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Terms  & Conditions

Derbyshire School Photography

A teacher sits and smiles while holding up a large drawing with two young girls. The girls, wearing blue jumpers, look at the colourful artwork, which shows a blue boat, water, and trees. Classroom decorations and a computer are visible in the background.

These terms and conditions outline the rules and regulations for using the Derbyshire School Photography website and purchasing photography services offered by Derbyshire School Photography.

Business Information:

By accessing and using our website or booking our services, you accept these Terms and Conditions in full. If you do not agree to these Terms, you must not use our website or book our services.

These Terms govern all photography, videography and media services provided by Derbyshire School Photography (“we”, “us”, “our”).

1. Services Offered

We provide professional media services which may include (but are not limited to):

  • School photography (individual and group portraits)

  • Nursery and primary photography

  • Event photography

  • Charity and fundraising event photography

  • Videography services

  • Drone photography and videography (where legally permitted)

  • Digital image supply

  • Printed photographic products

Specific services and deliverables will be agreed in writing at the time of booking.

While every reasonable effort is made to capture key moments and individuals, we cannot guarantee specific poses, expressions, attendance of individuals, weather conditions or particular shots unless expressly agreed in writing.

2. Bookings and Appointments

  • All photography sessions must be booked in advance.

  • A booking is confirmed only once agreed in writing by both parties.

  • We reserve the right to reschedule due to unforeseen circumstances, including illness, emergency, equipment failure, unsafe conditions, or adverse weather.

Drone services are subject to Civil Aviation Authority (CAA) regulations, weather conditions, airspace restrictions and safety assessments. We reserve the right to cancel or amend drone services where conditions are unsafe or unlawful.

3. Payment Terms

  • Payment terms will be confirmed at the time of booking.

  • For school portrait orders, payment is made via the Pics4Schools platform.

  • Full payment must be received prior to delivery unless otherwise agreed in writing.

  • We do not store payment card details.

Where a deposit is required, this will be confirmed in writing. Deposits are non-refundable except where we cancel the booking.

4. Cancellation and Rescheduling

Cancellation by the School or Client

  • Cancellations or rescheduling requests must be made at least 72 hours in advance.

  • Cancellations made with less than 72 hours’ notice may incur a cancellation fee of up to £500.

This fee represents a reasonable pre-estimate of losses, including preparation time, scheduling commitments, staffing costs and loss of other business opportunities.

Where significant preparation, staffing or location costs have already been incurred, we reserve the right to charge reasonable additional costs.

Cancellation by Derbyshire School Photography

If we must cancel due to illness, emergency, equipment failure, extreme weather or other circumstances beyond our reasonable control:

  • We will offer rescheduling where possible.

  • Subject to Section 12 (Limitation of Liability), liability will be limited to a refund of any fees paid.

5. Delivery of Photographs

  • We aim to deliver photographic proofs within approximately 2 weeks of the photography session.

  • Final prints are typically delivered within 2 weeks of the back-to-school date identified on the proof card (where applicable).

  • Digital images are delivered via secure online download.

Delivery timeframes are estimates and may vary depending on supplier timelines or school schedules.

6. Online Ordering (School Photography)

Online galleries and ordering are provided via Pics4Schools (One Vision Imaging Ltd).

  • Print products are supplied and fulfilled via the Pics4Schools platform.

  • Parents and customers should refer to Pics4Schools’ own Terms and Privacy Policy regarding ordering, fulfilment and delivery.

  • We are not responsible for platform outages, delivery delays or technical issues beyond our reasonable control.

7. Refunds and Returns

Digital Products

Digital downloads constitute non-tangible digital content.

Once a digital product has been downloaded or accessed, the statutory right to cancel under the Consumer Contracts Regulations 2013 no longer applies.

Accordingly, all digital downloads are non-refundable, except where files are faulty or corrupted. In such cases, a replacement file will be provided.

Print Products

Print products are supplied via Pics4Schools.

  • Complaints must be raised within 14 days of receipt.

  • Refunds or replacements will only be considered for faulty, damaged or incorrect products.

  • We are not responsible for dissatisfaction arising from personal preference, subjective expectations or minor colour variation between screens and print.

All refunds are subject to the Consumer Rights Act 2015.

8. Copyright and Usage

All photographs and video content remain the copyright of Derbyshire School Photography.

Upon purchase, clients are granted a personal, non-commercial licence to:

  • Print images

  • Share with family and friends

  • Display on personal social media

Images and videos must not be:

  • Sold

  • Used for commercial purposes

  • Published for advertising or promotional use

  • Substantially altered or edited beyond basic cropping

without prior written permission.

9. Promotional Use

We will only use images or video content for promotional or advertising purposes where appropriate consent has been obtained.

Where a signed parental model release is required (for example, in school photography), images will not be used without such consent.

Consent may be withdrawn for future use at any time.

10. Data Protection

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please refer to our Privacy Policy for full details regarding data handling.

11. Complaints

Any complaints must be raised within 14 days of receipt of products or services.

We will investigate all complaints promptly and fairly and aim to resolve them in a reasonable timeframe.

12. Limitation of Liability

Nothing in these Terms excludes or limits liability for:

  • Death or personal injury caused by negligence

  • Fraud or fraudulent misrepresentation

  • Any liability that cannot legally be excluded under UK law

Subject to the above, our total liability in respect of any claim arising out of the provision of services shall not exceed the total fees paid for the relevant service.

We shall not be liable for indirect or consequential losses, including loss of profit, business opportunity or goodwill.

13. Force Majeure

We shall not be liable for failure to perform our obligations where such failure results from events beyond our reasonable control, including but not limited to extreme weather, venue restrictions, government restrictions or technical failures.

14. Changes to Terms

We reserve the right to amend these Terms at any time. Updated Terms will be published on our website and will take effect from the published date.

15. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Information

Sarah Mann
Derbyshire School Photography
Email: sarah@derbyshireschoolphotography.co.uk
Telephone: 07788 423203

Last updated: 28 February 2026