Everything your procurement team will ask for

The Corporate Headshot Company Ltd, registered in England and Wales, company number available on request, VAT available on request, ICO registration available on request. Managing Director: Aemilia Cumberland. Registered and trading address: 12-14 Wilfred Street, London SW1E 6PL.

Public liability (available on request), professional indemnity (available on request), equipment and employer's liability as required. Certificates are supplied to building management with the equipment list before the day.

For sitter data (names, emails, mobile numbers, titles and images) the firm is the controller and the company is the processor, acting on the firm's instructions. Data is held for the life of the agreement plus 24 months so later joiners can be matched, then purged; deletion on request within 30 days. Storage in the UK or the EU. Sitters log in without passwords. Every download is logged. A data processing agreement is included in the pack and signed on request. For enquiries made through this site the company is the controller; see the privacy policy.

The full terms are published. In short: the firm contracts for days; a signed order and a 50 per cent deposit confirm a day; the balance is due within seven days of delivery; programmes are invoiced quarterly in advance; the cancellation scale is 14 days, 7 days and under 7 days; one round of re-edit per sitter; copyright stays with the company and the firm receives a perpetual licence for all internal, marketing, press and recruitment use; the firm is never named without consent; liability is capped at the fees for the day.

A meeting room of about four by three metres, cleared or with the table at one end; two sockets; a door that closes. Battery lighting is available for rooms without power. Setup 30 minutes before the first window; clear-down 20 minutes after the last; nothing left in the room or the corridor. Equipment: two flight cases containing a backdrop and stand, two mains or battery lights with modifiers, a camera, a tethered laptop and screen, a check-in tablet, extension leads and gaffer tape that is never applied to walls.

We arrive by whichever entrance the building prefers, with photographic identification, and are happy to be escorted. Equipment lists and insurance certificates are sent in advance. No photographs are taken anywhere other than the agreed room, and no images leave the room on the day other than the proofs uploaded to the portal that evening.

Everyone is photographed the same way, seated or standing as they prefer, with time for adjustments. The booking page, the portal and the notifications meet WCAG 2.1 AA. Tell us about any requirement when the day is booked and we plan for it.

Proposals carry a description, the cap, the day rate, travel terms, the cancellation scale and our registration and insurance details. Purchase orders are accepted. Invoices are issued on the signed order (deposit) and on delivery (balance), or quarterly in advance for programmes. Payment by bank transfer.

Company details and registration; insurance certificates; terms of business; the data processing agreement; the room and power specification; a sample Standard document; a sample sitter communication; the finishing specification; the invoice process; security and access notes; the accessibility statement; the Managing Director's profile.