terms & conditions
effective date: september 4, 2025
business name: the love archive
business location: copenhagen, denmark
contact: alexandrakimsharp@gmail.com, +45 93 93 44 63
these terms & conditions (“Terms”) govern the agreement between you (“the Client”) and the love archive (“the Photographer,” “we,” “our,” “us”) for professional photography services, including but not limited to weddings, couples, maternity, and destination photography. by booking services with us, you agree to these Terms.
01. services provided
we provide professional still photography services only. videography is not included in any package.
services may include event coverage, portrait sessions, editing and delivery of digital/printed images.
the scope of services (e.g., hours of coverage, number of images, delivery format) will be specified in the booking confirmation.
02. booking & payment
a non-refundable retainer of 35% of the total fee is required to secure your booking.
the remaining balance must be paid by 14 days before the event unless otherwise agreed.
payments can be made via PayPal, Bank Transfer, Wise and Apple Pay.
bookings are not confirmed until the retainer is received and a contract is signed.
03. travel & accommodation
the Client is responsible for covering all reasonable travel and accommodation costs for destination weddings or sessions outside copenhagen.
for cape town bookings, travel costs may be reduced if the Photographer is already scheduled to be in south africa during the requested period.
travel fees may include flights, baggage, ground transport, visas and accommodation (minimum 3-star standard, unless agreed otherwise).
travel arrangements will be discussed and confirmed prior to booking.
04. cancellation & rescheduling
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if the Client cancels:
more than 90 days before the event: only the retainer is forfeited.
90–30 days before the event: 50% of the remaining balance is due.
less than 30 days before the event: 100% of the total fee is due.
if the Photographer cancels:
full refund of all payments received (including retainer).
reasonable efforts will be made to recommend or arrange a replacement photographer.
postponements/rescheduling are subject to availability and may incur additional fees.
05. coverage & cooperation
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the Photographer will make every reasonable effort to capture important moments but cannot guarantee specific shots due to factors such as lighting, venue restrictions, or cooperation of subjects.
clients are responsible for ensuring cooperation of guests and informing the Photographer of key moments or people to prioritise.
venue restrictions (e.g., flash ban, time limits) are outside the Photographer’s control.
06. image delivery
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digital images will be delivered via an online gallery. edited digital images will be delivered within standard 4-6 weeks, 8-12 during peak seasonraw/unprocessed files are not provided under any circumstances.
physical items (such as Polaroids, prints, or albums) will be sent by post with tracking provided. the Photographer is not responsible for delays, damage, or loss once items have been dispatched.
if the Client prefers, physical items may be collected in person, or delivery may be arranged directly by the Photographer (or a designated courier) at an additional cost, subject to prior agreement.
the Photographer retains discretion in image selection and editing style.
6a. analogue film photography
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for sessions captured on film, the development and scanning process may extend delivery times, and turnaround may exceed digital timelines.
film images may include variations in tone, grain, colour, and exposure. these qualities are considered part of the artistic style and are not defects.
while the Photographer takes utmost care when handling film, loss or damage caused during development, scanning, or by third-party labs is beyond the Photographer’s control. in such cases, liability is limited to refund of the session fee or, if feasible, a reshoot.
unless otherwise agreed, the Photographer retains negatives and may archive them securely. clients may request disposal after final delivery.
07. copyright & usage
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all images remain the **copyright of the Photographer**.
* The Client receives a **non-exclusive, non-transferable license** for personal use (e.g., printing, sharing with family/friends, personal social media).
* Commercial use (e.g., vendors, publications, advertising) requires separate written agreement and licensing.
* The Photographer may use selected images for portfolio, website, blog, and social media **with Client’s consent**. Clients may withdraw consent at any time.
08. liability & force majeure
in the unlikely event of equipment failure, illness, accident, flight cancellations, or other unforeseen events beyond control, the Photographer’s liability is limited to refund of fees paid (excluding already-incurred travel expenses).
we are not liable for consequential damages, emotional distress, or missed moments outside our reasonable control.
if an event is disrupted by force majeure (e.g., natural disaster, pandemic, travel restrictions, war, strikes), the Photographer will work with the Client to reschedule if possible. retainers remain non-refundable.
09. insurance
the Photographer maintains professional liability and equipment insurance.
clients are encouraged to obtain wedding or event insurance to cover unexpected cancellations, vendor failures, or force majeure events.
10. Client responsibilities
provide accurate details of the event (schedule, locations, restrictions).
secure necessary permissions for photography at venues.
ensure safe working conditions and protection of Photographer and equipment during the event.
11. privacy & data Protection
personal information is collected, stored, and processed in accordance with our privacy policy.
clients grant consent for the storage of personal details and photographs for contractual, legal, and professional purposes.
12. governing law & jurisdiction
these Terms are governed by the laws of denmark.
any disputes will be subject to the exclusive jurisdiction of the danish courts.
for shoots in south africa or other jurisdictions, danish law still applies, unless otherwise agreed in writing.
13. severability
if any provision of these Terms is found invalid or unenforceable, the remainder shall remain valid and enforceable.
14. entire agreement
these Terms, together with your booking confirmation and signed contract, constitute the entire agreement between Client and Photographer, superseding any prior discussions or representations.