1. About Us
Body & Soul Studios Ltd Registered Office: 167–169 Great Portland Street, London, W1W 5PF Studio: 2 Bocking Street, London, E8 3RL Company No. 14954016 | VAT 458443566 Phone: 07400 626771 Email: support@bodyandsoulstudios.uk
2. The Photoshoot Experience
Session details
Standard sessions are allocated up to 2 hours, including hair and makeup application time. Sessions take place at our studio or an agreed location, subject to availability. The session includes access to our professional equipment, lighting, and styling options, as well as professional direction and guidance throughout.
What’s included
Professional hair and makeup application (unless otherwise specified), an in-studio shoot with natural light and/or flash, access to our range of outfits, props, and styling options, professional direction and guidance throughout your session, and an image selection process after your shoot.
Service standards
We apply professional skill, judgment, and artistic discretion in all aspects of our photography services. Photography is inherently subjective, and outcomes depend on various factors including lighting conditions, subject cooperation, and artistic interpretation. While we make every effort to create beautiful images, we do not guarantee specific artistic results or that all images will meet subjective expectations.
Conduct and safety
We are committed to providing a safe, respectful, and professional environment for our team and our clients. We reserve the right to terminate any session immediately if any person — including the client, or any person accompanying the client — behaves in a manner that is abusive, threatening, intimidating, inappropriate, or that compromises the safety, dignity, or comfort of our team. In such circumstances, the full session fee is retained, no refund is payable, and we are under no obligation to reschedule or provide any further services.
2A. Studio Safety and Participant Responsibility
Our studio is maintained to a professional standard and subject to regular health and safety assessments. You are responsible for your own safety during your visit and agree to follow all reasonable instructions given by our team throughout your session.
If you have any mobility limitations, physical conditions, or medical circumstances that may affect your participation in your session or your safe movement within the studio, you must notify us at least 48 hours before your session so that we can make appropriate arrangements. We are not responsible for any injury or loss arising from your failure to disclose relevant conditions or from your failure to follow reasonable safety instructions provided by our team during your session.
3. Booking, Payment and Formation of Contract
Payment
Your session fee is the amount stated on your invoice and is payable in full at the time of booking. All fees quoted include VAT where applicable. Payments are processed securely through our authorised payment processors.
Formation of contract
We offer sessions at a standard rate and, from time to time, at a promotional or discounted rate. By completing your payment you confirm that you have read, understood, and agree to these Terms and Conditions, including specifically:
(a) that your session fee is non-refundable as described in Section 4;
(b) that you are requesting that we begin performing services immediately upon payment, and that you are waiving your 14-day cooling-off period as described in Section 4B;
(c) the cancellation and rescheduling terms described in Section 5; and
(d) the dispute resolution process described in Section 5F.
You further confirm that these Terms and Conditions were made available to you before you completed payment, that you are at least 18 years of age, and that you have the legal capacity to enter into a binding contract. A binding contract is formed between you and Body & Soul Studios Ltd upon completion of payment. These Terms and Conditions apply to the exclusion of any other terms that you seek to impose or incorporate. We reserve the right to decline any booking at our discretion, in which case a full refund will be provided.
Subsequent product purchases
If you subsequently purchase products following your session (such as digital collections, albums, prints, or artwork), those purchases will be governed by a separate order form and terms which you will be asked to sign at the time of purchase.
Payment method authorisation
By providing your payment details, you authorise Body & Soul Studios Ltd to charge your payment method for the session fee. You further authorise us to charge any additional fees that become payable under these Terms and Conditions — including but not limited to cancellation fees (Section 5A), no-show fees (Section 5B), and rescheduling fees (Section 5C) — to the same payment method used for your original payment. You confirm that you are the authorised holder of the payment method provided.
