Welcome to our Legal page, here you'll find our terms and conditions, privacy notices, and other useful details.

At Little Photo Gems, transparency and trust are at the heart of everything that goes on behind the scenes. You can book with confidence knowing that your experience is safeguarded by our commitment to integrity and respect for your privacy.

We take our clients privacy, and the protection of their personal data very seriously.

On this page you’ll find our Privacy Notices, which outline how we gather, store and use personal data to manage our projects.

WE NEVER SHARE YOUR PERSONAL INFORMATION WITH OTHER COMPANIES

For everyones peace of mind, all our business activities are covered by Public Liability Insurance up to £1m.

We will also provide a Risk Assessment for all of our Academic Projects.

ALL OUR TEAM MEMBERS ARE BRIEFED ON HEALTH & SAFETY BEFORE EVERY SHOOT

Book with confidence!

All our team members are DBS checked, and have been trained to maintain our highest standards of quality and professionalism on every single project.

DBS CERTIFICATES AVAILABLE ON REQUEST

Academic Projects: All Academic Projects are bound by the terms outlined in the relevant ‘Project Agreement’ made between us and the academic institution or trust.

FAO Nurseries/Schools/Universities: send you a deposit request, which will outline the agreed session(s), date(s) etc, and include the total cost of your project. The deposit will need to be paid for us to confirm your booking. Once we receive your deposit, we will send you a booking confirmation e-mail. We reserve the right to refuse booking requests. you’ll be asked for information including your email address and phone number. This is so we can contact you to discuss the booking, and to agree dates/times, backdrops, props, outfits, hair etc, and any extras or specific requirements for your project. We will then send you a deposit request, which will outline the agreed session(s), date(s) etc, and include the total cost of your project. The deposit will need to be paid for us to confirm your booking.

FAO Parents: we receive your deposit, we will send you a booking confirmation e-mail. We reserve the right to refuse booking requests.you’ll be asked for information including your email address and phone number. This is so we can contact you to discuss the booking, and to agree dates/times, backdrops, props, outfits, hair etc, and any extras or specific requirements for your project. We will then send you a deposit request, which will outline the agreed session(s), date(s) etc, and include the total cost of your project. The deposit will need to be paid for us to confirm your booking. Once we receive your deposit, we will send you a booking confirmation e-mail. We reserve the right to refuse booking requests.

Digital files

Photo prints

Turnaround & delays

When requesting a booking you’ll be asked for information including your email address and phone number. This is so we can contact you to discuss the project, and to agree dates/times, backdrops, props, outfits, hair etc, and any extras or specific requirements. We will then send you a deposit request, which will outline the agreed session(s), date(s) etc, and include the total cost of your project. The deposit will need to be paid for us to confirm your booking. Once we receive your deposit, we will send you a booking confirmation e-mail. We reserve the right to refuse booking requests.

We value transparency and clarity in our interactions and operations. As such, we encourage our clients to carefully review our terms and conditions before booking our services. By booking with us, you agree to our T&Cs. If you have any questions or need further clarification, our team is always here to assist you.

Once your project is agreed, we'll email you a deposit request - 25% of the total cost, including any multi-session discounts. Your booking is only confirmed once the deposit is paid, and this must be done at least 5 days before the session (or 5 days before the first session in multi-session bookings). If payment isn’t received in time, we may cancel the booking, though we'll always try to contact you first and avoid this. For bookings made less than 5 days in advance, the deposit must be paid within 24 hours.

By paying the deposit, you confirm that you’ve read and agreed to our Privacy Notice and Terms & Conditions. Deposits are non-refundable unless you cancel at least 5 days before your session - see ‘Cancellations & Refunds’ for more.

The remaining balance is due on the shoot day. For multiple sessions, part of the balance is due after each session. We accept cash, card, and BACS, but if payment isn’t made on the day, cash will no longer be an option, and a payment request email will be sent. If payment is still not received after 3 working days, a storage fee of £5 per week (or part week) will apply. We won’t edit or deliver any images until payment is made in full. If you choose to cancel the project and request deletion of your files, your deposit will not be refunded, and we may decline future bookings.

