10. Location Sessions and Permissions

For sessions taking place outside The Heirloom Studio, the client is responsible for obtaining any required permission, access, permits or approval for the location unless otherwise agreed in writing.

The photographer must follow the rules, restrictions and instructions of the location, landowner, venue or site management.

The client accepts that location rules, weather, access restrictions, lighting, crowds, safety issues or site conditions may affect the final images.

The Heirloom Studio can offer technical and creative recommendations, but negotiation with location owners, venue staff or officials is the client’s responsibility unless otherwise agreed.

11. Weather and Outdoor Sessions

Outdoor sessions may be affected by weather, light, wind, rain, temperature, ground conditions or other circumstances outside our control.

The Heirloom Studio will decide, using professional judgement, whether a session can safely and reasonably go ahead.

If a session must be rescheduled due to unsuitable weather, a new date will be offered subject to availability.

Reshoots are not provided for normal weather conditions, clothing choices, hair, makeup, child cooperation, tiredness or failure to follow preparation guidance.

12. Cooperation During the Session

The client and The Heirloom Studio agree to positive cooperation and communication for the best possible result.

The Heirloom Studio cannot be held responsible for missed photographs, requested images not taken, reduced variety or limited results caused by circumstances outside our control. This includes, but is not limited to:

poor weather or light;

late arrival;

child behaviour or lack of cooperation;

illness or tiredness;

location restrictions;

venue rules;

other cameras, phones or flashes;

interruptions during the session;

clothing, hair or makeup choices;

failure to follow preparation guidance;

schedule complications;

safety concerns;

circumstances caused by other people present.

There is no guarantee that any particular image, pose, expression, background, prop, combination or number of proofs will be produced.

13. Artistic Style and Editing

The client acknowledges that they are booking The Heirloom Studio based on its existing photographic and editing style.

The Heirloom Studio has full creative and artistic discretion over lighting, posing, composition, image selection, editing, colour grading, retouching, cropping and final delivery.

The editing process is a key part of the finished image and reflects the artistic style of The Heirloom Studio.

Additional edits, advanced retouching, object removal, body reshaping, changes to clothing, background changes or other detailed editing are not included unless agreed in writing.

Additional editing may be refused or may incur an extra charge.

Raw files, unedited files and original camera files are not included and are not available for purchase unless The Heirloom Studio chooses to offer them in writing.

14. Proof Galleries and Image Selection

After the session, The Heirloom Studio will provide an online proofing gallery where the client can view and choose images.

Proof images may be lightly edited or unedited and are provided for selection purposes only. They must not be downloaded, screenshotted, copied, shared, edited, filtered, printed, published or posted online.

The image selection period will be stated in the gallery email or booking information.

For standard sessions, clients should make their selection within one month of the proofing gallery being delivered, unless a shorter selection period has been stated for a specific session type.

For mini-sessions, Christmas sessions, school sessions, fundraising sessions and promotional sessions, a shorter selection period may apply.

If the client does not choose images within the selection period, editing and delivery may be delayed.

If the client has not chosen images within one month of the proofing gallery being delivered, The Heirloom Studio may choose the included images on the client’s behalf, edit and deliver those images, and archive or delete the remaining images.

After the selection period has passed, The Heirloom Studio does not guarantee that unchosen images will remain available.

15. Non-Selection of Images and Gallery Expiry

The client is responsible for choosing images within the stated selection period.

The selection period is 30 days.

The unchosen, unpurchased or expired gallery images may be archived or deleted without further notice once the selection period has passed.

The Heirloom Studio is not liable for the loss, deletion, corruption or unavailability of unchosen or unpurchased images after the selection period.

This may include loss caused by system failure, hard drive failure, gallery provider failure, cyber incident, fire, theft, flood, storm, accidental deletion, software issue or any other event outside our control.

Clients are strongly advised to choose their images within the stated timeframe so their final edited images can be completed and delivered safely.

16. Additional Image Purchases and Price Changes

Additional images may be purchased from the proofing gallery at the prices stated at the time the gallery is delivered.

If the client does not purchase additional images within one month of the gallery being delivered, any later purchases may be charged at The Heirloom Studio’s current pricing at the time of purchase.

Prices may change without notice, but confirmed and paid orders will not be affected.

17. Orders and Payment

Payment is due in full at the time of placing an order unless a payment plan has been agreed in writing.

All digital image orders, print orders, album orders, frame orders, wall art orders, voucher orders and other product orders must be paid in full before editing, production, release, collection or delivery.

All orders are final once placed, unless otherwise required by law.

Because photographic products are personalised and made to order, they cannot usually be changed, cancelled or refunded once editing, design, production, printing, customisation, download or delivery has begun, unless they are faulty or not as described.

Payment plans may be available at the discretion of The Heirloom Studio. The order will not be released until the full balance has been paid.

18. Digital Image Delivery

Final digital images are supplied in JPEG format through a password-protected online gallery or download link.

The client will be emailed a link to access and download the final images.

Estimated delivery time for final edited digital images is usually within 4 to 8 weeks after the client has chosen their images, unless a different timeframe has been stated for the session type.

During busy periods, including Christmas, delivery times may be longer.

Delivery of digital files through an online gallery or download link releases The Heirloom Studio from responsibility for the client’s failure to download, save or back up the images.

The client is responsible for downloading the images and creating secure backups. We recommend saving images to at least two safe places, such as a computer and an external hard drive or cloud storage.

Final client galleries may remain accessible online for up to 5 years from the date the gallery link is sent, but this is not guaranteed. Gallery providers, technical issues, business changes or events outside our control may affect long-term availability.

19. Prints, Albums, Frames and Products

Prints, albums, frames, wall art and other photographic products are custom-made and personalised.

