Booking terms

1. Bookings and commissions

IRIS Art Tech provides photography, portraiture, AR artwork, creative direction, consultations and related creative services.

Your booking confirmation, quotation or project agreement will specify what is included in your commission. Depending on the service, this may include:

• The date, location and duration of the appointment.
• The number of finished, edited photographs.
• Any AR content, audio, video or other creative deliverables.
• Prints, framing or physical artwork.
• The applicable image usage licence.
• The total price, payment schedule and expected delivery date.

Your booking is confirmed once the required payment has been received and I have issued confirmation.

Additional work, including extended photography time, extra edited images, specialist retouching, additional AR content, prints or expanded usage rights, must be agreed separately. Any additional charges will be explained before the work proceeds.

For larger institutional, commercial or collaborative projects, a separate written agreement may apply. Where that agreement expressly differs from these terms, the project-specific provisions will take precedence.

2. Prices, booking payments and balances

A booking payment of 50% of the agreed total is required to reserve a photography appointment or commission.

The remaining 50% must be paid no later than 48 hours before the scheduled appointment. Bookings made within 48 hours of an appointment must be paid in full at the time of booking.

Paid consultations must be paid in full when booked, unless otherwise agreed.

The booking payment contributes towards the overall cost of the service. It reserves time in my schedule and enables me to begin the preparations necessary for your commission, which may include planning, research, creative development, correspondence, equipment preparation and other pre-production work.

Booking payments are subject to the cancellation and refund provisions below. Any amount retained will reflect reasonable losses arising from cancellation and will remain subject to applicable law.

All prices are quoted in pounds sterling (GBP). Any applicable taxes, travel expenses, production costs or additional charges will be identified before the booking is confirmed.

Unless otherwise agreed in writing, additional services must be paid for before the associated work or deliverables are supplied.

3. Payment reminders and overdue payments

For appointments requiring a balance payment, a reminder with a payment link will normally be sent seven days before the balance is due, followed by another reminder on the due date if payment remains outstanding.

If payment has still not been received, I may contact you personally to resolve the matter.

All photography and portrait appointments must be paid in full before the session takes place. No shoot will proceed while the agreed balance remains outstanding.

If payment has not been received by the deadline, I reserve the right to suspend preparations and, after reasonable notice where practicable, cancel or release the appointment.

Where an appointment is cancelled because of non-payment, any amount retained will be assessed under the cancellation provisions below, taking account of work already completed, costs incurred and reasonable losses resulting from the cancellation.

Finished photographs, AR artwork, prints and usage licences will not be released until all outstanding amounts properly due under the agreement have been paid.

For business and institutional clients, overdue invoices may be subject to statutory interest and recovery costs where permitted by the Late Payment of Commercial Debts (Interest) Act 1998.

If there is a payment issue or dispute, please contact me as soon as possible so that we can try to resolve it.

4. Cancellation by the client

I understand that plans change. If you need to cancel your booking, please let me know in writing as soon as possible.

Photography commissions involve more than the time spent taking photographs. Planning, preparation, communication, research and creative development often begin well before the appointment. Reserving your date also means that I may be unable to accept other work during that time.

For standard photography and portrait appointments, the following cancellation arrangements apply, subject to your statutory rights.

14 days or more before the appointment

You may cancel and receive a refund of payments made, less any reasonable, evidenced and non-recoverable costs already incurred specifically for your booking, where those costs were appropriately disclosed or agreed.

7 to 13 days before the appointment

I may retain up to 25% of the total booking value where this reasonably reflects work already undertaken, committed costs or lost availability that cannot reasonably be recovered.

Less than 7 days before the appointment

Cancellations within seven days of the scheduled appointment may result in retention of the full 50% booking payment. This reflects the substantial preparation that may already have taken place and the reduced opportunity to replace the booking at short notice.

However, the amount retained will not automatically be 50%. It will be limited to the reasonable loss directly resulting from the cancellation, including work already completed, unavoidable costs and lost profit that cannot reasonably be recovered.

I will take reasonable steps to minimise any loss, including attempting to rebook the appointment where practicable. If the actual loss is lower than the relevant amount, the difference will be refunded.

Where a commission involves bespoke materials, external suppliers, travel arrangements, venue hire or substantial pre-production work, reasonable non-recoverable costs may also be taken into account, provided they were appropriately disclosed or agreed and are not charged twice.

If work has already begun, the value of services properly performed may be relevant to the amount payable, subject to the contract and applicable law.

These provisions do not override any statutory right to cancel or receive a refund.

