Terms of Service

Effective Date: July 2, 2026

1. Introduction and Acceptance of Terms

These Terms of Service (the “Terms”) govern your access to and use of the services provided by Northern Light Photo Studio, a photo-studio business located at 2480 Main Street, Vancouver, BC V5T 3E2, Canada (“Northern Light Photo Studio,” “we,” “us,” or “our”). By booking, purchasing, accessing, or using any of our services, you agree to be bound by these Terms and any policies referenced herein.

If you do not agree to these Terms, you must not use our services. If you are entering into these Terms on behalf of another person, organization, or entity, you represent and warrant that you have authority to bind that person, organization, or entity to these Terms.

2. Scope of Services

Northern Light Photo Studio provides professional photography services, which may include, without limitation:

• Professional headshots
• Portrait photography
• Family photo sessions
• Product photography
• Brand content shoots
• Event photography

Service details, deliverables, session duration, location, editing scope, turnaround times, and any special requirements will be set out in a booking confirmation, invoice, proposal, or other written agreement. We reserve the right to refuse service where necessary for safety, legal, ethical, or operational reasons.

3. User Obligations and Responsibilities

You agree to provide accurate, complete, and current information when booking or communicating with us. You are responsible for ensuring that all participants, subjects, guests, and attendees comply with these Terms.

• You must arrive on time for scheduled sessions and be prepared with any required clothing, props, products, permits, or approvals.
• You are responsible for obtaining all necessary permissions, releases, and consents from persons appearing in the session, including minors, where applicable.
• You must ensure that any products, locations, or materials you provide for photography are lawful, safe, and suitable for the intended use.
• You must not bring prohibited, hazardous, illegal, or offensive items to a session.
• You agree to treat our staff, contractors, and premises with respect and to comply with all reasonable instructions given during a session.
• You are responsible for any damage caused by you, your guests, or your property to our equipment, studio, or third-party property, except to the extent caused by our negligence or misconduct.

We may suspend or terminate a session if conduct is unsafe, abusive, disruptive, unlawful, or materially interferes with our ability to provide services.

4. Payment Terms and Conditions

All fees, deposits, retainers, taxes, and payment schedules will be disclosed before or at the time of booking. Unless otherwise agreed in writing:

• A non-refundable deposit or retainer may be required to secure a booking.
• The remaining balance is due by the date specified on the invoice or before delivery of final deliverables, whichever occurs first.
• Prices are stated in Canadian dollars unless otherwise indicated.
• Applicable taxes, including GST/HST/PST where required by law, may be added to the quoted price.
• Late payments may result in delayed delivery, suspension of services, and/or interest or administrative charges to the extent permitted by law and disclosed in advance.

We may require additional charges for overtime, travel, special editing requests, rush delivery, venue fees, permits, or other costs not included in the original quote. Any such charges will be communicated where reasonably practicable.

5. Cancellation and Refund Policy

Because photography sessions reserve time, resources, and scheduling capacity, cancellations and rescheduling are subject to the following terms unless a different written agreement applies:

• Deposits and retainers are generally non-refundable, except where required by applicable law or expressly stated otherwise in writing.
• If you cancel a session, any refund eligibility will depend on the amount of notice provided and any non-recoverable costs already incurred by us.
• Rescheduling requests are subject to availability and may incur a rescheduling fee, especially for short-notice changes.
• If you fail to appear for a scheduled session or are more than a reasonable grace period late, the session may be treated as a cancellation without refund.
• If we must cancel or reschedule due to illness, safety, equipment failure, weather, or other circumstances beyond our control, we will use reasonable efforts to offer a new date or issue a refund of amounts paid for services not yet provided, as appropriate.

Digital files, edited images, prints, albums, and custom products may be non-refundable once production, editing, or delivery has begun, except where required by law.

6. Liability Limitations

To the fullest extent permitted by applicable law, Northern Light Photo 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 loss of opportunity, arising out of or related to the services or these Terms.

To the fullest extent permitted by law, our total aggregate liability for any claim arising from or related to the services shall not exceed the amount paid by you to Northern Light Photo Studio for the specific service giving rise to the claim.

