Terms and conditions
XF Photography – Terms & Conditions
Last updated: [01/04/2026]
These Terms & Conditions (“Terms”) apply to all photography services provided by XF Photography (“I”, “me”, “my”), including motorbike sessions, roadside photography, and event coverage. By booking a session, paying a retainer, or accessing my services, you agree to these Terms.
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1. Booking & Retainer
1.1 A non‑refundable retainer is required to secure any private session or event booking.
1.2 Your booking is not confirmed until the retainer has been paid.
1.3 The retainer is deducted from the total session cost.
1.4 Roadside photography does not require a retainer unless a private slot or package is pre‑booked.
1.5 Session dates are offered on a first‑come, first‑served basis.
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2. Payments
2.1 The remaining balance must be paid before any images are delivered.
2.2 No images, previews, or work product will be delivered until the final balance is paid in full.
2.3 Roadside photography purchases are delivered automatically once payment is completed.
2.4 Payments are processed securely through Stripe or other approved methods.
2.5 Late payment will delay delivery of images.
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3. Cancellations & Rescheduling
3.1 Retainers are non‑refundable under all circumstances.
3.2 You may request to reschedule once, subject to availability.
3.3 If you cancel your session or event coverage, all payments made are non‑refundable.
3.4 If I must cancel due to illness, emergency, or unsafe conditions, you will be offered a rescheduled date or a refund of all payments made.
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4. Roadside Photography
4.1 Roadside photography takes place in public locations where riders may pass at speed.
4.2 You are responsible for riding safely and legally at all times.
4.3 I do not instruct or encourage speeding, stunts, or unsafe riding.
4.4 I am not responsible for accidents, injuries, or damage that occur while riding past the camera.
4.5 Images are captured on a first‑come basis and availability may vary depending on traffic, weather, and conditions.
4.6 Roadside images may be delivered in group galleries where multiple riders appear.
4.7 Purchases are delivered automatically once payment is completed.
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5. Event Photography
5.1 Event coverage includes bike meets, shows, ride‑outs, and public gatherings.
5.2 I may photograph attendees in public areas where there is no reasonable expectation of privacy.
5.3 Private or restricted‑access events require the organiser’s permission.
5.4 Attendees may request removal of identifiable images in accordance with my Privacy Policy.
5.5 Event organisers are responsible for ensuring that participants are aware photography is taking place.
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6. Weather & Safety
6.1 Safety is the top priority for all sessions.
6.2 I may postpone or cancel a session if conditions are unsafe (weather, visibility, traffic, road conditions, etc.).
6.3 You are responsible for ensuring your motorbike is road‑safe and legal.
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7. Client Responsibilities
7.1 You must arrive on time and be prepared for the session.
7.2 You are responsible for the condition, legality, and safety of your motorbike(s).
7.3 You must ensure all participants understand the session plan and safety expectations.
7.4 You must complete any required waiver or consent forms before the session.
7.5 For events, you must ensure all riders or attendees under your booking are aware of these Terms.
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8. Photographer Responsibilities
8.1 I will provide the services described at the time of booking.
8.2 I will deliver images within the stated timeframe unless delays occur due to unforeseen circumstances.
8.3 I will store and handle your data in accordance with my Privacy Policy.
8.4 I am not responsible for accidents, injuries, or damage that occur during roadside or event photography.
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9. Image Delivery
9.1 Images will be delivered via a secure Pixieset gallery.
9.2 Roadside purchases are delivered automatically after payment.
9.3 Delivery times may vary depending on workload and session type.
9.4 Final images are delivered in high‑resolution JPEG format.
9.5 RAW files are not provided under any circumstances.
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10. Copyright & Usage
10.1 I retain full copyright to all images created.
10.2 You receive a personal licence to download, share, and print your images.
10.3 You may not sell, edit, or use the images for commercial purposes without written permission.
10.4 Promotional use of images by XF Photography requires your consent via the waiver form.
10.5 Event organisers may request commercial usage rights separately.
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11. Privacy & Consent
11.1 A privacy/waiver form must be completed by all participants in private sessions.
11.2 Roadside and event photography may include images of individuals in public spaces.
11.3 Participants who decline the waiver may be subject to a privacy fee as outlined in the pricing structure.
11.4 Requests for image removal after publication may incur a post‑publication privacy fee.
11.5 All data is handled in accordance with the XF Photography Privacy Policy.
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12. Additional Fees
12.1 Additional motorbike fees, location fees, mileage charges, accommodation costs, privacy fees, and other agreed costs may apply.
12.2 These will be clearly stated on your invoice.
12.3 Mileage is charged at the current HMRC rate unless otherwise agreed.
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13. Liability
13.1 I am not liable for injury, damage, or loss that occurs during roadside photography, events, or private sessions.
13.2 You participate at your own risk.
13.3 I am not responsible for delays caused by weather, traffic, or circumstances beyond my control.
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14. Complaints
14.1 If you are unhappy with any part of the service, please contact me within 7 days of receiving your gallery.
14.2 I will make reasonable efforts to resolve any issues.
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15. Gift Cards
15.1 General
Gift cards purchased from XF Photography may be redeemed toward a standard motorbike photoshoot. Gift cards hold no cash value and are non‑refundable under all circumstances.
15.2 Validity
Gift cards are valid for 12 months from the date of purchase unless otherwise stated.
15.3 What the Gift Card Includes
A gift card covers the standard XF Photography photoshoot only. Optional add‑ons (including additional edits, extra motorbikes, or additional locations) are not included and may be purchased separately by the recipient.
15.4 Travel & Accommodation
Gift cards do not include travel outside the standard service radius of Wiltshire. Mileage charges, additional location fees, and any required accommodation remain payable by the recipient. These costs will be discussed and agreed before the session is confirmed.
15.5 Redeeming a Gift Card
To redeem a gift card, the recipient must contact XF Photography directly to arrange a date and location. The individual redeeming the gift card becomes the “Client” under these Terms and agrees to all policies listed on this page.
15.6 Transferability
Gift cards may be transferred to another person only with prior written consent from XF Photography.
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16. Governing Law
These Terms are governed by the laws of England and Wales.
Any disputes will be handled under UK jurisdiction.
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17. Contact
For questions about these Terms, contact:
xf_photography@outlook.com