Terms & Conditions
Below you’ll find all of my policies, terms, and conditions. If you have any questions regarding these policies, please contact me here.
General Terms & Service Policy
These general terms apply to all photography sessions with Stacey Potter Photography and are intended to set clear expectations around service delivery, artistic style, and session logistics. By booking a session, you agree to the terms outlined below.
1. Delivery & Turnaround
1.1 Digital galleries are typically delivered within 2 weeks of your photography session, though this may vary during busy periods (e.g. school holidays or Christmas).
1.2 Print and album delivery times will vary depending on your order, lab processing times, and shipping providers — but usually take 2–3 weeks.
1.3 You will receive notification once your gallery is ready.
1.4 Online galleries remain accessible for 2 weeks after delivery of your print-ready USB (and Heirloom album, where applicable). After this period, images may be archived or removed to manage storage.
1.5 If you need additional access after this time, please get in touch. A small reactivation fee may apply.
2. Print Quality & Colour Disclaimer
2.1 Every screen displays colour differently, and printed products may vary slightly from what you see on your device.
2.2 Stacey Potter Photography is not responsible for colour discrepancies or quality issues arising from prints made through external labs or retailers.
3. Editing & Retouching
3.1 All delivered images are lightly edited in Stacey’s natural, documentary style — including basic exposure, colour correction, and cropping where needed.
3.2 Extensive retouching (such as body modifications, object or background removal) is not included.
3.3 Additional edits may be quoted on a per-image basis at Stacey’s discretion.
3.4 Please note: Requests that significantly alter an image may be declined if they conflict with the photographer’s style or ethics.
4. Outdoor Locations & Weather
4.1 Stacey Potter Photography is responsible for obtaining permission for private property access where agreed in advance.
4.2 Any associated fees (e.g. venue hire or access permits) are the client’s responsibility and must be paid in accordance with the venue’s policies. Failure to do so may affect your session.
4.3 Sessions may be rescheduled at no cost due to unsafe weather, natural hazards, or environmental access issues.
4.4 Minor conditions (such as wind, clouds, or light drizzle) are not typically considered valid reasons for rescheduling unless they impact safety or comfort — particularly for young children.
4.5 If your preferred location becomes inaccessible or unsuitable on the day, we’ll choose a nearby alternative together where possible.
5. Limitation of Liability
5.1 While every care is taken to deliver a high-quality experience, Stacey Potter Photography is not liable for circumstances beyond her control, including but not limited to:
– Equipment malfunction
– Data corruption or storage failure
– Weather or environmental disruptions
– Client lateness, uncooperative participants, or behavioural issues
– Dissatisfaction based on personal taste or stylistic preference
5.2 In the rare event of total image loss (e.g. memory card failure with no backup), you’ll be offered either a full refund or a complimentary reshoot, based on availability and your preference.
5.3 By booking, you acknowledge that documentary-style photography prioritises real, unposed moments, and your images will reflect your family’s personality and environment authentically.
Booking & Payment Policy
1. Booking and Deposits
1.1 A non-refundable booking fee of $80 is required to secure your pre-session consultation.
1.2 This booking fee will be deducted from your total session cost.
1.3 The booking fee is refundable only if cancelled more than 48 hours in advance of your scheduled consultation.
1.4 If you reschedule your consultation (see section 4.1), the booking fee becomes non-refundable but remains applicable to your session.
2. Final Payment
2.1 The full remaining balance is due no later than 48 hours before your scheduled session.
2.2 We do not currently offer payment plans, however, PayPal's ‘Pay in 4’ service may be available depending on your eligibility.
3. Accepted Payment Methods
3.1 We accept the following forms of payment:
- Bank transfer (via PayID)
- PayPal
- Credit or debit card
- Cash
3.2 Payment processing fees (where applicable) are the responsibility of the client and are subject to the terms of your chosen payment provider.
