1. Booking Terms & Conditions (Flodesk)

Group Headshot Days and $55 Group Photoshoots

These Terms & Conditions ("Terms") form the agreement between Sophie Spencer, sole trader, trading as Branding by Sophie (ABN 64 697 885 572) ("Sophie", "we", "us") and the person making the booking ("you", "the Client"). By ticking the box at checkout and completing payment, you confirm that you have read, understood and agree to these Terms in full.

1.1 Who these sessions are for

• Group Headshot Days and $55 Group Photoshoots are women-focused group spaces, created for women, people who identify as women, and non-binary people.

• All attendees must be 18 years of age or older.

• If a booking is made by someone outside these criteria, the booking will be cancelled and refunded less a $25 admin fee (which includes payment processing fees).

• Sophie may decline or cancel any booking before the session at her discretion. In that case, a full refund will be given.

1.2 Group Headshot Days

• Location: a photography studio, as listed on the booking page (for example, Spectrum Haus, We Are Creators Space).

• Group size: a minimum of 4 and a maximum of 6 bookings are required for the session to run.

• Session length: 1.5 hours when 4 people are booked; 2 hours when 5 or 6 people are booked.

• Inclusions: 10 edited images of your choice, selected from your online gallery.

• B-roll: clients film behind-the-scenes content for each other on their own phones. Sophie does not supply b-roll.

• Price: $375 inc. GST per person. From 1 January 2027, $425 inc. GST per person.

• Cofounder rate: $450 inc. GST for two people booking together (from 1 January 2027, $475 inc. GST). A cofounder pair takes one spot, shares 10 edited images, and receives slightly more session time to allow for photos together and individual headshots.

• Optional add-ons:

  • 5 additional edited images: $125 inc. GST (available once per booking)

  • Full album upgrade: $250 inc. GST

  • Express delivery within 48 hours of the session: $150 inc. GST

• Support person: if you need a support person for accessibility reasons, please contact Sophie before booking so this can be arranged.

1.3 $55 Group Photoshoots

• Location: a public location, as listed on the booking page.

• Group size: a maximum of 5 people, to comply with local council permit requirements.

• Session length: up to 2 hours, or approximately 1 hour where 3 or fewer people are booked.

• Inclusions: 3 edited images of your choice.

• B-roll: attendees pair up and film behind-the-scenes content for each other on their own phones.

• Price: $55 inc. GST per person.

• Optional add-on: full album upgrade, $299 inc. GST.

• Attendance: sessions are strictly for the booked attendee only. Children, partners, friends, support people and pets cannot attend, due to permit limits. If you need a support person, Sophie recommends booking a Group Headshot Day instead.

• If the group is asked to move on by council, security or property management, the session will continue at a suitable nearby location.

1.4 Things outside Sophie's control

Some elements of each session may vary without notice. These include natural lighting, weather, studio furniture, the studio room allocated, and the colours, features or layout of the space. These variations do not entitle you to a refund.

1.5 Payment

• Prices are in Australian dollars and include GST unless stated otherwise.

• Payment is due in full at the time of booking through the Flodesk checkout, unless a payment plan is selected.

• Payment plans (Group Headshot Days): payable in weekly instalments, usually 2 and no more than 4. All instalments must be paid before any images are released.

• A late fee of $25 applies for every 7 days an instalment is overdue.

• If any amount remains unpaid 48 hours before the session, Sophie may cancel the booking. This is treated as a cancellation by you, and amounts already paid are non-refundable.

1.6 Minimum numbers

If a Group Headshot Day does not reach the minimum of 4 bookings, Sophie will offer you a transfer to another date or a full refund. Sophie will occasionally still run with less than 4 people, but this is case by case.

1.7 Cancellations, no-shows and refunds

• No refunds are given for change of mind.

• If you do not attend your session, or do not arrive within your session window, this is treated as a no-show. The full fee is forfeited and no refund, reshoot or credit is owed.

• Nothing in these Terms limits your rights under the Australian Consumer Law.

1.8 Transfers to another person

You may transfer your booking to another person who meets the criteria in clause 1.1. Sophie must receive the replacement attendee's name and contact details at least 48 hours before the session, so they can be onboarded properly.

1.9 Rescheduling

• Rescheduling is at Sophie's discretion and subject to availability. Only one reschedule is permitted per booking.

• $55 Group Photoshoots: moving to another group photoshoot more than 48 hours before your session incurs a $25 fee. Within 48 hours, the booking is non-refundable and cannot be moved.

