Terms of business

The client company contracts with The Corporate Headshot Company Ltd ("the company") for shooting days and programmes. Sitters are the client's staff or guests. Nothing is sold to, or invoiced to, an individual.

A day is confirmed by a signed order and payment of a deposit of 50 per cent of the fee. The balance is due within seven days of delivery. Programmes are invoiced quarterly in advance. Purchase orders are accepted. All fees are stated exclusive of VAT.

A Standard Day is capped at 40 sitters and an Executive Day at 12. The client provides a suitable room (about four by three metres, with two sockets, or notice that battery lighting is needed), building access and a floor contact for the day. The shooting window is up to eight hours; time beyond it is charged by the hour at the published rate.

Windows are allocated through the company's scheduler, by self-booking or by the client's allocation. A person who does not attend their window forfeits it. People who miss the day may be photographed at a catch-up session at the published rate, matched to the client's Standard.

More than 14 days before the day: the deposit is held against a new date within 90 days. Seven to 14 days before: 50 per cent of the fee is payable. Less than seven days before: the full fee is payable. The same scale applies to each day of a programme.

Every selected image is finished to the company's published finishing specification. Each sitter may request one round of re-edit within seven days of delivery. The finished set is delivered through the sitter portal within ten working days of the day; proofs of approved frames are available on the day. Rush finishing is available at the published rate.

The client's Corporate Headshot Standard is issued after the first day and belongs to the client for the life of the agreement. The company keeps the reference frames needed to match later sessions.

Copyright in all images remains with the company. The client receives a perpetual, non-exclusive licence to use images of its people for all internal, marketing, press and recruitment purposes. Sitters may use their own images on professional profiles. Images may not be resold, sub-licensed to third parties, or used to train or generate synthetic imagery.

For sitter data the client is the controller and the company is the processor, acting on the client's instructions under a data processing agreement available on request. Sitter data and images are held for the life of the agreement plus 24 months, then purged; deletion on request within 30 days. UK GDPR applies.

The company will not name the client or show any image publicly without the client's written consent. The company may describe work by sector and size.

The company holds public liability and professional indemnity insurance and supplies certificates on request. The company's liability to the client under or in connection with a day is limited to the fees paid for that day, save where liability cannot be limited by law.

A programme runs for twelve months and includes four Standard Days at the rate stated in the order, locked for the term. Either party may give 60 days' notice at the end of the term. Worldwide Days and additional days are added by written order at the programme rates.

These terms, the order and the data processing agreement are the whole agreement. English law applies and the courts of England and Wales have jurisdiction.