Terms &
Conditions

Last updated: May 2025

Our Services

1.What We Offer

London Photo & Video is a professional photography, videography, and editing studio serving corporate and private clients across central London, the UK, and beyond. Our services include, but are not limited to:

• Wedding photography and videography
• Corporate event photography and videography
• Social media content creation (reels, short-form video)
• Promotional and brand videos
• Live-streaming services
• Drone filming (subject to location and regulation)
• Standalone editing services (remote, worldwide)
• Interviews, conferences, awards, and private events

2.Current Packages

The following packages are available at the time of publication. All prices are subject to change; the price confirmed at the time of booking will be honoured for your event.

3.Team Assignment

London Photo & Video operates with a handpicked team of professional photographers, videographers, and editors. We match the most suitable team member(s) to your project based on the skills, style, and experience required. The specific individual(s) assigned will be confirmed in advance of your booking.

For bookings made well in advance, your assigned team member will be introduced approximately one month before your event and will contact you directly to begin detailed planning. For last-minute bookings, introductions will take place as soon as practically possible after confirmation.

We do not offer the option to select a specific individual from our team. All team members operate to the same high professional standard and are fully briefed on your requirements before the event.

4.Last-Minute Bookings

Subject to availability, bookings may be accepted up to 72 hours before the event at no additional charge. We strongly recommend booking as early as possible — our schedule fills quickly and availability at short notice cannot be guaranteed. For last-minute bookings, reduced lead time may affect the level of pre-event planning that is possible.

5.Geographic Coverage

Our core team is based in central London. We cover events throughout London. Our editing services are fully remote and available to clients worldwide. Any travel costs outside central London will be agreed with you in advance of the booking being confirmed.

Payment

6.Payment Terms — Corporate & Commercial Clients

For corporate, commercial, and event bookings, full payment is due at the time of booking unless otherwise agreed in writing. For larger or bespoke projects, a deposit structure may be offered at our discretion, with the balance due before the event date. No shoot will take place until payment has been received and confirmed.

7.Payment Terms — Wedding Clients

Wedding bookings are secured with a non-refundable deposit of £500, payable at the time of booking. The remaining balance will be confirmed at the point of enquiry and is due no later than six weeks prior to the wedding date. Failure to pay the balance by this deadline may result in the booking being released.

8.Accepted Payment Methods

Payment is accepted via the London Photo & Video website. If you require an alternative payment arrangement — including payment in a currency other than GBP, or invoicing for corporate clients — please contact us before placing your order and we will accommodate where possible.

9.Late Payment

For invoiced corporate clients, payment is due within the terms stated on the invoice (typically 14 or 30 days). Late payment may result in suspension of services, delayed delivery, or the application of statutory interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

10.VAT & Taxes

All prices are quoted exclusive of VAT unless otherwise stated. Where VAT is applicable, it will be clearly indicated at the point of purchase or on the invoice. Clients outside the UK are responsible for any applicable import taxes, duties, or local levies.

Cancellation & Rescheduling

11.14-Day Cooling-Off Period

For consumer (non-business) clients, you have the right to cancel your booking within 14 days of the date of purchase and receive a full refund, in accordance with the Consumer Contracts Regulations 2013. This right applies provided that services have not already commenced within that 14-day period.

If you have requested that services begin within the 14-day cancellation period (for example, a last-minute shoot), you acknowledge that this right may be reduced or waived.

12.Cancellation After the Cooling-Off Period

For cancellations made after the 14-day cooling-off period, the following charges apply:

All cancellations must be made in writing (email is acceptable) to be effective. The date of the written cancellation notice determines which charge applies.

13.Cancellation by London Photo & Video

In the unlikely event that we need to cancel your booking, we will notify you as early as possible and provide a full refund of all monies paid. Where the cancellation is due to circumstances within our reasonable control, we will also make reasonable efforts to recommend an alternative provider.

14.Rescheduling

Rescheduling requests are accommodated where availability permits and must be made in writing. Rescheduling more than 6 weeks before the original event date will not incur a rescheduling fee. Rescheduling within 6 weeks of the original event date may be treated as a cancellation and rebooking, in which case standard cancellation terms apply to the original booking.

