final Images are not included unless expressly agreed in writing.
The number of Final Images supplied will be stated in the quotation or Booking confirmation where a specific number has been agreed.
The Photographer will aim to deliver the Final Images within the timeframe stated in the quotation or Booking confirmation.
Where no specific delivery timeframe has been agreed, the Photographer will deliver the Final Images within a reasonable period having regard to the nature of the Booking and the Photographer’s workload.
Delivery times may be affected by circumstances outside the Photographer’s reasonable control.
7. Image editing and retouching
Final Images will be edited and retouched in accordance with the agreed package, brief and the Photographer’s normal editing style.
The Photographer retains creative control over colour, contrast, cropping, composition, retouching and visual treatment, subject to the agreed brief.
Requests for additional retouching, alternative edits or revisions outside the agreed scope may incur additional charges.
Unless otherwise agreed, the Photographer is not required to provide layered files, project files, RAW files or alternative versions of Final Images.
8. Image Licence
Unless expressly agreed otherwise in writing, the Photographer grants the Client a non exclusive, non transferable Licence to use the Final Images for the purposes, platforms, territory and period stated in the quotation or Booking confirmation.
The Licence is conditional on full payment of all amounts due.
Unless the quotation or Booking confirmation states otherwise, the standard Licence permits the Client to use the Final Images on its own website and its own organic social media accounts.
Organic social media use means unpaid posts published through the Client’s own social media accounts.
Paid advertising, sponsored posts, boosted posts, paid social campaigns, display advertising, advertising supplied to third parties and other paid promotional activity are not included in the standard Licence unless expressly stated in writing.
The Client must not sell, sublicense, transfer or otherwise grant third parties the right to use the Final Images unless that use is expressly included in the agreed Licence.
Where the Client wishes to use the Final Images outside the agreed Licence, the Client must obtain written permission from the Photographer before doing so. Additional fees may apply.
9. Licence restrictions
The Final Images must not be altered, filtered, retouched or materially changed without the Photographer’s written permission.
Reasonable cropping and resizing required for the permitted use of an image is allowed, provided the image is not otherwise materially altered.
The Client must not use the Final Images in any manner that is unlawful, defamatory or misleading, or in a way that falsely implies endorsement by the Photographer.
The Client must not remove any copyright notice or other ownership information supplied with the Final Images where doing so is not permitted by law.
Unauthorised use of the Final Images constitutes a breach of the Licence and may result in additional licensing charges and withdrawal of the Client’s usage rights.
10. Photographer’s usage rights
Unless otherwise agreed in writing, the Photographer may use Final Images created for the Client for portfolio purposes, website display, social media, self promotion, marketing, awards, competitions, exhibitions, publications and other reasonable promotional purposes.
The Photographer will respect any confidentiality, embargo or exclusivity restriction expressly agreed in writing.
Any exclusivity arrangement must state the images covered, the territory, the permitted uses and the duration of the restriction.
Once an agreed exclusivity or embargo period has ended, the Photographer may use the relevant Final Images for portfolio, marketing and other permitted purposes.
11. Client responsibilities
The Client is responsible for providing accurate information, instructions, materials and approvals required for the Photographer to carry out the Booking.
The Client is responsible for ensuring that it has the necessary rights and permissions relating to products, locations, trademarks, artwork, designs, branding, props and other materials supplied or requested by the Client.
Where the Client has arranged a model, property, location or other third party, the Client is responsible for obtaining any permissions that the Client has agreed to obtain.
Where the Photographer has expressly agreed to arrange a model, location or other third party, the Photographer will be responsible for obtaining the permissions that fall within that arrangement.
Each party remains responsible for permissions and releases within its own control.
The Client must not instruct the Photographer to create or use images in a manner that infringes another person’s intellectual property, privacy, publicity or other legal rights.
The Client agrees to indemnify the Photographer against reasonable losses, costs and claims arising directly from the Client’s breach of these Terms, unauthorised use of the Final Images, or materials supplied by the Client that infringe a third party’s rights.
12. Creative direction
Photography is a creative service and the Photographer retains professional and artistic judgement over lighting, composition, posing, colour, editing and visual treatment.
The Photographer will use reasonable professional judgement to deliver work consistent with the agreed brief.
Reference images, mood boards and examples are intended to communicate the desired creative direction and do not guarantee an exact reproduction of another photographer’s work or a particular result.
Minor variations from references or examples do not constitute a failure to deliver the agreed service.
If the Client or its representative is not present at the Booking, the Photographer will use reasonable professional judgement in interpreting the agreed brief.
