Privacy Policy

By signing the legally binding contract for photography services to be provided by Kent Wedding Photography and / or individuals subcontracted to do work for Kent Wedding Photography and the client (hereinafter ‘you’), you agree to the following terms and conditions:

PRICE INCREASES:

Kent Wedding Photography guarantees albums and products within wedding collections purchased by ‘you’ for up to 12 months from the date of the wedding (the ceremony date stated on original contract). This is considered an appropriately generous amount of time for ‘you’ to make their choice of pages from the ‘Artist’s Choice’, and / or to choose which images they would like to be incorporated into their album design.

After 12 months there shall be an additional fee of up to £300 to cover price increases from our suppliers.

If Kent Wedding Photography has not heard from ‘you’ after 18 months from the date of the ceremony with a finalised design / choice for their album, the album section of the agreement / contract shall be cancelled and the contract considered complete and finished.

EXCLUSIVE PHOTOGRAPHER

Kent Wedding Photography shall be the exclusive photographer(s) retained by ‘you’ for the purpose of photographing the wedding. Your family, friends and other wedding vendors shall not interfere with the photographer’s duties. Guests may be asked to refrain from taking flash photographs at certain intervals of wedding services to ensure proper exposure of images.

PHOTOGRAPHERS ASSIGNED

Kent Wedding Photography’s standard, and preferred, working practice is that Steve Pilcher himself is present as chief photographer at each wedding booked by Kent Wedding Photography. The second shooter (where applicable) is chosen and sub-contracted by Kent Wedding Photography at the sole discretion of Kent Wedding Photography. Kent Wedding Photography will never substitute one of its second shooters for a photographer of your choice, for any reason. In the event of illness or sudden event out of the control of both parties, Steve Pilcher himself may not be able to attend, in which case two of Kent Wedding Photography’s regular second shooters or other photographers may be sent instead on Steve’s behalf. These shooters would work as sub-contractors under Kent Wedding
Photography and the further completion of this contract (editing / delivering or images and albums) shall remain under the purview of Kent Wedding Photography. No refunds or compensation can be claimed in this circumstance.

VIDEOGRAPHY

Due to the conflicting nature of videography and photography in the coverage of any event (especially weddings where time and space are limited); Kent Wedding Photography can make no guarantees of quality or quantity of images delivered whatsoever when videography for an event has not been booked directly through Kent Wedding Photography or using a videographer expressly recommended by Kent Wedding Photography.

Furthermore, Kent Wedding Photography will not allow 3rd party non-recommended (by Kent Wedding Photography) videographers to accompany, or be present, during moments where we are directing photography during the day – (for example: the ‘bridal / groom portraits’ at the beginning of a wedding day after getting ready, or any ‘creative’ sessions such as sunset photos, the ‘creative session’ after the wedding ceremony, or any other time
where Kent Wedding Photography is directing any principle on the day). It is suggested that ‘you’ allow appropriate extra time for any time with your videographer ‘you’ may wish to have, separate from time asked for and needed by Kent Wedding Photography for creating imagery in the execution of any contract or paid commission.

SUBSTITUTION

In the event of illness, or sudden event out of the control of both parties, whereby Kent Wedding Photography is unable to carry out this contract, Kent Wedding Photography will attempt to substitute a photographer or photography company at no cost to ‘you’. This contract will be transferable to said photographer / company.

THREATENING, DEROGATORY, OR ABUSIVE BEHAVIOUR

Kent Wedding Photography, its assistants, sub-contractors, or anyone acting on Kent Wedding Photography’s behalf, have the right to work in a safe and non-threatening environment. Kent Wedding Photography has a zero-tolerance policy when it comes to abusive, threatening, criminal, sexist, obscene, or vulgar behaviour towards any agent of
Kent Wedding Photography.

Unacceptable behaviour (as defined above) from ‘you’, guests invited by ‘you’ to the above event, venue staff at any meeting or interaction (in real life or online) in relation to the execution of this contract shall be treated seriously. In most cases, an initial warning will be made by Kent Wedding Photography at the first instance of unacceptable behaviour.
However, if unacceptable behaviour continues, or if the initial behaviour is serious enough, Kent Wedding Photography reserves the right to leave any photo shoot or event immediately without compensation to ‘you’. In such cases, Kent Wedding Photography will contact ‘you’ in writing to explain what happened and outlining further steps in delivering the remaining elements of this contract.

