London Photo Agency terms and conditions

1. Who we are

London Photo Agency (“LPA”, “we”, “us”, “our”) provides commissioned photography services including PR photography, corporate photography, headshots, workplace photography and event photography across London and selected surrounding areas.

London Photo Agency is a trading style of UNITED NATIONAL PHOTOGRAPHERS LTD. Assignments may be coordinated through a picture-desk-led model to maintain consistency, delivery control and service reliability.

2. Quotes, bookings and commissioning

A quotation is based on the brief information available at the time it is prepared. A booking is treated as confirmed once written approval has been received by email, purchase order or another recorded instruction.

To help us deliver efficiently, clients should provide:

• Date, timings, location and access arrangements
• Main contact details and on-site coordination information
• Shot priorities, usage context and any essential deliverables
• Any restrictions, sensitivities, security procedures or venue rules

We will use reasonable efforts to allocate a suitable photographer and coordinate the assignment in line with the agreed brief.

3. Fees, expenses and payment

Fees are agreed in advance where possible or otherwise charged in line with the quotation, estimate or agreed rate structure for the assignment.

Unless expressly stated otherwise, quoted fees may include:

• Photographer time
• Standard editing and processing
• Digital delivery of selected files
• Assignment coordination and administration

Additional costs may include

• Travel, parking, congestion or clean air charges
• Venue fees, permits or special access costs
• Extended licensing or broader commercial usage
• Rush turnaround, extensive retouching or unusual post-production requests

Unless otherwise agreed in writing, invoices are payable within 30 days of the invoice date.

Unless otherwise agreed in writing, image licences take effect only once the relevant invoice has been paid in full.

4. Cancellations, postponements and rescheduling

We understand that schedules can change. If an assignment is cancelled, postponed or materially changed after confirmation, we may charge fairly for time already committed, preparation already undertaken and any non-recoverable costs.

• Cancellations made with reasonable notice may avoid or reduce charges
• Late cancellations may incur the full agreed fee
• Postponed or rescheduled work is always subject to availability
• Third-party costs already incurred remain chargeable where non-refundable

5. Photographer allocation and substitutions

We reserve the right to assign, replace or substitute photographers where reasonably necessary, provided the replacement is suitable for the brief and service level required.

This helps us maintain continuity where there are changes in availability, operational demands, illness, transport disruption or other genuine assignment pressures.

6. Image delivery and file handling

Images are usually delivered digitally by secure gallery, download link or another agreed platform. Delivery timing depends on the assignment type, but for many PR, corporate and communications briefs, same-day or next-day turnaround may be available where agreed.

Delivered files are edited to a professional standard suitable for the intended usage discussed in the brief. Clients should review delivered files promptly and notify us as soon as reasonably possible if there is a technical problem with delivery.

7. Copyright, licensing and permitted use

All images supplied by London Photo Agency are licensed, not sold. Unless otherwise agreed in writing, copyright remains with the photographer and/or UNITED NATIONAL PHOTOGRAPHERS LTD.

Standard licensed use may include

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

Additional licensing may be needed for

• Paid advertising campaigns
• Out-of-home advertising
• Long-term or unusually broad promotional use
• Third-party commercial re-use outside the agreed brief

8. Client responsibilities, permissions and releases

Clients are responsible for making sure that locations, access permissions, internal notices, approvals and any required consents or releases are appropriately managed for the assignment and intended use.

• Ensuring access to venues, offices and restricted spaces
• Communicating internally where staff or guests are being photographed
• Providing accurate briefing and timing information
• Making us aware of any legal, regulatory or security constraints
• Confirming any intended usage that may require expanded rights

We are not responsible for missed imagery or reduced coverage caused by restricted access, absent subjects, delayed schedules, venue intervention or incomplete briefing information.

9. Service limits and circumstances outside our control

We will use reasonable skill and care in providing our services. However, we are not liable for delays, disruption or failure to perform caused by events outside our reasonable control, including transport disruption, severe weather, venue restrictions, security issues, public safety concerns, access refusal, equipment failure beyond reasonable contingency or client-side delays.

To the fullest extent permitted by law, our total liability arising from any assignment shall not exceed the fee paid for that assignment.

10. Data protection and website use

We handle personal data in line with applicable UK data protection requirements. Please see our privacy policy for more detail on how personal data is collected, used and handled.

If cookies or similar technologies are used on this website, they are governed by our cookie policy where applicable.

Our website may also contain links to third-party sites. We are not responsible for the content, security or practices of external websites.

11. Changes to these terms

We may update these terms and conditions from time to time to reflect operational, commercial, legal or website changes. The latest version will always appear on this page with the most recent update date.

12. Contact and governing law

If you have questions about these terms and conditions, please contact pictures@londonphotoagency.co.uk or use our contact page.

These terms and conditions are governed by the laws of England and Wales. Any dispute arising in connection with them shall be subject to the courts of England and Wales, except where applicable law requires otherwise.

Professional standards behind London Photo Agency

Clear terms are part of a dependable commercial service. They help us manage assignments professionally across London, from executive portraits and press calls to business events, launches and repeat communications work.

By operating through a structured picture-desk-led model, London Photo Agency aims to deliver imagery that is not only visually strong, but also properly briefed, clearly licensed and commercially ready for immediate use.