Terms & Conditions

Last updated: April 8, 2025

Before you book a session, please take a few minutes to review these Terms & Conditions. By using our website or booking a photo session with us, you’re agreeing to the following terms — so let’s make sure we’re all on the same page.

If you have any questions, feel free to reach out to us at support@thephotofox.com.

1. Who We Are and What We Do

The Photo Fox connects you with talented, independent photographers for relaxed and professional photo sessions at preset times and locations. We take the stress out of the process — no digging through endless portfolios, no awkward negotiations, no back and forths on dates and times, just beautiful photos delivered quickly and affordably — no pressure, no gimmicks.

All of our photographers are independent contractors, not employees of The Photo Fox. While we carefully vet and schedule each one, they run their own photography businesses and are fully responsible for the equipment they use, the photos they take, and the artistic direction they bring to your session.

2. Booking a Session

Booking a session is easy — just choose a date, time, and location that works for you from the options listed on our website. Session lengths can vary and will be clearly stated during the booking process.

You’ll pay a small retainer fee to hold your spot. The retainer will be returned to you after the shoot in the form of a digital credit that can be applied toward the purchase of any digital images or photo products from your session. The retainer helps us ensure that our photographers aren’t left hanging with no-shows, and it’s fully refundable if you cancel your session more than 5 days in advance. No images are included with the session itself — you’ll be able to purchase your favorites once your gallery is delivered.
The digital credit must be used before your gallery expires (which is typically about two weeks after delivery). Once it expires, the credit is no longer valid and cannot be used for future sessions or other purchases.

Please also note that any parking fees, entrance costs, or other location-related expenses are your own responsibility.

3. Canceling or Rescheduling Options

We get it — life happens! You’re welcome to cancel or reschedule your session at no cost up to 5 days in advance. After that point, we’ll need to hold onto your retainer to help cover the photographer’s reserved time.

Here’s how it works:

Cancel or reschedule more than 5 days in advance: You’ll receive a full refund of your retainer.
Cancel within 5 days of your session: Your retainer becomes non-refundable.
No-shows: You’ll forfeit the retainer and may be restricted from booking future sessions.

Running Late? Please plan to arrive a few minutes early — sessions are booked back-to-back, and we want to make sure everyone gets their full time. If you arrive late, your session will still end at the originally scheduled time, and the number of images you receive may be reduced based on the time remaining.

4. After Your Session

Within about a week of your session, you’ll get an email with a link to your online gallery. That gallery will contain at least 30 lightly-edited, professional images from your shoot. From there, you can view and purchase high-resolution digital images and photo products at your convenience — no pressure, no obligations.

Your gallery will remain available for approximately two weeks from the date it’s delivered. Once it expires, the images will no longer be viewable or available for purchase. We recommend making your selections and purchases as soon as possible to ensure you don’t miss out.

5. Working with Our Photographers

Our photographers are friendly, skilled professionals who bring their own equipment and creative style to your shoot. While we coordinate the scheduling and overall experience, the photographer you’re paired with is in charge of the creative direction for your session — including how the session flows, which photos are delivered, and how those images are edited.

Please understand that final image selection and editing decisions are made at the photographer’s discretion, and not every image captured during your session will be included in the final gallery.

To help your session run smoothly (and distraction-free), we ask that no one — including yourself, your friends, or other vendors — take photos or videos during your session, even on phones. Your photographer is the only one authorized to take photos during the shoot.

We also ask that you treat your photographer with kindness and respect. If any inappropriate behavior occurs, the photographer may end the session early without a refund. And if anything feels off or uncomfortable, please let us know right away — we’re here to help.

6. Refunds & Satisfaction Guarantee

Photo Sessions

We want you to be happy with your photos — truly! But we also understand that style, chemistry, and expectations can vary.

While we’re not able to offer refunds on session retainers (since your photographer already showed up, blocked time, and delivered a gallery), we are happy to offer a one-time redo at no additional cost. It’s like a second chance — and we’ll even pair you with a different photographer if you prefer.

Here’s how the redo offer works:

It’s available only for your first session booked through The Photo Fox.
You’ll need to request the reshoot within 20 days of your original session.
If you download, screenshot, share or purchase any images from your session, that’s considered acceptance, and the redo option is no longer available.
Once a redo is requested, your original gallery will be taken down and the images will no longer be available.

