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Terms & Conditions

These Terms & Conditions form the agreement between Charlotte Jane Studio ("Photographer") and the Client for photographic and related creative 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)

• Imagery: within 7–14 business days
  
• Videos: within 14-21 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.

3. 1 Late Payment: Invoices not paid within 7 days of the due date may incur a late fee of 10% of the outstanding amount, and delivery of final assets may be withheld until full payment is received.

3.2 No Speculative Work: 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 Usage 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 Usage 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).

Editorial License
A print or digital Editorial License may be added if the project is published by a digital or print editorial outlet. This is quoted separately upon engagement.

Extended License
For broader usage rights, Extended Licenses are available and quoted based on scope. Typical pricing: 25–200%+ of the original shoot fee. May include:

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

Full Commercial Buyout
For clients needing unlimited, perpetual use across all media — with exclusive usage rights — a full buyout is available. This is quoted separately and typically ranges from 2–5x the original project fee. (Applies only to images from the commissioned project).

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

All licenses are granted for use by the commissioning brand only. If you'd lik collaborators (e.g. Suppliers, Brands, Architects, Designers, Developers, and other affiliated businesses) to use the imagery, a third-party license must be arranged in writing. Most cost-effective if arranged at the time of commission. All licenses are granted for use by the commissioning brand only.

9. 1 Representation on Stills: The Photographer is a represented contributor on Stills, a curated global platform for licensing premium commercial photography. While commissioned work is licensed directly, select non-branded imagery may be made available on Stills fo independent use. This provides an additional option for brands or creative teams seeking high-quality visuals beyond a full commission.

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 & 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.

Moral rights attribution waiver can be purchased at an additional fee.

13. Revisions & Additional Requests

The Client acknowledges they have reviewed The Photographer’s portfolio and understand that final work will reflect a similar style and standard. 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.

Reshoots: Unless otherwise agreed, reshoots due to changes in direction, project delays, or client error will be quoted as a new project. Reshoots due to technical failure or Photographer error will be handled at no additional cost.

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 & 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 & Additional Costs

Additional hours requested on the day or scope extensions 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 & 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 & Storage

Image selection proofs will be presented via an online gallery, while final images are delivered via a secure Dropbox link. Final files remain available to download for 7 days. Re-upload requests after this period will incur a $60 admin 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 PSD) are required, the Client must request this prior to final processing. Additional fees may apply for non-standard file formats. The Client is responsible for making back-up copies of any and all files purchased from The Photographer.

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. If the Client wishes to purchase additional images during the twelve-month window, they may do so at the agreed upon fee.

File Archive Access (12+ months)
Retrieval of archived files after the 12-month period may be possible for a fee of $120, subject to availability. Files are not guaranteed beyond this window.