Policies

Clear, transparent guidelines to ensure we’re aligned, and your photography experience is smooth from start to finish. Please review these policies before booking your session.

Booking & Payment

Booking & Payment Policies

Booking Your Session

All sessions require a non-refundable booking fee to secure your date and time.  Your booking fee reserves your spot on my calendar and covers my time, talent, and local travel (within 20 miles of Olympia/Lacey).

Payment Methods

I accept the following payment methods:

  • Credit/debit cards
  • Venmo, CashApp, PayPal
  • Cash or Check
  • Payment plans (available for collections purchased after your session)

Payment Schedule

  • Initial Booking Fee: Due at time of booking to secure your session date.  Acts as a retainer and is therefore non-refundable upon cancellation or no-show.
  • Digital Collection & Printed Product Purchases: Due at the time of ordering
  • Interest-Free Payment Plans: Available upon request.  Plans must be mutually agreed upon between client and photographer.  Final images are delivered once the payment plan has been completed.

Non-Refundable Booking Fee

Booking fees are non-refundable but may be transferred to a new date, subject to availability and rescheduling policies (see below).

Rescheduling & Cancellations

Rescheduling & Cancellation Policies

Client-Initiated Rescheduling

  • First Reschedule (Free): One complimentary reschedule allowed with at least 5 days notice, reschedule must be for a legitimate reason
  • Additional Reschedules: $50 rescheduling fee applies for subsequent changes
  • Less Than 48 Hours’ Notice: $100 rescheduling fee applies
  • Less Than 24 Hours’ Notice: Booking fee is forfeited; new booking fee required for future session

Photographer-Initiated Rescheduling

If I need to reschedule due to a personal emergency, illness, or equipment failure:

  • You’ll receive full credit for your booking fee toward a rescheduled date
  • No rescheduling fees apply
  • If the photographer is unable to reschedule your session then a full refund of the booking fee will be provided.  This is the only time that a booking fee will be refunded.

Cancellations

  • Booking fees are non-refundable
  • If you need to cancel completely, your booking fee is forfeited
  • Collections/products not yet ordered may be refunded at my discretion

Weather Policy

Outdoor Sessions

I monitor weather forecasts closely leading up to your session and stay in communication with you.

Light Rain/Overcast:

  • Light drizzle or overcast skies can create beautiful, soft lighting
  • Sessions typically proceed unless conditions are unsafe or uncomfortable
  • I’ll communicate with you if weather concerns arise

Severe Weather:

  • Sessions will be rescheduled at no charge for:
    • Heavy rain or thunderstorms
    • Extreme heat or cold (safety concerns)
    • High winds
    • Hazardous conditions
  • Rescheduling due to severe weather does not count as your complimentary reschedule

Who Decides?

If the weather is questionable, we’ll discuss options together. Your comfort and safety are priorities. Photographer-initiated weather cancellations incur no rescheduling fees.

Special Events:

If weather forces cancellation of an entire Special Event, the event will be rescheduled, and all participants will keep their original time slots for the new date.

Session Day Policies

What to Expect on Session Day

Arrival Time

Please arrive on time for your scheduled session. This ensures you receive your full session time and doesn’t impact other clients scheduled that day.  On Special Event days please plan to arrive early.

Late Arrivals

  • Up to 10 minutes late: Session will proceed, but may need to end atthe  originally scheduled time
  • More than 10 minutes late: Session time will be shortened accordingly
  • More than 20 minutes late: Session may be forfeited (see Late Arrivals policy below)

Session Duration

  • Special Events: 15-20 minutes
  • 30-minute sessions: 30 minutes
  • 60-minute sessions: 60 minutes
  • Newborn Sessions:  2-4 hours
  • Maternity Sessions:  1-2 hours

Session time includes setup, shooting, and any adjustments. It does not include travel time before/after the session.

Children & Cooperation

I understand children can be unpredictable! We’ll work at their pace and take breaks as needed. If your child is having a particularly difficult day and we’re unable to capture quality images, we can discuss rescheduling options.

