Definitions
VERSION NOTICE
These Terms & Conditions apply to all bookings made on or after 2nd September 2025. Bookings made before this date are not affected and will remain bound by the version in place at the time of booking, unless a variation is agreed in writing. Copies of all previous versions are kept on file and can be accessed separately if required.
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DEFINITIONS
i. These Terms & Conditions apply to all commissions.
ii. “Photographers”, “we”, “us” means Alex & Steve Bowden trading as Bowden’s Photography.
iii. “Client” means any person, couple, firm or company who contracts with the Photographers.
iv. “Booking fee” means the initial £100 non-refundable payment due on signing.
v. Two photographers are included as standard unless otherwise stated.
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CONTRACT AGREEMENT
i. All clients are required to complete and sign a booking form and contract via Pixieset Studio Manager before the booking is confirmed.
ii. The contract and these Terms & Conditions together form the full agreement between the Client and the Photographers.
iii. No booking is secured until both the contract is signed and the booking fee is paid.
iv. Where a statutory cooling-off period applies to distance sales, you may cancel within that period for a full refund of the booking fee, provided work has not begun and the event date is not within the cooling-off window. This does not affect your legal rights.
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1. COPYRIGHT & LICENCE
i. The Photographers retain full copyright in all images at all times (CDPA 1988).
ii. On full payment the Client receives a personal licence to download, store, share and print for personal non-commercial use. The licence is personal to the Client. Family and guests may view the gallery and may only download if the Client shares their download PIN. We will not issue a PIN or supply files to anyone other than the Client without the Client’s written permission.
iii. Venues/suppliers/third parties require a separate supplier licence (available on request).
iv. Using images without payment breaches this licence.
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2. CREATIVE LICENCE, EDITING & SOCIAL USE
i. Images are professionally edited in our natural style; RAW files and unedited footage are not supplied.
ii. Additional edits/filters/overlays by the Client are not permitted.
iii. Social sharing welcomed; credit @bowdensphotography appreciated (optional).
iv. Any agreed promotional usage by either party will be recorded in the booking form/contract.
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3. COVERAGE & REPRODUCTION LIMITS
i. Image selection and coverage are at our discretion while making reasonable efforts to accommodate requests.
ii. Specific shots, locations or groupings cannot be guaranteed due to time, weather, venue rules or subject availability.
iii. At some ceremonies/venues, movement/positions may be restricted; we aren’t responsible for obstructed views as a result.
iv. Lighting conditions may cause minor variation across the set.
v. Equipment is maintained and backed up; we aren’t liable for failures beyond reasonable control (see clause 5).
vi. The Client is responsible for clearances/permissions (including parental/guardian consent for minors and any requested publication/identification).
vii. Images are individually edited; aspect ratios may vary. The Client must choose the correct print size (e.g., 6×4, 5×4).
viii. The Client will nominate a helper/usher to assemble people for group photos. We’ll make reasonable efforts to capture agreed groups, but cannot guarantee specific people if they are unavailable or timings overrun.
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4. PAYMENT
i. A non-refundable booking fee of £100 secures the date and is deducted from the final balance.
ii. The full package balance (including any agreed add-ons) is due no later than 14 days before the wedding/shoot date.
iii. Payment plans are available; all instalments must clear by the deadline in clause ii. Missed payments may pause work and, if not remedied within 14 days, may be treated as a cancellation under clause 5.
iv. Additional services for the day (e.g., extra hour) must be paid in full before the event and are subject to availability.
v. Additional products (albums, prints, canvases, photo books) are payable in full prior to ordering.
vi. We may withhold attendance and/or delivery if any sums due remain unpaid by the deadlines above.
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5. CANCELLATION, RESCHEDULING & UNFORESEEN CIRCUMSTANCES
i. Client cancellation: the £100 booking fee is non-refundable. If cancelled within 30 days of the event the full balance is payable. If cancelled 31–60 days prior, 50% of the remaining balance is payable.
ii. Client reschedule: subject to availability. A reschedule fee may apply to cover admin and any non-recoverable costs.
iii. Our inability to attend: if we are unable to attend due to illness, injury, crime, accident or other serious reason, we will make reasonable efforts to arrange a substitute. If none is available, all amounts paid will be refunded.
iv. Loss or damage of files: if files are lost, damaged or destroyed despite standard safeguards, liability is limited to a refund of amounts paid for undelivered services.
v. Events beyond our control: if circumstances outside either party’s reasonable control prevent the work from going ahead (for example severe weather, fire, flood, transport disruption, government restrictions or pandemics) we will notify you promptly. We will work with you to reschedule where possible. If rescheduling is not possible, refunds will be limited to amounts paid for services not delivered.
vi. This clause governs postponement and cancellation references elsewhere (see clause 14).
