TERMS OF SERVICE
Effective date: November 11, 2026
Entity: C3 Collective LLC, doing business as The Headshot Photographer (“THP,” “we,” “us,” or “our”). These Terms apply to The Headshot Photographer website, bookings, client portals, products, and services.
Legal notice: These Terms of Service (“Terms”) are a legally binding agreement between you and C3 Collective LLC. By booking a session, purchasing products, accessing our website(s), client portal(s), or receiving any services, you (“you” or the “Client”) agree to these Terms. Participation in SMS messaging requires the separate consent described in Section 14.
Plain-English summary (not a substitute for the Terms): You’re hiring a professional studio with creative discretion. You’ll pay a non-refundable booking deposit to reserve time, with the remaining session fee and image purchases paid at the end of your session. Rescheduling and cancellation rules are explained below. We edit in our style and deliver on stated timelines. You receive a license to use the images as described. All unpurchased images are fully deleted after the session and cannot be purchased later. Our happiness guarantee provides additional retouching or a reshoot as described in Section 10. Purchased images are final sale, subject to the remedies in Section 10 and any rights that cannot be waived by law. Our liability is limited to what you paid. Please read all details below.
1. Scope & Definitions
Services include photography, retouching, consulting, image curation, design, printing, framing, albums, digital delivery, licensing, and related studio offerings.
Client Portal includes any online gallery, proofing, download, or ordering system we provide.
Work Product means all photographs, video, edits, designs, layouts, and related materials we create.
These Terms, together with any invoice, booking confirmation, and signed Model Release, constitute the agreement between you and C3 Collective LLC for the booked services.
2. Booking, Deposit, & Payment
Booking Deposit: A deposit in the amount specified at booking is required to reserve dates, studio time, and production resources. Dates are not held without payment. The deposit is non-refundable if you cancel, subject to Section 3 and applicable law.
Payment Timing & Balance: The booking deposit is the only payment collected before your session. The remaining session fee and the fees for any images you choose to purchase are due at the end of your session.
Payment Methods: We accept the payment methods stated on our invoice or checkout. You authorize us to charge the card or account on file for agreed fees, reschedule or cancellation fees, add-ons, and approved orders.
Late/Collection: Overdue amounts may accrue a late fee of 1.5% per month or the maximum allowed by law, plus reasonable collection costs, including attorneys’ fees.
Taxes: Prices exclude applicable sales or use taxes, shipping, and third-party fees unless stated otherwise. You are responsible for such amounts.
3. Rescheduling, Cancellations, No-Shows & Refunds
How to Contact Us: Request a cancellation or reschedule by emailing team@theheadshotphotographer.com or calling (503) 212-6856. Include your name and scheduled session date. Notice periods are measured before the scheduled session start time.
Client Reschedule: With 24 hours or more notice, we will move your session once without additional charge, subject to availability. Less than 24 hours’ notice may incur a reschedule fee up to the deposit amount.
Client Cancellation & Booking Deposit Refunds: If you cancel your session, your booking deposit is non-refundable. Purchased images and custom products are subject to the separate refund rules in Section 13. The studio’s remedies for a material failure to provide services are described in Section 10.
Studio Reschedule: We may reschedule for illness, unsafe conditions, or events beyond our control as described in the Force Majeure section below. We will offer the earliest practical alternative.
Late Arrival: Time lost due to late arrival may reduce shooting time. Extended time is not guaranteed and may incur additional fees.
No-Show: Failure to appear or respond at the session start may be treated as a cancellation, with forfeiture of your non-refundable booking deposit.
4. Creative Control & On-Set Conduct
Artistic Style: You hire us for our aesthetic and expertise. We retain full creative discretion over styling, direction, posing, lighting, and editing.
Shot List: We welcome inspiration but do not guarantee specific images, poses, or outcomes.
Assistants & Crew: We may use assistants, retouchers, stylists, or subcontractors.
Client Conduct & Safety: You and your guests must act respectfully and follow crew directions. We may stop any activity we deem unsafe, harassing, or unlawful. Pets and minors must be supervised.
5. Editing, Retouching, & Deliverables
Culling & Proofs: Image selection occurs at the end of your session. Proofs are unretouched unless stated otherwise and are reviewed for purchase at the end of your session.
Images purchased from The Headshot Photographer are retouched following purchase. RAW files are not provided.
Image Selection and Deletion: Only images purchased by the Client will be retained for final delivery. All unpurchased images are fully and permanently deleted after the session and cannot be recovered or purchased at a later date.
Retouching: Standard retouching covers color, exposure, cropping, and minor skin cleanup.
