Corporate Headshots, Portraits & Workplace Photography Terms & Conditions
Effective from: 14 September 2026
These Corporate Headshots, Portraits & Workplace Photography Terms & Conditions (“Service Terms”) apply to corporate headshot, business portrait and workplace photography services provided by Philipp Ammon Photography (“the Photographer”).
These Service Terms should be read together with the Photographer’s General Terms & Conditions and the applicable quotation or booking confirmation.
Where these Service Terms contain provisions specifically relating to corporate headshot, portrait or workplace photography, those provisions will apply in addition to the General Terms & Conditions.
1. Scope of Services
These Service Terms apply to corporate photography assignments including:
corporate headshots;
business and environmental portraits;
executive and team portraits;
office and workplace photography;
meetings, presentations and people at work; and
combinations of the above within a single booking.
The specific scope, anticipated participant numbers, locations, timings and requirements will be based on the information supplied by the Client and confirmed in the applicable quotation or booking correspondence.
Photography may be adapted during the booking to accommodate reasonable changes in circumstances, participant availability and Client requirements, provided these can reasonably be achieved within the booked time and agreed scope.
2. Booking Duration and Fees
The duration and fee for each booking will be as set out in the applicable quotation or otherwise agreed in writing.
Bookings reserve a continuous period of the Photographer’s professional time from the agreed start time.
The booking begins at the agreed time regardless of delays caused by participant availability, meetings, internal scheduling, access to rooms or other Client-side circumstances.
Reasonable time required to enter the premises, complete required access procedures and set up or reposition photographic equipment forms part of the booked period.
Where additional time is required beyond the confirmed booking period, it will be charged at the applicable rate set out in the quotation or otherwise agreed in writing.
Any started additional hour may be charged as a full additional hour.
Additional time is subject to the Photographer’s availability and cannot be guaranteed. The Photographer will make reasonable efforts to accommodate changes or delays where possible.
3. Reduction in Requirements or Early Completion
The agreed booking fee reserves the Photographer’s availability for the confirmed period and is not calculated solely by the number of participants ultimately photographed, the number of images produced or the amount of the booked period ultimately used by the Client.
Accordingly, notwithstanding the general provisions relating to reductions in scope in the Photographer’s General Terms & Conditions, a reduction in participant numbers, participant availability, requirements or photographic activity after the booking has been confirmed does not automatically reduce the agreed booking fee.
If the required photography is completed earlier than anticipated, the confirmed booking fee remains payable.
4. Participant Numbers and Scheduling
Quotes and recommended booking durations are based on the anticipated participant numbers, requirements and schedule supplied by the Client.
The number of participants that can reasonably be photographed within a booking depends on factors including the type of photography required, participant readiness and scheduling, changes of outfit or setup, and the amount of time required with each participant.
The Client is responsible for coordinating participants and ensuring they are reasonably available during the booked period.
The Photographer will make reasonable efforts to accommodate normal workplace scheduling changes, delays and participant availability. However, gaps in the schedule, late arrivals, unavailable participants or large numbers of participants becoming available simultaneously may reduce the number of people who can reasonably be photographed within the booked time.
A significant increase in participant numbers or scope may require additional time and fees.
The Photographer cannot guarantee that every intended participant will be photographed where participants are unavailable or insufficient time remains within the booking.
5. Missed Participants and Additional Shoot Dates
Participants who are unavailable, arrive too late or otherwise cannot be photographed during the confirmed booking may require photography on another date.
Photography taking place on a different date constitutes a new booking and will be subject to a separate fee and the Photographer’s availability, even where only a small number of additional participants require photography.
6. Premises, Access and Photography Permission
The Client is responsible for ensuring that photography is permitted at the agreed premises before the booking.
Where premises are shared, leased, managed by a third party or subject to building management or security controls, the Client must obtain any necessary permissions in advance.
The Client must inform the Photographer before the shoot of any relevant access, security, insurance, health and safety, equipment certification or other site-specific requirements.
The Photographer will not be responsible for delays, reduced coverage or inability to photograph caused by permissions not having been obtained or requirements not having been disclosed in sufficient time.
Any resulting delay will remain part of the booked period.
7. Suitable Photography Space
Where a dedicated headshot or portrait setup is required, the Client should provide a reasonably suitable area with sufficient space for the agreed photographic approach, including lighting and background equipment where applicable.
The Client should advise the Photographer in advance of significant space limitations, fixed furniture or other restrictions that may affect the intended setup.
Where the supplied space is unsuitable or restricted, the Photographer will make reasonable efforts to adapt the photographic approach. However, this may affect setup time, achievable coverage, background options, lighting or final image appearance.
Time spent reasonably adapting to or working around such restrictions forms part of the booked period.
8. Creative Approach
Where relevant, the intended photographic style, background or general approach should be discussed before the shoot.
The Photographer retains reasonable creative discretion in relation to lighting, composition, posing, lens choice, framing and other technical and artistic decisions, taking into account the Client’s agreed brief and intended use.
9. Headshot Galleries and Image Selection
Where individual headshot selection is included, the Photographer will provide an online gallery containing colour-corrected images suitable for review, download and use.
Unless otherwise agreed, each photographed participant is entitled to one professionally retouched final image as part of the standard headshot service.
Participants may individually access the gallery and select their preferred photograph. Alternatively, the Client or a designated representative may make selections on behalf of participants.
Where a participant selects more than one image and additional retouching has not been authorised by the Client, the Photographer may select the most appropriate image from those selected for final retouching.
