1. Membership Overview

The Fresh Frames Membership is a 12-month programme designed to provide Members with ongoing, accessible brand photography across the year. The membership includes:

- Four photography sessions (“shoots”) across the membership year

- First pick of available shoot dates

- A mixture of lifestyle, action, movement-based, and pop-up studio imagery

- A curated, professionally edited online gallery for each attended shoot

- An onboarding call to understand the Member’s brand, goals, and visual identity

- Monthly advice, prompts, and image strategy support via the private member platform

- Access to a supportive member community and networking opportunities

- Priority access to additional shoots at member-only pricing.

2. Payment Terms

2.1 The membership consists of 12 monthly payments, unless the Member paid in full when joining.

2.2 Payments are taken monthly via a secure payment provider.

2.3 Payments are non-refundable.

2.4 If a payment fails, the Member will be contacted to update billing details. Continued non-payment may result in suspension of access until resolved.
2.5 Automatic Renewal

Unless cancelled in accordance with Section 13, the Membership will automatically renew at the end of the initial 12-month term.

Members paying monthly will continue on a rolling monthly membership at their current membership rate applicable at the time of renewal.

Members paying annually will be charged a further annual membership fee on the anniversary of their joining date and the Membership will renew for a further 12-month period.

The Photographer reserves the right to amend membership pricing for future renewal periods. Members will be given at least 30 days' notice of any price changes prior to renewal.

3. Shoot Dates & Attendance

3.1 A schedule of shoot dates will be provided in advance. Locations will be selected with consideration for where Members are based.

3.2 Members may choose four dates on a first-come, first-served basis.

3.3 If the Member attends fewer than four dates, they may receive additional edited images from the sessions attended.

3.4 Missed sessions cannot be rescheduled unless:nthe Photographer postpones due to illness or emergency severe weather affects the quality or safety of shooting location access becomes unavailable

3.5 If a session is postponed by the Photographer, an alternative date will be offered.

4. What’s Included in Each Shoot

Each membership shoot includes:
- Creative direction and gentle guidance

- A variety of brand-appropriate imagery

- A tailored mixture of lifestyle, portrait, movement, and/or pop-up studio setups

- A curated set of professionally edited images delivered via online gallery

The Photographer retains full artistic discretion over the selection and style of final edited images.

5. Image Usage & Licensing

5.1 Member’s Licence to Use Images

The Member receives a licence to use their final edited images for:

- Social media

- Their website

- Personal brand promotion

- PR and press features

- Digital marketing

- Printed promotional materials

- Images may not be sold, licensed to third parties, used commercially by another business, or transferred for resale without written permission.

5.2 Photographer’s Marketing Use

The Member agrees that the Photographer may use images from Fresh Frames shoots for marketing and promotional purposes, including:

- Website and portfolio

- Social media

- Printed advertising materials

- Workshops, training, and talks

- Award submissions

- Behind-the-scenes content (where appropriate)

- Images will always be used respectfully and in alignment with the Member’s brand and comfort levels.

5.3 Opt-Out From Marketing Use

The Member may request a partial or full opt-out before images are published.

This will be respected except where:

- the image has already been published, or

- removal is not practical due to a group setting.

5.4 Images Featuring Minors

If minors (under 18) are included:

- The Member confirms they are the parent/guardian or have written permission.

- Images featuring minors will not be used for marketing without explicit written consent.

5.5 Credit

Credit (“Photography by Vicki Head Photography Ltd”) is appreciated but not required.

5.6 Prohibited Use

Members agree not to:

- apply heavy filters that distort image quality

- use images in defamatory, illegal, or harmful contexts

- misrepresent the Photographer’s work

5.7 Behind-the-Scenes Filming

- Members may capture behind-the-scenes content of themselves only, provided it does not interrupt the shoot.

- Filming other Members without consent is prohibited.

- The Photographer may capture BTS content for marketing where appropriate.