4. Rescheduling
We understand that life can be unpredictable, and are happy to accommodate changes where possible:
4.1 Pre-session Consultations
4.1.1 You may reschedule once, up to 1 hour before your appointment.
4.1.2 Rescheduling will make the booking fee non-refundable, but it will still apply to your session.
4.2 Photography Sessions
4.2.1 Sessions may be rescheduled once, up to 1 hour before the start time.
4.2.2 A second reschedule will incur a non-refundable 25% deposit of the session total.
4.2.3 If your session has already been paid in full, this 25% will be deducted from any refund if the session is later cancelled.
4.2.4 Requests for more than two reschedules will be considered on a case-by-case basis and may incur additional fees.
5. Cancellations
5.1 Pre-session Consultations
5.1.1 Cancel 48+ hours in advance for a full refund of your booking fee.
5.1.2 Booking fees are non-refundable if:
- Cancellation occurs within 48 hours of the consultation, or
- The consultation has already been rescheduled once.
5.2 Photography Sessions
5.2.1 Cancel 48+ hours in advance (and if the session hasn’t been previously rescheduled):
- 75% refund of your session total, excluding the booking fee.
5.2.2 Cancel within 48 hours or after rescheduling:
- 50% refund, excluding the booking fee.
5.3 Photographer Cancellations
If the photographer must cancel for any reason, you will receive a full refund of all payments made, including your booking fee.
6. Booking Confirmation and Reminders
6.1 You will receive a booking confirmation email once your session is secured.
6.2 Email reminders will be sent one week and one day prior to your session.
6.3 You must review and sign your session contract (including any relevant model releases) before your session is confirmed.
7. Late Arrivals
7.1 A 1-hour grace period is built into your scheduled session time to allow for unexpected delays. Please note, your session will still end at the originally scheduled time, even if you arrive late.
7.2 Without Notice
7.2.1 Arrivals more than 1 hour late without prior contact will forfeit the session and receive a 30% refund, minus the booking fee.
7.3 With Notice
If you notify us of your delay but arrive more than 1 hour late, you may either:
- Reschedule your session (see Section 4.2 for limits), or
- Cancel and receive a 30% refund, minus the booking fee.
8. Unforeseen Events
8.1 In the event of genuine unforeseen circumstances such as severe weather, accidents, natural disasters, or events beyond your control that prevent the session from going ahead your session may be rescheduled at no additional cost.
8.2 Illness (yours or your child’s) is not automatically considered an emergency, but we do offer late reschedules for this very reason. Please refer to the rescheduling policy in Section 4 for guidance in these cases.
8.3 Requests for rescheduling due to unforeseen events will be assessed on a case-by-case basis and may require supporting evidence.
9. No-Shows or Abusive Clients
9.1 Clients who fail to attend their session without notice will receive a 30% refund, minus the booking fee.
9.2 Abusive behaviour, including threats or inappropriate language, will result in:
– Immediate cancellation of your session
– A 30% refund, minus the booking fee
– Ineligibility for future bookings
Privacy & Data Protection Policy
Effective Date: 02/07/2025
1. Information We Collect
1.1 We collect personal information to provide photography and related services. This may include:
- Name, email address, phone number, and mailing address
- Session details (e.g. location, dates, preferences, special requests)
1.2 Personal data is collected through:
- Website forms (e.g. contact, waitlist, or booking forms)
- Email, phone, or text communication
- In-person consultations
1.3 We may collect anonymous website usage data (such as browser type, device, and traffic patterns) through analytics tools like Google Analytics to improve your experience.
1.4 We do not directly collect or store your payment details. These are handled securely through third-party providers (e.g. PayPal, Stripe, PayID). Clients should refer to the relevant provider’s privacy policy for more information.
