GENERAL TERMS AND CONDITIONS — Family & Individual Photography
(For private clients — consumers)
Last updated: November 1st, 2025
1. Purpose
These General Terms and Conditions (“Terms”) govern all photography services provided by Laura Ponchel / Laura Ponchel Photography, established in the Netherlands, to private individual clients, including families, couples, newborn photography, maternity photography, portraits, and personal sessions.
By booking a session, the client agrees to these Terms.
2. Booking and Reservations
2.1. Booking Confirmation
A booking is confirmed only after:
Written acceptance of the offer or quote
Payment of any non-refundable retainer fee (if applicable)
2.2. Retainer Fee
Unless otherwise stated, a retainer is required to secure the date.
The retainer is non-refundable, except in specific cases described in section 6.
2.3. Right of Withdrawal (EU Consumer Rights)
For services booked remotely (online/email), clients have a 14-day withdrawal period, unless the session is scheduled within this period and the client explicitly waives this right.
3. Prices and Payments
3.1. All prices are in euros (€), including VAT.
3.2. The remaining balance is due on or before the session date, unless otherwise agreed in writing.
3.3. Failure to pay may result in cancellation of the session.
4. Session Details
4.1. Location and Timing
Clients must arrive on time. Delays will shorten the session duration. Outdoor sessions may be rescheduled in case of unsuitable weather.
4.2. Children and Safety
Parents remain responsible for supervising children during the session.
4.3. Creative Direction
The photographer chooses the artistic style, lighting, and composition.
The client acknowledges the photographer’s artistic approach and accepts that results may vary.
5. Image Selection, Editing, and Delivery
5.1. Image Selection
The photographer selects the best images. Unedited files or RAW files are not provided.
5.2. Editing
Standard editing includes:
Color correction
Exposure adjustments
Cropping
Minor skin retouching
Advanced retouching (body reshaping, object removal, composites) is subject to an extra fee.
5.3. Delivery Timeline
Images are delivered digitally within 4 weeks unless specified otherwise.
5.4. Gallery Availability
Online galleries remain available for 12 months. Clients are responsible for downloading and storing their files.
6. Cancellation, Rescheduling, and Refunds
6.1. Cancellation by Client
More than 14 days before the session: 100% refund (except retainer)
14–7 days before: 50% of the total fee
Less than 7 days: 100% fee payable
6.2. Rescheduling by Client
One free reschedule is allowed if requested at least 48 hours in advance.
6.3. Cancellation by Photographer
In case of illness, emergency, or force majeure:
The photographer will offer a new date
If rescheduling is impossible, the client receives a full refund, including retainer
No further compensation is owed.
7. Client Responsibilities
7.1. The client must ensure:
Proper cooperation during the session
Accurate information (location, participants, conditions)
Necessary permissions to photograph in chosen locations
7.2. If the client behaves inappropriately, the photographer may terminate the session without refund.
8. Copyright and Image Usage
8.1. Copyright
The photographer retains full copyright and moral rights over all images, as per the Dutch Auteurswet (Copyright Act).
8.2. Personal Use License
The client receives a non-exclusive, non-transferable license to use the delivered images for:
Personal viewing
Personal printing
Personal social media sharing (with credit appreciated)
8.3. Prohibited Uses
Clients may NOT:
Alter images with third-party filters or editing apps
Use images for commercial purposes
Sell or distribute images to third parties
Submit images to contests without written approval
8.4. Photographer’s Portfolio Usage
With explicit permission (consent), the photographer may use selected images for:
Portfolio
Website
Social media
Marketing materials
Consent is always optional for private individuals, in compliance with GDPR.
9. Privacy and Personal Data (GDPR Compliance)
The photographer processes personal data, including photographs, according to the Privacy Policy.
Key points:
Data collected: contact details, images, session notes
Purpose: service delivery, communication, billing
Rights: access, correction, deletion, restriction, objection
Full details are in the Privacy Policy.
10. Liability
10.1. The photographer is not liable for:
Weather conditions
Location restrictions
Clothing choices or styling dissatisfaction
Client injuries caused by unsafe behavior
10.2. Liability is limited to the total amount paid for the session.
11. Gift Cards
Gift cards are valid for 12 months, non-refundable, and cannot be exchanged for cash.
12. Governing Law and Jurisdiction
These Terms are governed by Dutch law.
Any dispute will be submitted to the courts located in the photographer’s business region unless resolved amicably.