CHANGE OF DATE OR VENUE

Kent Wedding Photography must be notified immediately of any changes in schedule or location of a wedding date, at least one week prior to the scheduled date of event. Notification of any changes can be made by phone along with written notice sent via post or email for documentation. If an email is sent, a confirmation of receipt must be in writing. It is your responsibility to confirm all arrangements at least 7-10 days prior to the event. In the event of change of address or contact information (time, etc.) as listed, ‘you’ must notify Kent Wedding Photography.

CANCELLING / REBOOKING ENGAGEMENT SESSIONS

In order to give ‘you’ the best, most relaxed session possible, Kent Wedding Photography only schedule one session per day. That way, our attention is totally focused on ‘you’ and your experience. Because reserving your date requires Kent Wedding Photography to turn away other business on that day, there is a £75 fee to change your date.

BOOKING FEE

A non-refundable Booking Fee is required to hold the date of your event. No date is reserved until a Booking Fee is received. The balance of the complete package price must be paid at the date specified herein. If final payment is not received as set forth herein, Kent Wedding Photography reserves the right to withhold delivery of the images and / or not attend the wedding until payment is received.

CHANGE OF DATE OR VENUE

Kent Wedding Photography must be notified immediately of any changes in schedule or location of a wedding date, at least one week prior to the scheduled date of event. Notification of any changes can be made by phone along with written notice sent via post or email for documentation. If an email is sent, a confirmation of receipt must be in writing. It is your responsibility to confirm all arrangements at least 7-10 days prior to the event. In the
event of change of address or contact information (time, etc.) as listed, ‘you’ must notify Kent Wedding Photography.

CANCELLING / REBOOKING ENGAGEMENT SESSIONS

In order to give ‘you’ the best, most relaxed session possible, Kent Wedding Photography only schedule one session per day. That way, our attention is totally focused on ‘you’ and your experience. Because reserving your date requires Kent Wedding Photography to turn away other business on that day, there is a £75 fee to change your date.

BOOKING FEE
A non-refundable Booking Fee is required to hold the date of your event. No date is reserved until a Booking Fee is received. The balance of the complete package price must be paid at the date specified herein. If final payment is not received as set forth herein, Kent Wedding Photography reserves the right to withhold delivery of the images and / or not attend the
wedding until payment is received.

CANCELLATION
There shall be no refund of Booking Fee from the signing of agreement due to the reservation of the photography date. There is a fourteen day cooling off period in which Kent Wedding Photography advise ‘you’ to carefully study your package and contract and ensure it meets your needs and expectations. During this time ‘you’ may cancel the contract with no
financial penalty (minus the non-refundable booking fee). After the 14 day cooling off period there can be no cancellation, owing to the fact that your date (and usually the days preceding and following your date) are reserved and not sold to other potential clients. If the event is cancelled after the 14 day cooling off period ‘you’ shall pay the entire balance of the contract due to the high probability that Kent Wedding Photography will have turned down other potential clients and / or will not be able to further book that date. All monies paid are NON-REFUNDABLE. Any other arrangements shall be discussed between ‘you’ and Kent Wedding Photography. All arrangements and any cancellations will be put in writing. ‘In writing’ is defined as a date-
stamped physical letter with one or both of the original contract signatories having signed. E-mails (even with digital signatures), text messages and other electronic communication are not accepted in order to ensure a physical signature (matching this contract) is present to cancel this original legal document. Cancellation must be in writing even if a phone call was made to inform Kent Wedding Photography of the cancellation. A written letter acknowledging receipt will then be posted by Kent Wedding Photography acknowledging the ending of the original contract, outlining any remaining payments to be made with appropriate ‘due dates’.

WEDDING INSURANCE
It is expected that ‘you’ have, or will, purchase within the 14 day cooling off period (or at theearliest possible opportunity that insurance is available for your event date) insurance (wedding insurance or similar) to adequately cover any unexpected inabilities to pay the full cost amount of this contract herein. As per the ‘cancellation’ clause above, full payment is
always expected after the 14 day cooling off period, regardless of cancellation due (but not limited) to bereavement or illness of ‘you’ or your family members, loss of earnings, changed circumstances, etc…

IMAGE QUALITY

Owing to the subjective nature of photography as an art form, the wedding couple agrees to waive any potential claims of negligence if they deem, for whatever reason, the images to be sub-standard. It is assumed that couples are familiar with previous work by Kent Wedding Photography and that the quality produced on the day be commensurate with this
quality where possible (due to restrictions of venue lighting, venue access, and timerestrictions).