To cancel a booking contact us directly via telephone or reply to our booking confirmation e-mail. Cancellations made at least 3 days before your session (or before the first session in a multi-session booking) will receive a full deposit refund. Cancellations within 3 days of the session will not be refunded but may be rescheduled if no later than 2 weeks from the original date. For multi-session bookings, if some sessions are cancelled within 3 days but others are scheduled later, you’ll be refunded the deposit for the later sessions. Cancelling just one session out of two will remove the 10% discount on the remaining session. Cancelling one of three or more sessions will still allow the 10% discount on the rest, as long as two or more sessions remain. If we need to cancel a session, you'll have the option to reschedule or receive a full refund.

In short: Early cancellations and cancellations by us = full refund; late cancellations = partial or no refund; and multi-session discounts depend on how many sessions remain booked.

To reschedule a booking contact us directly via telephone or reply to our booking confirmation e-mail. If you reschedule no later than 3 days before the session (or if we reschedule), your deposit stays refundable should you later cancel - so long as that cancellation is also made no later than 3 days before the new session date. Only one reschedule is allowed per session booking. If you reschedule within 3 days of the original date and then cancel, your deposit stays non-refundable, even if you cancel more than 3 days before the rescheduled session.

In short: Early reschedules = one allowed, deposit still refundable; Late reschedules = one allowed and deposit becomes non-refundable. We may decline reschedule requests at any time - if so, we’ll cancel your booking and issue a full refund.

If you'd like to upgrade or downgrade your session (e.g. swap a Quick Session for a Full Session), just get in touch. If the deposit hasn’t been paid yet, we’ll simply update your confirmation and deposit request. If the deposit has already been paid, no deposit will be added or refunded - the price difference will instead be adjusted in your remaining balance due on the session day. In all cases, our ‘Cancellations & Refunds’ policy still applies.

To qualify for 10% off multiple sessions, the sessions must take place no more than 4 weeks apart. The discount applies to session fees only and does not apply to extra services like retouching, studio hire, or printing. If you cancel any sessions and only one remains, the 10% discount will be removed and the remaining session will be charged at full price, the discount only stays in place if cancelling as long as two or more sessions remain booked. This offer can’t be combined with other discounts or promotions.

If you’re planning a studio project, the location must be within a reasonable distance from our team, typically up to 10 miles from our bases. For sessions beyond this range, travel costs will apply and will be discussed during the booking process.. You are responsible for hiring the studio, and we must approve the space before you book it. This is so we can confirm the space is suitable and has the right equipment. Our usual backdrops may not be available depending on the studio’s policies. If you'd like us to search and book a studio on your behalf, we charge an admin fee of £9 for studios we work with regularly, and £19 for full searches beyond our usual options. You will still make payment directly to the studio - we’ll simply handle the search and booking. When we do, we’ll send you a link or summary of the studio's policies and setup. If you’re booking the studio yourself, you must do the same for us - share the website or policy info so we can confirm it's appropriate for the session. You must ensure the studio is booked for enough time to include setup and pack-down. This usually takes 10 mins if we’re only using our camera equipment, or up to 1 hour if we’re bringing additional kit like lighting, props, or backdrops - we will let you know before you book what we expect this time to be before you book. Depending on the project, extra transport costs may apply if we need to bring anything beyond our standard camera setup, see ‘Travel Costs’ for more. You are responsible for following all studio rules and health & safety regulations. These may include limits on guest numbers, child supervision, pet restrictions, food policies, or other requirements - it’s up to you to check these with the studio before booking and share them with us. Any fines, damages, or fees resulting from you or your children or guests or pets breaking studio rules will be your responsibility. Any damage to studio property or our equipment caused by you or your children or your guests or pets - especially from unauthorised handling - is also your responsibility. Most studios charge overtime fees if a session runs past the booked time, and so do we, see ‘Overtime’ for more. These fees are your responsibility unless we are late to the studio (which has never happened). We reserve the right to refuse to work with certain studios, or to decline a studio project if we feel the space, setup or project itself is not suitable. If you need to reschedule a session that involves studio hire, our usual reschedule and cancellation policies apply. You may also be subject to the studio’s own terms - this includes the risk of losing any booking fees, deposits, or payments already made to the studio, especially if they have strict notice periods or refund policies. You are responsible for rescheduling both the session and the studio slot unless we are handling the booking for you, in which case a new admin fee of £19 will apply. We’re not responsible for fees charged by studios, even if we handled the booking on your behalf. Admin fees paid to us for studio research or coordination are non-refundable once the booking process has started. If rescheduling means changing to a different studio, this may incur a new admin fee, and session availability may also be affected. Always check the studio’s terms before confirming a session. If we helped arrange the booking, we’ll do our best to provide links or info on the studio’s specific policies so you can make informed decisions. We’ll only proceed once everything is confirmed as appropriate for both your needs and ours.

