TERMS OF SERVICE

Effective date: October 16, 2025

Entity: C3 Collective LLC, doing business as C3 Collective, The Headshot Photographer, and The Maternal Studio (collectively, “C3,” “we,” “us,” or “our”).

Legal notice: These Terms of Service (“Terms”) are a legally binding agreement between you and C3. 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.

Plain-English summary (not a substitute for the Terms): You’re hiring a professional studio with creative discretion. You’ll pay a deposit to reserve time. Reschedules and cancellations may involve fees. We edit in our style and deliver on stated timelines. You receive a license to use the images as described. Unpurchased images are deleted after the session and cannot be purchased later. Because of the digital and custom nature of purchased images, there are no refunds after purchase. 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 for the booked services.

2. Booking, Deposit, & Payment

Deposit (non-refundable): A deposit in the amount specified at booking is required to reserve dates, studio time, and production resources. Dates are not held without payment.

Fees & Balance: Remaining fees are due on your scheduled session date. The remaining session fee and any purchased image fees 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

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: Your deposit is non-refundable.

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 the deposit and session fees.

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 and The Maternal Studio 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. Any unpurchased images are deleted after the session and cannot be 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 & Licenses

Ownership: C3 owns all copyrights in the Work Product. No transfer of copyright is implied unless explicitly stated in a separate signed document.

Client License: Upon full payment, you receive the license specified in your image download.

Credit: For online use, reasonable photographer credit (for example, “Photo: The Headshot Photographer” or “Photo: The Maternal Studio”) is appreciated and may be required for editorial placements.

Third-Party Rights: You are responsible for obtaining any necessary releases or permissions for locations, trademarks, or third-party intellectual property you request we photograph.

AI & Manipulation: You may not use images to train AI models. Do not materially alter our Work Product with generative tools without our 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’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 Notice, if applicable, and our standard business practices. 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. Warranties, Re-Shoots, & 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.”

Re-Shoots: 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:
(a) your breach of these Terms;
(b) your misuse of Work Product;
(c) your failure to obtain necessary permissions; or
(d) 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. E-Commerce Terms (Prints, Frames, Albums, Gift Cards)

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.

Color/Material Variance: Minor variations are normal and not defects.

Defects/Damage: Report manufacturing defects or shipping damage with photos within 7 days; we will repair or replace at our discretion.

Gift Cards/Credits: Non-refundable, not redeemable for cash, and subject to stated expiration and program terms.

14. Communications & Marketing

By providing your email or phone, you consent to receive transactional messages, such as confirmations and reminders, and, where permitted, occasional marketing communications. You may opt out of marketing at any time. Messaging and data rates may apply for SMS.

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 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.

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@c3collective.co.

17. Contact

Questions about these Terms?

Email: team@c3collective.co
Studio: 107 E 7th St, Suite A, Vancouver, WA 98660, USA