The Social Story Ltd t/a Claire Menary Photography
Terms & Conditions
1. Booking & Payment
Estimates provided by the Photographer are based upon the information provided by the Client in advance of preparing
the Estimate.
Changes to the requirements for an Assignment before or during a shoot may increase the Fee and expenses.
Unless otherwise agreed in writing the Client’s agreement of shoot date(s) shall be deemed to be acceptance of
the Estimate.
The Client agrees to pay all invoices in 30 days after receipt of invoice unless otherwise agreed. Late payments may incur interest and compensation in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, as amended and supplemented by the Late Payment of Commercial Debts Regulations 2013. The photographer reserves the right to charge statutory interest and reasonable recovery costs for overdue invoices.
2. Travel & Expenses
All travel and travel-related costs - including but not limited to transport, parking, fuel, congestion charges,
accommodation, and meals - will be billed at cost when required for the assignment. Where flights or
overnight stays are necessary, these must be approved in advance by the client and will be charged
accordingly. Any additional travel time beyond local rates may also be billed at the agreed day or half-day
rate.
3. Cancellation & Rescheduling
If a confirmed shoot is cancelled or postponed for reasons outside the control of the Photographer, the Photographer reserves the right to charge a cancellation fee at the following rates together with all incurred expenses:
On Shoot Duration of two days or less:
cancellation on less than 3 Working Days’ notice, 100% of Fee + all expenses; or
on 3 to 6 Working Days’ notice, 75% of Fee + all expenses; or
on more than 6 Working Days’ notice, 50% of Fee + all expenses.
Cancellations made more than 7 working days before the scheduled shoot will be subject to 50% of Fee.
4. Creative Direction & Approval
The photographer will shoot according to the agreed brief and creative direction. Artistic interpretation is at
the photographer’s discretion. The client is responsible for providing clear direction along with a shot list
and moodboard ahead of the shoot. Only edited, curated images meeting professional standards will be
delivered. RAW or unedited files are not provided.
5. Copyright & Usage
All images remain the copyright of the photographer. The client is granted a non-exclusive, perpetual
commercial license to use the final edited images for marketing, PR, digital, and print materials relating
specifically to the hotel and its services. Images may not be sold, gifted, or licensed to third parties.
6. Third-Party Usage
The licence granted is for use by the client only. Any third-party usage (including but not limited to partner
brands, suppliers, designers, or booking platforms) requires a separate licence unless otherwise agreed in
writing.
7. Model & Property Releases
The client is responsible for ensuring that all persons and properties featured in the shoot have given consent
for commercial use, including staff or external locations.
8. Image Delivery
Final edited images will be delivered via a secure online gallery within 5 business days of the shoot.
Requests for earlier delivery are subject to availability and may incur a rush fee, which will be agreed prior
to work commencing.
9. Editing & Retouching
Images will be professionally edited in the photographer’s established style for colour, exposure, and
composition. Additional or extensive retouching (e.g. object removal or compositing) may incur an extra fee,
quoted in advance.
10. Client Cooperation
The client (or representative) is responsible for ensuring that all areas, staff, and setups are ready for
photography at the agreed times. The photographer is not responsible for delays, unprepared spaces, or
missed shots due to access issues.
11. Administrative Requirements
The client is responsible for providing all required administrative information and documentation - including
PO numbers, vendor/supplier forms, onboarding details, and billing contacts - prior to the shoot date. Any
delays in providing such information do not affect the agreed payment terms. The photographer reserves the
right to withhold finished work if essential administrative requirements are not completed in advance.
12. Working Hours
The photographer’s rates are based on the agreed shooting hours. Any additional time required on the day
due to client delays, extended setups, or added requirements will be billed at the photographer’s standard
hourly rate.
13. Breaks
For full-day or longer shoots, the photographer is entitled to an hour’s lunch break.
14. Health & Safety
The client agrees to provide a safe working environment and to inform the photographer of any health and
safety risks on site.
15. Confidentiality
Any material, setting, or information designated as confidential by the client will not be shared publicly
without written approval.
16. Liability & Force Majeure
In the event of equipment failure, illness, or circumstances beyond the photographer’s control, liability is
limited to a full refund of any payments received. The photographer will not be liable for any indirect or
consequential loss.
17. Promotion & Portfolio Use
Unless otherwise agreed in writing, the photographer may use selected images for their professional
portfolio, website, and social media. The client may request specific images to be withheld from public use.
18. File Retention
Final edited images will be stored for at least 6 months after delivery. Back-up storage beyond this period is
the client’s responsibility.
19. Governing Law
This agreement is governed by the laws of England and Wales, and any disputes shall be subject to the
jurisdiction of its courts.