Travel is included for local home visits and studio sessions within a reasonable distance from our team, typically up to 10 miles from one of our bases. For sessions beyond this range, travel costs will apply and will be discussed during the booking process. These may include mileage, tolls, public transport fares, parking charges etc. If your session involves extra gear such as lighting, props, or backdrops, additional transport charges may be added. All travel-related fees will be outlined in your booking confirmation and must be paid in line with your session balance. Speak to us directly for more info.

All sessions are subject to weather conditions, especially outdoor sessions and those involving travel. While we’re happy to shoot and travel in light rain or cold weather, extreme conditions such as heavy storms, high winds, or extreme temperatures may mean we need to postpone the session for safety or practicality. This decision is at our discretion, and should this happen, we will contact you as early as possible to discuss rescheduling. If you have concerns about the forecast on the day of your session, please call us directly.

Proper planning, punctuality and cooperative spirit are essential to producing outstanding images.

Sessions in your home: Before the session we’ll agree on all key details - date, time, backdrop choices, props, outfits, hair, number of children, any extras, pricing etc - and you must inform us of any significant changes in advance so we can prepare. Setup takes approximately 20 minutes, and pack-down around 30 minutes, therefore a one-hour shoot in your home typically requires up to two hours on site, so please allow for this extra time.

Outdoor sessions: We’ll confirm location, date, time etc before the shoot. We arrive fully set up and ready to begin at the agreed time - please have your children and pets ready beforehand. While we’re lenient with minor delays and don’t “watch the clock,” we ask that you respect the agreed schedule so we can capture everything planned.

Hired studio sessions: Before any studio session, we’ll confirm date, time, backdrops, props, outfits and all extras in advance. For details on studio setup and pack-down times, please refer to the “Studio Hire” section. Although we accommodate small timing variances, we ask that you arrive and be ready on time so the session can start without delay.

Our home-studio sessions: Our home-studios are already set up with professional lighting and backdrops. We use a ‘tethered’ setup which means you can review the images on our computer screen as soon as they’re taken. Once you arrive, we set aside some time to become familiar with the child or pet, and allow them to settle into the new environment. We can then begin shooting - please come prepared with your final outfits and any props etc. We don’t rigidly enforce the clock, but we do ask you to honor the booked timeslot to ensure we complete everything planned.

At the end of all sessions, you’ll have some time with us to review images etc. In the unlikely event of image loss or equipment failure resulting in us not being able to provide our services in full, our liability is limited to a refund of fees paid (or a proportion thereof), or a rescheduled session plus a 10% service credit to use for future services, as outlined in our Booking Agreement.

We take health and safety seriously and follow strict protocols during setup, shooting, and pack-down.