13. Shoot timings and overtime
Shoot times will be agreed in advance.
The Client is responsible for ensuring that models, staff, products, clothing, props and other required materials are ready at the agreed start time.
Delays caused by the Client or persons acting on the Client’s behalf may reduce the available shooting time.
Where delays or additional work caused by the Client extend the Booking beyond the agreed period, additional charges may apply.
Overtime will be charged at the rate stated in the quotation or Booking confirmation.
Where no overtime rate has been stated, the Photographer will agree the additional charge with the Client before continuing where reasonably practicable.
14. Cancellation by the Client
All cancellations and requests to change a Booking must be made in writing.
The Client may cancel a Booking, subject to the cancellation charges and Third Party Costs set out below.
More than 14 days before the scheduled shoot date, no Creative Fee cancellation charge will normally apply. The Client remains responsible for Third Party Costs that the Photographer has incurred and cannot reasonably recover or cancel.
Between 7 and 14 days before the scheduled shoot date, a cancellation charge of up to 50 percent of the Creative Fee may apply, together with any Third Party Costs that the Photographer has incurred and cannot reasonably recover or cancel.
Less than 7 days before the scheduled shoot date, a cancellation charge of up to 100 percent of the Creative Fee may apply, together with any Third Party Costs that the Photographer has incurred and cannot reasonably recover or cancel.
The applicable cancellation charge will take into account the circumstances of the cancellation and any reasonable steps the Photographer can take to reduce the resulting loss, including rebooking the date.
The Photographer will not seek to recover the same loss twice.
Any Booking Fee already paid will be credited against the applicable cancellation charge and recoverable Third Party Costs.
If the amount already paid exceeds the amount properly due following cancellation, the balance will be refunded to the Client.
Nothing in this section affects any cancellation or refund rights that the Client has under applicable consumer law.
15. Postponement
A request to postpone a Booking will be treated separately from a cancellation where the Photographer agrees to the new date.
The Photographer will make reasonable efforts to accommodate a mutually suitable alternative date.
If the new date cannot be accommodated, the Booking may be treated as cancelled under section 14.
Third Party Costs may remain payable where the relevant supplier will not provide a refund or transfer the booking.
Any new costs arising from the postponed Booking may be payable by the Client.
16. Cancellation by the Photographer
The Photographer may cancel or postpone a Booking where circumstances make it unreasonable or impossible to provide the agreed service.
Where reasonably possible, the Photographer will offer an alternative date or arrangement.
If the Photographer cancels a Booking and no suitable alternative is agreed, any amount paid by the Client for services that will not be provided will be refunded.
The Photographer will not be responsible for losses beyond any refund to which the Client is legally entitled, except where liability cannot legally be excluded or limited.
17. File safety and technical issues
The Photographer will take reasonable steps to protect and preserve photographic files.
The Photographer cannot guarantee that files will never be lost, corrupted or damaged.
Where a technical failure, file corruption or other event prevents delivery of some or all Final Images, the Photographer’s responsibility will be limited to taking reasonable steps to recover or recreate the affected work where possible.
Where the agreed service cannot reasonably be completed because of such an event, any refund will be considered having regard to the work already completed and any amount already paid for services that cannot be provided.
18. Ending or suspending usage rights
If the Client fails to pay amounts due or materially breaches these Terms, the Photographer may suspend the Client’s Licence until the breach has been remedied.
Where a Licence has been validly withdrawn or suspended, the Client must stop using the affected Final Images immediately and remove them from active publication where reasonably practicable.
Ending or suspending a Licence does not prevent the Photographer from pursuing any unpaid fees or other remedies available under law.
19. Liability
The Photographer will provide the photography services with reasonable care and skill.
To the fullest extent permitted by law, the Photographer’s total liability arising from a Booking will not exceed the total amount paid or payable by the Client for that Booking.
The Photographer will not be liable for indirect or consequential losses, including loss of profit, loss of revenue, loss of business opportunity or loss of anticipated savings, except where such liability cannot legally be excluded.
The Photographer will not be responsible for losses caused by the Client’s failure to provide accurate information, instructions, approvals, permissions or materials required for the Booking.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.
20. Confidentiality
Each party will keep confidential information received from the other party that is clearly confidential or would reasonably be understood to be confidential.
Confidential information will only be used for the purposes of the Booking unless disclosure is required by law or reasonably necessary to provide the agreed services.
This section does not prevent the Photographer from exercising any usage rights expressly agreed under section 10.
21. Force majeure
Neither party will be responsible for failure or delay in performing its obligations where this is caused by circumstances outside its reasonable control.
