Terms of Service

Effective Date: July 7, 2026

1. Introduction and Acceptance of Terms

These Terms of Service (the “Terms”) govern your access to and use of the services, website, communications, and related offerings provided by Northlight Portrait Studio, located at 2140 W 4th Ave, Vancouver, BC V6K 1N8, Canada (“Northlight Portrait Studio,” “we,” “us,” or “our”).

By booking a session, purchasing a service, paying an invoice, signing a contract, or otherwise using our services, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use our services.

These Terms apply to all clients, customers, session participants, and any persons who attend or receive services from Northlight Portrait Studio.

2. Scope of Services

Northlight Portrait Studio provides professional photography and related services, which may include:

• Professional headshots
• Family portrait sessions
• Maternity photography
• Product photography
• Corporate branding photos
• Event photography
• Photo retouching and editing

The exact scope, deliverables, session length, location, number of edited images, turnaround time, and any special requirements will be set out in the applicable booking confirmation, invoice, estimate, or written agreement.

We reserve the right to refuse service, reschedule a session, or decline requests that are unlawful, unsafe, abusive, discriminatory, or inconsistent with our professional standards.

3. User Obligations and Responsibilities

By using our services, you agree to:

• Provide accurate, complete, and current information when booking or communicating with us;
• Arrive on time for scheduled sessions and cooperate with reasonable instructions from the photographer;
• Ensure that all participants, including minors, are properly supervised and available as required;
• Obtain all necessary permissions, consents, and releases for any persons, locations, pets, products, trademarks, or copyrighted materials involved in the session;
• Disclose any special needs, safety concerns, allergies, or restrictions relevant to the session;
• Not engage in disruptive, unsafe, harassing, or unlawful conduct during any session or interaction with us;
• Respect our equipment, studio property, and the property of third parties;
• Pay all fees and charges when due.

You are responsible for reviewing all booking details and notifying us promptly of any errors or changes.

4. Payment Terms and Conditions

Fees for services will be communicated in advance through our website, quote, invoice, booking page, or written agreement. Unless otherwise stated, all prices are in Canadian dollars (CAD).

• A deposit or full prepayment may be required to confirm a booking.
• Remaining balances, if any, must be paid by the due date stated on the invoice or booking confirmation.
• We may charge additional fees for extra time, additional edits, rush delivery, travel, location permits, special equipment, or other client-requested changes.
• Late payments may result in suspension of services, delayed delivery, or cancellation of the booking, subject to applicable law.
• Unless expressly stated otherwise, taxes, including applicable GST/PST, are additional and payable by the client.

If a payment is reversed, disputed, or charged back without valid reason, you may be responsible for any associated fees, administrative costs, and collection expenses to the extent permitted by law.

5. Cancellation and Refund Policy

Because photography sessions involve reserved time, preparation, and scheduling commitments, cancellations and rescheduling requests are subject to the following policy unless a different written agreement applies:

• Cancellation or rescheduling requests should be made as early as possible by contacting us directly.
• Deposits may be non-refundable, in whole or in part, to the extent permitted by law and as disclosed at the time of booking.
• If you cancel with insufficient notice, fail to attend a session, or are not ready to proceed at the scheduled time, you may forfeit some or all amounts paid.
• Refunds, if any, are issued at our discretion in accordance with the applicable booking terms and Canadian consumer protection laws.
• If we must cancel due to illness, emergency, unsafe conditions, equipment failure, or other legitimate reasons, we will make reasonable efforts to reschedule or provide a refund for undelivered services, as appropriate.

Digital products, edited images, completed retouching, and custom services may be non-refundable once delivered or substantially performed, except where required by law.

6. Liability Limitations

To the fullest extent permitted by applicable law, Northlight Portrait Studio shall not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of business, loss of data, or reputational harm, arising out of or relating to the services or these Terms.

Our total liability for any claim arising from or relating to the services shall not exceed the amount actually paid by you to Northlight Portrait Studio for the specific service giving rise to the claim, except where liability cannot be limited under applicable law.