4. Your Session Fee and Cancellation Rights
A. Your session fee is non-refundable
Your session fee is non-refundable. It represents a contribution toward the costs we commit from the moment you book, which substantially exceed the session fee. From the point of booking, we incur irrecoverable costs including but not limited to:
- Client acquisition costs incurred in securing your booking;
- Procurement and dispatch of your personalised welcome gift, which is ordered immediately upon booking;
- Booking and scheduling of a professional hair and makeup artist specifically for your session;
- Reservation of your studio date and time slot, which prevents us from offering it to other clients;
- Photographer allocation and session planning; and
- Styling consultation and preparation tailored to your individual requirements.
These are bespoke services tailored to your individual requirements, and we begin delivering them immediately upon receiving your booking. The combined value of these committed costs substantially exceeds the session fee in every case. Our retention of the session fee represents only a partial recovery of those losses. In the event of cancellation or non-attendance, our committed costs are not recoverable and significantly exceed the amount you have paid.
For promotional sessions specifically, our pricing reflects pre-allocated studio capacity offered at a significant discount to our standard rate. The real cost to Body & Soul Studios of a cancelled or unfilled promotional slot — including lost revenue from the displaced booking, team preparation costs, and fulfilment of pre-ordered welcome materials — substantially exceeds the promotional session fee retained.
B. Waiver of cooling-off period
By completing your payment, you expressly request that we begin performing services immediately. You acknowledge and consent to the following:
(i) that services will commence before the expiry of the 14-day cancellation period;
(ii) that you will lose your right to cancel under Regulation 29(1) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 once those services have been fully performed; and
(iii) that if you cancel before services are fully performed, you will be liable under Regulation 36(4) for costs proportionate to the services already provided, up to the full value of the session fee.
C. Exceptional circumstances
We understand that life doesn’t always go to plan. If genuinely exceptional circumstances arise (such as hospitalisation or bereavement), please contact us as soon as possible. We will consider each situation on its merits and do our best to offer a fair resolution, which may include rescheduling your session at no additional charge. Any such arrangement is offered at our discretion and does not create an obligation to do the same in future cases.
5. Cancellations, Rescheduling and Your Responsibilities
A. Client cancellations
If you cancel your booking, your session fee is non-refundable as set out in Section 4A.
Cancellations with 21 or more days’ written notice: No additional fee is payable beyond retention of your session fee. For standard sessions, refund consideration may be made at the sole discretion of Body & Soul Studios management, having regard to the circumstances of the cancellation and the costs already committed. No refund discretion applies to promotional session fees under any circumstances. Promotional session fees are non-refundable in all circumstances.
Cancellations with less than 21 days’ written notice: An additional cancellation fee of £100 is payable, charged to the payment method used for your original payment. This fee is a genuine pre-estimate of the additional irrecoverable costs arising from late cancellation, including the inability to reallocate your session slot at short notice. Promotional session fees are non-refundable in all circumstances, as promotional pricing is tied to specific pre-allocated studio dates that cannot be re-offered at short notice.
All cancellation notifications must be submitted in writing — via email to support@bodyandsoulstudios.uk or via WhatsApp to our studio number — to be valid.
B. Non-attendance (no-shows)
If you fail to attend your session without providing advance written notice, the full session fee is retained and no refund, credit, or rescheduling will be offered. In addition, a no-show fee of £200 will be charged to the payment method used for your original payment. This fee is a genuine pre-estimate of the additional irrecoverable costs arising from non-attendance without notice, including wasted team time on the day, inability to reallocate the session slot, and resources committed specifically for your attendance. The combined total of the retained session fee and no-show fee remains below our actual cost of delivering each session.
C. Client rescheduling
Rescheduling requests must be submitted in writing — via email or WhatsApp — to be valid. No new date is confirmed or held until any applicable rescheduling fee has been cleared.
Standard sessions (booked at the standard session rate):
With 21 or more days’ written notice: You may reschedule to any available date within 6 months of your original session at no additional charge.
With less than 21 days’ written notice: A rescheduling fee of £100 is payable. Subject to payment, you may reschedule to any future available date.
Promotional sessions (booked at a promotional or discounted rate):
With 21 or more days’ written notice: You may reschedule to one of our next 5 available weekday slots at no additional charge. If you wish to reschedule to a date outside those slots, a fee of £260 is payable, which converts your booking to a standard session.