15.Force Majeure

Neither party shall be liable for failure to perform their obligations where this results from circumstances genuinely beyond their reasonable control, including but not limited to natural disasters, government restrictions, national emergencies, or significant infrastructure failure. Both parties agree to communicate promptly and work in good faith to find a fair resolution.

On the Day

16.Client Responsibilities

To ensure a smooth shoot, clients are responsible for:

• Providing a clear brief, schedule, or running order in advance of the event.
• Ensuring that all relevant permissions and access rights are in place before the shoot date — see Section 17.
• Providing access to the venue at the agreed time and notifying us of any changes as early as possible.
• Ensuring that any third parties at the event (including venue staff, other suppliers, or attendees) are aware of and co-operate with our presence on the day.
• For corporate clients using branded overlays or captions: supplying all brand assets (logos, fonts, colour codes, approved copy) no later than 48 hours before the shoot.

17.Location Permits & Access

Filming in certain public locations in London and elsewhere may require permits from the relevant local authority, Transport for London, the Royal Parks, or other bodies. It is the Client's responsibility to obtain any necessary filming permissions for the chosen location(s) unless otherwise agreed in writing. London Photo & Video will advise where we are aware of likely permit requirements, but we do not accept liability for delays, loss of access, or additional costs arising from unpermitted locations.

18.Drone Operations

Drone filming is available as part of selected packages or as an add-on service. All drone operations are conducted in compliance with UK Civil Aviation Authority (CAA) regulations and the Air Navigation Order. Please note that drone operations are subject to significant restrictions in and around central London due to controlled airspace, particularly near airports, the Houses of Parliament, and other sensitive locations. We reserve the right to decline drone use at any location where safe and legally compliant operation is not possible. No refund will be given for drone services where legal or safety restrictions prevent deployment at the agreed location.

The Client is responsible for obtaining any landowner or venue permission required for drone operations on private property.

19.Equipment & Safety

All equipment used by London Photo & Video remains our property throughout the shoot. No attendee, venue staff member, or third party should move or interfere with our equipment. We reserve the right to halt a shoot where we reasonably consider that the safety of our team or equipment is at risk, without liability to the Client.

20.Catering

For full-day bookings of 8 hours or more, we ask that a meal break is built into the schedule for our team. This may be a venue supplier meal or an agreed break period. For shorter bookings, no catering is required.

21.Delays & Schedule Changes

Where an event runs significantly over the agreed schedule, additional time may be charged at the applicable hourly rate, notified to the Client on the day. We will always do our best to remain flexible; however, subsequent bookings or travel commitments may occasionally limit our ability to extend coverage.

Delivery

22.Delivery Timelines

Delivery timelines vary by package and service type. All timelines are subject to all required assets, footage, and briefing information being received from the Client in good time. Where the Client's delay causes a delivery delay, we accept no responsibility for the resulting timeline.

23.Shared Asset Folder

Many packages include access to a shared digital asset folder (such as Google Drive or a similar cloud platform), from which the Client can access and download all delivered files. It is the Client's responsibility to download and save their content promptly. We do not guarantee indefinite storage of files in the shared folder and may remove access after a reasonable period following delivery. We strongly recommend downloading all delivered content as soon as it becomes available.

24.Revisions & Amends

One round of minor revisions is included with all packages. For corporate packages, revisions must be submitted as a single consolidated list within 7 days of delivery. Revisions requested after this window, or which go beyond minor amendments to the edit, will be charged at our standard editing rate of £49 per hour. Significant re-edits or structural changes to a delivered film may not always be possible and will be assessed on a case-by-case basis.

25.File Formats & Exports

Deliverables are provided in the formats specified within each package (e.g. Instagram, LinkedIn, TikTok, Facebook). If you require files in additional or alternative formats, please notify us before the shoot so we can accommodate this where possible. Additional export formats may be subject to a small additional charge.

Corporate & Commercial Clients

26.Brand Assets

For packages including branded overlays, captions, or platform-specific graphics, the Client must supply all required brand assets — including logos (in high-resolution vector format where possible), brand colour codes, approved fonts, and any required copy or messaging — no later than 48 hours before the shoot date. Failure to supply assets on time may result in delivery delays, for which London Photo & Video accepts no liability.