5. Rescheduling your appointment

If you need to move your appointment, please contact me as early as possible.

You may request up to two reschedules, provided each request is made at least seven days before the scheduled appointment.

Rescheduling is subject to availability and confirmation of a mutually suitable replacement date. Where these conditions are met, your booking payment will transfer to the new appointment without an additional rescheduling charge.

The replacement appointment should normally take place within three months of the original booking date unless otherwise agreed.

Because preparation and scheduling take place in advance, requests made less than seven days before an appointment may be treated as cancellations where the original appointment cannot reasonably be filled or the preparatory work cannot be transferred.

Requests for a third reschedule will be considered individually and may require a new booking agreement.

Any unavoidable additional costs resulting from a date change, such as venue hire, travel or external production expenses, will be explained and agreed before the reschedule is confirmed.

I recognise that illness, disability, emergencies and unexpected circumstances can affect people's plans. Where reasonable, I will consider individual circumstances, accessibility requirements and practical alternatives.

Rescheduling does not affect your statutory rights.

6. Missed appointments and late arrivals

Please arrive on time and be ready to begin at the scheduled appointment.

If you are running late, contact me as soon as possible. I will accommodate delays where reasonably possible, but the session may still need to finish at its originally scheduled time to avoid affecting other bookings.

A shortened session may affect the number, variety or quality of images that can reasonably be produced within the remaining time.

If you do not attend without notice, the appointment may be treated as a late cancellation. Any amount retained will be assessed in accordance with the cancellation provisions and applicable law.

If I am delayed, I will make reasonable arrangements to provide the agreed service or offer an appropriate alternative.

7. Consultations and meetings

Paid consultations are booked for a specified date, time and duration. Payment is required in full when booking unless otherwise agreed.

If you need to reschedule, please give at least 24 hours' notice wherever possible. One change of date can normally be accommodated without an additional charge, subject to availability.

Late cancellations and missed consultations will be considered in light of any work already carried out, time reserved and applicable statutory cancellation rights.

Consultations include the advice, discussion or creative input described at the time of booking.

Unless expressly included, they do not automatically cover written strategies, project proposals, design work, additional research, production services or ongoing support.

Where a consultation leads to a larger commission, that work will be quoted and agreed separately.

8. Your appointment and participation

A successful creative session depends on collaboration, preparation and communication.

Please tell me before your appointment about any relevant preferences, practical requirements, accessibility needs or considerations that may affect the session.

For location-based commissions, necessary permissions, access arrangements and location-specific requirements must be agreed in advance.

If you are arranging the participation of other people, please ensure they understand the nature of the session and are willing to take part.

I will work with reasonable care and skill and aim to create an environment that is respectful, accessible and collaborative.

I reserve the right to pause or end a session where there is threatening, discriminatory, abusive or unsafe behaviour. Any resulting payment or cancellation arrangements will be assessed fairly, taking account of the circumstances and applicable law.

9. Children and young participants

Portrait participants must normally be aged 12 or over.

For participants aged 12–17, a parent or legal guardian must make the booking, provide the necessary permissions and attend the session.

I will also seek the young person's own agreement to participate.

Permission to create a portrait does not automatically include permission to publish, exhibit or otherwise use it publicly.

Public use involving young participants will require appropriate permissions, including the agreement of the young person wherever appropriate.

10. Editing, creative approach and finished images

Photography and portraiture are creative services, and my work reflects an established artistic style and approach.

By commissioning IRIS Art Tech, you acknowledge that decisions concerning composition, lighting, colour, editing and visual treatment will be informed by my professional judgement, while taking account of the agreed brief and our collaboration.

Standard editing includes colour correction, exposure adjustments and natural finishing.

Extensive retouching, compositing, background replacement, complex image manipulation or other specialist alterations are not included unless expressly agreed.

RAW files, unedited images and unselected photographs are not included in standard commissions and will not be supplied unless separately agreed in writing.

Additional photography time does not automatically include additional finished images. The number of edited photographs included in your commission will be specified in your booking confirmation.

Where a selection gallery is provided, you will be able to choose your preferred images in accordance with the agreed package.

Any included revisions will be identified in the booking agreement. Corrections necessary because delivered work does not meet the agreed specification will be handled separately from discretionary creative changes.

Additional revisions or requests outside the agreed scope may incur a further charge, which will be explained before work proceeds.

11. Delivery times

Standard photographic portraits are delivered within two weeks of the appointment.

AR portraits are delivered within four weeks of the appointment.

These are the standard delivery periods for services currently offered on the website, unless a different deadline has been agreed in writing.