2. Purpose of Data Collection
2.1 Your information is collected and used for the following purposes:
- To manage bookings and deliver photography services
- To communicate regarding your session and deliver your gallery or products
- To send marketing communications (only with your opt-in consent)
- To improve our services and website functionality
3. Data Sharing
3.1 We only share personal data with third parties when necessary to deliver our services or to comply with legal obligations. This may include:
- Payment processors (e.g. PayPal, Stripe)
- Print labs (images only — no identifying personal data)
- Website and marketing platforms (e.g. Squarespace, email campaign tools)
- Government or regulatory bodies if required by law
3.2 Some third-party providers may store or process data outside of Australia. By using our services, you consent to this. For more information, refer to the individual privacy policies of the platforms used.
4. Data Storage and Security
4.1 We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, or disclosure. This includes:
- Storing digital files on password-protected devices with limited access
- Using secure online platforms that comply with relevant data security standards
- Limiting access to your data to only those who need it to provide services
4.2 Payment details are securely stored and processed only by your chosen third-party payment provider.
4.3 Squarespace handles cookies, email communications, and analytics in line with their own privacy and cookie policies.
5. Retention of Data
5.1 Your personal information is retained only as long as necessary to deliver your services, fulfil our business functions, or meet legal and tax obligations.
5.2 Financial records and transaction data may be retained for up to 7 years to comply with Australian tax law.
5.3 You may request access to, correction of, or deletion of your personal data at any time by contacting us at: s.potter@staceypotterphotography.com.au
6. Your Rights
6.1 You have the right to:
- Request access to the personal data we hold about you
- Correct any inaccurate or outdated information
- Withdraw consent for marketing communications at any time
- Request deletion of your data (unless retention is required by law)
- Revoke permission for your images to be used in marketing, except for model call sessions, where usage is a condition of participation
6.2 To exercise any of the above rights, contact: s.potter@staceypotterphotography.com.au
7. Cookies and Analytics
7.1 This website uses cookies and similar technologies to enhance user experience and analyse website traffic.
7.2 Cookies are handled in accordance with Squarespace’s Privacy and Cookie Policy. You may control or disable cookies through your browser settings at any time.
8. Privacy Complaints
8.1 If you have a concern or complaint about how your data is being handled, please contact us at the above email address. We will respond within a reasonable timeframe.
8.2 If you are not satisfied with our response, you may escalate the complaint to the Office of the Australian Information Commissioner (OAIC) www.oaic.gov.au
9. Policy Updates
9.1 This privacy policy may be updated from time to time to reflect changes in the law, our services, or privacy practices.
9.2 The most recent version will always be available on our website, and the effective date at the top will be updated accordingly.
Image Copyright & Usage Policy
1. Copyright Ownership
1.1 All images created by Stacey Potter Photography are protected under the Australian Copyright Act 1968.
1.2 Copyright remains the sole property of Stacey Potter Photography, even after purchase or delivery of the images.
2. Client Usage Rights
2.1 Clients are granted a non-exclusive, non-transferable licence for personal use of their images. This includes:
- Printing for personal use
- Sharing online or via social media
- Displaying in personal albums or at home
2.2 Commercial use, resale, or third-party use (e.g., contests, advertising, or business promotion) is strictly prohibited unless written permission is granted and appropriate licensing fees are paid.
3. Model Release & Promotional Use
3.1 Clients will be asked during onboarding to opt in or out of allowing image use for:
- Portfolio displays
- Website and blog
- Social media
- Printed marketing materials
- Magazine or contest submissions
3.2 Declining this usage will not affect the quality or availability of services in any way.
3.3 You may revoke your model release at any time by submitting your request in writing to s.potter@staceypotterphotography.com.au.. However, this does not apply to images taken during portfolio sessions, which include model usage as a condition of participation.
4. Attribution & Sharing
4.1 While not required, clients are encouraged to credit or tag Stacey Potter Photography when sharing images on social media.
4.2 Final delivered images are free of watermarks. Watermarked images may appear in preview galleries only.
5. Editing & Alterations
5.1 Clients may not alter, crop, apply filters, or edit the images in any way that changes their appearance or misrepresents the work.
5.2 If you would like any adjustments made, you're welcome to note specific requests in your gallery feedback form. I’m happy to help with future edits, but all changes must be approved in advance. Please contact Stacey Potter Photography to discuss any edits prior to altering images.