CREATIVE LICENSE & ARTISTIC STYLE

Images may be edited at the photographer’s discretion, and delivered images may not include all images shot. The photographer reserves the creative right to edit and release only those deemed professional in quality and within the photographer’s artistic standards. ‘You’ acknowledge that ‘you’ are familiar with the photographer’s portfolio and are requesting services with knowledge of the photographer’s style. ‘You’ also accept that the photographer’s work is constantly evolving and changing to meet modern standards and artistic merit, and that the photographer’s services are of unique and artistic nature. The photos supplied may be different from photographs taken by the photographer in the past; and that in creating the photos, the photographer shall use his personal artistic judgment to create images consistent with his personal vision of the event, this vision may be different from ‘yours’ and the subject’s vision of the event. Accordingly, ‘you’ acknowledge that the photographs shall not be subject to rejection on the basis of taste or aesthetic criteria.

FAILURE TO PERFORM
Due to the limited and subjective nature of the event, Kent Wedding Photography cannot be held responsible for requested photographs not taken or missed, lack of coverage resulting from weather conditions, or schedule complications caused by, but not limited to, anyone in or at the event or by the church or location restrictions. The photographer is not responsible for lost photo opportunities due to any kind of equipment malfunction, the lateness of the event couple or other principles. The photographer is not responsible for the lack of coverage due to weather conditions, scheduling complications due to lateness of
individuals, rules and restrictions of venue or the rendering of decorations of the location. It is acknowledged that any lists submitted to Kent Wedding Photography will be used for organizational purposes only and in no way represents photography that will actually be produced. Kent Wedding Photography will do its best to fulfil all requests but can make no guarantees all images will be delivered. ‘You’ are responsible for all location fees and permits.

UNFORESEEN CIRCUMSTANCES CLAUSE

If Kent Wedding Photography or its assigns, cannot perform this agreement due to a fire, casualty, strike or other civil disturbances, Acts of God, including, but not limited to, road closures, severe traffic, fire, terrorism or other causes beyond the control of the parties, or due to the photographers illness, then Kent Wedding Photography shall return any moneys paid by ‘you’, less expenses, but shall have no further liability with respect to the agreement. This limitation of liability shall also apply in the event that photographic materials are damaged in processing, lost through camera malfunction, compact flash card malfunction, lost in the mail, or otherwise lost or damaged without the fault on the part of Kent Wedding Photography.

INCLEMENT WEATHER CHARGE

In the event of severe weather, including, but not limited to, a blizzard, severe rain storm or unforeseeable events Kent Wedding Photography may make the decision that it’s unsafe to drive home and hotel stay will be billed to ‘you’.

COPYRIGHT

Kent Wedding Photography agrees to grant image rights to the wedding couple with a non-exclusive, limited, perpetual license. This license allows the wedding couple to do the

following with the images:
i) display the images;
ii) print the images up to the size stated on the contract;
iii) copy the electronic files or the printed images;
iv) upload, email or electronically transfer the images or files;
v) publish the images on personal websites or social media websites.
All these circumstances are allowed for under personal and non-commercial use only.
THIS LICENSE WILL PROHIBIT COUPLES FROM THE FOLLOWING:
i) editing or digitally manipulating the files in any way;
ii) Making prints or products above the printing size agreed to in the contract;
iii) giving away images or files to other supplier / companies for commercial use;
iv) applying for copyright of image;
v) selling or otherwise making profit from images;
vi) giving use of images for personal or professional gain;
vii) sharing or referencing images without permission for any reason other than specified by
the limited perpetual license (above).

COPYRIGHT AND LICENSING NOTICE:
The images provided to ‘you’ are licensed for any reasonable personal purposes including, but not limited to, printing, copying, emailing, and web publishing. Your license does not include use that results in financial gain, including, but not limited to, advertising, stock photography, print sale profits or resale of any nature. Your purchase of the original files releases Kent Wedding Photography from any liability due to loss or damage of the images and also releases Kent Wedding Photography from any obligation to maintain copies of any digital file, image, or photograph. ‘You’ hereby grant to Kent Wedding Photography the right to use and publish images and photographs taken at your photography session to further promote its service, including portfolio, website, display, advertisement and editorial use. Kent Wedding Photography agrees to limit the use of these images and photographs to promotional use only. Kent Wedding Photography may revoke this license at any time and for any reason. Kent Wedding Photography retains all copyrights to the images and derivative works thereof. By using any of these images, ‘you’ are agreeing to the above terms.