Such circumstances may include serious illness, accident, severe weather, fire, flood, venue closure, transport disruption, government restrictions or other unforeseen events that could not reasonably have been prevented.
Equipment failure will not normally constitute force majeure where reasonable backup arrangements could reasonably have been made.
Where reasonably possible, the affected party will notify the other party and the parties will attempt to agree an alternative arrangement.
22. Complaints and concerns
The Client should raise any concern about the services or Final Images with the Photographer as soon as reasonably possible.
The Photographer will make reasonable efforts to resolve genuine issues arising from the agreed service.
Nothing in this section limits any statutory rights available to the Client.
23. Governing law
These Terms are governed by the laws of England and Wales.
Where the Client is a consumer, nothing in these Terms removes any mandatory legal rights that apply to the Client.
Subject to any mandatory consumer rights, the courts of England and Wales will have jurisdiction over disputes arising from these Terms.
24. Entire agreement
The quotation, Booking confirmation, agreed creative brief and these Terms form the agreement between the Photographer and Client in relation to the Booking.
If there is a conflict between these Terms and a specific written agreement, quotation or Booking confirmation, the specific written agreement will take precedence for the matter it expressly addresses.
Any variation to these Terms must be agreed in writing.
Privacy Policy
Effective date: 25th August 2026
This Privacy Notice explains how Adrian Hartop, trading as Adrian Hartop Photography, collects, uses, stores and protects personal information.
The Photographer is responsible for personal data processed in connection with photography enquiries, bookings, client relationships, website enquiries and related business activities.
1. Who we are
Adrian Hartop Photography
Adrian Hartop
Email: contact at adrianhartop.com
Website: adrianhartop.com
For data protection purposes, Adrian Hartop is the person responsible for the personal information described in this Privacy Notice.
2. Personal information we collect
Depending on how you interact with the Photographer, we may collect:
- Name
- Email address
- Telephone number
- Business name and job title
- Billing and payment information
- Booking details and photography requirements
- Information contained in correspondence between you and the Photographer
- Information provided in enquiries, briefs, mood boards and other project materials
- Photographs and related information where you are photographed as part of a photography service
- Information required to manage contracts, invoices, payments and business records
- Technical information relating to your use of the website where this is collected through cookies or similar technologies
We do not normally require sensitive personal information to provide photography services. If such information is provided to us, we will only process it where there is an appropriate lawful basis for doing so.
3. Where personal information comes from
We may collect personal information directly from you when you contact us, request a quotation, make a booking, provide a brief, attend a shoot or otherwise communicate with us.
We may also receive information from a third party, such as an agency, brand, event organiser or other person involved in arranging a photography booking.
Where personal information is received from another source, we will provide the relevant privacy information where required by law.
4. How we use personal information
We may use personal information to:
- Respond to enquiries
- Prepare quotations and proposals
- Arrange and manage photography bookings
- Communicate with clients, models, suppliers and other people involved in a Booking
- Provide photography services
- Deliver Final Images
- Issue invoices and process payments
- Maintain business and accounting records
- Deal with complaints and resolve disputes
- Protect and enforce our legal rights
- Comply with legal and regulatory obligations
- Manage and improve our website and business
- Promote the Photographer’s services where permitted by law
5. Lawful basis for processing
We process personal information using the lawful basis that is appropriate to the purpose for which it is collected.
This may include:
Contract
Where processing is necessary to enter into or perform a contract with you, such as arranging a photography booking, communicating about a project or delivering Final Images.
Legal obligation
Where processing is necessary to comply with a legal obligation, such as accounting and tax requirements.
Legitimate interests
Where processing is necessary for legitimate business interests, provided those interests are not overridden by your rights and interests.
This may include managing business records, protecting our legal rights, preventing misuse of our services and promoting our work where permitted.
Consent
Where consent is required by law, we will ask for it before carrying out the relevant processing.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.
6. Photographs and portfolio use
Photography services involve creating photographs that may contain identifiable people.
Where the Photographer has an agreed right to use photographs for portfolio, website, social media, awards, competitions or marketing purposes, the Photographer may process and publish those photographs for those purposes.
Where additional consent or permission is legally required, the Photographer will obtain it where the responsibility for doing so falls on the Photographer.
A Client’s permission to use an image does not automatically determine the privacy or publicity rights of every person appearing in that image. Responsibility for permissions is dealt with in the Photography Terms and Conditions.
7. Who we share information with
We may share personal information with service providers where necessary to operate the business or provide the agreed services.
