Terms & Conditions

This policy outlines booking, payment, cancellation, and rescheduling terms for Stacey Potter Photography services. By booking, you agree to the terms outlined below.

1. Booking & Booking Fees

1.1 A refundable booking fee of $150 is required to secure your pre-session consultation/Event planning consultation & session/event date.
1.2 This booking fee is deducted from your total session or event coverage cost.
1.3 The booking fee is refundable only if cancelled more than 48 hours prior to your scheduled consultation.
1.4 If you reschedule your consultation (see Section 6.1), the booking fee becomes non-refundable, but will still be applied to your session total.

2. Final Payment

2.1 The remaining balance must be paid in full and funds cleared 3 days prior to the commencement of your session or event. We recommend allowing a minimum of two (2) working days for funds to clear to avoid disappointment.
2.2 Payment plans are not currently offered.

3. Accepted Payment Methods

3.1 Accepted payment methods include:

- Credit or debit card via Stripe

- Cash

3.2 Any applicable payment processing fees are applied in accordance with the payment processor’s terms and conditions.

4. Booking Confirmation & Requirements

4.1 You will receive a booking confirmation email once your consultation and session are secured.
4.2 Email reminders 24 hours prior to your final invoice due and session time.
4.3 All clients must review and sign the session contract (including any relevant model releases) before the session begins.

5. Late Arrivals

5.1 A 30-minute grace period is built into your scheduled session time to allow for unexpected delays. Sessions will still conclude at the originally scheduled end time.

Without Notice
5.2 Arrivals more than 30 minutes late without prior contact will forfeit the session and are not eligible for a refund.

With Notice
5.3 If you notify us of your delay but arrive more than 30 minutes late, you may:

- Reschedule your session (see Section 6), or

- Cancel and receive a 50% refund of the session total, minus the booking fee.

6. Rescheduling

We understand that life can be unpredictable and will accommodate changes where possible.

6.1 Pre-session/Event Planning Consultations
6.1.1 One reschedule is permitted up to one (1) hour prior to your appointment.
6.1.2 Rescheduling renders the booking fee non-refundable, though it remains applicable to your session.

6.2 Photography Sessions
6.2.1 One reschedule is permitted up to one (1) hour prior to the session start time.
6.2.2 If the session has not been paid in full, rescheduling requires a non-refundable 50% deposit of the session total, minus the booking fee.
6.2.3 If the session has already been paid in full, the 50% deposit will be applied automatically.
6.2.4 Additional reschedule requests may be considered on a case-by-case basis and may incur additional fees.

7. Cancellations

7.1 Pre-session Consultations
7.1.1 Cancel more than 48 hours in advance for a full refund of the booking fee.
7.1.2 Booking fees are non-refundable if:

- Cancellation occurs within 48 hours, or

- The consultation has already been rescheduled.

7.2 Photography Sessions
7.2.1 Cancel more than 48 hours in advance (and if the session has not been rescheduled) for a full refund of the session total, minus the booking fee.
7.2.2 Cancellations within 48 hours or after rescheduling receive a 50% refund of the session total, minus the booking fee.

7.3 Photographer Cancellations
7.3.1 Rescheduling will always be offered if the photographer is unable to complete the session.
7.3.2 If rescheduling is not suitable, a full refund of all payments, including the booking fee, will be provided.

8. Unforeseen Events

8.1 In the event of genuine unforeseen circumstances (e.g. severe weather, accidents, natural disasters, or events beyond the client’s control), sessions may be rescheduled at no additional cost.
8.2 Illness (yours or your child’s) is not automatically considered an emergency; however, late reschedules are offered for this reason. Please refer to Section 6.
8.3 Supporting evidence may be requested and assessed on a case-by-case basis.

9. No-Shows & Abusive Behaviour

9.1 Clients who fail to attend without notice are not eligible for a refund and may be ineligible for future bookings.
9.2 Abusive behaviour (including threats or inappropriate language) will result in:

- Immediate cancellation without refund

- Ineligibility for future bookings

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 4-6 weeks of your photography session, though this may vary during busy periods (e.g. school holidays or Christmas) or for large scale events.

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 from date of order.

1.3 You will receive notification once your gallery is ready.

1.4 Online galleries remain accessible for 2 weeks after delivery. 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. Scope of work

2.1 Classic Sessions and Event Coverage include Pre-session/Event consultation (planning), photography, editing, gallery hosting & download, and the client’s chosen print package.

2.2 Exact inclusions are outlined at the time of booking.

2.3 Client optional print selections are confirmed via the online print store in client galleries

2.4 Any work requested outside the agreed scope may incur additional fees.

3. Print Quality & Colour Disclaimer

3.1 Every screen displays colour differently, and printed products may vary slightly from what you see on your device.

3.2 Stacey Potter Photography is not responsible for colour discrepancies or quality issues arising from prints made through external labs or retailers.

4. Editing & Retouching

4.1 All delivered images are lightly edited in Stacey’s natural, documentary style, including basic exposure, colour correction, and cropping where needed.

4.2 Extensive retouching (such as body modifications) is not included.

4.3 Additional requested edits may be quoted on a per-image basis at Stacey’s discretion.

4.4 Please note: Requests that significantly alter an image may be declined if they conflict with the photographer’s style or ethics.

5. Locations & Permits

5.1 Stacey Potter Photography is responsible for obtaining permission for private property access where agreed in advance.

5.2 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.

6. Limitation of Liability

6.1 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

6.2 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.

6.3 By booking, you acknowledge that documentary-style photography prioritises real, unposed moments, and your images will reflect your family’s personality and environment authentically.

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.

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. 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.

6. 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