Terms and Conditions

TERMS & CONDITIONS

Lewis Holt Photography

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1. Definitions

In these Terms & Conditions:

• “The Photographer” refers to Lewis Holt.

• “The Client” refers to the individual, company, agency or organisation commissioning the work.

• “Photographs / Imagery” refers to all photographic material supplied by the Photographer, including digital files and any derivatives.

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Where the Client is commissioning work directly (with no agency or intermediary), all references apply solely to the Client.

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2. Copyright

All copyright in the Photographs remains the sole property of the Photographer at all times, worldwide.

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No copyright is transferred unless explicitly agreed in writing.

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3. Ownership of Materials

All original and final Photographs remain the property of the Photographer.

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Where a licence has expired or been terminated, the Client must cease usage of the imagery and delete any stored files unless otherwise agreed in writing.

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4. Licence to Use

Usage rights are granted by licence only and come into effect once full payment has been received.

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Unless otherwise agreed in writing, photography fees include a standard commercial usage licence covering:

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• Media: Brand-owned channels including web, social, email and digital marketing

• Territory: United Kingdom

• Duration: 12 months

• Purpose: Brand, marketing, promotional and editorial use

The licence applies only to:

• The Client named on the estimate / invoice

• The agreed usage, media, territory and duration

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Any additional usage, extensions, paid advertising, OOH, broadcast, resale, third-party licensing or re-purposing of imagery outside the original agreement must be agreed in writing and may be subject to additional fees.

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Sub-licensing or transfer of usage to third parties is not permitted without written consent.

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5. Exclusivity

Where exclusivity is agreed, the Client will have exclusive use of the imagery for the duration specified in the licence.

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The Photographer always retains the right to use the imagery for:

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• Portfolio use

• Website and social media

• Self-promotion, awards and exhibitions

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Unless exclusivity has been explicitly agreed in writing.

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6. Client Confidentiality

The Photographer agrees to keep confidential any commercially sensitive or private information disclosed during the course of the commission, except where disclosure is required to fulfil the agreed work.

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7. Clearances & Indemnity

The Photographer is responsible only for securing rights, releases or clearances where explicitly agreed in advance.

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Unless otherwise stated, the Client is responsible for:

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• Model releases

• Property releases

• Brand, trademark or location permissions

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Each party agrees to indemnify the other against claims arising from their own failure to obtain required permissions.

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8. Booking, Deposits & Holding Dates

To secure a shoot date, a 25% deposit of the agreed photography fee is required.

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• Dates may be provisionally held for up to 5 working days

• If the deposit is not received within this period, the date may be released

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The deposit confirms the booking and is non-refundable once paid.

Please note:

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• The deposit applies only to the photography fee

• Any additional production costs (including but not limited to models, locations, studios, stylists, assistants or hire) are not included and must be paid in full by the Client prior to the shoot, where applicable

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9. Payment

Invoices are payable within 30 days of issue unless otherwise agreed in writing.

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Usage rights do not commence until payment is received in full.

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Late payments may incur statutory interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

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For larger productions or new clients, staged invoicing or advance payment may be required.

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10. Shoot Duration & Overtime

A standard shoot day is defined as:

• Studio: Up to 8 hours

• Location: Up to 8 hours (excluding travel unless otherwise agreed)

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Where a shoot exceeds the agreed duration, additional time will be charged at time and a half, calculated pro-rata from the applicable day rate.

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This reflects extended crew availability, fatigue and production impact. Where possible, any extension will be discussed on the day.

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11. Expenses & Travel

All agreed expenses are charged in addition to creative fees unless otherwise agreed in writing.

Standard charges are:

• Mileage: £0.45 per mile

• Travel time (driving): £40 per hour

• Parking, tolls, public transport and accommodation charged at cost

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Any additional costs arising from changes to the brief or schedule must be approved by the Client and will be charged at standard rates.

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All expenses are itemised clearly on invoices.

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12. Cancellation & Postponement

Once a booking is confirmed, the Photographer reserves the agreed date exclusively for the Client.

If a shoot is cancelled or postponed:

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• Within 48 hours of the shoot: Up to 100% of the photography fee may be charged

• Outside of 48 hours: The deposit remains non-refundable

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Any costs already incurred — including but not limited to travel, accommodation, hired locations, talent or third-party suppliers — cannot be refunded and will be charged in full.

This is particularly relevant for location work and externally booked resources.

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13. Creative Style & Rejection

The Photographer’s work is commissioned based on their style, approach and portfolio.

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Unless a rejection fee has been agreed in advance, there is no right to reject work on the basis of style or subjective preference.

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Reasonable reshoots will only be considered where the work materially fails to meet the agreed brief.

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14. Credit

Where reasonably possible, the Photographer reserves the right to request a credit in the form:
Photography: Lewis Holt

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15. Image Alteration & Storage

The Photographs may not be altered, heavily retouched, manipulated, cropped or overlaid without written permission.

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Storage or use of imagery beyond the licensed usage period requires written approval.

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16. Applicable Law

These Terms & Conditions are governed by the laws of England and Wales.

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17. Variation

These Terms & Conditions may only be varied by written agreement.