These may include:
- Payment providers
- Accounting and bookkeeping services
- Cloud storage providers
- Online image gallery or file delivery providers
- Website hosting and technical service providers
- Email and communication providers
- Professional advisers
- Suppliers and contractors involved in providing the photography service
- Government bodies, regulators, law enforcement agencies or other authorities where disclosure is required or permitted by law
We do not sell personal information.
We only share information where there is a legitimate reason to do so and, where required, an appropriate legal basis.
8. International processing
Some service providers used by the Photographer may process personal information outside the United Kingdom.
Where personal information is transferred outside the United Kingdom, the Photographer will take reasonable steps to ensure that the transfer is carried out in accordance with applicable data protection law.
Details of specific international transfers will depend on the services and providers used by the Photographer at the time.
9. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including any period required for legal, accounting, tax or dispute resolution purposes.
Client records and financial records may be retained for the period required by applicable law.
Photography files may be retained for 12 months after final delivery.
Portfolio images may be retained for as long as the Photographer has a legitimate reason or agreed permission to use them.
When personal information is no longer required, it will be securely deleted or otherwise disposed of where reasonably practicable.
10. Data security
The Photographer takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, destruction or misuse.
No method of storing or transmitting information is completely secure, so absolute security cannot be guaranteed.
11. Cookies
The website may use cookies and similar technologies.
Some cookies may be necessary for the website to operate correctly.
Other cookies, such as analytics or marketing cookies, may only be used where the required consent has been obtained.
The cookies used by the website may change as website functionality and third party services change.
Details of the cookies currently used will be provided through the website’s cookie information or consent mechanism where applicable.
12. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have rights including:
- The right to request access to your personal information
- The right to request correction of inaccurate or incomplete information
- The right to request deletion of your information where applicable
- The right to request restriction of processing where applicable
- The right to object to certain processing
- The right to data portability where applicable
- The right to withdraw consent where processing is based on consent
These rights are subject to certain legal exceptions and do not apply in every circumstance.
13. How to exercise your rights
To exercise a data protection right, contact:
Adrian Hartop Photography
Email: contact at adrianhartop.com
Please provide enough information to allow us to identify you and understand your request.
We may need to verify your identity before providing personal information or making certain changes.
14. Complaints
If you have concerns about how your personal information has been handled, please contact the Photographer first so that the matter can be investigated and resolved where possible.
You also have the right to complain to the Information Commissioner’s Office, which is the UK’s independent data protection regulator.
Information about contacting the ICO is available on its website.
15. Changes to this Privacy Notice
This Privacy Notice may be updated from time to time to reflect changes in the way the business operates, changes to technology, changes to service providers or changes in data protection requirements.
Artwork Prints Terms and Conditions, Shipping & Refunds
Terms & Conditions
By purchasing artwork from this site, you agree to the following terms.
Artwork
All works are original photographic prints produced in limited or single editions as stated in the product description.
Pricing
All prices are listed in GBP (£) and are subject to change without notice.
Payment
Payment must be completed at the time of purchase via the available payment methods.
Shipping
Orders will be dispatched to the address provided at checkout. It is the buyer’s responsibility to ensure all details are correct.
Intellectual Property
All images and artworks remain the intellectual property of the artist.
Purchase of a print does not grant any rights to reproduce, distribute, or commercially use the image.
Limitation of Liability
We are not liable for delays caused by shipping carriers, customs processes, or circumstances beyond our control.
Shipping & Delivery
All artworks are produced to order and handled with care to ensure they arrive in perfect condition.
Processing Time
Orders are typically processed within 3–5 working days.
Delivery Times
Estimated delivery times are as follows:
- United Kingdom: 1–3 working days
- Europe: 3–7 working days
- International: 5–10 working days
Please note these are estimates and may vary depending on location and courier conditions.
Shipping Method
All orders are shipped using tracked and insured delivery services. A tracking number will be provided once your order has been dispatched.
Packaging
Prints are carefully packaged using protective materials and shipped in durable tubes or flat packaging where appropriate to prevent damage in transit.
Customs & Import Duties
International orders may be subject to customs duties or import taxes. These charges are the responsibility of the buyer.
Returns & Refund Policy
Due to the nature of fine art prints, all sales are considered final.
Damaged or Faulty Items
If your order arrives damaged or faulty, please contact us within 48 hours of delivery with:
- Photographic evidence of the damage
- Your order details
A replacement or refund will be arranged where appropriate.
Non-Returnable Items
We do not accept returns for:
- Change of mind
- Incorrect address provided by the buyer
- Minor variations in colour due to screen differences
Lost Items
If your order does not arrive, please get in touch. All shipments are tracked and we will work with the courier to resolve the issue.