Delivery times depend on receiving any required selections, approvals or materials needed to complete the commission.

If something is required from you before I can proceed, I will explain what is needed. Any resulting delay may require us to agree a revised delivery date.

If an unexpected issue affects delivery, I will contact you as soon as reasonably practicable, explain the circumstances and discuss the available arrangements.

If delivery by a particular date is essential, please raise this before booking so that the deadline can be expressly agreed.

Digital photographs are normally delivered through a secure online gallery or download link.

Where physical artwork is included, it will be prepared for collection or dispatch within the agreed production period. Postal transit time is additional unless a specific arrival date has been agreed.

Nothing in this section limits your statutory rights concerning delayed or incomplete delivery.

12. Galleries, downloads and file storage

Once finished digital images have been supplied, you are responsible for downloading and securely storing your copies.

Online galleries and download links may remain accessible for a limited period. Any expiry date will be communicated when the gallery is delivered.

I recommend downloading your files promptly and maintaining a secure backup.

I may retain working files, project materials and finished photographs for appropriate archival, administrative, creative or legal purposes in accordance with my Privacy Policy and applicable law.

However, indefinite storage, replacement downloads and permanent gallery access are not included unless expressly agreed.

Requests to retrieve archived material may be subject to availability and a reasonable administration or retrieval charge, agreed in advance.

13. Prints and physical artwork

Where a commission includes physical artwork, the agreed size, format, quantity, finish and any framing requirements will be stated in the booking confirmation.

An AR portrait commission includes one physical artwork, an A4 fine-art print with upgrades to A3 or A2 available, as specified in the agreed package.

Additional prints, larger formats, framing and replacement copies may be purchased separately.

Ordering another print of an existing artwork does not automatically include new photography, editing or AR production.

Printed colours may vary slightly from their appearance on different screens due to differences in display settings, paper and printing processes.

Any substantial variation from the agreed specification will be addressed in accordance with your statutory rights.

Please report physical artwork that arrives damaged, defective or incorrect as soon as reasonably possible, preferably with photographs of the issue and packaging, so that an appropriate remedy can be arranged.

Personalised or made-to-order artwork may be exempt from statutory change-of-mind cancellation rights where the relevant legal conditions are met.

Your rights concerning faulty, damaged or misdescribed goods remain unaffected.

14. Copyright and ownership

Unless otherwise agreed in writing, copyright in original photographs, AR artwork, video, audio, designs and other original creative work produced by IRIS Art Tech remains with IRIS Art Tech or the relevant rights holder.

Commissioning and paying for creative work does not automatically transfer copyright.

Instead, you receive the usage rights specified in your booking or project agreement.

Any copyright assignment must be expressly agreed in writing and may involve a separate fee.

Where a commission incorporates work created by collaborators or third parties, additional rights and permissions may apply.

Client-supplied materials remain the property of their respective rights holders.

I retain my applicable rights as the creator of the work, including moral rights, except where any such rights are lawfully waived or otherwise addressed in writing.

15. Image licences and permitted use

The licence included with your commission determines how the finished work may be used.

Personal use

A personal-use licence permits private display, personal social media, gifts and other non-commercial personal purposes.

It does not include resale, paid advertising, commercial merchandising or licensing images to third parties.

Individual professional use

Where included, an individual professional-profile licence permits the agreed images to be used on your own website, portfolio, CV, LinkedIn profile, speaker biography, press biography and similar professional platforms.

It may also include agreed editorial coverage about you.

This does not give an employer, brand, agency or other organisation unrestricted commercial advertising rights.

Commercial use

Commercial usage rights will be agreed separately and may specify the authorised client, purpose, media, territory, duration, exclusivity and licence fee.

Advertising campaigns, product packaging, organisational marketing and third-party promotional use require an appropriate commercial licence.

Unless otherwise agreed, personal and individual professional-profile licences are non-exclusive, worldwide and without a fixed expiry, subject to the permitted uses.

Usage licences take effect once the commission has been paid for in full and the relevant work has been delivered.

Reasonable cropping and resizing for an agreed purpose are permitted.

The following require prior written agreement:

• Reselling, sublicensing or transferring images to unrelated third parties.
• Using images in advertising or campaigns outside the agreed licence.
• Producing merchandise or commercial products using the work.
• Substantially altering images in ways that misrepresent the work or its subjects.
• Uploading images to stock libraries for resale or licensing.
• Using the work to train, fine-tune or develop generative AI systems, or to create synthetic versions of a person or their likeness.
• Using the work in ways that falsely imply endorsement, affiliation or statements by the person photographed or IRIS Art Tech.