SHOT LISTS & GUARANTEED SHOTS

Kent Wedding Photography does not guarantee any single shot / image / moment and cannot be held responsible for missed shots for any reason. Any lists submitted to Kent Wedding Photography will be used for organizational purposes only and in no way represents photography that will actually be produced.

EXPENSE REIMBURSEMENTS

‘You’ agree to reimburse Kent Wedding Photography for all reasonable expenses relating directly to the photography event itself (such as a wedding, engagement shoot, product shoot, model shoot or any booking of Kent Wedding Photography’s services). For example, parking fees, destination travel fees, accommodations, etc. Kent Wedding Photography will bill ‘you’ after the event in the event such expenses are required. Both parties agree to discuss this thoroughly to avoid any surprises as to what will constitute an expense and Kent Wedding Photography agrees to supply expense receipts if so requested.

RETURNED CHEQUES

Returned cheques are subject to a £75.00 returned cheque fee.

DISPUTES

‘You’ assume responsibility for any and all collection costs and legal fees incurred by Kent Wedding Photography in the event that enforcement of this contract becomes necessary. All legal action shall take place under the Laws of the United Kingdom. No damages claim (irrespective of nature of the claim) can exceed the cost amount / package price of Kent Wedding Photography’s service as stipulated above in their contract. Steve Pilcher and / or Kent Wedding Photography cannot be sued for any amount greater than the price of services offered.

GARMENTS & PERSONAL BELONGINGS

Kent Wedding Photography cannot be held responsible for damage to garments during events. Kent Wedding Photography (or anybody working on Kent Wedding Photography’s behalf) will not assume responsibility for any items or valuables present at the event – even if handed to the photographer or assistants for safekeeping. ‘You’ are responsible to arrange personal assistance for wedding garments and valuables / possessions and no claim may be made for lost or damaged items.

CREATIVE LICENSE

Images may be edited at the photographer’s discretion and delivered images may not include all images shot. The photographer reserves the creative right to edit and release only those deemed professional in quality and within the photographer’s artistic standards.

IMAGE STORAGE
Due to the lack of information about how long CDs / DVD / USB Drives can hold information, Kent Wedding Photography recommends ‘you’ back up all images on other media formats than CD / DVD and in multiple locations to insure the images for years to come. Kent Wedding Photography cannot be held responsible for the failure of CDs / DVD / USB drives
due to mishandling. It is your responsibility to keep several copies of their image files in more han one location and back the images up in multiple alternate formats.

USE OF PICTURES

Permission is hereby granted to Kent Wedding Photography to use any images createdunder this contract for professional samples, displays, internet website pages, advertising, exhibitions, contests and any other purpose. Any contract with Kent Wedding Photography includes this clause which shall act as a model release in this regard. FURTHER IMPORTANT INFORMATION (Please Read Carefully) Image requests (Pinterest and others) Whilst we really want your input and to work with ‘you’ to get the imagery ‘you’ want of your wedding day, in this internet age sometimes we receive specific image requests of pictures downloaded from Pinterest or similar. Whilst we will do our best to accommodate these requests we respectfully request that ‘you’ remember that no two pictures in the world will ever be the same owing to difference in lighting, subject, photographer, equipment and artistic style. We also respectfully remind ‘you’ that ‘you’ have booked Kent Wedding Photography based on the imagery ‘you’ have seen and we are very proud of our contemporary (and
always evolving) style of photography.

Digital Negatives

‘You’ will be provided with JPG images from your day, this often constitutes what many photographers refer to as ‘digital negatives’. When it comes to the RAW image files created by our cameras (and used to create and edit your final pictures), these will not be released under any circumstances and remain the property of Kent Wedding Photography.
Local Business Licenses / Fees / Restrictions / Permits When photographing in the EU there should be no requirement for additional business licenses or visas. But outside of the EU (or even in the EU where this may be the case), any
and all additional costs for business licenses or visas shall be the responsibility of ‘you’. Where permits are required for photography, this cost shall also be passed on to ‘you’ unless agreed in writing previously.