10. Selection Deadline
Unless another deadline is agreed, headshot selections should be submitted within 30 days of the gallery being supplied.
The Client may set an earlier internal selection deadline where required.
Where a participant has not made a selection by the applicable deadline, the Photographer may select and retouch the image the Photographer considers strongest or most appropriate. This selection will count as that participant’s included retouched image.
Once an image has been retouched following a participant’s selection, a Client selection or a Photographer selection made after the applicable deadline, a subsequent request to retouch a different image will be treated as an additional retouched image and may incur an additional fee.
11. Standard Portrait Retouching
Standard portrait retouching may include, where appropriate and practicable:
colour, exposure and tonal refinement;
minor skin blemish reduction;
subtle skin smoothing;
reduction of temporary under-eye darkness;
removal or reduction of distracting stray hairs; and
minor clothing marks, wrinkles or stains.
The Photographer’s approach is intended to retain a natural and recognisable representation of the participant.
Permanent or identifying personal characteristics such as scars, moles or other features will not ordinarily be removed or materially altered unless specifically requested.
12. Additional Retouching and Revisions
Additional selected images or retouching beyond the included allowance may incur an additional fee.
Advanced alteration including substantial background removal or replacement, compositing, extensive object removal, significant clothing alteration or other substantial image manipulation is not included in standard portrait retouching unless expressly agreed.
Any additional work resulting in additional fees must be authorised by the Client or the Client’s designated representative. Individual participant requests do not automatically authorise additional charges.
One reasonable round of revisions to the agreed retouching is included where required.
Further revisions, a change of selected photograph, substantial changes in direction or requests outside the originally agreed retouching may incur an additional fee.
13. Individual Appearance and Subjective Preference
The Photographer will make reasonable efforts to help participants feel comfortable and to produce flattering, professional photographs consistent with the agreed brief and the Photographer’s style.
Photography and perceptions of personal appearance are inherently subjective. Individual dissatisfaction with personal appearance or preference, where the photographs otherwise meet the agreed professional and technical standard, does not in itself constitute a defect in the photographic service, entitle the Client or participant to a complimentary reshoot, or result in a reduction or refund of the agreed fee.
14. Workplace Preparation
Where general office or workplace photography is required, the Client should reasonably prepare the areas to be photographed before the booking.
This may include removing unnecessary clutter, coats, bags, cups, paperwork, visible cables and other distracting items, and checking that relevant branding, signage and presentation of the workplace are appropriate.
The Photographer may make reasonable minor adjustments and provide direction during the shoot. Significant cleaning, styling, furniture moving or preparation of the premises is not included unless specifically agreed.
The Photographer will not be responsible for unwanted items or visual distractions that remain present in the workplace and could reasonably have been identified or removed by the Client before photography.
15. Employees and Other Participants
The Client is responsible for appropriately informing employees, contractors, visitors or other relevant persons that photography will be taking place and for managing any internal permissions or preferences concerning participation.
Where an individual does not wish to be photographed, reasonable efforts can be made to exclude that person from identifiable photographs provided the Photographer is informed.
The Client is responsible for identifying individuals who should not appear in the photography.
16. Confidential and Sensitive Information
The Client should make reasonable efforts before photography begins to remove, conceal or identify confidential, commercially sensitive, personal or otherwise restricted information that should not appear in photographs.
This may include information displayed on computer screens, whiteboards, paperwork, documents, security materials or other visible items.
Where sensitive information is subsequently identified in an image, the Client should notify the Photographer as soon as reasonably possible. Where practicable, the Photographer will cooperate in removing the affected image from delivery or public display, or in editing the relevant information where appropriate.
Additional editing required to remove or obscure information may incur a reasonable retouching fee depending on the extent of the work required.
Any specific confidentiality, embargo, portfolio or publication restrictions should be communicated to the Photographer in writing in accordance with the General Terms & Conditions.
17. Workplace Photography Image Quantity
Unless a specific image quantity has been expressly agreed, no minimum number of final workplace or general office photographs is guaranteed.
The number and variety of images produced will depend on the booked duration, activities taking place, access, participant availability, locations and photographic opportunities available during the assignment.
The Photographer will exercise professional judgement when selecting the final images for delivery.
18. File Delivery
Unless otherwise agreed, final photographs will be supplied as high-resolution JPEG files.
Alternative file formats or exports may be supplied where they can reasonably be produced from the finished images without substantial additional work.
Requests requiring additional editing, background removal, image manipulation, specialist preparation or multiple custom outputs may incur additional fees.
Where black-and-white versions of selected final headshots are requested, these may be supplied at no additional charge.
RAW, unprocessed and working files are governed by the Photographer’s General Terms & Conditions.
19. Matching Previous Photography
Where the Client asks the Photographer to reproduce or continue an existing photographic style, the Photographer will make reasonable efforts to achieve visual consistency.
Exact reproduction of previous photographs cannot be guaranteed. Differences may arise due to changes in location, available space, lighting conditions, equipment, backgrounds, styling, participants or other circumstances.
The same applies where the Photographer is asked to match photographs originally created by another photographer.
20. General Terms & Conditions
These Service Terms form part of the agreement between the Photographer and the Client and should be read together with the applicable quotation or booking confirmation and the Photographer’s General Terms & Conditions.
Matters including payment, expenses, copyright, licensing and usage, artificial intelligence, RAW files, delivery and archiving, confidentiality, portfolio use, safety, liability, circumstances beyond the Photographer’s control and governing law are subject to the Photographer’s General Terms & Conditions unless otherwise expressly agreed in writing.