Additional usage rights can be discussed and licensed separately.

16. IRIS Art Tech portfolio and promotional use

My portfolio is an important part of my creative practice. Showing completed work allows people to understand my approach, discover past projects and make informed decisions about commissioning or collaborating with me.

For professional and commercial commissions, IRIS Art Tech reserves the right to use selected finished photographs and creative work to document, exhibit and promote the practice, unless otherwise agreed in writing.

This may include use on my website, portfolio, social media, exhibitions, publications, professional presentations, award submissions, press coverage and promotional materials relating to IRIS Art Tech.

If you require confidentiality, an embargo or restrictions on portfolio use, please raise this before confirming your booking. Any agreed restrictions will be recorded in writing.

Where exclusivity or confidentiality substantially changes the commercial value or scope of a project, this may be reflected in a separately agreed quotation.

Private and domestic portrait commissions are treated differently. Where the privacy protections of Section 85 of the Copyright, Designs and Patents Act 1988 apply, the necessary permission will be obtained before photographs are publicly exhibited, distributed or published.

Where an image identifies an individual, its use must also comply with applicable data protection law. A contractual portfolio-use provision does not override an individual's privacy or data protection rights.

Where separate consent is legally required or relied upon, it will be requested appropriately and may be withdrawn in accordance with applicable law.

For participatory portraiture, personal testimony, interviews and other work involving sensitive experiences, additional publication permissions will be discussed as part of the creative process.

Any agreed confidentiality or publication restrictions will be respected.

IRIS Art Tech's portfolio use does not reduce the usage rights granted to the commissioning client.

17. Privacy, consent and personal stories

Personal information is handled in accordance with the IRIS Art Tech Privacy Policy and applicable UK data protection law.

Some commissions involve more than photographs. They may include recorded conversations, video, voice, personal stories, memories, written testimony and other materials contributed by participants.

Where appropriate, I will discuss how these materials will be collected, interpreted, presented and used before publication.

Permission to participate in a commission does not automatically provide unrestricted permission for every possible future use of a person's contributions.

Where consent is relied upon as the legal basis for processing personal information, it may be withdrawn at any time.

Withdrawal does not invalidate processing that was lawful before consent was withdrawn. Where consent is withdrawn, I will stop further processing based on that consent and take appropriate action concerning material under my control, subject to applicable law.

Material already lawfully printed, distributed or published by independent third parties may not always be fully recoverable.

Privacy, consent, correction or removal enquiries can be sent to hello@irisarttech.co.uk.

18. AR artwork, third-party platforms and access

Some commissions include augmented reality experiences accessed through a mobile device, application or other digital platform.

AR artwork may incorporate photographs, video, sound, animation, spoken testimony and other digital materials.

Your booking confirmation will specify the agreed AR deliverables, access method, technical requirements and any included hosting or support period.

AR hosting runs for as long as the app is available, with no fixed expiry or renewal charge. If the platform closes or changes significantly, I’ll make reasonable efforts to offer an alternative, but I can’t guarantee indefinite hosting or technical support.

AR experiences may rely on third-party technology, including mobile applications, software providers and hosting platforms.

I will take reasonable care in creating and delivering the agreed experience. However, ongoing compatibility may be affected by operating-system updates, device changes, platform availability and developments beyond my control.

Where a technical issue arises during an agreed support period, I will take reasonable steps to investigate and resolve it, including providing updated instructions or an appropriate alternative where reasonably possible.

Ongoing hosting, maintenance, subscriptions or technical support beyond the included period will be separately explained and agreed before any additional charges are incurred.

Unless expressly agreed, a commission does not include indefinite hosting, permanent availability of third-party applications or lifetime technical support.

If a platform changes or becomes unavailable, I will discuss reasonable alternatives, taking account of the commitments and deliverables originally agreed.

Ownership of physical artwork, copyright, usage licences and access to a hosted AR experience are separate matters.

19. Materials supplied by clients

If you provide photographs, video, music, recordings, written testimony, logos, artwork or other materials for inclusion in a commission, you must have the necessary rights and permissions for their intended use.

Please identify any material that is confidential, restricted or subject to particular attribution requirements.

You retain ownership of your original materials.

By supplying them for a commission, you give me permission to use, adapt, edit and incorporate them to the extent necessary to carry out the agreed work.

Permission to use client-supplied material within a commission does not automatically extend to unrelated promotional use.

Any additional public use will take account of the rights, permissions and restrictions applying to the material.

20. Confidentiality and sensitive work

I recognise that some commissions involve personal, sensitive, confidential or unpublished material.

