Effective: January 2024

General Terms & Conditions

1. Definitions

• 1.1 Offer

A formal proposal sent by JP Photography & Design  (hereafter “the Photographer”) to the Client, outlining:

– Scope of services, pricing, and deliverables.  

– These Terms & Conditions.  

Delivery Methods: Email, written quote, or verbal agreement (followed by written confirmation within 48 hours).  

• 1.2 Agreement  

The legally binding contract formed when the Client accepts the Photographer’s Offer by:  

– Signing a contract,  

– Paying a deposit (date of payment triggers the Agreement),  

– Sending written confirmation (e.g., email stating “I agree”), or  

– Allowing the Photographer to begin work with the Client’s knowledge.  

1.3 RAW Files

Unprocessed image files (e.g., .CR2, .NEF) delivered **only upon explicit request** and subject to:  

– Format: Adobe DNG (for compatibility) or CR2 – CR3.  

– “As-Is” Basis: No technical support, color corrections, or edits.  

– Deletion: Permanently deleted 7 days after delivery unless purchased separately (€X fee).  

-Client Responsibility: Must back up files; Photographer not liable for corruption/loss during transfer.  

1.4 Digital Signature

Legally binding via:  

– Email confirmation (e.g., “I accept”),  

– Online form submission (checked box), or  

– Deposit payment.

1.5 Force Majeure

Unforeseeable events preventing fulfillment, including:  

– Extreme weather (storms, floods),  

– Government actions (lockdowns, travel bans),  

– Photographer’s illness/accident, or  

– Equipment failure beyond reasonable control.  

Remedy:  

– Full deposit refund or reschedule at no cost if Photographer cancels due to Force Majeure.  

2. Applicability & Conflicting Terms

2.1 Scope  

These terms govern all services unless a separate written agreement exists. Changes require written consent.  

2.2 Priority

The Photographer’s terms prevail over conflicting Client terms unless explicitly agreed in writing.

3. Acceptance & Refusal of Service

3.1 Binding Agreement

Formed when:  

– Deposit is paid (date of payment = effective date),  

– Written confirmation is received, or  

– Work begins with Client’s knowledge.  

3.2 Right to Refuse

The Photographer may cancel without penalty if:  

– Client provides false/misleading information,  

– Assignment violates ethics/law (e.g., inappropriate content),  

– Safety risks exist (unsafe location, uncooperative subjects), or  

– Required details (e.g., shoot location, model releases) are not provided 72 hours prior.  

4. Execution of Services

4.1 Photographer’s Obligations

– Perform services with professional skill and artistic discretion.  

– Retain creative control over composition, editing, and deliverables.  

4.2 Client’s Obligations

A. Safe/Suitable Environment

– Ensure the location has:  

  – Adequate lighting/power.  

  – Necessary permits (for public/private property).  

  – No hazards (e.g., unstable structures, aggressive pets).  

– Liability:If the Photographer deems the environment unsafe, they may leave with full fees due.  

B. Model & Property Releases

– Client must obtain signed releases for:  

  – Identifiable persons (models).  

  – Private property/locations.  

– Consequence: Lack of releases voids Photographer’s liability for third-party claims.  

C. Participant Cooperation

  – Ensure all subjects:  

  – Arrive on time.  

  – Follow Photographer’s directions.  

– Liability:Client is responsible for disruptions (e.g., delays due to uncooperative guests).  

  D. Special Requirements

  – Disclose in writing **7 days prior** (e.g., wheelchair access, allergies).  

Breach Consequences

– Immediate cancellation without refund.  

– 100% fee due if cancellation results from Client’s breach (no permits, unsafe conditions).  

– Recovery of additional costs (travel, legal fees).  

Legal Basis (Dutch BW 6:265):

– Fees retained correlate to actual damages (preparation time, lost bookings).  

5. Delivery & Complaints

5.1 Delivery Timeline

– As specified in the Agreement.  

5.2 Complaints Process

– Deadline: Submit in writing within 5 business days of delivery.  

– Valid Complaints: Technical errors (e.g., corrupted files).  

  – Remedy: Re-edit or partial refund (excludes shooting time).  

– Invalid Complaints: Subjective preferences (e.g., “I don’t like my expression”).  

– Evidence Required: Screenshots/file names proving issues.  

6. Fees & Payment 

6.1 Invoicing

– Due within 8–14 days (as specified).  

– Prepayment may be required.  

6.2 Late Payments  

– Interest: 1.5% monthly (18% APR), accruing daily (Dutch BW 6:119a).  

– Fees: €40 per reminder after 30 days.  

– Suspension: Services halted until paid.  

– Debt Collection: Client covers all recovery costs.  