Where relevant, a proofed layout or design may be sent to the client for approval before production.

The client is responsible for checking all details carefully before approving a product design, including image choices, spelling, names, dates, layout, cropping and product options.

Once approved, any changes requested may incur additional charges and may not always be possible.

The standard turnaround time for prints, albums, frames, wall art and other products is usually up to 8 weeks after final image editing or design approval, but this may vary depending on suppliers and busy periods.

The Heirloom Studio is not responsible for supplier, courier or postal delays outside our control.

Delivery or postage charges may apply and will be confirmed where possible before the order is completed.

20. Client Responsibility for Printing

Where digital images are purchased, the client may print the images for personal use.

The Heirloom Studio is not responsible for print quality, colour, cropping, paper quality, exposure or results from third-party printers, pharmacies, online print companies or consumer print labs.

For best quality, professional printing through The Heirloom Studio is recommended.

21. Copyright and Personal Use Licence

Copyright in all photographs remains with The Heirloom Studio.

The client does not own the copyright to the images unless a written copyright transfer agreement has been signed by The Heirloom Studio.

When the client purchases digital images, The Heirloom Studio grants the client a personal-use licence.

This means the client may:

download and store the purchased digital images;

print the images for personal use;

share the images with family and friends;

post the images on personal social media pages, provided they are not altered, edited or filtered.

The client may not:

sell the images;

use the images for commercial, business, competition or advertising purposes;

enter the images into competitions without written permission;

supply the images to businesses, publications or third parties for commercial use;

edit, alter, filter, retouch, crop heavily, manipulate or apply AI changes to the images;

claim the images as their own work;

remove watermarks from proof images;

copy, screenshot, download, print, publish or share proof images.

Commercial use requires written permission and may require a separate licence fee.

22. Social Media Use

Clients may share purchased final images on personal social media.

Images must not be altered, filtered, heavily cropped, edited with apps, changed with AI tools, or used in a way that damages the reputation or artistic style of The Heirloom Studio.

Credit is appreciated but not required unless agreed for a specific collaboration.

Proof images, screenshots and watermarked images must not be posted online.

23. Image Use by The Heirloom Studio

The Heirloom Studio will only use client images for website, social media, portfolio, awards, training, printed samples, advertising or promotional purposes where suitable permission has been given.

Special care is taken with images of newborns, children and families.

Clients may withdraw consent for future image use by contacting The Heirloom Studio.

Withdrawal of consent will not affect any lawful use that took place before consent was withdrawn and may not always allow removal from printed materials, award submissions, publications or content already shared by others.

24. Privacy and Data Protection

The Heirloom Studio processes personal data in line with its Privacy Policy and applicable data protection law.

Client information, images and contact details will be handled with care and used only for legitimate business purposes, providing services, legal obligations, consent-based marketing, image use where permitted, and other purposes explained in the Privacy Policy.

Clients should read the Privacy Policy for full details.

25. Complaints

Any complaint should be made in writing by email within 10 days of receiving the final images or products.

The Heirloom Studio will review the complaint and respond in a professional and fair manner.

Complaints made after this period may still be considered at the discretion of The Heirloom Studio, but delay may limit what can reasonably be reviewed or resolved.

26. Reshoots

Reshoots are not provided for:

poor clothing choices;

hair or makeup issues;

fake tan marks;

children not cooperating;

baby or child tiredness;

illness not disclosed before the session;

weather-related issues where the session went ahead by agreement;

client lateness;

failure to follow preparation guidance;

not liking a personal appearance, expression or styling choice;

changes of mind after the session.

A reshoot may be offered only at the discretion of The Heirloom Studio.

27. Refunds

Due to the custom nature of photography, digital files, editing and personalised products, payments are generally non-refundable once the service has been provided, editing has begun, digital images have been delivered, files have been downloaded, or products have entered production.

Once digital images have been delivered or downloaded, they cannot be returned.

This does not affect the client’s statutory rights if a service or product is faulty, not as described, or where the client has other rights under consumer law.

28. Vouchers

Gift vouchers are valid for a period of 5 years after purchase. .

Vouchers are not exchangeable for cash.

Lost, stolen or expired vouchers may not be replaced.

Vouchers may be used only towards services or products offered by The Heirloom Studio, subject to availability.

If prices increase after the voucher is purchased, the voucher value may be used towards the current price unless the voucher clearly states that it covers a specific session or package.

29. Limitation of Liability

In the unlikely event of total photographic failure, image loss, equipment failure, file corruption, illness, accident, cancellation by The Heirloom Studio or any other circumstance that prevents completion of the agreed service, The Heirloom Studio’s liability shall be limited to the amount paid by the client for the affected session or order.

The Heirloom Studio shall not be liable for indirect loss, consequential loss, emotional distress, loss of opportunity, loss of income, loss of enjoyment or costs beyond the amount paid for the affected service.

Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so.

30. Events Outside Our Control

The Heirloom Studio is not liable for failure or delay caused by events outside our reasonable control, including but not limited to illness, accident, bereavement, fire, flood, storm, extreme weather, power failure, internet failure, equipment failure, supplier delay, courier delay, data loss, cyber incident, venue closure, road closure, government restrictions, emergency situations or other events beyond our control.

Where possible, The Heirloom Studio will communicate with the client and offer a fair solution, such as rescheduling or refunding the affected part of the service.

31. Agreement

By completing a booking form, paying a deposit, attending a session, placing an order, approving a design, downloading images or otherwise using the services of The Heirloom Studio, the client confirms that they have read, understood and agreed to these Terms and Conditions.

32. Governing Law

These Terms and Conditions are governed by the laws of Ireland.

Any disputes shall be subject to the courts of Ireland.