6. Delivery of Images

6.1 Final edited images will typically be delivered within 2–4 weeks of each shoot.

6.2 The Photographer retains discretion over which images are edited and delivered.

7. File Storage & Archiving

7.1 Final edited images will be stored for 12 months after delivery.

7.2 The Member is responsible for downloading and securely backing up their images.

7.3 RAW files are not provided and may be deleted after final delivery.

8. Assistants, Associates & Third Parties

8.1 The Photographer may use assistants or associate photographers to facilitate sessions.

8.2 All assistants operate under confidentiality and professionalism.

8.3 If an associate photographer captures a session, the style and quality will remain consistent with the Fresh Frames brand.

9. Travel, Locations & Access

9.1 Shoot locations will be chosen for accessibility and suitability.

9.2 Travel fees are not normally charged unless a bespoke location is requested.

9.3 Members are responsible for their own travel and parking costs.

10. Weather, Venue & External Conditions

10.1 If weather or conditions negatively impact safety or quality, the Photographer may:

- move indoors

- change the location

- reschedule the session

10.2 The Photographer is not liable for venue-related issues outside her control (e.g., lighting, crowds, noise).

11. Health & Safety

11.1 Members must follow reasonable safety guidance.

11.2 The Photographer is not liable for injuries caused by ignoring safety instructions.

11.3 The Member is encouraged to disclose any accessibility needs so adjustments can be made.

12. Member Conduct & Community Expectations

12.1 Members are expected to behave respectfully toward the Photographer and fellow Members.

12.2 Behaviour that is discriminatory, abusive, disruptive, or unsafe may result in removal without refund.

12.3 The membership environment must remain inclusive, supportive, and professional.

13. Cancellation, Renewal & Ongoing Membership

13.1 Initial Commitment

Fresh Frames is an initial 12-month membership programme. The Member agrees to complete the initial 12-month term and membership cannot be cancelled during this period except at the Photographer's discretion in exceptional circumstances.

13.2 Annual Membership Renewal

Members paying annually who do not wish to renew must provide written notice of cancellation no later than the end of Month 11 of their current membership term.

If notice is not received by this date, the annual membership will automatically renew and the renewal payment will be collected on the membership anniversary date.

13.3 Monthly Membership Renewal

Members paying monthly will automatically continue onto a rolling monthly membership following completion of their initial 12-month term unless cancelled in writing.

13.4 Notice Period Following Initial Term

Following completion of the initial 12-month term, Members paying monthly may cancel their membership by providing a minimum of three months' written notice.

Membership payments will continue throughout the notice period.

13.5 Shoot Entitlement During Notice Period

During the three-month notice period, the Member remains entitled to the benefits of the membership, including photography sessions.

During the three-month notice period, the Member will remain eligible to attend one Fresh Frames shoot, subject to availability and the normal booking process.

13.6 Exceptional Circumstances

In exceptional life circumstances (such as serious illness or bereavement), the Photographer may, at her sole discretion, agree to pause, extend, or otherwise adjust the membership.

14. Limitation of Liability

14.1 The Photographer’s liability is limited to the total membership fee paid.

14.2 The Photographer is not liable for:

- lost or damaged belongings

- delays caused by illness or external factors

- how the Member uses images after delivery

- third-party actions or venue conditions

This does not affect statutory rights.

15. Resources, Materials & Educational Content

15.1 Members may receive access to digital resources,

such as:

- creative prompts

- strategy guides

- videos or tutorials

- workbooks, checklists, or templates

15.2 All materials remain the intellectual property of Vicki Head Photography Ltd.

15.3 The Member agrees not to distribute, share, reuse, or repurpose these

materials commercially or publicly.

15.4 Access to resources is linked to an active membership and may be removed if payments lapse.

15.5 Resources may be updated, added, or removed at any time.

16. Online Platform Access

16.1 Members may receive access to a private online platform (“the Platform”) for resources, updates, and community interaction.

16.2 Access is exclusive to current Members and will be removed if membership ends.

16.3 Members agree to maintain professionalism, inclusion, and confidential

ity within the Platform.

16.4 Sharing screenshots, posts, or resources outside the group is prohibited.

16.5 The Photographer may remove Members who behave inappropriately or breach guidelines. No refunds will be provided for removal.

16.6 Platform availability may vary due to technical issues or updates.

16.7 The Photographer may update the Platform at any time.

17. Governing Law

This Agreement is governed by the laws of England and Wales