7. Cancellation & Rescheduling 

7.1 Client Cancellation Fees

| Time Before Shoot | Fee |  

| >14 days                | 25% |  

| 3–14 days              | 50% |  

| <72 hours              | 100% |  

 Waiver:Fees waived if Photographer rebooks the date at equal/higher value.  

 7.2 Weather Policy

– Free Reschedule: If:  

  – Rain probability >50% (per KNMI at 8:00 AM on shoot day), or  

  – Yellow/orange weather warning issued.  

– Second Reschedule: €50 fee.  

8. Copyright & Usage

8.1 Ownership

– Photographer retains **full copyright** (Auteurswet Art. 1) and **moral rights** (Art. 25).  

– License granted only after full payment.  

8.2 Client Restrictions

Prohibited without written consent:

– AI alterations (filters, generative tools).  

– Use in NFTs/AI training datasets (penalty: €1,000/image).  

– Editorial/contest submissions.  

– Third-party commercial use (license: €150/image/year).  

8.3 Promotional Use

Photographer may use images for:  

– Portfolios, social media, marketing.  

– Competitions (with award display rights).  

8.4 False Reviews

– Defamation (Dutch Sr. Art. 261): Clients must retract false statements within 24 hours or face liability for actual damages + legal costs.  

9. Liability & Indemnification

9.1 Photographer’s Liability

– Limited to **direct damages from gross negligence**.  

– Cap:Total invoice amount or insured value (whichever lower).  

– Excluded: Data loss, emotional distress, third-party actions.  

9.2 Client’s Indemnification

Client covers costs if:  

– Images are misused (e.g., unauthorized AI edits).  

– Third parties sue due to Client’s breach (e.g., no model releases).  

10. Dispute Resolution

1. Mediation: Via Dutch Chamber of Commerce (Geschillencommissie).  

2. Court: Dutch courts (if mediation fails).  

11. General Provisions

11.1 Severability

If any term is invalid, the rest remain binding.  

11.2 Amendments 

– Posted on website or emailed.  

– Clients may terminate within 14 days if they reject material changes.  

11.3 Governing Law 

– Dutch law applies.  

– EU consumer protections prevail where conflicting.  

Annex A: GDPR Compliance

– Data Collected: Contact details, contract terms.  

– Purpose: Contract fulfillment, invoicing.  

– Retention: 7 years (tax law) or until consent withdrawal.  

– Rights: Access, rectification, deletion (via email).  

Refund & Cancellation Policy

Effective: April 2024

1. General Policy

Due to the custom nature of photography services, no refunds are offered once work has begun (e.g., after a shoot or editing starts).

Exceptions: Refunds may apply only in cases of Photographer’s failure to deliver or technical errors.

2. Client Cancellations

Before Shoot:

Time Before Shoot Refund Amount

>14 days 75% refund (25% deposit retained)

3–14 days 50% refund

<72 hours 0% refund

Deposits are non-refundable if the Photographer rebooks the canceled date.

After Shoot (Before Delivery):

No refunds once editing has begun.

3. Photographer’s Failure to Deliver

You qualify for a full refund if:

The Photographer cancels due to non-Force Majeure reasons (e.g., negligence).

Final deliverables are not provided within 60 days of the shoot (unless delayed by Client).

4. Complaints & Technical Errors

Valid Complaints: Submit in writing within 5 days of delivery for:

Corrupted/unusable files.

Major deviations from the agreed scope (e.g., missing shots outlined in the contract).

Remedies:

Re-editing or replacement of affected files.

Partial refund limited to post-production fees (shooting time remains billable).

No Refunds For:

Subjective preferences (e.g., “I don’t like my expression”).

Complaints filed after 5 days.

5. Digital Products

Downloadable images/web galleries: No refunds once delivered (non-returnable digital goods).

RAW files: Deleted after 7 days; no refunds for loss/corruption during Client’s backup.

6. Force Majeure

If the Photographer cancels due to Force Majeure (e.g., illness, extreme weather):

Full deposit refund or free rescheduling.

7. Processing Refunds

Approved refunds are processed within 14 business days to the original payment method.

Late refunds? Contact your bank first (processing may take 5–10 days).

8. Non-Refundable Services

Service Reason

Pre-shoot consultations Time allocated

Travel fees Non-recoverable costs

Expedited editing Priority scheduling

9. EU Consumer Rights

Under the EU Consumer Rights Directive, clients have 14 days to cancel for a full refund only if no work has begun.

This does not apply once the shoot or editing starts (custom creative services exemption).

10. How to Request a Refund

Email with: contact@rezajalilpour.com

Your invoice number.

Proof of payment.

Reason for request (citing relevant policy section).