By supplying brand assets to us, the Client warrants that they have the right to use those assets and that their use in the finished deliverables will not infringe any third-party intellectual property rights.

27.Commercial Usage Rights

Corporate and commercial clients receive a licence for full commercial use of all delivered content, including use in advertising, marketing, social media, internal communications, and press — unless otherwise specified in writing. This licence is non-exclusive; London Photo & Video retains the right to use the same content for portfolio and promotional purposes — see Section 45.

28.Confidentiality

We understand that corporate events and private briefings may involve commercially sensitive information. We treat all client information with discretion. If your project requires a formal Non-Disclosure Agreement (NDA) to be signed before attendance, please provide this at least one week before the event so it can be reviewed and executed in good time. We are willing to sign reasonable NDAs for corporate engagements.

29.Accuracy of Content

London Photo & Video is not responsible for the accuracy, legality, or compliance of any written copy, statements, claims, or branding included in deliverables at the Client's direction. The Client is solely responsible for ensuring that all content supplied to us or appearing in the finished deliverables complies with applicable advertising standards, data protection laws, and any other relevant regulations.

30.Pre-Production Consultation

For larger or bespoke corporate projects, a pre-production consultation call or meeting may be scheduled to discuss your brief, shot list, locations, and requirements in detail. Any time spent by our team in pre-production consultations beyond one hour may be charged at our standard rate, agreed in advance.

Wedding Services

31.Coverage & Expectations

Our standard wedding coverage runs from bridal preparations through to the first dance, subject to the specific package booked. We will capture the key moments of your day with care and professionalism; however, we cannot guarantee coverage of every moment or detail, particularly where schedules overrun or access is restricted.

Wedding photography packages include 500–800 edited images. Wedding videography packages include a 7-minute highlight film. Both are subject to the conditions on the day, including lighting, venue access, and schedule.

32.Venue & Officiant Permissions

You are responsible for securing permission from the officiant and/or venue for photography and videography during the ceremony. This includes microphone placement, access to the front of the ceremony space, and drone use where applicable. We accept no liability for restricted coverage resulting from permissions that have not been obtained.

33.Lighting & Conditions

Image and footage quality can be affected by ambient lighting conditions. In dark venues or challenging environments, photographs may exhibit grain and footage may be softer in quality. Certain LED lighting systems may produce a banding effect in footage. These are technical limitations of the environment, not of the service provided.

34.Guest Conduct

We encourage couples to consider requesting an "unplugged" ceremony to avoid guests' phones and cameras obstructing our coverage of key moments. We accept no liability for compromised shots caused by other photographers, guests, or third parties not working under our direction.

Live-Streaming

35.Technical Dependencies

Live-streaming services are dependent on a stable, high-speed internet connection at the event venue. It is the Client's responsibility to ensure that the venue can provide a reliable wired or high-quality wireless connection suitable for live-streaming. London Photo & Video will conduct a technical assessment in advance where possible; however, we cannot guarantee stream quality where the venue's internet infrastructure is insufficient.

36.Third-Party Platforms

Where live-streaming is delivered via a third-party platform (such as YouTube, Vimeo, Zoom, or a similar service), the Client is responsible for setting up and administering the relevant account and stream key. We will connect to the Client's platform and manage the technical delivery of the stream; however, we are not responsible for the terms, policies, or technical issues of third-party platforms.

37.Service Interruptions

Despite our best efforts, live-streaming can be subject to interruptions caused by internet outages, platform downtime, power failures, or other technical failures beyond our reasonable control. In the event of an interruption, we will work to restore the stream as quickly as possible. Refunds for interrupted streams will be assessed proportionally based on the duration of any outage not caused by circumstances within our control.

38.Recording & Archive

Where a recording of the live stream is required, this must be requested at the time of booking. Not all platforms automatically archive streams, and archive availability may vary. It is the Client's responsibility to ensure that the chosen platform retains the recording or that alternative recording arrangements are made.

39.Broadcast Permissions

The Client is responsible for ensuring that all content broadcast during a live stream — including music, presentations, performances, and images — is licensed for live broadcast. London Photo & Video accepts no liability for copyright infringement arising from content broadcast at the Client's direction.