• Group Headshot Days: moving to another headshot day more than 7 days before your session incurs a $25 fee. Within 7 days, the booking is non-refundable and cannot be moved.

• If you do not attend the rescheduled session, the booking is forfeited.

1.10 Illness

• If you are unwell and provide a medical certificate, your booking may be transferred to the next available session. Alternatively, Sophie may offer a credit at her discretion.

• If notice of illness is given within 24 hours of the session, a $25 rescheduling fee applies.

1.11 Credits

Any credit is offered at Sophie's discretion, is valid for 6 months from the date issued, and may be used across Sophie's other services. Credits are not redeemable for cash.

1.12 Queensland sessions

For sessions held in Brisbane or on the Sunshine Coast, any session moved due to weather or illness may be held within 6 months of the original date, as Sophie is based in Melbourne.

1.13 Weather (outdoor sessions)

• Sessions proceed in light rain or wind.

• In heavy rain or dangerous conditions, Sophie may change the location or reschedule. Sophie makes this decision.

• You will be notified by email and WhatsApp. Where possible, 24 hours' notice will be given, with a minimum of 6 hours' notice.

1.14 Cancellation or changes by Sophie

If Sophie needs to cancel or reschedule due to illness, emergency, venue unavailability, weather or other circumstances outside her reasonable control, your booking will first be moved to another available date. If you are genuinely unable to attend any offered date, a refund will be provided.

1.15 Punctuality

Sessions start on time and run to a fixed schedule. Please arrive 10 minutes early. If you arrive late, your session still ends at its scheduled time and the lost time is not added back. Arriving late may mean fewer images.

1.16 Community standards

These sessions only work when everyone feels safe and respected. By booking, you agree to:

• treat every attendee with kindness and respect, and be a team player;

• respect other people's boundaries, including when they say no;

• keep what is shared in the group confidential (see clause 1.17).

The following will not be tolerated: racism, homophobia, transphobia, ableism, body-shaming, bullying, harassment, aggression, demeaning language, name-calling, intoxication, or any behaviour that makes another attendee feel unsafe or uncomfortable.

• Sophie will give one verbal warning. If the behaviour continues, you will be removed from the session with no refund.

• Serious behaviour may result in immediate removal without a warning.

• Whether any images taken before removal are delivered is at Sophie's discretion.

• Anyone removed may be excluded from future sessions and events for a minimum of 3 months, at Sophie's discretion on a case-by-case basis.

• These standards also apply online, including in the group chat, direct messages and comments.

• Sophie is the sole decision-maker on all conduct matters.

1.17 Confidentiality

• Anything shared during a session or in the group chat is confidential. This includes personal stories, business information (including anything Sophie shares about her own business), and the identity of other attendees.

• You must not share these details outside the group without the permission of the person concerned. This obligation continues after the session ends.

• Sophie will keep your information confidential in the same way. She will ask your permission before sharing any specifics, including screenshots of messages between you. Anything she shares about a session will be kept anonymous.

• Confidentiality does not apply where disclosure is required by law, where there is a genuine risk of harm to any person, or where advice is needed from a legal or other professional adviser.

1.18 Group chat

• Attendees are added to a WhatsApp group chat for the session. Joining is a condition of booking, as it is used for important session information.

• You may leave the group chat once you have received your images.

• Self-promotion is not permitted. Promotional posts will be removed and a warning given.

• Sophie may use the chat to share upcoming events and opportunities that may suit the group.

1.19 Emails and communication

• All important booking information, including confirmations, location details, preparation guides, reminders and gallery delivery, is sent by email through Flodesk.

• If you unsubscribe from Sophie's emails, Flodesk may stop sending you all emails, including booking information. It is your responsibility to stay subscribed until your images have been delivered. Sophie is not responsible for information you miss as a result of unsubscribing.

• Sophie may also contact you by WhatsApp or Instagram direct message, and may call you about lateness or time-sensitive session details.

• Marketing emails (newsletters, offers and upcoming events) are only sent if you tick the separate marketing box at checkout. You can unsubscribe from marketing at any time.

1.20 Filming other attendees

• Attendees may film and photograph each other during the session, with the verbal consent of the person being filmed.

• You may post b-roll that includes other attendees. Tagging Sophie and the other attendee is encouraged but not required.

• If another attendee asks you to remove content that includes them, you must remove it within 24 hours.

