POLICIES AND PROCEDURES

session fees: Session fees are outlined by category in Westlock Photography pricing documents or will be quoted to clients in writing by email or invoice. Session fees cover: photographer’s time and talent in planning, shooting and processing images; the set number of digital files as outlined specifically for each session packages;  Session fees do not cover: access to unedited images, copyrights to any images, digital copies of all images captured, or special-request editing.

retainer and payments: A nonrefundable retainer of $100 is required for booking any session. Retainer paid will be applied to session fee balance due on the day of session.  Retainer is nonrefundable except as outlined below in ‘punctuality and rescheduling’.  All sales are final and no refunds will be issued for services already performed or orders placed.  Payments can be made four ways: cash, check, Zelle. Retainer can be paid any of the aforementioned three ways.

travel fee: Travel fee of $40+ will be due for locations farther than 20 miles from Westlock Photography.  Travel fee amount is determined per session, based on distance of commute, at the discretion of Westlock Photography.

punctuality and rescheduling:  If a client is late to a session, the session will begin at their arrival time and end at the originally scheduled end time, meaning that shooting time will be cut short.  Westlock Photography does not penalize families for running a few minutes late or needing to reschedule when kids get sick or other unforeseen things come up.  Rescheduling will be offered at the discretion of Westlock Photography provided that ample notice is given prior to session time. Rescheduling is subject to the availability of Westlock Photography.  If a client has to cancel, retainer amount paid can be applied to a rescheduled session within the following three months if and only if Westlock Photography is able to fill the original time-slot that was cancelled.  Retainer refund is never guaranteed.

If  Westlock Photography must cancel a session due to unforeseen circumstances and is unable to find a trusted substitute photographer, any retainer paid will be refunded.  Westlock Photography is not liable for any other reparation or reimbursement.  Westlock Photography will attempt to reschedule if possible.  For sessions that cannot be rescheduled such as Events and Birth, Westlock Photography will attempt to find the client another photographer if this is feasible to do given the circumstances of the cancellation.

other photographic equipment: Westlock Photography will be the only contracted professional photographer on site for all sessions and events, unless arrangements have been made in advance with both parties in writing.  Westlock Photography reserves the right to cease directing and photographing any session or event without offering a refund, if another photographer or individual with any photographic equipment makes it such that any representative of the company cannot do his or her work.  Over-the-shoulder photography is strictly prohibited, including but not limited to cell phone photography.  Behind-the-scenes cell phone photos may be acceptable, please ask permission. Clients may not use DSLR’s and other cameras during any session.

posing with children: Westlock Photography generally has very good rapport with children, which is why we specialize in family, child and baby photography.  That said, each child is unique and will respond differently to being photographed. Westlock Photography cannot guarantee specific poses or images that a client might have seen elsewhere (like Pinterest), especially when working with babies and children, and introducing props or attire that is unusual to them.  No refunds will be issued or complimentary re-shoots scheduled on account of poses or facial expressions not captured during a session.  What we do promise is that we will capture the kiddos as the best, authentic version of who they were on the day of session!

gallery time frame: Your image gallery will be delivered to you electronically within one month of your session date unless otherwise discussed in writing.  Westlock Photography guarantees that Fall sessions shot November 20th and earlier will be delivered in time to order holiday cards.  Westlock Photography has limited business hours in December and will take time off from shooting and editing, therefore sessions shot November 21st and later may be processed in January unless otherwise discussed in writing.  

liability / exculpatory clause: Safety is a top priority to Westlock Photography, especially with babies and small children.  In the rare event of accident or injury, Julie Griffin and any representative of Westlock Photography shall be held harmless for any and all injury during the course of the photography session and surrounding events.

digital file format:  Final “high resolution” digital files will be prepared at a 2:3 aspect ratio (same proportions as a 4x6”) in “JPG” format, and should be printable to most commercial print or art sizes.  All files will come with a print release allowing unlimited printed copies for personal, non-commercial use.  

A print release is not a copyright release (see ‘copyright’ section below).  Some places of printing are better (and worse) than others, and Westlock Photography is not responsible for dissatisfaction a client may have with how images look when printed elsewhere, or for trouble-shooting with other printers, including file compatibility, resolution or sizing.

sharing on social media: Clients may share digital images on personal Facebook and Instagram accounts.  Westlock Photography does not watermark the digital files provided to clients, and asks that clients please include a photo credit in the comments or description for each image to avoid copyright infringement.  

copyright:  Kristi Shedlock is the owner and copyright holder of all images created by Westlock Photography.  Clients may not alter images in any way or share them publicly without permission from, and credit to, the copyright owner.  This includes (but is not limited to): editing at home, applying filters or “enhancements” when sharing to social media, supplying images to third-party businesses for their marketing use, enlisting third-parties to further edit or retouch the images, entering images into contests, providing them to magazines or third-party websites, scanning prints, or mass producing them in any way, without explicit written permission from Westlock Photography.

As the copyright owner, Westlock Photography is free to use images to support and promote the business, such as on its website or Facebook page, or in other promotional material.  Kristi likes to be sensitive to clients’ wishes, if there is a certain photograph(s) that a client would not like shared, or any sensitivity she should know about, please communicate this to Kristi specifically in writing.  Simple requests are not a problem.  However, showing recent portfolio work is how photographers grow business; if a client requires that zero images from a session be used as a part of the Westlock Photography public portfolio, a “secret” fee may apply, depending on the circumstances and at the company’s discretion.

archived and lost or damaged items:  Digital copies of gallery images will be kept for one year after session date.  If clients need 

to access their gallery or be provided digital files a second time beyond six months from session date, there will be a $40 fee to re-open the gallery and provide a new link.  Westlock Photography is not responsible for replacing lost digital files after one year. 

Client Agreement…. please complete and submit to book your session.