We are not responsible for:

• Delays or failures caused by events outside our reasonable control;
• Client-provided products, props, wardrobe, or materials;
• Missed shots due to client conduct, venue restrictions, weather, lighting conditions, or third-party interference;
• Loss or damage to personal property brought to a session, except where caused by our negligence or wilful misconduct;
• Any use of delivered images by third parties after delivery, unless otherwise agreed in writing.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by applicable law, including liability for gross negligence, wilful misconduct, or other non-excludable obligations under Canadian law.

7. Intellectual Property Rights

Unless otherwise agreed in writing, all photographs, edits, previews, raw files, compositions, concepts, and other creative materials produced by Northern Light Photo Studio remain our intellectual property and are protected by copyright and other applicable laws.

Upon full payment, you are granted a limited, non-exclusive, non-transferable, revocable license to use the final delivered images for the purposes agreed at booking or as otherwise permitted in writing. This license does not transfer ownership of copyright unless expressly stated in a signed written assignment.

You may not, without our prior written consent:

• Sell, sublicense, or commercially exploit images beyond the agreed purpose;
• Remove watermarks, metadata, or copyright notices where present;
• Alter images in a way that misrepresents our work or harms our reputation;
• Use images in unlawful, defamatory, misleading, or offensive contexts.

If you request raw files, source files, or extended licensing, such rights may be granted only by separate written agreement and may be subject to additional fees.

Where applicable, you grant Northern Light Photo Studio a non-exclusive right to use selected images for portfolio, website, social media, advertising, studio samples, and promotional purposes, unless you notify us in writing before the session or otherwise agree in writing to restrict such use. Any use of images featuring identifiable individuals will be subject to applicable privacy and consent requirements.

8. Data Protection and Privacy

Northern Light Photo Studio collects, uses, stores, and discloses personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy legislation.

We may collect personal information such as names, contact details, booking details, payment information, session preferences, and images captured during services. We use this information to:

• Provide and manage bookings and services;
• Communicate with you about your session and deliverables;
• Process payments and maintain business records;
• Improve our services and customer experience;
• Comply with legal and regulatory obligations;
• Use images for marketing or portfolio purposes where permitted.

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

By using our services, you consent to our collection, use, and disclosure of personal information as described in these Terms and any applicable privacy notice. If you provide personal information about another person, you represent that you have the authority and consent to do so.

9. Force Majeure

We shall not be liable for any delay or failure to perform our obligations where such delay or failure results from events beyond our reasonable control, including but not limited to acts of God, fire, flood, severe weather, power outages, equipment failure, labour disputes, illness, epidemics, pandemics, governmental actions, transportation disruptions, civil unrest, or other similar events.

In such circumstances, we may reschedule the session, modify service delivery, or suspend performance for the duration of the force majeure event. If performance becomes impracticable or impossible, either party may terminate the affected service by written notice, subject to any amounts already earned or costs already incurred.

10. Changes to Terms

We may update or modify these Terms from time to time to reflect changes in our services, business practices, or legal requirements. The updated Terms will be effective upon posting or on the date specified in the revised version, whichever is later.

Your continued use of our services after any changes become effective constitutes acceptance of the revised Terms. It is your responsibility to review the Terms periodically.

11. Applicable Law and Jurisdiction

These Terms and any dispute, claim, or controversy arising out of or relating to them, the services, or the relationship between you and Northern Light Photo Studio shall be governed by and construed in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles.

You agree that the courts located in Vancouver, British Columbia shall have exclusive jurisdiction over any dispute arising from or relating to these Terms or the services, subject to any mandatory consumer protection rights or other non-waivable rights under applicable law.

12. Contact Information

If you have any questions, concerns, or requests regarding these Terms or our services, please contact us at:

• Northern Light Photo Studio
• 2480 Main Street, Vancouver, BC V5T 3E2, Canada
• Email: [email protected]
• Phone: +1 (604) 782-9457

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 to the minimum extent necessary, and the remaining provisions shall continue in full force and effect. If necessary, the invalid provision shall be replaced with a valid provision that most closely reflects the original intent of the parties and is enforceable under applicable law.

By booking or using the services of Northern Light Photo Studio, you acknowledge that you have read, understood, and agreed to these Terms of Service.