Any specific confidentiality requirements should be discussed before the commission begins and recorded in writing.

For institutional commissions, campaigns, unpublished products or embargoed projects, agreed publication restrictions and release dates will be specified in the project agreement.

I will respect those arrangements and will not knowingly publish material in breach of agreed confidentiality requirements.

Confidentiality does not prevent disclosure where required or otherwise permitted by law.

21. If I need to reschedule or cancel

Occasionally, illness, emergencies, equipment failure, unsafe conditions or circumstances beyond my reasonable control may affect an appointment or commission.

If I need to reschedule, I will contact you as soon as reasonably practicable and offer an alternative date.

If that date is unsuitable and the agreed service cannot proceed, I will refund amounts paid for services that will not be provided, subject to any lawful arrangements concerning work already completed.

If I must cancel an appointment before work begins, you may choose either a mutually agreed replacement date or a full refund of payments made for that appointment.

Where a larger commission is partly completed, I will discuss proportionate arrangements for completed work, outstanding deliverables and any appropriate refund or alternative.

I will take reasonable steps to minimise disruption and communicate openly about the available options.

Nothing in these terms excludes your rights or remedies where I have failed to meet my contractual or statutory obligations.

22. Equipment failure, lost work and unforeseen events

I take reasonable precautions when photographing, recording, editing, storing and delivering commissioned work.

Creative production nevertheless involves technical risks, including equipment malfunction, file corruption and unforeseen external circumstances.

If an issue affects the agreed work, I will inform you promptly and take reasonable steps to recover the material, repeat affected work where appropriate or agree another suitable remedy.

Where the commission cannot reasonably be completed, you may be entitled to a price reduction or refund in accordance with applicable law.

Nothing in these terms excludes liability for failure to provide services with reasonable care and skill, or any liability that cannot lawfully be excluded.

Where delays or failures arise from circumstances outside my reasonable control, I will take reasonable steps to minimise their impact and discuss appropriate arrangements.

23. Refunds and concerns after delivery

If there is a problem with the finished work, please contact me and explain the issue.

Where the work does not meet the agreed specification or has not been carried out with reasonable care and skill, I will address the matter in accordance with your statutory rights. This may include correcting the problem, repeating the relevant service where appropriate, or providing a suitable price reduction or refund.

A change of mind or difference in personal taste does not, by itself, mean that professionally delivered creative work is defective.

Nevertheless, I will consider reasonable requests and explain whether additional adjustments can be accommodated.

Refunds will normally be made to the original payment method unless another lawful arrangement is agreed.

Any refund required by law will be processed within the applicable statutory period.

24. Your legal right to cancel an online booking

If you book as a consumer online or at a distance, you may have a statutory right to cancel within 14 days of entering into the contract without giving a reason.

The precise right depends on the type of service or goods supplied and whether a statutory exception applies.

Where the 14-day cancellation right applies, you can exercise it by sending a clear cancellation request to hello@irisarttech.co.uk before the cancellation period expires.

If you expressly request that a service begins during the statutory cancellation period and subsequently cancel, you may be required to pay a proportionate amount for services already supplied, where permitted by law.

Where a service has been fully performed following the necessary express request and acknowledgement, the statutory cancellation right may end in accordance with the law.

Certain personalised or made-to-order physical goods may be exempt from statutory change-of-mind cancellation rights.

Relevant cancellation information, exceptions and required acknowledgements will be provided during the applicable booking or checkout process.

Nothing in these terms limits or removes your statutory rights.

25. Changes to these terms

I may update these terms to reflect changes in services, business arrangements or legal requirements.

The version applicable to your booking will ordinarily be the version provided or made available when your booking was confirmed, together with any subsequent changes expressly agreed between us.

Updates will not be applied retrospectively to existing bookings without an appropriate legal basis or your agreement where required.

26. Governing law and resolving concerns

These terms are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply.

If you have a concern about your booking, payment, finished work or any aspect of the service, please contact me first so that I have a reasonable opportunity to resolve it.

I aim to address concerns fairly, promptly and constructively.

Nothing in these terms restricts your statutory rights or access to appropriate legal remedies.

27. Contact

For bookings, cancellations, rescheduling, payments, licensing enquiries or concerns about your commission, please contact:

IRIS Art Tech

Hull, United Kingdom

Email: hello@irisarttech.co.uk

Website: https://irisarttech.co.uk

The first step is always a conversation.

These terms are here to create clarity, protect the work and make the process fair for everyone involved. If something is unclear, or your commission requires a different arrangement, please get in touch before booking.