ROOTS+TALES

CLIENT AGREEMENT AND TERMS & CONDITIONS

Business Details
Roots+Tales
Sole Trader: Holly Leah Shepherd
Email: [email protected]

By booking any service or subscription with Roots+Tales, you confirm that you have read, understood and agreed to the terms set out below.

Typing your name at checkout acts as your digital signature and forms a legally binding agreement.

SERVICES COVERED BY THIS AGREEMENT

This Agreement applies to all Roots+Tales services, including:

• One-off photography sessions (1 hour, 2 hours, 4 hours)
• Bespoke hourly sessions
• Seasonal Story Photography Plan (annual plan)
• Roots+Trails Mini Sessions
• The Storytellers Nest membership
• Letterbox Photo Club subscription
• Any future workshops (online or in-person)

This Agreement sets out the legal terms. Service details such as price, duration and inclusions are displayed at the time of booking.

BOOKINGS, PAYMENTS AND DEPOSITS

Individual Sessions (1hr, 2hr, 4hr, Bespoke)

• A 50 percent non-refundable deposit is required to secure the date.
• The remaining balance is due on the day of the session before shooting begins.
• Instalments are not currently offered for these sessions.

Seasonal Story Photography Plan

• Payment options are pay in full or quarterly.
• All payments are non-refundable.
• By joining the plan, you commit to the full year and the full remaining balance.
• Reasonable discretion may be applied in cases of genuine hardship.

Roots+Trails Mini Sessions

• Payment secures your mini session slot.
• Mini sessions take place at one location only.
• Limited to a maximum of 2 people per time slot.
• Approximately 15 to 30 images are delivered as a loose guide, not a guarantee.
• Payment is non-refundable but transferable or reschedulable with at least 48 hours’ notice.

The Storytellers Nest

• Minimum 4-week commitment.
• Weekly or monthly rolling payments thereafter, depending on the option selected at sign-up.
• No refunds for periods already paid.

LETTERBOX PHOTO CLUB

Subscription Terms

Letterbox Photo Club is a recurring postal subscription. By subscribing, you agree to receive one seasonal envelope delivered monthly to the address provided at checkout.

Each monthly delivery may include:

• A photo print (printed as a postcard)
• A noticing prompt card
• A written letter
• A seasonal surprise element

Contents may vary from month to month.

Subscriptions renew automatically on the same date each month unless cancelled in advance. Your subscription fee includes UK postage and packaging unless otherwise stated.

You will receive email confirmation after purchase and after each renewal payment.

Cancelling Your Subscription

You may cancel your subscription at any time.

To avoid being charged for the next renewal, cancellation must be made at least 48 hours before your renewal date.

Once a monthly envelope has been dispatched, that month’s order cannot be cancelled or refunded.

To cancel:

• Log into your account and manage your subscription, or
• Email [email protected]

Cancellation will stop future payments and deliveries. You will continue to receive any envelope already paid for.

Delivery and Lost Post

UK deliveries are sent via Royal Mail.

Please allow 3 to 5 working days for UK delivery after dispatch.

If your envelope has not arrived within 10 working days of dispatch, please contact [email protected].

Roots+Tales remains responsible for the item until it reaches you. If an envelope is confirmed lost in transit, we will offer either:

• A replacement, subject to availability, or
• A refund for that month.

Roots+Tales is not responsible for incorrect addresses provided at checkout. Please ensure your delivery details are accurate.

Returns and Damaged Items

Due to the nature of Letterbox Photo Club as a printed subscription product, returns are not accepted once an envelope has been dispatched.

If your item arrives damaged, please contact [email protected] within 7 days of delivery and include photographs so the issue can be resolved promptly.

International Orders

International customers are responsible for any customs duties, VAT or import taxes charged by their country.

All customs declarations will reflect the true value of the goods.

Delivery times outside the UK may vary depending on postal services and customs processing.

RESCHEDULING AND CANCELLATIONS

Individual Sessions (including bespoke hourly)

• One reschedule allowed with at least 48 hours’ notice.
• If cancelled completely with more than 48 hours’ notice, the deposit is retained.
• If cancelled within 48 hours, the full session fee becomes payable.
• Illness: a flexible approach will be taken where possible.

Seasonal Story Photography Plan

• Up to 2 client-requested reschedules per year.
• Minimum 7 days’ notice for rescheduling.
• Sessions go ahead in all weather except torrential rain or unsafe storm conditions.
• Repeated last-minute rescheduling may result in that seasonal session being forfeited.

Roots+Trails Mini Sessions

• 48 hours’ notice required to reschedule or transfer your place.
• Sessions go ahead in all weather except storms or torrential rain.

If Roots+Tales Needs to Reschedule

• As much notice as possible will be given.
• The session will be rescheduled at no cost.
• If no suitable date can be found, a refund will be offered for that session.

SESSION CONDITIONS AND CLIENT RESPONSIBILITIES

• Maximum of 6 people per individual or plan session unless agreed in advance.
• Roots+Trails Mini Sessions are limited to 2 people per slot.
• Maximum of 2 outfits per session unless otherwise agreed.
• Up to 2 locations for individual or plan sessions, agreed in advance.
• Clients must arrange permissions for any indoor venue, café or private location.
• Clients must arrive ready to begin at the scheduled time. Lateness reduces shooting time.

IMAGE DELIVERY, EDITING AND FILE STORAGE

Delivery

• Galleries are delivered via a secure Wix online album.
• Images download as high-resolution JPEG files in a .zip folder.
• Desktop download is recommended.
• Clear instructions are provided in the gallery email.
• Turnaround time is up to 28 days.

Editing

• Editing style is the signature Roots+Tales natural and authentic look.
• Includes light skin softening, subtle brightening and colour balancing.
• Does not include body reshaping, heavy retouching, filters or unrealistic edits.
• RAW files are not provided under any circumstances.
• Editing is final unless something unusual has occurred.

File Storage

• Files are backed up with care.
• In the unlikely event of loss or corruption, a reshoot or refund will be offered depending on circumstances.

USAGE RIGHTS

Client Usage Rights

Clients receive full commercial usage rights for their business, including use on:

• website
• social media
• PR and press
• advertising
• marketing and print materials
• use by designers or agencies on the client’s behalf

Restrictions:

• No resale of images.
• No heavy alterations or filters that change the integrity of the work.
• Credit to Roots+Tales is appreciated but not required.

Photographer Usage Rights

Roots+Tales may use images for portfolio, website, social media, marketing and promotional purposes.

If a project requires confidentiality, this must be requested in writing before the session.

A model release is included within this Agreement.

TRAVEL AND EXPENSES

• Travel is charged at 50p per mile return from Barton-upon-Humber.
• Clients are responsible for any parking fees, entry charges or location permits.
• Travel between locations is included within the booked session time.

LIABILITY AND FORCE MAJEURE

• Clients take part in outdoor sessions at their own risk.
• Roots+Tales is not responsible for loss, injury, damage or accidents during sessions.
• Events outside reasonable control, including illness, severe weather or emergencies, may require rescheduling.
• If no suitable reschedule is available, a refund for that session will be provided.

ACCEPTANCE OF TERMS

By booking any service or subscription with Roots+Tales, you confirm that:

• You have read and understood this Agreement.
• You agree to all payment, cancellation and usage rights terms.
• You understand images are delivered digitally via download.
• You accept the editing style and creative approach.
• You grant Roots+Tales permission to use images unless confidentiality is requested beforehand.
• You are over 18 years old.

Typing your name at checkout serves as your digital signature.

This Agreement forms a legally binding contract between you and Roots+Tales.