Photo Purchases

All digital downloads and print orders are final and non-refundable. Because these items are either delivered instantly or made to order, we’re not able to offer returns or exchanges once purchased.

7. Photo Usage & Copyright

Here’s how image rights work at The Photo Fox:

When you purchase digital images from your gallery, you’re buying personal use rights — you’re free to download, print, post, share, or create photo books for yourself and your loved ones.
Commercial use is not included. If you want to use your images for a business, product, or brand, just reach out and we’ll help arrange the proper licensing.
The Photo Fox retains full copyright to all session images. This helps us protect the creative work of our photographers while still giving you broad flexibility with your purchased photos.

By participating in a session, you also grant us and your photographer permission to use your image, name, and likeness for promotional purposes — like showcasing our work on our website, social media, or marketing materials. If you have concerns about this, just let us know. We’re always happy to accommodate.

8. Privacy & Your Data

We respect your privacy and take protecting your personal information seriously. Here’s how we handle your info:

We collect only what’s needed — your name, email, phone number, and session details — so we can manage your booking, send reminders, and deliver your gallery.
Your information is used only for purposes related to your session. We don’t sell your data or share it with third-party marketers.
Your gallery is password-protected, and only people you choose to share the link and password with will be able to access it.
As part of our promotional efforts, we may use a few images from your session on our website or social media. If you’d prefer not to have your images used in this way, just email us and we’ll make sure they stay private.
We will always ask for your explicit permission before using your images in paid advertisements or broader marketing campaigns.

9. Disputes & Limitation of Liability

We’re committed to providing an awesome experience. But if something goes wrong, please reach out to us first — we’re real people and we’ll do our best to make things right.
That said, to the fullest extent permitted by law:

The Photo Fox and our photographers are not liable for indirect, incidental, or consequential damages — including loss of data, missed memories, or emotional distress.
Our maximum liability is limited to the amount you paid us for the session.
By booking a session, you agree to assume all risks associated with participating. You agree to hold The Photo Fox and our photographers harmless and release us from any liability for injuries to you or anyone in your group, or for damage to personal belongings that may occur during the session. This includes injuries or damages caused by physical hazards, accidents, environmental conditions, or any other unforeseen circumstances at the session location. While we always aim to provide a safe and enjoyable experience, you’re ultimately responsible for your own safety and for the care of your personal items.

10. Tech Failures, Weather, and Other Unforeseen Events

If something unexpected happens — like camera failure, memory card issues, or other technical problems — and your images can’t be delivered, we’ll issue a prorated refund of your retainer based on the percentage of undelivered images. We won’t be responsible for any other damages beyond that.

If we need to cancel a session due to weather, illness, location closures, or anything else out of our control, we’ll do our best to work with you to reschedule. If rescheduling doesn’t work for you, your retainer can be applied toward a future session — we just aren’t able to issue refunds in these situations.

11. Modifications and Termination

We may occasionally update these Terms & Conditions to reflect changes to our services, policies, or legal requirements. If we do, we’ll post the updated version with a fresh “last updated” date at the top.

We also reserve the right to cancel or refuse service — including future bookings — if you repeatedly no-show, behave inappropriately, or violate these terms.

You’re free to stop using our services at any time (though we’ll be sad to see you go).

12. Mobile Messaging

When you book a session with us, you may receive SMS text messages about your booking — things like confirmations and reminders. Standard message and data rates may apply, depending on your mobile carrier.

13. Legal Stuff (Governing Law, Severability, Etc.)

Governing Law: These Terms are governed by the laws of the State of Utah.
Severability: If any part of these Terms turns out to be unenforceable, the rest still applies.
No Waiver: If we don’t enforce a part of these Terms right away, that doesn’t mean we’re giving it up.
Entire Agreement: These Terms represent the full agreement between you and The Photo Fox for your use of our services.
Assignment: You may not transfer your rights under these Terms without our written permission.
Mutual Respect: We treat our clients with kindness and professionalism, and we ask for the same in return. If you’re ever unhappy with your experience, we’d love the chance to fix it before things go public.