Charles Baines Photography
Operated by Olienhout LTD

Last Updated: July 2026

1. Introduction

These Terms & Conditions apply to all photography services provided by Charles Baines Photography, operated by Olienhout LTD ("the Photographer"). By accepting a quotation, paying a booking fee, signing a booking agreement, or otherwise instructing the Photographer to provide services, the Client agrees to be bound by these Terms & Conditions.

These Terms apply to weddings, portrait sessions, corporate photography, commercial commissions, events and all other photography services unless otherwise agreed in writing.

2. Booking & Acceptance

A booking is confirmed once:

• a written quotation has been accepted;

• any required booking fee has been received; and

• written confirmation has been issued by the Photographer.

Until confirmation has been provided, requested dates remain available for other bookings.

3. Booking Fee & Payment

Where applicable, a booking fee is required to reserve the agreed date.

Unless otherwise stated:

• booking fees are non-refundable;

• the remaining balance must be paid by the date stated on the invoice;

• photographs will not be released until full payment has been received.

Late payments may incur interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998 where applicable.

4. Prices & VAT

All prices displayed on the Charles Baines Photography website, quotations and investment guides are inclusive of VAT unless otherwise stated.

VAT invoices are available upon request.

5. Cancellation by the Client

If the Client cancels the booking:

• booking fees remain non-refundable;

• any additional costs already incurred on behalf of the Client may also become payable;

• cancellations made close to the event may require payment of part or all of the remaining balance depending on the stage of preparation and any losses reasonably incurred.

Where possible, the Photographer will make reasonable efforts to reschedule bookings.

6. Cancellation by the Photographer

If the Photographer is unable to fulfil the booking due to serious illness, accident, emergency or circumstances beyond reasonable control, every reasonable effort will be made to arrange a suitable replacement photographer.

If no suitable replacement can be arranged, all monies paid by the Client shall be refunded in full.

This shall represent the Photographer's maximum liability.

7. Rescheduling

Requests to reschedule are subject to availability.

Where a booking is postponed due to circumstances outside the Photographer's control, reasonable administration charges or additional costs may apply.

8. Client Responsibilities

The Client agrees to:

• provide accurate event details;

• ensure photography is permitted at all locations;

• obtain any necessary permissions;

• advise the Photographer of important moments or required photographs;

• ensure reasonable access to all locations;

• inform the Photographer of any restrictions before the event.

The Photographer cannot be held responsible for photographs missed due to inaccurate information, delays, venue restrictions or lack of cooperation from guests or third parties.

9. Photography During the Event

The Photographer will use reasonable skill and care to capture the event professionally.

However, photography may be affected by:

• venue restrictions;

• weather;

• poor lighting;

• delays;

• guest interference;

• health & safety considerations;

• instructions from venue staff, officiants or security personnel.

The Photographer reserves the right to decline any request that may compromise safety, equipment or professional standards.

10. Laser Effects & Camera Safety

If the Client is aware that the venue, DJ, lighting technician or production company intends to use laser effects during the event, the Client agrees to notify the Photographer before the event wherever reasonably possible.

Laser beams directed into a professional camera lens can permanently damage camera sensors and photographic equipment.

Where laser effects present a risk to equipment, the Photographer reserves the right to temporarily suspend photography until it is safe to continue.

The Photographer shall not be liable for any missed photographs resulting from necessary suspension of photography due to laser use.

If photographic equipment is damaged as a result of laser effects after reasonable warning has been given, or where planned laser use was not disclosed despite the Client or another responsible party being reasonably aware of it, Charles Baines Photography reserves the right to seek recovery of repair or replacement costs together with any associated financial losses from the party legally responsible for the damage.

11. Artistic Style

The Client acknowledges that they have reviewed the Photographer's portfolio and understands the Photographer's artistic style.

Image editing, composition, colour grading, cropping and creative decisions remain entirely at the Photographer's discretion.

Requests for styles substantially different from the Photographer's published work cannot be guaranteed.

12. Image Selection & Editing

The Photographer shall determine which images are delivered.

RAW files and unedited images are not supplied unless expressly agreed in writing.

Minor retouching is included where specified within the booked package.

Extensive editing requested after delivery may incur additional charges.

13. Delivery

Estimated delivery times will be advised before or shortly after the event.

Delivery times may vary depending on workload and seasonal demand.

Images are delivered via secure online gallery unless otherwise agreed.

14. Backup & Archiving

Following final delivery, photographs will normally be retained for approximately 5 months.

Whilst reasonable efforts are made to archive images securely, Clients are strongly advised to download and create their own backups immediately after delivery.

The Photographer cannot guarantee permanent storage beyond the stated archive period.

15. Copyright

Copyright remains the sole property of Charles Baines Photography in accordance with the Copyright, Designs and Patents Act 1988.

Nothing within these Terms transfers copyright ownership.

16. Licence to Use Images

Upon full payment, the Client receives a licence to use delivered photographs for the purposes agreed at the time of booking.

Unless otherwise agreed:

Personal Clients may:

• print images;

• share on social media;

• share with family and friends.

They may not:

• sell images;

• alter images beyond normal cropping for social media;

• remove watermarks where present;

• submit images to competitions without written permission.

Commercial Clients receive the licence specified within their quotation.

17. Portfolio & Marketing Use

Unless the Client has requested otherwise in writing before the booking, the Photographer reserves the right to use photographs for:

• portfolio;

• website;

• blog;

• exhibitions;

• competitions;

• social media;

• marketing material;

• advertising.

Where privacy or confidentiality has been agreed, images will not be used publicly.

18. Equipment Failure & Data Loss

Professional equipment is maintained to a high standard and backup equipment is carried wherever reasonably practicable.

In the unlikely event of equipment failure, corrupted files or circumstances beyond reasonable control resulting in partial or total image loss, the Photographer's liability shall be limited to the amount paid by the Client for the affected services.

19. Limitation of Liability

The Photographer shall not be liable for:

• indirect or consequential loss;

• emotional distress arising from missed images;

• failure caused by circumstances outside reasonable control;

• actions of venues, guests or suppliers.

To the fullest extent permitted by law, total liability shall not exceed the total amount paid by the Client for the relevant booking.

Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be excluded or limited under the laws of England and Wales.

20. Force Majeure

Neither party shall be liable for failure to perform obligations where performance is prevented by events beyond reasonable control, including but not limited to:

• severe weather;

• flood;

• fire;

• terrorism;

• war;

• pandemic;

• industrial action;

• transport disruption;

• government restrictions.

21. Complaints

Any concerns regarding the services provided should be raised in writing within 14 days of image delivery.

The Photographer will make reasonable efforts to resolve any concerns promptly and professionally.

22. Privacy

Personal information is handled in accordance with the Charles Baines Photography Privacy Policy and applicable UK data protection legislation, including the UK GDPR and the Data Protection Act 2018.

23. Governing Law

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.