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 booking fee of $670 is required to secure your brand planning meeting and photography session.
1.2 For Brand Elevation and The Full Brand Experience, this fee is deducted from the final package cost.
1.3 The booking fee is refundable only if cancelled more than 48 hours prior to your scheduled consultation.
1.4 If rescheduled, 50% of the booking fee becomes non-refundable, but remains applicable to your package.
1.5 If suitable dates cannot be agreed upon, the booking fee will be refunded in full.

2. Final Payment

2.1 For Brand Elevation and The Full Brand Experience, the remaining balance is due at the time of booking your Brand Strategy Meeting.
2.2 PayPal Pay in 4 may be available subject to eligibility.

3. Accepted Payment Methods

3.1 Accepted payment methods include:

- Bank transfer (PayID)

- PayPal

- Credit or debit card

- Cash

3.2 Any applicable payment processing fees (in accordance with the payment processor’s terms and conditions) are the responsibility of the client.

4. Booking Confirmation & Requirements

4.1 You will receive a booking confirmation email once your consultation and session are secured.
4.2 Email reminders will be sent 72 hours and 24 hours prior to your session.
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 applies to all branding meetings and photography sessions. All sessions will conclude at the originally scheduled end time.

5.2 Arrivals more than 30 minutes late, with or without notice, will result in the meeting or session being rescheduled, subject to the rescheduling terms outlined in Section 6.

6. Rescheduling

We understand that branding projects involve multiple stages and meetings, and we aim to accommodate changes where possible.

6.1 One reschedule is permitted per meeting or session, provided at least one (1) hour’s notice is given.

6.2 Brand Photo Planning Meeting & First Photography Session
6.2.1 Rescheduling either of these will reduce refund eligibility of the booking fee to 50%, with the remaining 50% becoming non-refundable.

6.3 Brand Strategy Meetings, Additional Meetings, and Sessions
(Brand Elevation & The Full Brand Experience only)
6.3.1 Rescheduling any Brand Strategy Meeting, additional planning meeting, or subsequent photography or content session will reduce refund eligibility to 50% of the full package cost.

6.4 Requests for additional reschedules beyond those outlined above will be assessed on a case-by-case basis and may incur additional fees.

7. Cancellations

7.1 Brand Photo Planning Meeting & First Photography Session
7.1.1 Cancel your Brand Photo Planning Meeting more than 48 hours in advance for a full refund of the booking fee. (Subject to recheduling terms 6.2)
7.1.2 Cancel your first photography session more than 48 hours in advance of your session for a 50% refund of your booking fee

7.1.2 Cancellations within 48 hours are non-refundable.

7.2 Brand Elevation & The Full Brand Experience Packages
7.2.1 If cancelled more than 48 hours prior to the Brand Strategy Meeting, a refund of 50% of the total package cost minus the booking fee may be issued.
7.2.2 If cancelled after the Brand Strategy Meeting or after any rescheduled meeting or session, no refund will be applied.

8. Unforeseen Events

8.1 In the event of genuine unforeseen circumstances (including severe weather, accidents, or events beyond the client’s control), meetings or sessions may be rescheduled at no additional cost.
8.2 Illness is not automatically considered an emergency; however, late reschedules may be accommodated. 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 a scheduled meeting or session 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 branding packages 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).

1.2  You will receive notification once your gallery is ready.

1.3 Online galleries remain accessible for 2 weeks after delivery. After this period, images may be archived or removed to manage storage.

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 Marketing & content strategy, brand guidelines, website wireframe, & copy guidelines are typically delivered 8 weeks after your brand strategy meeting, though this may vary if multiple photography sessions are required or during busy periods (e.g. school holidays or Christmas).

1.6 Delivery for the professional copywriting, website design including SEO, and static social media content creation typically takes 12-16 weeks.

2. Scope of work

2.1 Brand packages include brand photo session planning meeting, photography, editing, gallery hosting & download, usage rights, brand strategy meeting, brand clarity guidelines, custom marketing & content strategy, Website wireframe & copy guidelines, Professional copywriting & website design including on and off page SEO, static content creation for social media, revisions, and 3 follow up meetings..

2.2 Exact inclusions per package are outlined at the time of booking.

2.3 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 Upon full payment, the Client is granted a non-exclusive, non-transferable, perpetual licence to use the delivered images and content for the Client’s own business or personal brand.

2.2 This licence includes use across both digital and printed media, including but not limited to:

- Websites and blogs

- Social media platforms

- Printed marketing materials (such as brochures, flyers, business cards, signage, and packaging

- Digital marketing and online advertising

- Email marketing and newsletters

2.3 Permitted Use
The Client may:

- Crop or resize images for layout and formatting purposes

- Use the images and content in conjunction with their own branding, messaging, and design assets

The Client may not:

- Sell, sublicense, license, or transfer the images or content to any third party

- Use the images in templates, stock libraries, or resale products

- Apply heavy filters or edits that materially alter the original style or intent

- Use the work in any way that is misleading, defamatory, or unlawful

2.1 Where reasonably possible, image credit to Stacey Potter Photography is appreciated but not required.

2.2 Stacey Potter Photography retains the right to use the images and content for portfolio display, website use, social media, marketing, promotion, education, and competition submissions unless otherwise agreed in writing.

2.3 This licence is non-exclusive. Exclusive usage or copyright transfer may be arranged by written agreement and may incur an additional fee.

3. Unauthorised Use & Infringement

3.1 Unauthorised commercial use, reproduction, or distribution of images constitutes copyright infringement.

3.2 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