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Terms & Conditions

These Terms & Conditions form the agreement between Charlotte Jane Studio ("Photographer") and the Client for photographic services. By booking and paying a deposit, the Client agrees to the following terms:

1. Copyright

All images remain the intellectual property of the Photographer. Client is purchasing a license to use the images—not ownership of the files. The Photographer retains the right to use final images for self-promotion (e.g., portfolio website, social media, awards). Exclusive licensing can be arranged at an additional cost.

2. Services

The Photographer agrees to provide photography and/or creative services as outlined in your proposal or quote. These services may include pre-production planning, on-site shooting, and post-production.

Estimated delivery timelines (from when final image selections are made): 7–14 business days.

Turnaround times may vary based on project complexity and existing bookings. If expedited delivery is required, a rush fee of 20% will apply.

3. Project Cost and Payment Schedule

A 50% non-refundable deposit is required to secure a photoshoot booking. The remaining balance is due upon final delivery. Payments can be made via direct bank transfer (details provided in the invoice). Additional images, upgrades, or licensing extensions will be invoiced separately.

The Photographer does not undertake speculative or unpaid creative work, including test shoots or proposals, unless explicitly agreed in writing.

4. Client Responsibilities

The Client must provide a clear creative brief, visual references, and all relevant materials at least 7 days ahead of the session. This includes specific styling preferences, shot lists, and any brand guidelines that need to be followed. Delays in receiving this information may impact the delivery timeline.  The Client acknowledges that failure to provide adequate direction will result in the Photographer exercising full creative control.

5. Licensing and Usage 

All commissioned projects include a Standard License for one business entity, valid perpetually worldwide. This license is non-exclusive, covers final edited images only, and does not include Raw files.

The Standard License includes:

• Licensee’s own websitìe
  
• Organic & paid social media on licensee-owned channels
  
• Email marketing (newsletters, campaigns)
• Licensee digital and print PR
  
• Printed brand collateral

This license grants usage solely to the commissioning client. It does not permit sharing images with external parties such as suppliers, PR agencies collaborators, or distributors unless a third-party license is arranged (see below).

An Editorial License may be added if the project is published by a digital or print publication (quoted upon engagement).

An Extended License is available upon request for broader usage, including:

• Billboards (digital or print)
• Third-party licensing requests (managed by the Photographer's rep)
• Other large-scale or commercial distribution

A Full Commercial Buyout can be arranged for unlimited use and exclusive brand rights. This is quoted separately and typically ranges from 2–5x the original project fee.

6. Exclusions

The following uses are not permitted under the standard license:

• Use by third-party media organisations (e.g., print, TV, film, real estate)
• Use by third parties related to the Licensee's project (e.g., architects, suppliers, builders)
• Use in training machine learning or AI models
• Sub-licensing to others
• Removal of file metadata
• Any usage not listed under the licensed rights in Section 5

Works may only be entered into industry competitions where no copyright transfer is involved. Non-watermarked copies must not be shared with third parties unless licensed.

7. Split Commission

For projects commissioned by multiple parties (e.g., a designer and builder co-funding a shoot), a 30% fee per additional party applies, based on the total project cost. Each party will receive a separate usage license. This must be agreed upon before the project begins.

8. Exclusivity

All projects include a Standard Non-Exclusive License, meaning the Photographer may license the images through a representative (Stills), and other organisations may purchase separate usage rights.

Exclusive licensing can be arranged upon request and will incur an additional fee based on the scope and duration of exclusivity.

9. Third Party Licensing

The Client acknowledges and agrees that the Photographer's appointed licensing agency, Stills, is authorised to license the images to third parties — including but not limited to suppliers, brands, architects, designers, developers, and other affiliated businesses — for uses outside the Client's direct business, subject to appropriate licensing agreements and fees.

This third-party licensing is separate from the Client's own usage rights granted under this Agreement, and does not affect the Client's non-exclusive license for their own marketing and promotional use.

10. Suppliers Tagging

Clients are permitted to tag their suppliers in images on social media. To protect the copyright of the images, the Client must provide a list of all suppliers they intend to tag prior to publication. This allows the Photographer to offer these suppliers the option to purchase separate usage rights, ensuring the images are used appropriately by suppliers and without risk of copyright infringement.

11. Embargoes

If the Client wishes to temporarily restrict publication of the photographs, they must submit an embargo request. A 30-day courtesy embargo will be granted at no cost, provided the request is made prior to the shoot date.

If an embargo request is made after the shoot date, it will be considered on a case-by-case basis and may incur additional fees. Embargoes exceeding 30 days will be subject to an additional fee of 15% of the project cost per month.

After the embargo period, the Photographer may use the images for portfolio or social media purposes, and reserves the right to license them.

12. Moral Rights and Attribution

The Photographer retains the right to be credited as the creator. When images are used online, a visible written credit is required alongside a clickable link (e.g., Photography by Charlotte Jane @charlottejane.studio ). Tagging alone does not qualify as attribution. The images must not be altered or edited in a way that misrepresents the original work without written permission.

Photographer’s credit: 
Social platforms: @charlottejane.studio
Publications: Charlotte Jane

13. Revisions

One round of revisions is included during post-production. Requests must be submitted within 14 days of receiving either the art direction proposal or the final gallery. Late or out-of-scope changes may incur additional fees, charged at the hourly rate of $120/hour.

14. Property Release

The Client warrants that they will obtain the necessary permissions for the property, location, or premises featured in the commissioned photography and/or videography. This includes written consent from property owners, tenants, or other relevant parties.

15. Travel and Location Costs

Travel fees apply for locations beyond Bass Coast, including Melbourne and other out-of-region destinations. Travel is quoted separately and may include mileage, accommodation, and per diems as needed.

16. Overtime and Additional Costs

Additional hours or extensions to the agreed scope will be billed at $200/hour, with prior consent.

17. Rush Fees

Projects requiring expedited delivery outside standard timeframes will incur a 20% rush fee, calculated on the total project cost.

18. Sickness and Rescheduling

Cancellations or rescheduling must be made at least 24 hours before the shoot. In case of illness or unforeseen circumstances, the Photographer will aim to reschedule at a mutually convenient time.

If the Client needs to reschedule due to illness, notice must be given at least 48 hours in advance. The session fee may be transferred to a new date if rebooked within three (3) months. After this period, the 50% deposit will be forfeited.

Changes to the original brief may incur additional charges. The Client is responsible for third-party costs (e.g., location hire, props, travel). If services cannot be rescheduled, the Photographer is not liable for compensation.

19. File Delivery and Storage

Image selections will be delivered via an online gallery, and final images will be supplied via a secure Dropbox download link. Files will remain available for 14 days from the delivery date. It is the Client’s responsibility to download and archive the images within this timeframe. Requests for file re-uploads after this period will incur a $60 administration fee.

All final images are delivered in high-resolution and web-resolution JPEG formats suitable for the licensed usage. If alternative file formats (such as TIFF or PNG) are required, the Client must request this prior to final processing. Additional fees may apply for non-standard file formats.

The Photographer maintains a backup of RAW files and delivered images for 12 months from the original delivery date. After this period, files may be deleted or permanently erased. The Photographer does not guarantee indefinite storage of any files and strongly advises Clients to maintain their own backups of all delivered content.