We are not responsible for:

• Delays or failures caused by events outside our reasonable control;
• Client dissatisfaction based on subjective preferences where services were delivered in a professional manner consistent with the agreed scope;
• Loss or damage to personal property brought to a session, except to the extent caused by our proven negligence where liability cannot be excluded;
• Issues arising from inaccurate information, lack of cooperation, or failure to follow instructions provided by us;
• Third-party acts, including venue restrictions, weather conditions, or conduct of guests, vendors, or participants.

Nothing in these Terms limits any rights or remedies that cannot be excluded under applicable Canadian law.

7. Intellectual Property Rights

Unless otherwise agreed in writing, all photographs, edits, proofs, previews, and creative materials produced by Northlight Portrait Studio remain our intellectual property until full payment has been received, and ownership or usage rights are granted only as expressly stated in the applicable agreement.

Subject to full payment and any written license terms, you are granted a limited, non-exclusive, non-transferable, revocable license to use delivered images for personal or business purposes as specified in your agreement. You may not:

• Sell, sublicense, or commercially exploit images beyond the scope of the granted license;
• Remove watermarks, metadata, or copyright notices where applicable;
• Alter images in a misleading way that misrepresents our work or harms our reputation;
• Use images in unlawful, defamatory, or deceptive contexts.

We may retain copies of images and related materials for archival, backup, portfolio, marketing, and legal recordkeeping purposes, subject to applicable privacy laws and any written restrictions agreed with you.

If you request a copyright assignment or expanded commercial license, such terms must be agreed in writing and may involve additional fees.

8. Data Protection and Privacy

Northlight Portrait Studio collects, uses, stores, and discloses personal information only as necessary to provide our services, manage bookings, process payments, communicate with clients, comply with legal obligations, and operate our business.

We take reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, disclosure, alteration, or loss. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Personal information may include names, contact details, payment information, session details, images, and other information you provide to us. We may use third-party service providers for scheduling, payment processing, cloud storage, editing, or communications, and your information may be shared with them only as needed to perform those services.

Where required by Canadian law, including applicable privacy legislation, you may have rights to access, correct, or request deletion of certain personal information, subject to legal and operational limitations. Requests regarding privacy should be sent to our contact information below.

By using our services, you consent to the collection, use, and disclosure of your personal information as described in these Terms and in any applicable privacy notice we may provide.

9. Force Majeure

Northlight Portrait Studio shall not be liable for any delay or failure to perform caused by events beyond our reasonable control, including but not limited to acts of God, severe weather, fire, flood, earthquake, power outages, internet or telecommunications failures, labour disputes, illness, government actions, public health emergencies, transportation disruptions, or equipment shortages.

In such circumstances, we may reschedule the service, modify the deliverables, or cancel the booking with appropriate notice where practicable. Any refund or credit, if applicable, will be determined in good faith and in accordance with applicable law and the specific circumstances.

10. Changes to Terms

We may update or revise these Terms from time to time to reflect changes in our services, business practices, or legal requirements. The updated Terms will be effective when posted or otherwise communicated to you, unless a later effective date is stated.

Your continued use of our services after any changes become effective constitutes acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using our services.

11. Applicable Law and Jurisdiction

These Terms and any dispute, claim, or controversy arising out of or relating to them, the services, or your use of Northlight Portrait Studio shall be governed by the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Subject to any mandatory consumer protection laws or other non-waivable rights, you agree that the courts located in Vancouver, British Columbia shall have exclusive jurisdiction and venue over any dispute arising from or relating to these Terms or the services.

12. Contact Information

If you have questions, concerns, cancellation requests, or privacy inquiries, please contact us at:

• Northlight Portrait Studio
• 2140 W 4th Ave, Vancouver, BC V6K 1N8, Canada
• Email: [email protected]
• Phone: +1 (604) 782-9463

13. Severability Clause

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be severed or limited to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

No waiver of any term or condition shall be deemed a further or continuing waiver of such term or any other term, and our failure to enforce any right or provision shall not constitute a waiver of that right or provision.