Guests & Observers

You’re welcome to bring extended family or friends to watch an outdoor session, but I ask that they remain in the background and allow me to direct posing and interaction. Too many voices can be confusing, especially for children.  Absolutely no personal photos are permitted during sessions.  *With newborn sessions in the studio: there is not a lot of extra space in the studio so I ask that you do not bring extra family or friends to your newborn session, unless it is one specific person who is there to help with siblings.  That is allowed, but please discuss it with me ahead of time.

Taking Personal Photos During Your Session

Under no circumstances can personal photos be taken during your posed session.  This includes cell phones, tablets, and personal cameras.  Thank you for understanding.  If you would like to record a behind-the-scenes video please discuss this with the photographer prior to your session.  In some situations behind-the-scenes video footage may be permitted.

Alcohol & Substances

Clients who arrive under the influence of alcohol or substances will forfeit their session and booking fee. Safety and professionalism are non-negotiable.

Pets

Pets are welcome at outdoor sessions held at locations where pets are permitted.  Please ensure they’re well-behaved and you have someone to handle them when they’re not in photos (if your vehicle is not close).  I’m not responsible for pet-related injuries or incidents. Please bring a leash and something to collect potential waste.  

Late Arrivals & No-Shows

Late Arrival & No-Show Policy

Late Arrivals (regular sessions)

  • 0-10 minutes: Session proceeds as normal, unless there is another session immediately following, in which case the session will be slightly shortened
  • 10-20 minutes: Slightly shortened session time
  • 20+ minutes: Severely shortened session -or- Session may be forfeited at the photographer’s discretion
Late Arrivals (Special Events/Minis)

If you arrive late to a Special Event session where clients are booked back-to-back for 15 or 20 minute sessions, then you will lose some of your session time as I am unable to run over into the next client’s session time.  If you arrive 15 or more minutes late to a Special Event session then you forfeit your session and the booking fee that was paid to secure it.  It is extremely important to plan to arrive early on Special Event days.

If you’re running late, please call/text immediately: +1 360-870-8806

No-Shows

If you do not arrive for your session and do not contact me:

  • Your booking fee is forfeited
  • A new booking fee is required to schedule a future session
  • No refunds or credits provided

Communication Is Key

Life happens! If you’re having trouble making your session, please communicate with me as early as possible. I’ll work with you when I can, but last-minute no-shows impact my business and other clients.

Image Delivery & Ordering

Image Delivery & Ordering Policies

Turnaround Time

  • Proofing Gallery Delivery: 5-8 days after your session (up to 10 days during the fall/holiday season)
  • Digital File Delivery: Within 48-72 hours of collection purchase
  • Printed Products: 1-3 weeks, depending on the product and the lab’s current processing times

Rush delivery may be available for an additional fee; please inquire if needed.

Ordering Deadline:
Proofing galleries are active for 3 days, then they expire.  If you need additional time due to extenuating circumstances please let Amber know and your proofing gallery can be extended for another 1-2 days.  Once you have purchased your Collection and received your Final Gallery, any printed product options that have been linked to your Final Gallery can be ordered indefinitely, there is no deadline.  Final galleries do not expire.

Deletion of Unpurchased Image Files:
30 days after you have purchased your digital collection, all unpurchased image files will be deleted.  The only exception is if the client asks for an extension as they plan to purchase additional images in the future.  In such a case the unpurchased files will be saved for an additional 90 days to allow for this additional purchase.

What’s Not Included:

  • Completely unedited/raw files are not available for purchase or viewing
  • Images where subjects are blinking, blurred, or unflattering (beyond what retouching can fix) are not included in proofing galleries
  • Proofs that have not been fully-retouched

Usage Rights & Copyright

Copyright Ownership

I retain full copyright ownership of all images created during your session. This is standard practice in professional photography and protects the artistic integrity of my work.

Your Usage Rights

When you purchase digital files, you receive:

✓ Personal use rights – print, share, and display for personal purposes
✓ Social media sharing – post on personal accounts with credit
✓ Print rights – print at any lab or retailer for personal use
✓ Gift rights – share digitally or as prints with family and friends

Not permitted without written permission:

  • Commercial use or resale
  • Editing, altering, or applying filters to images (including cropping watermarks)
  • Transferring copyright to third parties
  • Entering images into competitions as your own work

Professional Use

If you need images for business, marketing, or commercial purposes, please contact me for a commercial licensing agreement.

