Booking, Cancellation, Rescheduling & Refund Policy

Please read these terms carefully before making payment. By making a booking or payment to Walthariii Photography (“the Photographer”), the client (“the Client”) confirms that they have read, understood, and accepted these terms. These terms form part of the booking agreement between the Photographer and Client. 1. Booking & Reservation of Date A booking is confirmed once the required booking fee or agreed payment has been received. The booking fee secures the agreed date and time exclusively for the Client. Once a booking is confirmed, the Photographer may decline other work for that date or time and may incur preparation, administrative, studio, travel, equipment, staffing, or other costs. Booking fees are non-refundable, subject to any rights the Client may have under applicable South African law. 2. Full Payment in Advance Clients are encouraged to pay the specified booking fee rather than the full balance unless otherwise agreed. Where the Client voluntarily pays the full amount in advance, this payment secures the selected service and date. If the Client subsequently changes their mind or cancels the booking, payment will not automatically become refundable. The Photographer may, at their discretion and subject to applicable law, offer a rescheduled session, service credit, alternative service, or refund where appropriate. 3. Client Cancellation The Client may request cancellation at any time. Cancellation requests must be made in writing. Because the Photographer reserves the date exclusively for the Client, cancellation may result in a reasonable cancellation charge. The applicable amount will take into consideration: The amount of notice provided; The likelihood of the date being rebooked; Work already performed; Expenses already incurred; Third-party costs; The nature and size of the booking; and Any other reasonable loss suffered by the Photographer. As a general guideline: Notice before booking Cancellation charge* More than 60 days Booking fee 31–60 days Up to 50% of booking value 15–30 days Up to 75% of booking value 14 days or less Up to 100% of booking value *The Photographer will apply cancellation charges reasonably and subject to applicable South African law. These percentages are guidelines, not an automatic penalty. Where the cancellation charge is less than the amount already paid, any remaining amount may, where appropriate, be offered as a credit toward a future service rather than automatically refunded. 4. Changing or Downgrading a Booking A Client may request to change their selected package or service. If the replacement service costs more, the Client must pay the difference before the new service takes place. If the replacement service costs less, the difference will not automatically be refunded. Subject to applicable law, the remaining amount may be retained as a Client Credit. Client Credit may be used towards: Additional photography time; Additional edited images; Prints; Photo albums; Additional retouching; Studio upgrades; Another photography session; or Other services offered by Walthariii Photography. For example, if a Client has paid R6,200 and changes to a service valued at R3,600, the R2,600 difference may be retained as credit toward additional services or a future booking. Any alternative arrangement, including a cash refund, may be considered by the Photographer on a case-by-case basis. 5. Client Credit Unless otherwise agreed in writing, Client Credit: Is non-transferable; Has no cash value; May not be exchanged for cash; Is valid for 12 months from the date it is issued; and Must be used for services provided by Walthariii Photography. Any unused credit after the applicable validity period may expire. The Photographer may, at their discretion, extend the validity of a credit. 6. Rescheduling The Client may request to move their booking to another date. Where reasonable notice is provided, the Photographer may allow one reschedule without an additional charge, subject to availability. Rescheduling requests should preferably be made at least 14 days before the scheduled booking. Requests made within 14 days may be treated as a cancellation and rebooking, particularly where the original date cannot reasonably be rebooked. Repeated rescheduling requests may be refused or may be subject to an additional fee where they materially affect the Photographer's schedule or result in financial loss. A rescheduled booking remains subject to these terms. 7. No-Show If the Client fails to attend the booking at the agreed date and time without providing reasonable notice, the booking will be considered a no-show. A no-show does not automatically entitle the Client to a refund or replacement session. Where the Photographer has reserved the time specifically for the Client, the booking may be considered fulfilled for cancellation purposes, subject to applicable law. 8. Late Arrival The Client is responsible for arriving on time. Late arrival may reduce the amount of time available for photography. The Photographer is not required to extend the booking beyond the originally agreed end time where doing so would interfere with another booking. The full booking fee remains payable even where the Client arrives late. 9. Weather & Outdoor Shoots For outdoor shoots, weather conditions may require the booking to be rescheduled. Where the weather reasonably prevents the Photographer from safely or professionally completing the shoot, the Photographer may offer an alternative date. Weather-related rescheduling does not automatically constitute a cancellation by the Photographer. 10. Photographer Unable to Complete Booking If the Photographer is unable to provide the agreed service due to equipment failure, illness, emergency, severe weather, venue restrictions, or another circumstance outside the Photographer's reasonable control, reasonable efforts will be made to: 1. Reschedule the booking; or 2. Provide a suitable replacement photographer where reasonably possible. If the Photographer cannot provide the service, cannot provide a suitable replacement, and cannot reasonably reschedule the booking, the Client will receive the remedy required under applicable law. 11. Third-Party Costs Where a booking involves third-party expenses, including: Studio hire; Venue hire; Assistants; Makeup artists; Stylists; Equipment hire; Travel; Accommodation; or Other suppliers, the Client may be responsible for non-refundable costs that have already been incurred or committed specifically for their booking, where permitted by law. 12. Photography Style & Client Satisfaction The Client acknowledges that photography is a creative service. The Photographer's portfolio, previous work, editing style, and agreed creative direction form the general representation of the expected photographic style. A Client's personal preference or dissatisfaction with an individual photograph, pose, expression, facial appearance, body appearance, styling, lighting preference, or artistic choice does not automatically constitute grounds for a refund. Where the Client believes there is a genuine technical or service-related issue attributable to the Photographer, the Client should notify the Photographer within a reasonable period so that the matter can be reviewed and, where appropriate, a reasonable solution can be considered. 13. Editing & Retouching The level of editing and retouching included is determined by the package purchased. Requests for substantial additional editing, body modifications, background replacement, object removal, advanced retouching, or other work outside the agreed package may incur additional charges. The Photographer retains creative control over the standard editing style unless a specific editing requirement has been agreed in writing before the shoot. 14. Image Selection & Delivery Where the Client is required to select photographs for editing, failure to make selections within the required timeframe may delay delivery. Delivery timelines begin once all information, selections, and other requirements necessary to complete the work have been received. 15. Exceptions & Goodwill The Photographer may, at their sole discretion, make an exception to this policy in exceptional circumstances. Any refund, credit, rescheduling arrangement, discount, or other concession provided as a goodwill gesture does not establish a precedent and does not alter these terms for future bookings. 16. Changes Must Be in Writing Any changes to the booking, including changes to the package, date, services, payment arrangements, credits, or refunds, must be confirmed in writing. Verbal discussions do not amend these terms unless subsequently confirmed in writing by the Photographer. 17. Consumer Rights Nothing in this policy is intended to exclude, restrict, or waive any right or remedy that the Client is entitled to under the Consumer Protection Act 68 of 2008 or any other applicable South African law. Where South African law provides a Client with a right that cannot legally be excluded or limited by agreement, that right will prevail over any conflicting provision in this policy. 18. Acceptance By paying the booking fee or any other amount toward a booking, the Client confirms that they have been given an opportunity to read and understand this policy and agree to be bound by its applicable terms. Walthariii Photography reserves the right to update this policy from time to time. The version accepted by the Client at the time of booking will apply to that booking. --- One thing I'd definitely add to your booking process Put this immediately above your payment details: IMPORTANT: By making payment, you confirm that you have read and accepted Walthariii Photography's Booking, Cancellation, Rescheduling & Refund Policy. Please ensure you understand the terms before making payment.