6. Third-Party & Commercial Use
6.1 Images may not be provided to third parties for commercial use without prior written permission.
6.2 Businesses, publishers, or other entities wishing to use images must request a commercial usage licence. Fees may apply.
7. Unauthorised Use & Infringement
7.1 Unauthorised commercial use, reproduction, or distribution of images constitutes copyright infringement.
7.2 Legal action may be taken and could include:
- Invoicing for commercial licensing fees
- Compensation for loss of revenue
- Damages related to reputational or professional harm
Portfolio Session Terms & Conditions
1. Standard Terms Apply
1.1 All sessions are subject to Stacey Potter Photography’s standard Terms and Conditions (including booking, cancellation, and rescheduling policies), except where explicitly waived.
1.2 For portfolio sessions, standard session fees are waived as part of a limited-time promotional offer.
2. Model Release Requirement
2.1 A signed model release is required for all participants prior to the session.
2.2 This release grants Stacey Potter Photography the right to use images from the session across marketing channels including (but not limited to): website, social media, printed materials, advertising, and promotional content.
2.3 By participating in a portfolio session, you agree that the signed model release is irrevocable and cannot be withdrawn at a later date. This ensures consistency and integrity across our portfolio and promotional materials. (See Image Copyright & Usage Policy for standard model release terms.)
3. Feedback Questionnaire
3.1 Clients agree to complete a short feedback form within 14 days of receiving their gallery.
3.2 This feedback helps improve future client experiences and is a required part of the portfolio session program.
4. Honest Public Review
4.1 In return for a complimentary session, clients agree to submit a brief, honest review of their experience within 14 days of gallery delivery.
4.2 Reviews must be posted to our Google Business profile or another nominated public review platform.
5. Timeframe & Image Access
5.1 If the required model release, feedback form, or review is not completed within the 14-day timeframe:
- Access to your image gallery may be temporarily restricted.
- Download and print options may be paused.
- You may be ineligible for future promotional or discounted offers.
6. Eligibility & Portfolio Use
6.1 Portfolio sessions are offered by invitation or application only and are subject to availability.
6.2 Not all applications will be accepted.
6.3 Clients will receive a full gallery of high-quality images as part of their session.
6.4 Stacey Potter Photography reserves the right to select which images are included in the public portfolio, website, social media, or other promotional materials. Inclusion is not guaranteed for all images.
Gift Voucher Terms & Conditions
1. Expiry
1.1 Gift vouchers are valid for three (3) years from the date of purchase, in accordance with Australian Consumer Law.
1.2 The expiry date will be clearly stated on the voucher at the time of issue.
2. Delivery & Redemption
2.1 All vouchers are delivered digitally and include a unique code for redemption.
2.2 Please keep this code secure, as it will be required to redeem your session.
3. Non-Refundable
3.1 Gift vouchers are non-refundable and cannot be exchanged for cash, either in full or in part, except where required by Australian Consumer Law.
4. Transferability & Resale
4.1 Vouchers are fully transferable and may be gifted to another person.
4.2 However, they may not be resold or listed for sale on third-party marketplaces or websites.
5. One Voucher Per Booking
5.1 Due to booking system limitations, only one voucher code can be redeemed per booking or transaction.
5.2 Voucher codes may not be used in conjunction with any other discounts, promotions, or offers
6. Session Availability
6.1 All sessions must be booked in advance and are subject to availability at the time of booking.
6.2 Holding a voucher does not guarantee a session on a specific date or time.
7. Lost or Misplaced Codes
7.1 If you misplace your voucher code, please contact Stacey Potter Photography with proof of purchase.
7.2 While we will do our best to assist, replacement is not guaranteed without valid proof.
8. Business Continuity
8.1 Vouchers remain valid for as long as Stacey Potter Photography is actively trading.
8.2 In the event that the business permanently ceases operation, vouchers may become non-redeemable, subject to applicable laws and consumer protections in place at that time.