Operational Details & Legalities
1. Image Copyright and Ownership
- Photographer Ownership: Amelia Hart Photography retains the copyright to all images taken during the session. Images are protected under copyright law and remain the intellectual property of the photographer.
- Usage License: The client is granted a non-exclusive, perpetual license to use the images for personal use, including social media sharing and personal printing.
- Commercial Restriction: Images may not be sold, entered into photography competitions, or used for commercial purposes (such as stud promotions, brand endorsements, or business advertising) without prior written consent and an upgraded commercial license.
2. Creative Control and Retouching
- Artistic Style: The client acknowledges that they have hired the photographer based on their unique artistic portfolio. The photographer asks that any image adjustments are requested through her & that the client does not make their own edits/amendments to the images.
- Raw Files: Unedited or raw files will not be delivered to the client under any circumstances, as they represent an unfinished product.
3. Handler and Spectator Responsibility
- The Handler: A capable and experienced handler must accompany the horse at all times during the session. The photographer is present solely to document the horse and will not act as a handler or trainer.
- Safety & Control: The horse remains the legal responsibility of the owner/handler at all times. If a horse becomes uncontrollable, the session will be paused until control is safely regained.
4. Turnaround Times and Delivery
- Proofing Gallery: Images will be ready to view approximately 2-4 weeks after the session date (the time taken to deliver the final gallery often varies depending on the season, but a time of 4 weeks is the maximum time a final gallery would take)
5. Property Releases
- Yard Permissions: If the shoot takes place at a boarding yard or private facility, the client is entirely responsible for obtaining all necessary permissions from the yard owner or manager beforehand.
Equine Photography Cancellation and Rescheduling Policy
6. Booking Retainer / Deposit
- All sessions require a non-refundable retainer fee of 50% of the shoot fee at the time of booking, to secure your date and time in the calendar.
- This retainer covers initial administration, date-holding, and planning, and is strictly non-refundable.
7. Client-Initiated Rescheduling
- More than 24 hours notice: If you need to postpone your session with at least 24 hours notice, your retainer will transfer directly to a new date and time within [e.g., 3 months], subject to availability.
- Less than 24 hours notice: Cancellations or rescheduling requests made within 24 hours of the scheduled start time will forfeit the original retainer. A new retainer will be required to book a replacement date.
8. Client-Initiated Cancellation (No Rebooking)
- If you cancel the session entirely rather than postponing, the retainer is non-refundable.
- For full packages paid in advance, any balance paid beyond the non-refundable retainer will be refunded only if cancellation occurs outside the 24-hour window.
9. Weather and Environmental Conditions
- Equine photography is weather-dependent. If severe weather (heavy rain, high winds, unsafe footing, or dangerous storms) makes the outdoor shoot unsafe or unworkable, the session will be postponed at no extra charge.
- The decision to reschedule due to weather is made jointly by the photographer and the client, 2-4 hours before the photographer’s departure from home.
10. Animal Welfare and Safety on Location
- The safety and welfare of the horse, handler, and photographer come first. If a horse becomes excessively stressed, ill, lame, or dangerous on the day of the shoot, the session may be halted or postponed at the photographer’s or client’s discretion. It is the decision of the photographer wether rescheduling would require any additional charge.
11. Photographer Cancellation
- If the photographer must cancel due to illness, emergency, or equipment failure, all monies paid, including the retainer, will be refunded in full, or transferred to a rescheduled date of your choice.
12. How to Cancel or Reschedule
- All changes or cancellations must be submitted in writing via email to amelia.hart@somethingfromthehart.com. Notice is calculated from the time the email is received.
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