GDPR & Data Protection Annex

Effective: April 2024

Compliant with EU GDPR 2016/679 & Dutch Implementation Act (UAVG)

1. Personal Data Collected

We process the following data for contractual and legal purposes:

1.1 Standard Data

Data Type Purpose Legal Basis (GDPR Article)

Client contact details (name, email, phone) Communication, invoicing, contract fulfillment Art. 6(1)(b): Necessary for contract performance

Payment information (bank details, invoices) Financial transactions and tax compliance Art. 6(1)(c): Legal obligation (Dutch AWR Art. 52)

Images (final deliverables) Service delivery as per Agreement Art. 6(1)(b): Contractual necessity

1.2 Special Category Data

Data Type Additional Safeguards Legal Basis (GDPR Article)

Model releases (for minors) Date of birth + guardian signature required Art. 8(1): Child consent via guardian

Health data (e.g., allergies disclosed for shoots) Encrypted storage; strict access controls Art. 9(2)(a): Explicit consent

Summary of Cited Articles:

GDPR Art. 6(1)(b): Permits processing necessary for contract performance.

GDPR Art. 9(2)(a): Allows sensitive data processing with explicit consent.

Dutch AWR Art. 52: Mandates 7-year retention for fiscal records.

2. Lawful Basis for Processing

2.1 Contractual Necessity (Primary Basis)

Applies to: All data required to deliver services (e.g., contact details, shoot logistics).

GDPR Art. 6(1)(b) Summary: Processing is lawful if needed to fulfill a contract with the data subject.

2.2 Consent (For Extended Use)

Applies to: Image use beyond the Agreement (e.g., portfolios, social media).

Requirements:

Separate tick-box for each use case (e.g., “I consent to my images being used in marketing”).

Withdrawable anytime via email (but does not affect prior lawful processing).

GDPR Art. 7 Summary: Consent must be freely given, specific, and documented.

2.3 Legal Obligation (Dutch Compliance)

Applies to: Tax records, model releases (for liability protection).

Dutch UAVG Art. 11 Summary: Aligns with GDPR but emphasizes stricter documentation for high-risk processing.

3. Data Retention & Deletion

3.1 Retention Schedule

Data Type Retention Period Legal Justification

Final delivered images 3 months post-delivery Client backup window (Art. 6(1)(b))

RAW files 7 days post-delivery Minimization principle (Art. 5(1)(c))

Model releases 7 years Dutch AWR Art. 52 (tax/legal claims)

Invoices/contracts 7 years Dutch AWR Art. 52 (fiscal compliance)

Summary of Cited Articles:

GDPR Art. 5(1)(c): Data minimization (only retain what’s necessary).

Dutch AWR Art. 52: Requires 7-year retention for financial/tax records.

3.2 Deletion Protocol

Automated deletion after retention periods expire (e.g., RAW files purged from servers after 7 days).

Clients may request early deletion of non-essential data (e.g., unused outtakes), unless conflicting with legal obligations.

4. Data Subject Rights

4.1 Rights Overview

Right GDPR Article Summary How to Exercise

Access Art. 15 Receive a copy of your stored data. Email request with ID verification.

Rectification Art. 16 Correct inaccurate data (e.g., misspelled name). Email request + proof.

Erasure (“Right to be Forgotten”) Art. 17 Delete data not needed for legal/contractual purposes. Submit request; exceptions apply (e.g., tax records).

Restriction Art. 18 Temporarily block processing during disputes. Email request detailing dispute.

Data Portability Art. 20 Receive data in a machine-readable format (e.g., JPEG metadata). Request via email.

Object Art. 21 Opt out of marketing use (e.g., portfolio). Unsubscribe link or email.

4.2 How to Exercise Rights

Email: Send requests to contact@rezajalilpour.com with:

Proof of identity (e.g., passport copy with sensitive details redacted).

Specific description of the right being exercised.

Response Time: 30 days (GDPR Art. 12(3)).

Exceptions:

Art. 17(3): Data may be retained if needed for legal claims (e.g., unpaid invoices).

Dutch UAVG Art. 41: Allows extended response time (up to 60 days) for complex requests.

5. Security Measures

5.1 Technical Protections

Encryption: All stored data (e.g., images, contracts) encrypted via AES-256.

Access Controls: Only authorized personnel (e.g., photographer, accountant) can access sensitive data.

5.2 Breach Notification

GDPR Art. 33: Mandates reporting to the Dutch DPA (Autoriteit Persoonsgegevens) within 72 hours if breach risks rights/freedoms.

Client Notification: Required if breach poses high risk to individuals (e.g., leaked model releases).

6. Third-Party Processors

We use the following subprocessors, all GDPR-compliant:

Processor Purpose Data Shared Safeguards

Cloud storage (e.g., Dropbox) Image backup Final deliverables EU-US Data Privacy Framework certified

Payment provider (e.g., Stripe) Invoicing Client payment details PCI-DSS Level 1 compliance

GDPR Art. 28 Summary: Processors must provide contractual guarantees for data protection.