Part 1: Website Usage & Digital Image Terms

These terms apply to all users of the website and those accessing private galleries.

1. Gallery Access and Purchases

• Private Galleries: Access to specific images is provided via password-protected private galleries.


• Purchasing: Certain files or products within these galleries may be made available for individual purchase.


• Delivery: Purchased digital files are delivered as high-resolution edited JPEGs.


• RAW Files: The Photographer is not obligated to provide RAW files or unedited outtakes.

2. Copyright and Licensing Structure

• Ownership: In accordance with the Copyright, Designs and Patents Act 1988, Robert Wilson (trading as Cotswold Photos) retains the entire copyright of all images at all times throughout the world.


• Personal Use License: The Photographer grants the Client a non-exclusive, perpetual license for personal use only (e.g., home printing and personal social media).


• Club License: The Photographer grants the Client a non-exclusive, non-transferable, and perpetual, permitting use for personal purposes and non-commercial club operations. Authorized use includes home prints, personal social media, and club-specific digital displays, such as team websites, club social media pages, and internal newsletters.

Professional Licensing

Any use beyond personal use requires one of the following licenses, which are unrestricted by duration, territory, or media type:

• Editorial and Commercial License: Permits use in news, educational, or documentary contexts (such as articles, blogs, and publications), as well as commercial applications (including product packaging, merchandise, and corporate materials).


• Advertising License: Permits use in paid promotional materials including advertisements, marketing campaigns, and branded content.

General Licensing Conditions

• Usage Contingency: No license is granted, and images cannot be used publicly, until the invoice is paid in full.


• Image Integrity: The Client agrees not to apply filters or alter the editing of the images when sharing on social media.


• No Resale: Images may not be resold, sublicensed, or otherwise distributed for profit by the Client under any circumstances.

Part 2: Photography Booking Terms

These terms govern the professional relationship and the logistics of a commissioned shoot.

3. Fees and Payments

• Booking Fee: A non-refundable deposit of 20% of the total fee is required upon booking to secure the date.


• Payment Terms: Payment terms are strictly 28 days from the invoice date unless agreed otherwise in writing.


• Late Payments: Under the Late Payment of Commercial Debts (Interest) Act 1998, the Photographer reserves the right to charge statutory interest plus an administrative fee of £25 for each reminder sent for overdue accounts.


• Payment Method: Payment by BACS is preferred; bank details are provided on the invoice.

4. Cancellations and Rescheduling

By the Client:

• Cancellations more than 48 hours before the shoot: The 20% booking fee is forfeited, but the remaining balance is waived.


• Cancellations less than 48 hours before the shoot: The full balance remains due.

By the Photographer:

• If the Photographer cannot perform due to illness or injury, they will attempt to find a replacement. If no replacement is found, liability is limited to a full refund of all payments received.

Force Majeure:

• Neither party is liable for failure to perform due to “Acts of God,” such as extreme weather or government restrictions.

5. Liability and Conduct

• Limitation of Liability: Total liability for any claim or breach is limited to the total amount paid by the Client.


• Equipment Failure: In the event of total equipment failure or loss of digital files, the Photographer’s liability is limited to a full refund.


• Health and Safety: The Photographer will not place any subject in a dangerous position.


• Supervision: The Client is responsible for the immediate supervision of all minors and pets during the session to ensure safety and prevent equipment damage.

6. Privacy and Promotional Use

• Data Protection: Personal data is processed in compliance with the Data Protection Act 2018 and UK GDPR.


• Model Release: The Photographer reserves the right to use images for self-promotion, advertising, and portfolio use. Clients wishing to opt out must provide this request in writing prior to the shoot.

Governing Law: These terms are governed by the laws of England and Wales.