Credit & Tagging

When sharing images online, I appreciate (but don’t require) credit:

  • Tag: @amberwebbphoto 
  • Credit: “Photo by Amber Webb Photography”
  • Website:  www.amberwebbphoto.com

Portfolio & Marketing Use

By booking a session, you grant me permission to use images from your session for:

  • Portfolio display on my website and marketing materials
  • Social media promotion
  • Blog posts and educational content
  • Print marketing and advertising

If you prefer privacy and do not want images shared publicly, please notify me in writing before your session.

Model Release

Model Release Agreement

Standard Model Release

All clients grant Amber Webb Photography permission to use session images for promotional purposes, including but not limited to:

  • Website portfolio
  • Social media platforms (Instagram, Facebook, Pinterest, etc.)
  • Blog posts and articles
  • Printed marketing materials
  • Photography education and workshops
  • Advertising and promotional campaigns

Opting Out

If you require privacy and do not wish to have your images used for marketing:

  • You must notify me in writing at least 48 hours before your session
  • Images will not be shared publicly, but may be used for internal portfolio review

No Compensation

Use of images for promotional purposes does not entitle clients to compensation, residuals, or royalties.

Minors

Parents/legal guardians grant permission on behalf of minor children photographed during sessions.

Privacy & Data Protection

Privacy & Data Protection

Information Collected

I collect and store the following information:

  • Name, email address, phone number
  • Session date, location, and preferences
  • Payment information (processed securely through third-party providers)
  • Images from your session

How Information Is Used

Your information is used to:

  • Communicate about your session and booking
  • Deliver your images and products
  • Send occasional updates about services and events (you may opt out anytime)
  • Improve client experience

Data Security

  • Payment information is processed through secure, encrypted platforms
  • Images are stored on secure, password-protected servers with backup systems
  • Personal information is never sold or shared with third parties for marketing purposes

Image Storage

  • Images are stored securely for a minimum of 1 year after delivery
  • After 1 year, archived images may be retrieved for a fee
  • No guarantee images will be stored indefinitely, please back up your purchased files

Your Rights

You have the right to:

  • Access your personal data
  • Request corrections to your information
  • Request deletion of your data (subject to legal and contractual obligations)
  • Opt out of marketing communications

Contact for Privacy Concerns:
Email: amberwebb82@icloud.com

General Terms

General Terms & Conditions

Contracts & Agreements

By booking a session and paying the booking fee, you agree to all policies outlined on this page. These policies constitute a binding agreement between you and Amber Webb Photography.

Liability

  • I am not responsible for personal injury, property damage, or loss during sessions
  • Outdoor sessions involve inherent risks (uneven terrain, weather, wildlife), and clients participate at their own risk
  • I carry liability insurance, but clients are responsible for their own safety and that of their children
  • I am not responsible for lost or damaged personal items during sessions

Force Majeure

I am not liable for failure to perform services due to circumstances beyond my control, including but not limited to:

  • Acts of God (natural disasters, severe weather)
  • Personal illness or injury
  • Equipment failure beyond reasonable backup measures
  • Government restrictions or emergencies

In such cases, sessions will be rescheduled or refunded at my discretion.

Equipment Failure

While I maintain professional backup equipment, in the unlikely event of complete equipment failure:

  • Session will be rescheduled at no charge, or
  • Full refund of the booking fee provided

Changes to Policies

I reserve the right to update these policies at any time. Changes will be posted on this page with an “effective date.” Policies in effect at the time of your booking apply to your session.

Disputes & Governing Law

These policies are governed by the laws of Washington State, USA. Any disputes will be resolved in Thurston County, Washington.

Severability

If any provision of these policies is found to be unenforceable, the remaining provisions remain in full effect.

Contact & Questions

Questions About These Policies?

I’m here to help! If you have questions or need clarification on any policy, please don’t hesitate to reach out.

Contact Me:
Email: amberwebb82@icloud.com
Phone: +1 360-870-8806

Effective Date

Last Updated:  January 15, 2026

These policies are effective as of the date above and apply to all sessions booked on or after this date.

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