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6. ON THE DAY
i. We are the sole professional stills photographers unless agreed in writing; guests are welcome to take informal photos.
ii. For full-day weddings (10–12 hours), the Client agrees to provide a hot meal for both photographers during the meal break. This does not apply to shorter coverage (Ceremony or 8-hour packages).
iii. Coverage lasts for the booked hours; unused time is non-refundable. Travel between locations counts within coverage time.
iv. On-the-day extensions are subject to availability and charged at the current “extra hour” rate, confirmed by text/email before proceeding.
v. The Client will ensure a safe, respectful working environment. If we encounter harassment, aggression, unsafe conditions or unlawful requests, we may pause or cease coverage. Time lost will form part of booked hours; refunds are not due where we act reasonably for safety/compliance.
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7. PERSONAL ACCIDENT & LIABILITY
i. We take reasonable care at all times. Nothing limits liability for death or personal injury caused by negligence.
ii. Except for liability that cannot be limited by law, our total aggregate liability for any claim arising out of this agreement shall not exceed the total fees actually paid by the Client for the services. We are not liable for any indirect, special or consequential losses (for example loss of enjoyment, emotional distress, loss of opportunity).
iii. We maintain Public Liability and Professional Indemnity insurance and can provide certificates on request.
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8. DELIVERY & DELIVERABLES
i. What’s included: each package includes a set number of photos (Ceremony 300, Silver 600, Gold 800, Premium 800, Ultimate 1,000) as shown at the time of booking. On top of this, every couple also receives a Sneak Peek Gallery of 40 colour and 40 black & white photos within 7 days of the wedding, hand-selected by Alex and not part of the main total. Up to 10% of Alex’s photos in the final gallery will also be delivered in his signature black & white edit.
ii. Optional extras: Additional Photo Bundles may be purchased to unlock more images beyond the package total (+100 photos £50, +250 photos £100, +500 photos £150, Full Gallery Unlock £250).
iii. Video add-on: if ordered, a 3–5 minute cinematic highlights video filmed alongside photography is delivered with your gallery. This is not a full-length film and does not include full ceremony or speeches audio. Footage is captured in short clips (up to 20 seconds each) and edited into the highlights video. No raw video or full-length recordings are supplied unless agreed in writing.
iv. Timeframe: galleries are normally delivered within around 12 weeks of the event, up to 16 weeks in peak season unless otherwise agreed in writing.
v. Gallery access: images are delivered in a private, password-protected Pixieset gallery with full download and print rights. Galleries remain online for 6 months from delivery (extensions available by agreement).
vi. Payment condition: download access will not be released until all balances are paid in full.
vii. Gallery security: to access a private gallery you must enter an email address. This is used only for security and to track who has accessed the gallery. It is not used for marketing.
viii. Additional photos: each package includes a set number of edited photos as listed in the contract (e.g. Ceremony 300, Silver 600). The full edited collection is uploaded to the client’s gallery with a visible watermark. The client receives a download code allowing them to download the maximum number of photos included in their package; watermarking is removed once photos are downloaded.
If the client wishes to purchase additional bundles (+100 photos £50, +250 photos £100, +500 photos £150, or a Full Gallery Unlock £250), they may select the photos within the gallery, add them to the basket, and complete payment. Purchased photos will then be available to download without watermark.
If the Full Gallery Unlock is purchased, the watermark is removed from the entire collection and all photos are made available to download. If the number of additional photos available is less than the bundle size purchased, the Photographers will refund the difference or adjust the price fairly (for example, if the Full Gallery Unlock at £250 results in closer to 400 additional photos, the fee will be reduced to the £150 bundle price).
All additional photos are delivered in the same style and editing as the package set.
ix. Aerial/drone: any aerial footage is subject to safety, weather, venue permissions and UK CAA rules. Aerial coverage is never guaranteed. We may decline or halt flights at our discretion to remain compliant and safe; no refund is due where we act reasonably.
x. Music/licensing & platforms (video): highlights films include licensed music suitable for personal viewing/sharing. Social platforms may mute or block audio automatically; we are not responsible for third-party platform actions.