With less than 21 days’ written notice: You have two options — (i) pay a fee of £100 to reschedule into one of our next 5 available weekday slots; or (ii) pay a fee of £260 to reschedule to any future available date, converting your booking to a standard session. These are alternative options, not cumulative charges.
Rescheduled dates are treated as final bookings. Any further cancellation or rescheduling will incur additional fees as set out in this Section. We are typically fully booked six or more weeks in advance and rescheduling cannot be guaranteed.
D. Studio cancellations
In the rare event that we need to cancel your session due to circumstances within our control: we will offer alternative dates at no additional cost. If no suitable date can be agreed, we will provide a full refund of all amounts paid. Our liability for such cancellation is limited to the refund of fees paid and does not extend to any consequential losses or expenses you may incur.
E. Events beyond either party’s control
In genuinely exceptional circumstances beyond either party’s reasonable control (such as severe weather, pandemic restrictions, or government-imposed closures): we will work with you to find a suitable alternative date at no additional cost. If no alternative can be agreed within 90 days, either party may treat the contract as terminated, in which case we will refund all amounts paid less a proportionate deduction for any services already provided.
Ordinary illnesses, transportation difficulties, work commitments, or personal scheduling conflicts do not constitute events beyond reasonable control.
F. Dispute resolution and chargebacks
We are committed to resolving any concerns promptly and fairly. If you are unhappy with any aspect of our service, you must follow our complaints process set out in Section 12 before initiating any chargeback, payment dispute, or claim with your card issuer, bank, or payment platform.
If you initiate a chargeback or payment dispute without first following the process above, or in relation to charges that were validly applied under these Terms and Conditions, you agree that:
(a) Body & Soul Studios Ltd may provide your card issuer or payment platform with evidence of the valid transaction, including these Terms and Conditions, your booking confirmation, your payment authorisation, records of services delivered, and any correspondence between us;
(b) if the chargeback is resolved in our favour, you will reimburse us for all reasonable costs incurred in defending the dispute, including administrative time, legal fees, and any fees or penalties charged by our payment processor or card scheme; and
(c) any outstanding amounts following an unsuccessful chargeback constitute a debt owed to Body & Soul Studios Ltd, which we may pursue through the county court or refer to a debt recovery agency.
Nothing in this clause limits your rights under the Consumer Rights Act 2015, the Consumer Contracts Regulations 2013, or applicable card scheme rules.
G. Service delivery records
We maintain contemporaneous records of all services delivered in connection with your booking, including but not limited to: confirmation of welcome gift dispatch, hair and makeup artist scheduling, styling consultation communications, session attendance, and image delivery. These records may be used as evidence in any dispute, chargeback, or legal proceedings.
H. Your responsibilities
You are responsible for:
- Arriving promptly at the scheduled time. Sessions will end at the scheduled time regardless of your arrival time.
- Ensuring you are prepared for your session and have communicated any special requests, mobility limitations, or relevant medical conditions at least 48 hours beforehand.
- Following photographer instructions and guidance during the session.
- Attending your art curation call and completing your image selections within the timeframe communicated to you.
I. Scope of our obligations
Our obligation to you is to deliver your photoshoot experience as described in Section 2, including professional hair and makeup, photography direction, and access to our studio and styling options. We are not obligated to provide any further services beyond the session itself unless separately agreed and paid for.
If you do not attend your art curation call or fail to complete your image selections within 90 days of the call being offered, we reserve the right to permanently delete all images from your session from our systems. Before doing so, we will make reasonable attempts to contact you, including at least one reminder email to your registered address. We are under no obligation to hold, store, or make available any images beyond this period, and no refund or credit will be issued in respect of deleted images.
J. Fee timing and notification
Any additional fees payable under Sections 5A, 5B, or 5C will be charged within 14 days of the event giving rise to them. Before processing any such charge, we will notify you by email to the address provided at booking, specifying the amount, the reason, and the intended charge date. Where a no-show fee arises on the day of your session, notification will be sent on the same day and the charge processed the following business day.