Editing Services

40.Standalone Editing

Our editing services are available as a standalone offering, independent of any shoot booking. Editing is charged at £49 per hour, with fixed-rate options available for many popular project types. A quote will be provided before editing commences, based on the estimated volume and complexity of the work.

41.Submitting Footage for Editing

When submitting footage for editing, the Client is responsible for:

• Providing footage in a format compatible with our editing software (we will advise on compatible formats upon request).
• Supplying a clear brief, including desired output length, style references, music preferences, and any specific requirements.
• Ensuring that all footage submitted has been legally obtained and that they have the right to use it for the intended purpose.
• Uploading footage via the agreed secure transfer method in good time to meet the agreed delivery deadline.

42.Turnaround & Rush Editing

Standard editing turnaround times will be agreed at the point of booking based on project scope. Rush editing (delivery within 24–48 hours) is available at a premium rate, confirmed in advance. Rush requests are subject to availability and cannot always be accommodated.

43.Ownership of Source Footage

When submitting footage for editing, the Client warrants that they own or have been granted the rights to use all submitted material. London Photo & Video accepts no liability for footage submitted without the proper rights or licences. The edited output will be delivered to the Client, and all rights to the source footage remain with the original owner.

Legal

44.Copyright — Delivered Content

All photographs, video footage, and edited deliverables produced by London Photo & Video are the intellectual property of London Photo & Video, pursuant to the Copyright, Designs and Patents Act 1988. Upon delivery and subject to full payment, the Client is granted a licence to use the delivered content in accordance with the terms of their package — a personal licence for wedding clients and a commercial licence for corporate clients (see Section 27).

Unlimited personal reproduction and sharing rights are included for all clients. Resale, sublicensing, or transfer of content to third parties for commercial gain requires prior written consent.

45.Portfolio & Marketing Use

London Photo & Video reserves the right to use photographs, footage, and edited deliverables in our portfolio, website, and marketing materials to demonstrate the quality of our work. For corporate clients whose projects involve commercially sensitive or confidential content, this right is subject to Section 28 (Confidentiality). Clients who wish to opt out of portfolio use entirely may request this in writing at the time of booking.

46.Data Protection & Privacy

London Photo & Video collects and processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal data provided at the time of booking is used solely for the purpose of delivering the service and communicating with you. Data is not shared with third parties without consent, except where required by law.

You have the right to access, correct, or request deletion of your personal data at any time by contacting us directly. For corporate clients, we will also handle any personal data relating to event attendees or employees in accordance with applicable data protection law.

47.Limitation of Liability

London Photo & Video's liability to the Client shall not exceed the total fees paid for the specific services giving rise to the claim. We are not liable for any indirect, consequential, or incidental losses, including but not limited to: lost profits, lost business opportunities, reputational damage, or the cost of sourcing alternative services at short notice.

This limitation applies in respect of all claims, whether arising in contract, tort (including negligence), or otherwise. Nothing in these terms limits liability for death or personal injury caused by our negligence, or for fraudulent misrepresentation.

48.Independent Contractor Status

London Photo & Video and its team members operate as independent contractors. Nothing in these terms creates or implies an employment relationship between London Photo & Video and any client. London Photo & Video is responsible for all applicable taxes and National Insurance contributions relating to its own income.

49.Entire Agreement

These terms and conditions, together with any written booking confirmation, constitute the entire agreement between the parties. They supersede all prior discussions, proposals, or representations. Any variation to these terms must be agreed in writing by both parties.

50.Dispute Resolution

In the event of a dispute, both parties agree to first attempt resolution through direct, good-faith discussion. If informal resolution is unsuccessful, the parties agree to engage in mediation before commencing formal legal proceedings. Mediation costs will be shared equally unless otherwise agreed.

51.Governing Law & Jurisdiction

These terms are governed by the laws of England and Wales. All disputes that cannot be resolved through mediation shall be subject to the exclusive jurisdiction of the courts of England and Wales.

52.Changes to These Terms

We reserve the right to update these terms at any time. The version in effect at the time of booking will govern that agreement. For ongoing or retainer-based arrangements, we will provide reasonable notice of any material changes.