Corporate Photo Agency terms and conditions

1. About Corporate Photo Agency

Corporate Photo Agency (“CPA”, “we”, “us”, “our”) provides corporate photography services including executive portraits, headshots, workplace photography and business event coverage across the UK and selected international locations.

Corporate Photo Agency operates as part of a wider photography business established in 1997 and is a UNP company. Assignments may be coordinated through a central picture desk structure to ensure consistency, reliability and quality of delivery.

2. Bookings and commissioning

A booking is considered confirmed once written agreement has been received via email, purchase order or other recorded instruction.

To ensure effective delivery, clients should provide:

• Location, timings and access details
• Key contacts and on-site coordination information
• Shot lists, expectations and usage context
• Any restrictions, sensitivities or operational requirements

We will use reasonable efforts to match each assignment with an appropriate photographer and coordinate delivery through our managed service model.

3. Fees and payment

Fees are agreed in advance or based on standard rate structures. Unless stated otherwise, fees typically include:

• Photographer time
• Standard editing and processing
• Image delivery via digital platform
• Coordination and administration

Additional costs

• Travel, parking, congestion or clean air charges
• Extended usage or licensing upgrades
• Specialist retouching or fast-track delivery

Payment terms are typically 30 days from invoice unless otherwise agreed.

4. Cancellations and rescheduling

We understand that business schedules change. Our approach balances flexibility with fairness to photographers.

• Cancellations more than 24 hours in advance: no charge
• Cancellations within 24 hours: full fee may apply
• Rescheduling is subject to availability

5. Image licensing and usage

All images supplied by Corporate Photo Agency are licensed, not sold. Copyright remains with the photographer or the wider business unless otherwise agreed in writing.

Standard usage

• Corporate communications and internal use
• Websites and digital platforms
• LinkedIn and professional social channels
• PR and editorial distribution where applicable

Extended usage

Additional licensing may be required for:

• Paid advertising campaigns
• Out-of-home (OOH) advertising
• Large-scale commercial use

6. Image delivery

Images are delivered digitally via secure gallery, download link or agreed platform. Delivery timelines vary depending on the assignment, but same-day or next-day turnaround is common for corporate and communications work.

We take care to ensure images are professionally edited, colour-balanced and suitable for intended use at the point of delivery.

7. Client responsibilities

Clients are responsible for:

• Ensuring access to locations and permissions where required
• Managing internal communications or consent where applicable
• Providing accurate information for briefing and scheduling
• Ensuring safe working conditions

Delays or issues caused by incomplete or inaccurate information may affect delivery and timelines.

8. Limitation of liability

We are not liable for delays or failure to deliver caused by circumstances outside our reasonable control, including but not limited to access restrictions, weather conditions, safety concerns or client-side issues.

Our total liability shall not exceed the value of the assignment fee.

9. Data protection

We process personal data in accordance with UK data protection law. Please refer to our privacy policy for full details on how personal data is handled.

10. External publication and editorial use

Images produced by Corporate Photo Agency may support editorial, recruitment and communications content across a range of platforms where relevant usage rights have been agreed.

Such usage reflects the importance of producing credible, publication-ready imagery aligned with professional editorial standards.

11. Changes to these terms

We may update these terms from time to time. The latest version will always be available on this page.

12. Contact

If you have any questions about these terms and conditions, please contact us at pictures@corporatephotoagency.co.uk.

13. Governing law

These terms and conditions shall be governed by and interpreted in accordance with the laws of England and Wales. Any disputes arising in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless otherwise required by applicable law.

Professional standards of our corporate photography agency

As a dedicated corporate photography agency, we believe that clear terms are the foundation of a successful and reliable partnership. These standards allow us to manage high-pressure assignments, from multi-site headshot rollouts to time-sensitive PR launches, with the structure and editorial discipline our clients expect.

By operating through a managed service model, we provide a level of commercial clarity and quality control that fragmented freelance directories often cannot match. This helps ensure that the imagery delivered by Corporate Photo Agency is not only strong visually, but also properly licensed, professionally handled and ready for immediate business use, in line with our Corporate Photo Agency terms and conditions.