LTHP | Booking & Payment Terms

LTHP Booking & Payment Policy

At Leo Duncan trading as LTHP, hereinafter referred to as 'LTHP', I am dedicated to providing exceptional photography services and ensuring a smooth experience for my clients. Please review the detailed policy below for complete transparency.

1. Quotation and Booking Fee

Upon request, you will receive a detailed quote outlining the cost of the services. If you approve the quote, a contract will be sent for signing, and a non-refundable booking fee equal to 25% of the total service cost is required. This booking fee must be paid within 60 minutes of signing the contract to secure your session. Following receipt of the booking fee, the quote will be converted into an invoice. The contract will specify all terms, including payment schedules and deliverables.

2. Session Price Adjustments

The total cost may be adjusted due to unexpected expenses or changes in the project scope. Any such adjustments will be communicated promptly, and written agreement from both parties will be required before finalising the updated invoice.

3. Expenses

Travel expenses are included for a 25-mile round trip from my location. Additional mileage will incur a charge of £0.50 per mile. Full costs for train, bus, or air travel must be covered by you. You are also responsible for accommodation, reasonable meal expenses, and other related costs such as, but not limited to, transportation, ULEZ charges, location-specific fees, and any other pre-booked expenses necessary for the session. These expenses should be reimbursed immediately upon receipt of the corresponding invoices.

4. Mark-Up on Expenses

A mark-up of up to 10% may be applied to expenses that require prior booking, such as travel, accommodation, and location fees. This mark-up will be applied to pre-booked costs including, but not limited to, transportation and accommodation. No mark-up will apply to on-the-day expenses. Any marked-up expenses will be reflected in the final invoice, which will be a blanket term invoice unless a detailed breakdown is specifically requested.

5. Final Invoice

Upon completion of the session, the invoice initially issued will be updated to include all final charges and adjustments. This updated invoice, which will remain the same link and document but with all items listed, must be settled within 14 days of the invoice date. A low-resolution proof sheet will be provided until the balance is cleared, after which full-resolution images will be delivered. The final invoice will be a blanket term invoice unless a detailed breakdown is specifically requested.

6. Payment Instructions

Payment details are provided on your invoice. Please ensure you use the reference number from the invoice when making a bank transfer. This helps accurately match your payment to your invoice. For cash payments, contact me to arrange a convenient time and location. The booking fee of 25% is due at the time of signing the contract. The remaining balance must be settled within 14 days of the final invoice date.

7. Delivery Timeframe

If a quick turnaround time has been agreed upon for your session, such as for festivals or tours, highlighted posts will be provided within 12 hours. However, during particularly busy periods, this timeframe may extend to up to 24 hours. Low-resolution proof sheets of the remaining images will typically be ready within a couple of days. During busy periods, this may extend to up to one week unless otherwise agreed in writing prior to the session. Full-resolution images will be delivered no more than one week after the session date, provided the balance is fully cleared. If the balance remains outstanding, the images will not be sent until the balance is settled. In busy periods, the delivery timeframe for full-resolution images may extend up to two weeks. An estimated delivery time will be communicated to you prior to the session date. After I return to my desk from a shoot, I will send you an email with the confirmed turnaround time based on the current workload.

8. Cancellation and Rescheduling

If you need to cancel, please be aware that the initial booking fee is non-refundable. Additional payments made may be refunded under certain conditions. To reschedule, a fee of £25.00 applies if requested after the contract has been signed. Rescheduling is permitted up to 7 days before the session; requests within these 7 days may be permitted, depending on availability and payment of a £50 rescheduling fee. Any fees incurred due to rescheduling within these 7 days will be passed on to the client.. Non-payment of the rescheduling fee may result in cancellation with forfeiture of the booking fee.

In the event I need to cancel due to unforeseen circumstances, efforts will be made to reschedule or find a replacement photographer. If neither is possible, a full refund of all payments will be provided. For adverse weather conditions, I will assess the situation and decide if rescheduling is necessary. If no alternative date is feasible, the provisions for cancellations by me will apply. All requests must be submitted in writing to contact@lthp.co.uk, with a response provided within 2 days.

9. Late Payment Policy

If payment is not received on time, a late fee of £100.00 will be applied immediately. Additionally, if the account remains overdue for more than 7 days, interest will be calculated at the statutory rate of 8% above the Bank of England base rate, in accordance with the Small Business Commissioner’s guidelines. This interest will begin accruing from the 8th day after the payment was originally due.
Furthermore, you may also be liable for statutory compensation as outlined by the Small Business Commissioner’s guidelines. This compensation is in addition to the interest and will be determined based on the amount of the overdue invoice.
The late payment fee, accrued interest, and any applicable compensation will be invoiced separately once the original balance has been settled. This secondary invoice will be due within 7 days of issue.

10. Intellectual Property Rights

I retain full rights to all images and may use them for promotional purposes unless otherwise agreed in writing. Each package or service includes pre-chosen usage rights, which can be amended to fit your needs. Detailed usage rights will be outlined in the contract and provided in a document with the final images.

11. Force Majeure

I am not liable for failure to perform due to circumstances beyond control, such as natural disasters or health emergencies. Payments made, excluding the non-refundable booking fee, will be returned. I will make efforts to reschedule if possible.

12. Dispute Resolution

In case of a dispute, both parties agree to seek mediation before pursuing legal action.

This policy is designed to ensure a clear and smooth collaboration. By booking LTHP, you acknowledge and agree to the terms and conditions outlined above. For any questions or further clarification, please contact me at contact@lthp.co.uk.