Sessions in your home: Before confirming any home visit session, we’ll discuss any relevant health and safety considerations and provide guidance on how to prepare your space for our visit. For safety reasons, no food or drinks except bottled water are permitted near our equipment. While we appreciate your willingness to assist, we kindly ask that only our team members, who are trained in handling our equipment safely, set up or pack down. Please ensure that children and guests also avoid interacting with any of our kit. In the event that we arrive at a location and deem it unsafe to proceed due to environmental hazards, lack of space, or any other safety concerns, we reserve the right to refuse setup and cancel the session. In such cases, your deposit will not be refunded. If you're unsure about whether your space is suitable, we encourage you to raise any concerns in advance so we can advise accordingly.

Outdoor sessions: These are subject to the same health and safety standards outlined above. We kindly ask that children and pets are supervised at all times, even while they’re interacting with the photographer.

Hired studio sessions: The same health and safety principles as outlined above apply, as well as any of the studios policies. If the studio space or behaviour within it poses a safety risk, for example overcrowding, unapproved access to equipment, or non-compliance with studio rules, we may decide to cancel the session or pause until the issue is resolved.

Our home-studio sessions: Thes are professional places, and the same health and safety rules above apply. They are also peoples homes, so we ask all visitors are respectful of the space during your session, and respectful of neighbors etc when coming and going.

By booking, you confirm that Little Photo Gems will not be held liable for any injury, damage, loss, or liability resulting from unauthorised handling of our equipment or unsafe actions by you, your children, your guests, or pets. We reserve the right to terminate sessions without refund and to refuse future bookings in the case of any abuse, threatening behaviour, situations that put health and safety severely at risk, or any inappropriate conduct.

During all our sessions, we kindly ask that no one other than our photographer takes pictures of any poses, lighting setups, or compositions created by our team. This not only slows down our work and disrupts the flow of the session, but it also violates the photographer's copyright on these creative elements. It’s essential for us to maintain full control over the creative process to ensure the best possible outcome for your photos. At the end of the session, you’re welcome to take some photos before we pack away our equipment, but we ask that you refrain from taking pictures during the shoot itself.

We love capturing your furry friends! Our dog sessions are tailored to ensure a fun and safe experience for both you and your pet. Please note that dogs must be accompanied by an adult at all times, and we ask that all pets are kept on a lead or under control during sessions. To make sure we get the best shots, please bring along any favorite toys or treats that help keep your dog engaged and happy. For the safety of your dog and our team, we reserve the right to stop the session if the dog is too anxious, aggressive, or if we believe the situation could pose a risk. We want every session to be a positive experience for both you and your dog, so please reach out if you have any concerns before the session.

Following your session, you may request additional retouching. All images receive standard professional adjustment - colour correction, cropping, and background fixes where required, but any further retouching incurs a separate fee. Retouching services are quoted on a per-project basis. Once you define your requirements, we’ll provide a detailed estimate of cost and turnaround time, and send you a payment request by email when you accept. Payment must be received before work begins, and you are under no obligation to proceed with any retouching quote. Retouching fees are non-refundable. Images that do not require extra edits will be delivered immediately after standard processing (generally 3-5 days). Upon completion of retouching, we will provide a separate download link for the final files. We reserve the right to decline any retouch requests that are impractical or unviable.

Digital files are delivered via a secure download link sent to your email address. Please download your images within 5 days, as links will expire thereafter. If you miss this window, contact us promptly by phone or email to arrange an extension. All files are provided in high-resolution and are professionally adjusted, colour corrected, cropped, and, where necessary, background-fixed. Any additional retouching beyond these standard edits is subject to separate fees, and retouched images are delivered separately - see ‘Retouching’ for details. Please note that we only retain your session files for 14 days after download; beyond that period we are not obliged to keep copies, and Little Photo Gems accepts no liability for files lost after removal from our system. For long-term storage, we also offer USB sticks - see ‘Printing & Photo Gifts’ for more.