1.21 Editing and AI tools

• Images are edited for colour, light, contrast, texture and grain, consistent with Sophie's published portfolio.

• Sophie does not retouch or alter your face, body or skin, including smoothing, slimming or reshaping.

• Sophie may blur or remove backgrounds, and remove distractions such as people in the background or rubbish on the ground. This is done at her discretion and may use AI-assisted features in Adobe Lightroom and Canva.

1.22 Delivery

• Your edited gallery is delivered via an online gallery (Pixieset) within 7 days of the session, or within 48 hours if express delivery is purchased.

• Images are supplied as JPGs. You can choose high resolution or web size when downloading. Images are not supplied in set crop ratios.

• Raw or unedited files are not provided.

• Galleries are available for 30 days. You are responsible for downloading your images within that time.

• Sophie keeps backup copies for 90 days. Re-delivery after the gallery has closed costs $50 inc. GST. After 90 days, files are deleted and cannot be recovered.

1.23 Copyright and your licence

• Sophie retains copyright in all images.

• Once paid in full, you receive a non-exclusive, perpetual licence to use your purchased images for personal use and organic marketing. This includes your website, organic social media posts and email marketing.

• The following require Sophie's prior written approval: paid advertising with a combined budget over $500 AUD, and publication in books or print media.

• You must not:

  • sell, sublicense or transfer the images to anyone else;

  • enter the images into competitions or awards;

  • upload the images to any AI generator, avatar app or AI training tool;

  • apply filters or edits that materially alter the images.

• Photo credit (@brandingbysophie_) is encouraged but not required.

1.24 Sophie's use of images

• Sophie may use images and footage from your session for her portfolio, website, social media, email marketing, paid advertising and printed materials.

• If you do not want your images used, you must say so on your intake form.

• You can withdraw consent at any time by emailing Sophie. She will remove the images from her active channels going forward. Material already printed, published or shared by others cannot be recalled.

1.25 Concerns and dispute resolution

• Any concern must be raised by email to [email protected]:

  • about the session experience, within 48 hours of the session;

  • about your images, within 48 hours of gallery delivery.

• Sophie will respond within 24 business hours (Monday to Friday).

• Depending on the issue, Sophie may offer a re-edit, a partial reshoot, a full reshoot or a partial refund, at her discretion.

• If the matter is not resolved, both parties agree to try to resolve it in good faith before taking any further action. You may also contact Consumer Affairs Victoria.

1.26 Chargebacks

You agree to contact Sophie first to resolve any payment issue before lodging a dispute with your bank. If a chargeback is lodged without first contacting Sophie, your gallery and image licence will be suspended until the matter is resolved, and a $25 admin fee will apply.

1.27 Health, safety and risk

• You attend at your own risk. Sessions may involve public locations, uneven ground, stairs, traffic, sun and heat, changing weather conditions, and studio equipment including lights, stands and cords.

• Sophie is not responsible for loss or theft of, or damage to, your belongings.

• You must disclose any medical conditions, accessibility needs or other relevant information on your intake form.

• You must follow the house rules of any studio or venue. You are responsible for any damage you cause to the venue, its contents or equipment, including the cost of repair, replacement or cleaning.

• To the extent permitted by law, Sophie's total liability to you is limited to the amount you paid for the session. Sophie holds public liability insurance.

1.28 Events outside our control

Sophie is not liable for any failure or delay caused by events outside her reasonable control. These include extreme weather, natural disasters, public health orders, terrorism or security incidents, venue closures, power outages, and outages of third-party platforms such as Flodesk, Stripe or Pixieset.

1.29 Privacy and AI

Your personal information is handled in line with Sophie's Privacy Policy at sophiespencer.com.au/privacy-policy. This includes the use of AI tools for admin and editing, and the storage of data with providers based overseas. If a call is recorded or transcribed using an AI notetaker, Sophie will tell you at the start of the call, and you can ask for it not to be recorded.

1.30 General

• These Terms are the entire agreement between you and Sophie for this booking.

• Sophie may update these Terms from time to time. The version in place when you book applies to your booking.

• If any part of these Terms is found to be unenforceable, the rest remains in effect.

• These Terms are governed by the laws of Victoria, Australia.

• Nothing in these Terms excludes, restricts or modifies any right or remedy you have under the Australian Consumer Law.

Questions? Contact Sophie at [email protected]. ABN 64 697 885 572.