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9. ARCHIVING OF PHOTOS
i. All final photos are delivered in JPEG format. These JPEGs are stored by the Photographers on at least two separate hard drives as a long-term backup.
ii. While we make every reasonable effort to preserve client work, we cannot guarantee permanent storage. Access to archived photos is offered as a goodwill backup and not a contractual obligation.
iii. If a client wishes to access their photos at a later date, we will normally still have copies available. An admin fee may be charged for retrieval and re-delivery.
iv. The Photographers accept no liability for the loss of archived copies after delivery of the final gallery.
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10. EXTRA EXPENSES
i. Client-requested alterations or circumstances outside the original brief may incur extra fees/hours with prior approval. A contract will be issued and signed electronically via Pixieset Studio Manager.
ii. Travel up to 50 miles round-trip from our base is included. Additional mileage, parking, tolls, congestion charges and reasonable overnight accommodation (for late finishes or distant venues) may be chargeable by prior agreement.
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11. PHOTO BOOKS & KEEPSAKES
i. Photo book and keepsake prices are fixed; additional copies or upgrades can be purchased.
ii. Medium photo book: 29 × 21 cm (approx. A4) with 30 pages (around 60 photos) and lay-flat pages. This size is included with the Premium Package.
iii. Large photo book: 38 × 29 cm with 30 pages (around 120 photos) and lay-flat pages. This size is included with the Ultimate Package.
iv. Canvas: one 24” × 16” canvas print is included with the Ultimate Package.
v. Prints: three 10” × 8” professional prints are included with the Premium and Ultimate Packages.
vi. Proofing & delivery: we supply a proof for approval (two rounds of minor revisions included). Additional changes are chargeable at the current rate. Production typically 2–4 weeks from final approval. Items damaged in transit will be replaced if notified within 7 days of receipt.
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12. MINORS
i. Bookings must be made by persons aged 18 or over.
ii. The Client is responsible for obtaining parental or guardian consent for photographing anyone under the age of 18, and for any requested identification or publication of children.
iii. No photos of anyone under 18 will be used for advertising, promotion, or portfolio purposes unless specific consent has been agreed in writing by a parent or guardian.
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13. VOUCHERS & PROMOTIONAL CODES
i. Vouchers must be redeemed by the expiry date shown.
ii. They cannot be exchanged for cash, refunds or change.
iii. Vouchers and promotional codes cannot be used with any other offer unless expressly stated.
iv. Vouchers are valid only for the service described on the voucher and cannot be transferred to other services.
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14. ADVERSE WEATHER
i. We may postpone or modify a shoot if, in our reasonable opinion, weather or light makes proceeding unsafe or unworkable.
ii. In the event of postponement under this clause, clause 5 (Cancellation, Rescheduling & Unforeseen Circumstances) applies.
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15. COMPLAINTS
i. Any complaint must be raised by the Client in writing within 28 days of first becoming aware of the issue.
ii. We will review the matter and make every reasonable effort to resolve it promptly and amicably.
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16. REJECTION
i. No right to reject on the basis of style, aesthetic or composition, given prior review of our portfolio.
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17. APPLICABLE LAW & JURISDICTION
i. This agreement is governed by the laws of England & Wales.
ii. The courts of England & Wales shall have exclusive jurisdiction over any dispute arising from this agreement.
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18. VARIATION
i. The Photographers may update these Terms & Conditions from time to time. Updated versions apply automatically to new bookings from the date of issue.
ii. Changes do not affect bookings made before that date. Those clients remain bound by the version they signed, unless a variation is agreed in writing.
iii. Previous versions remain on file and can be accessed separately if required.
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19. SUPPLY TO THIRD PARTIES
i. Licence is personal to the Client. Supply to third parties (venues/suppliers) requires a supplier licence from us.
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20. DATA PROTECTION
i. We process personal data in accordance with UK GDPR and the Data Protection Act 2018.
ii. Trusted processors include Pixieset (online galleries), Loxley Colour (print fulfilment) and CEWE (canvases and photo books).
iii. Data is used only for the purposes of fulfilling your booking and will not be shared beyond what is necessary to deliver your products and services.
iv. Our full Privacy Policy is available on request and on our website; contact: bowdensphotography@outlook.com.