All photo prints are produced to professional standards and delivered to you by tracked post, usually with Royal Mail. Please allow 7-14 business days turnaround, depending on your location. There are no delivery costs for photo prints. Prints are non-refundable, however if a print arrives damaged or is defective, please contact us within 2 days of delivery with photographs of the issue, and we can offer a replacement at no additional cost to you. We package all prints securely, but once they leave our print lab, Little Photo Gems can not be held liable for lost or delayed shipments. If you have any concerns or questions about your prints, get in touch by phone or email and we’ll be happy to help.

Photo Gifts, and the protection of their personal data very seriously. Below you’ll find our Privacy Notice, which outlines how we gather, store and use personal data to manage projects. We take our clients privacy, and the protection of their personal data very seriously. Below you’ll find our Privacy Notice, which outlines how we gather, store and use personal data to manage projects.

All session images are delivered watermark‑free and licensed for unlimited personal use. You, your family, and friends may freely share and print these images, but copyright remains with your photographer. Any commercial use or sale of the images is strictly prohibited without the photographer’s written permission - we are typically happy to grant commercial licences, so please get in touch if you require more info. Likewise, we will never use your images on our website, or in promotional materials without your explicit consent.

We take our clients privacy, and the protection of their personal data very seriously. Below is our ‘Kids Photography’ Privacy Notice, outlining how we gather, store and use our clients personal data when booking a Project.

Little Photo Gems (henceforth ‘we’ or ‘us’) may collect, use, and are responsible for storing personal information about you (henceforth ‘you’ or ‘client(s)’). 

When we do so, we are regulated under the General Data Protection Regulation, which applies across the European Union and the United Kingdom.

We encourage you to read this Privacy Notice very carefully because it contains important information regarding:

How and why we collect, store and use personal information, our clients rights in relation to their personal information, and how to contact us or supervisory authorities in the event that they have a complaint.

The personal information we collect and use:

We may collect the following personal information of yours, that you provides to us: 

- Your Full Name / Contact Number / Email Address / Home Address (for home projects).

Required personal information: 

The provision of the following personal information is an essential requirement from you:

- Your Full Name / Contact Number / Email Address (and Home Address for home projects).

This information is requested when booking online or over the telephone.

How we use this essential personal information:

- Your Full Name / Contact Number / Email Address: Project related communications, image management, and order management.

- Home Address: Travel to Home Projects

 Who this information may be shared with:

We will NEVER share this personal information with any other 3rd parties.

 We may however share this information with Law Enforcement agencies in connection with any investigation to help prevent unlawful activity.

How long this personal information will be kept:

Any personal information of yours is stored securely until you request us to remove it.

Reasons we can collect and use this personal information:

We rely on the following as the lawful bases on which we collect and use your personal information:

1. Consent. - 2. Contract.  - 3. Public task. - 4. Legitimate interests.

The legitimate interests relied upon are as follows:

- To accurately keep track of who we are photographing.

- To ensure images are always sent to the correct customer.

Consequences of our use of this personal information:

- We can accurately keep track of who we are photographing.

- Customers can be contacted via e-mail or telephone regarding projets, or if there are any issues with their information or orders. 

Keeping this information secure: 

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way.

We limit access to all personal information to the team members who have a genuine business need to do so.

Those processing any information will do so only in an authorised manner, and are subject to a duty of confidentiality.

We also have procedures in place to deal with suspected data breaches. We will notify you and any applicable regulator of any suspected data breach where we are legally required to do so.

While we will use all reasonable efforts to secure your personal data, in using our services you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet.

If you have any particular concerns about your personal information, please contact us directly.

 Transfers of this information out of the EEA: 

We will not transfer your personal information outside of the EEA at any time.

 How to complain: 

We hope that we can personally resolve any complaint or concern raised about our use of your personal information, so please contact us first if you have any issues.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular instances where any alleged infringement of data protection laws has occurred.