Turnaround: Typical editing timelines and final delivery timeframes will be stated at the end of your session and confirmed via email.
Color & Calibration: Final color may vary across screens and prints due to device and substrate differences. Such variance is not a defect.
6. Online Galleries, Downloads, & Orders
Access: Client Portal access is provided with your image purchase. Future access is not guaranteed, so downloading your purchased images promptly is recommended.
Downloads: Keep backup copies of your downloads. We do not guarantee archive availability.
Prints/Products: We recommend ordering through our calibrated partner labs via your client portal. Third-party lab results can vary and are not warranted.
Shipping & Risk of Loss: Title and risk pass at shipment. Inspect products promptly and report issues within 7 days of delivery.
7. Intellectual Property & Commercial-Use Licenses
Ownership: C3 Collective LLC, operating The Headshot Photographer, owns and retains copyright and ownership in the Work Product, including all images created. Purchasing or downloading images grants the stated license to use them; it does not transfer copyright. A transfer of copyright must be expressly agreed in a separate signed document.
Commercial Use for Every Purchased Image: Upon full payment, every purchased final image delivered by THP includes a perpetual, non-exclusive, non-transferable, worldwide commercial-use license under The Headshot Photographer Commercial Use License. This covers the permitted professional, promotional, advertising, website, social media, publication, and other commercial uses described in that License. Where videos are purchased, their licensed use is covered by the same License unless a separate signed agreement states otherwise.
Scope and License Version: The Commercial Use License explains permitted uses, sharing restrictions, technical cropping and resizing, substantial editing restrictions, and other conditions. It applies to purchased and delivered final Media, not to proofs, previews, RAW files, or unpurchased images. The license version supplied or agreed for your purchase governs that purchase; later website updates do not automatically replace licenses or rights already granted for earlier purchases.
Permitted Limited Sharing: You may provide purchased images to your employer, designer, PR team, or a publisher solely for your permitted professional promotion. This does not give those parties independent use, resale, stock-licensing, relicensing, or sublicensing rights. The sharing conditions in the Commercial Use License apply.
Credit: Photographer credit, such as “Photo: The Headshot Photographer,” is appreciated. Any specific editorial credit requirement communicated with your order or in a separate written agreement must be followed.
Third-Party Rights: You are responsible for obtaining any necessary releases or permissions for locations, trademarks, likenesses, or third-party intellectual property required for your intended use. Our copyright license does not itself grant those separate rights.
AI & Manipulation: You may not use images to train AI models. Routine technical adaptations, such as cropping or resizing for permitted uses, are described in the Commercial Use License. Material retouching or generative alterations require our prior written consent.
8. Model Releases & Privacy
Model Release: All Clients are required to sign a separate Model Release at the time of booking. That signed Model Release governs C3 Collective LLC’s rights to use images for portfolio, website, social media, and other marketing purposes. Clients may request to opt out of promotional use by emailing us. Any approved opt-out will apply prospectively and may limit eligibility for certain promotional pricing, offers, or bonuses.
Minors: A parent or legal guardian must sign for minors and be present or immediately available.
Privacy: We handle personal information in accordance with our Privacy Policy. Do not share your Client Portal access with unauthorized persons.
9. Venues, Permits, Weather, & Force Majeure
Studio Sessions: Unless otherwise agreed, sessions are conducted at our studio. Clients are responsible for timely arrival and compliance with studio rules, safety requirements, and staff direction.
On-Location Sessions; Permits & Fees: For any session held outside our studio, you are responsible for securing venue access and any required permits or location fees unless otherwise agreed in writing. Any time spent resolving access or entry issues will count toward the scheduled session time.
Weather: Because most sessions are held indoors at our studio, weather-related rescheduling generally does not apply. Outdoor or on-location sessions may be rescheduled by mutual agreement if weather or other conditions are unsafe or likely to materially affect the quality of the session.
Force Majeure: Neither party will be liable for delays or failure to perform due to causes beyond reasonable control, including severe weather, illness, utility outages, labor disputes, government actions, epidemics, or similar events. Any amounts paid will be credited toward a rescheduled session date. Refunds are not guaranteed.
10. Happiness Guarantee, Service Quality & Remedies
Warranties: We warrant that we will perform services in a professional manner consistent with industry standards. Except as expressly stated, services and Work Product are provided “as is.”
Happiness Guarantee: If you are unhappy with your purchased images, contact us at team@theheadshotphotographer.com to discuss your concerns. Our happiness guarantee provides additional retouching or a reshoot, as appropriate, at no additional charge. It is not a money-back guarantee. The separate remedies for material failure to perform below and any rights required by law remain available.