Your Wedding Guests

There is a danger that guests can unwittingly spoil shots. This can be as simple as trying to repeat shots taken by the “official” photographer, distracting the subjects so that eyes are not looking at the camera, taking an inordinate amount of time to take shots, “spotting” the bride’s face with red focus assist lights, floating into view on formal set-piece shots, compromising the ambience of scenes by the inappropriate use of flash photography or encroaching on shots. Kent Wedding Photography will speak with the guest, bride, groom or co-ordinator if appropriate. In some circumstances our coverage may be compromised or may have to be cut short. An inconsiderate guest can wreck the record of your special day.

Legal Documents

For legal reasons we are unable to take pictures of ‘you’ signing the official register, or release any images with legal documents in them. Sometimes when this happens we will deliberately blur any legal documents or texts if they were also in the shot. There is usually a dummy register to sign for photography purposes.

Reception

Owing to lighting conditions in the reception hall, we cannot guarantee the style of reception pictures. We will bring multiple types of lighting in order to get amazing imagery of your reception, however, there may be technical or venue restrictions on what we can use.

Editing

Our images are provided fully edited to ‘you’ on disc or USB. Editing is defined as: cropping, colour correcting and contrast toning. These edits are to ‘normalise’ images from the digital negatives taken in-camera and no more.
We also aim to provide basic adjustments such as spot removal, skin toning, enhancing lighting (lightening up shadows) and contrasting. We will (at our discretion) make the images look as beautiful as possible by removing spots from the couple’s face and softening skin textures for beauty sake. These ‘beauty edits’ are provided primarily for the couple being married and no other persons, unless at our discretion we deem it necessary to apply these edits to other subjects. We do not offer editing services such as drastically altering body shape or facial appearance, changing out locations, inserting fake elements such as dinosaurs or missing relatives in our photography editing. Major re-edits that drastically alter body shape or facial appearance, even on a small selection of images, are subject to additional fees. Late Album Design Approval Fees In the rare circumstance ‘you’ takes longer than six months from the ceremony date to agree to an album design, there may be additional costs (due to increased prices with our manufacturers) we need to charge on top of, and in addition to, the collection price agreed before the album is made and delivered. It is assumed and expected that an album design was delivered with the wedding images shortly after the wedding date and that six months is more than ample time to agree to an album design. (See: ‘Price Increases’ above.) Typically one album design is included with any collection as well as one full re-design. Further changes and re-designs are subject to a nominal fee of £75 per submission/re-design.

Cancellations & Complaints
Cancellation fees

As outlined in the contract there are various cancellation fees for cancelling your services with us for any reason. This may be due to cancelling / moving the wedding date, financial difficulties, unhappiness with service, or any other reason. Whatever the reason, cancellation will still incur fees and charges to be paid as outlined in your contract. This is mainly due to the fact we would be unable to resell your date as it approaches and also significant costs are laid out for each wedding (2nd photographer and assistant reservation / hire, albums credits are purchased, equipment hire, hotels, etc) which we still need to recoup. Furthermore, Kent Wedding Photography is an active full-time photography studio and business and like any other business you’ may have contracted for your wedding, we do require payment in full. Engagement Sessions In order to give ‘you’ the best, most relaxed session possible, Kent Wedding Photography only schedules one session per day. That way, our attention is totally focused on ‘you’ and your experience. Because reserving your date requires Kent Wedding Photography to turn away other business on that day, there is a £75 fee to change your date.

Substitution of Photographer

In the unlikely and unfortunate event that Steve Pilcher or his second photographer and / or assistants are ill, every effort will be made to obtain replacements. Kent Wedding Photography does not guarantee any individual person will be present at your event and due to illness /staffing issues etc we reserve the right to provide photographers to your event
at our discretion. Complaints procedure Kent Wedding Photography has a detailed complaints procedure, starting with a formal written letter of complaint addressed to Kent Wedding Photography via post and e-mail. Kent Wedding Photography will treat all complaints with care and due diligence and endeavour to reach a solution that satisfies both parties. Any complaint should be advised to Kent Wedding Photography at the first instance verbally (if at an event or ceremony), followed up by full written confirmation within 14 working days of the shoot date or receipt of final products. Kent Wedding Photography will respond to you’ in writing within 28 working days of receipt of complaint; firstly to confirm our receipt of a customer complaint from ‘you’ and secondly advising ‘you’ the next steps in the complaints procedure (specifically, either the steps we intend to take to investigate, or to resolve your problem). Please send the following information in writing: your name, full address and telephone number, e-mail address, nature of complaint, detailed information about your complaint,
and any supporting evidence (photos, statements, etc).