The supervisory authority in the UK (“The Information Commissioner”) may be contacted online at https://ico.org.uk, or via telephone: 03031231113. 

What rights you and our clients have:

Under the General Data Protection Regulation, all of our clients have a number of important rights free of charge. In summary, those include rights to:

- Fair processing of their personal information and transparency over how we use their personal information.

- Access to their personal information and to certain other supplementary information that this Privacy Notice is already designed to address.

- Require us to correct any mistakes in their information which we hold.

- Require the erasure of personal information concerning them.

- Receive personal information concerning them which has been provided to us, in a commonly used and machine-readable format, and the right to transmit that data to a third party in certain situations.

- Object at any time to processing of their personal information for direct marketing.

- Object to decisions being taken by automated means which produce legal effects concerning them or similarly, significantly affect them.

- Object in certain other situations to our continued processing of their personal information.

- Otherwise restrict our processing of their personal information in certain circumstances.

- Claim compensation for damages caused by our breach of any data protection laws.

If you would like to exercise any of these rights, please:

- E-mail or call us.

- Let us have enough information to identify you and proof of your identity.

- Let us know the information to which your request relates.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on individual's rights under the General Data Protection Regulations: https://ico.org.uk/for-organisations/guide-to-data-protection

Changes to the privacy notice:

This Privacy Notice was last updated on 1st May 2025.

We may change this Privacy Notice from time to time.

We will always include our most up-to-date Privacy Notice on our website and in our Information Packs.

Contacting us:

If you have any questions about this Privacy Notice or the information we hold about you, please contact us directly via the form at the bottom of this page.

We take our clients privacy, and the protection of their personal data very seriously. Below is our ‘Academic Photography’ Privacy Notice, outlining how we gather, store and use our clients personal data for an Academic Project.

Little Photo Gems (henceforth ‘we’ or ‘us’) may collect, use, and are responsible for storing personal information about you (henceforth ‘you’ or ‘client(s)’). 

When we do so, we are regulated under the General Data Protection Regulation, which applies across the European Union and the United Kingdom.

We encourage you to read this Privacy Notice very carefully because it contains important information regarding:

The personal information we collect and use:

We may collect the following personal information of yours, that you provides to us: 

- Your Full Name / Contact Number / Email Address / Home Address.

Required personal information: 

The provision of the following personal information is an essential requirement from you:

- Your Full Name / Contact Number / Email Address (and Home Address if we’re doing a home project at your address).

This information is requested when booking online or over the telephone.

How we use this essential personal information:

- Your Full Name / Contact Number / Email Address: Project related communications, image management, and order management.

- Home Address: Travel to Home Projects

 Who this information may be shared with:

We will NEVER share any personal information with any other 3rd parties.

 We may however share information with Law Enforcement agencies in connection with any investigation to help prevent unlawful activity.

How long this personal information will be kept:

Any personal information of yours is stored securely until you request us to remove it.

Reasons we can collect and use this personal information:

We rely on the following as the lawful bases on which we collect and use your and our clients personal information:

1. Consent. - 2. Contract.  - 3. Public task. - 4. Legitimate interests.

The legitimate interests relied upon are as follows:

- To accurately keep track of who we are photographing.

- To ensure images are always sent to the correct customer.

Consequences of our use of this personal information:

- We can accurately keep track of who we are photographing.

- Customers can be contacted via e-mail or telephone regarding projets, or if there are any issues with their information or orders. 

Keeping this information secure: 

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way.

We limit access to all personal information to those who have a genuine business need to do so.

Those processing any information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data breach. We will notify you and any applicable regulator of any suspected data breach where we are legally required to do so.

If you have any particular concerns about your or our clients personal information, please contact us directly.

 Transfers of this information out of the EEA: 

We will not transfer your personal information outside of the EEA at any time.

 How to complain: 

We hope that we can personally resolve any complaint or concern raised about our use of personal information.