Material Failure to Perform: If we materially fail to perform and you notify us in writing within 7 days of delivery, we may, at our discretion, re-shoot or refund fees for the affected portion as your exclusive remedy.
Limitation of Liability: To the maximum extent permitted by law, our total liability for any claim is limited to the fees paid to us for the specific session giving rise to the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages.
11. Indemnification
You agree to indemnify and hold us harmless from claims, damages, or expenses, including reasonable attorneys’ fees, arising out of:
- Your breach of these Terms;
- Your misuse of Work Product;
- Your failure to obtain necessary permissions; or
- Your conduct at the session.
12. Website, Client Portal & Acceptable Use
Accounts & Security: You are responsible for safeguarding login credentials and for activities under your account.
Acceptable Use: Do not upload unlawful, infringing, harassing, or harmful content. Do not attempt to bypass security, scrape, or disrupt our services.
Third-Party Services: Our portals may integrate third-party vendors, such as payment processors and labs. Their terms and privacy policies apply to their services.
Termination/Suspension: We may suspend or terminate access for suspected violations or non-payment.
13. Image Purchases, Product Orders, Refunds & Gift Certificates
Orders: All orders are subject to acceptance and availability. Custom products, including frames, albums, retouching, and digital image purchases, are final sale once approved or delivered.
No Refunds on Purchased Images: Due to the post-production process and the digital nature of purchased images, all image purchases are final and non-refundable after purchase, subject to the remedies described in Section 10 and any rights that cannot be waived by law.
Color/Material Variance: Minor variations are normal and not defects.
Refund or Product-Issue Requests: Email team@theheadshotphotographer.com with your name, booking or order reference, and a description of the issue. Please include photographs for a damaged or defective physical product.
Defects/Damage: Report manufacturing defects or shipping damage with photos within 7 days; we will repair or replace at our discretion.
Purchased Gift Certificates: Gift certificate purchases are non-refundable except where applicable law requires otherwise. We honor applicable restrictions on expiration dates and fees, and any legally required cash redemption. Terms provided at purchase apply only to the extent permitted by law.
Promotional Credits: Complimentary or promotional credits are subject to the written offer terms and applicable law. Promotional terms do not override rights that apply to purchased gift certificates.
14. Communications & SMS Terms of Service
C3 Collective LLC, doing business as The Headshot Photographer, may communicate with you by email or phone about your inquiries, bookings, purchases, and services.
Separate SMS Consent: Text messaging is optional and is governed by our The Headshot Photographer SMS Terms of Service. Providing a phone number, booking services, or accepting these general Terms does not by itself enroll you in SMS. Consent is not a condition of purchase.
The Headshot Photographer SMS Program uses (503) 212-6856. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help, or email team@theheadshotphotographer.com. Carriers are not liable for delayed or undelivered messages. See our Privacy Policy for how we handle personal information and SMS consent data.
Email marketing preferences are managed separately through the unsubscribe link in our marketing emails.
15. Dispute Resolution, Governing Law, & Venue
Good-Faith Resolution: If a dispute arises, the parties will first confer in good faith to resolve it within 30 days.
Mediation/Arbitration: Unresolved disputes shall be submitted to mediation and, if not resolved, to binding arbitration on an individual basis under the rules of JAMS or AAA.
Governing Law & Venue: These Terms are governed by the laws of the State of Washington, without regard to conflicts of laws. Venue for mediation or arbitration is Clark County, Washington. Class actions and jury trials are waived to the extent permitted by law.
16. Miscellaneous
Entire Agreement: These Terms, together with your invoice, booking confirmation, and signed Model Release, constitute the entire agreement between you and C3 Collective LLC regarding the services provided.
Amendments: We may update these Terms from time to time. The version in effect at booking applies unless a later version is agreed in writing. Updated Terms will be posted on our site with a new effective date.
Mandatory Consumer Rights: Nothing in these Terms excludes or limits any consumer right, warranty, or remedy that cannot lawfully be excluded or limited.
Severability: If any provision is unenforceable, the remainder remains in effect.
Assignment: You may not assign these Terms without our consent. We may assign them to a successor or affiliate.
Notices: Send legal notices to: C3 Collective LLC, 107 E 7th St, Suite A, Vancouver, WA 98660, USA, or to team@theheadshotphotographer.com.
17. Contact
Questions about these Terms?
Email: team@theheadshotphotographer.com
Studio: 107 E 7th St, Suite A, Vancouver, WA 98660, USA