Terms & Conditions
Guelph Grad Photos
Last Updated: March 10, 2026
By booking a session with Guelph Grad Photos, you agree to the following terms.
Booking, Deposit & Payment
• A full deposit is required to confirm the booking.
• Deposits are non-refundable. If the client wishes to cancel, the deposit is forfeited. Rescheduling is permitted with at least 48 hours' written notice (via email or text message) before the scheduled session start time. Cancellations result in the loss of the deposit.
• The remaining balance must be settled on or before the day of the shoot. Payment methods include e-transfer, cash, or card, as confirmed at the time of booking.
• Failure to pay as agreed may result in the session being postponed, rescheduled, or cancelled.
Photographer Cancellations & Extreme Weather
• If Guelph Grad Photos must cancel for any reason, the client will receive a full refund or the option to reschedule at no additional cost.
• If the session is cancelled due to extreme weather, a full refund will be issued, provided the extreme weather is ongoing one hour before the scheduled start time.
• Light rain and moderate wind do not count as extreme weather under this policy.
• Guelph Grad Photos reserves the right to cancel or postpone the session in the case of unsafe conditions or significant delays.
Session Start Time, Location & Behaviour
• The client agrees to be present at the exact agreed location at the agreed time.
• Any delay by the client may result in a deduction from the scheduled session time or may incur extra fees, at the photographer's discretion.
• The photographer will start and end the session as close as possible to the agreed time; late arrival typically means the session still ends at the originally scheduled finish time.
• Clients are responsible for the behaviour and safety of everyone attending (including minors); no unsafe stunts, trespassing, or illegal activity is allowed at any time. Guelph Grad Photos reserves the right to end the session immediately without refund if unsafe or illegal behaviour occurs.
Overtime Fees
• Guelph Grad Photos reserves the right to charge $20 for every 10 minutes of extra time beyond the booked session length.
• Time is rounded down: for example, if the session is booked for 30 minutes and runs for 39 minutes, there is no extra charge.
• Extra time must be agreed upon during the session and is subject to the photographer's availability. Please plan your shoot to fit within the booked duration.
Image Editing & Delivery
• The photographer will select, edit, and deliver a specific number of images per package (as stated on the pricing page at the time of booking) via an online gallery.
• Images will be delivered within 5 business days. In rare circumstances requiring additional time, the client will be notified in advance.
• Delivery is by download link only; clients are responsible for downloading and backing up their files.
• Images will remain available for download for 90 days. After this period, files may be deleted, and retrieval may incur a $25 archival fee.
• Requests for major reshoots or heavy extra editing outside the original package scope may incur additional fees.
Copyright & Usage Rights
• Copyright and ownership of all images remain with Guelph Grad Photos under Canadian law.
• The client receives a non-exclusive license to use the delivered images for personal, non-commercial purposes, including social media and personal prints.
• The client may not resell, license, or commercially exploit the images without a separate commercial license.
• Guelph Grad Photos reserves the right to use the photos for portfolio, marketing, advertising, website, Instagram, and other promotional purposes, unless the client explicitly requests otherwise in writing before the session (via email or message).
Group Shoots & Responsibility
• Group sessions are defined by a maximum number of people per package (as specified in the booking confirmation); exceeding that number may require an upgrade or extra fee.
• For group bookings, the booker must ensure each group member submits their deposit within 48 hours to keep their time slot. Failure to do so may result in the time slot being released.
• The group organizer is responsible for coordinating attire, timing, and payment for all members.
• All participants must agree to these terms before the session.
• Disputes over who pays or what gets delivered are between the group members and do not affect Guelph Grad Photos' services or fees.
Limitation of Liability
• Guelph Grad Photos will use professional care and skill, but cannot guarantee every shot or exact artwork.
• If equipment failure results in zero usable images, the client will receive a full refund OR a complimentary reshoot at Guelph Grad Photos' discretion.
• Backup procedures are in place, but Guelph Grad Photos is not liable for image loss due to file corruption, server failure, or acts of God.
• Total liability is limited to the amount paid for the session, unless prohibited by law.
Privacy & Data
• Personal information collected during booking will be used solely for session coordination and will not be shared with third parties except as required by law.
Force Majeure
• Guelph Grad Photos is not liable for inability to perform services due to circumstances beyond reasonable control, including but not limited to natural disasters, public health emergencies, or government restrictions.
Dispute Resolution
• Any disputes will be resolved through good-faith negotiation. If unresolved, disputes will be subject to Ontario small claims court jurisdiction.
Governing Law & Changes
• The laws of Ontario, Canada, govern these terms.
• Guelph Grad Photos may update these terms at any time; changes will apply to future bookings only.
By booking a session with Guelph Grad Photos, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.