6. Copyright and Intellectual Property
A. Copyright ownership
Body & Soul Studios Ltd retains copyright in all photographs created during your session, in accordance with section 11 of the Copyright, Designs and Patents Act 1988. No copyright or intellectual property rights are transferred to you. Unauthorised reproduction, modification, or distribution of our images constitutes copyright infringement and may result in legal action.
B. Your licence to use purchased images
When you purchase digital images, you receive a non-exclusive, non-transferable licence for personal use only, subject to the following conditions.
Permitted use: Displaying prints in your private residence. Sharing digital images on your personal social media accounts.
Prohibited use: Editing, cropping, filtering, or altering images in any way. Submitting images to third-party platforms, publications, competitions, or websites without our written consent. Removing watermarks, metadata, or copyright information. Transferring your licence to any third party. Any commercial use. Use in any political, defamatory, or objectionable context.
We ask that you do not edit our images because our reputation depends on the consistent quality and style of our work. Modified images attributed to us can damage our brand, and edited images may create copyright complications as derivative works not covered by your licence. Violation of these licence terms may result in termination of your licence and legal action.
C. Physical products
When you purchase physical products (prints, albums, artwork), you own the physical item. Scanning, reproducing, or digitising physical products is not permitted and constitutes copyright infringement.
7. Image Usage by Body & Soul Studios
A. Storage and security
We understand the sensitive and intimate nature of portrait photography and treat your images with care and respect. All images are stored securely on encrypted systems, full sessions are kept strictly private and confidential, and we maintain high ethical standards regarding client imagery.
B. Promotional use
We have a legitimate interest in using certain content captured during your session to promote our business, including on our website, social media, and in marketing materials. Without requiring separate consent, we may use non-intimate behind-the-scenes footage and content captured during your session — including getting-ready footage, clothed images, and behind-the-scenes video — for promotional purposes, including paid advertising. This content does not engage your privacy rights in the same way as intimate portraiture, and its use for marketing purposes forms part of our legitimate business interests. We will never use intimate imagery for promotional purposes without your separate, specific written consent, sought after your session on an image-by-image basis.
If at any time you would like us to stop using any content featuring you, simply contact us and we will promptly remove it.
C. Opting out of promotional use
If you prefer that intimate imagery from your session is never used for promotional purposes, please notify us in writing before your session by emailing privacy@bodyandsoulstudios.uk with the subject line “Private Session Request.” Please note that non-intimate behind-the-scenes footage captured during your session may be used in our marketing materials regardless of this request, as this content does not engage your privacy rights in the same way.
D. Additional marketing requests
After your session, we may contact you to request permission to use specific images for particular marketing purposes. You are always free to decline with no impact on your service.
8. Communications and Call Recording
We may contact you by email, phone, or messaging in connection with your booking, session, and any subsequent product purchases.
Calls with our team may be recorded for quality assurance, training, compliance, and legal purposes in accordance with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000. By proceeding with a call, you acknowledge that recording may take place. Call recordings are processed in accordance with our Privacy Policy at bodyandsoulstudios.uk/privacy.
9. Privacy and Data Protection
Your privacy matters to us. We process your personal data in accordance with UK data protection law and are registered with the Information Commissioner’s Office. For full details of what data we collect, how we use it, how long we keep it, and your rights, please see our Privacy Policy at bodyandsoulstudios.uk/privacy.
Key points: We store your images securely on encrypted systems. We keep your personal data only as long as necessary for the purposes described in our Privacy Policy. We never sell your personal data to third parties. You can exercise your data protection rights at any time by contacting privacy@bodyandsoulstudios.uk.
10. Styling Options and Creative Direction
We offer various styling options from fully clothed to artistic nude. During your shoot, the photographer will always respect your comfort level and you can change your mind about styling at any time during your session. You will have the opportunity to review all images and request deletion of any you are uncomfortable with.
Final creative decisions regarding lighting, composition, and artistic direction remain with the photographer. We reserve the right to decline any styling requests that we consider inappropriate, unsafe, or contrary to our artistic vision.
11. Limitation of Liability
A. Acknowledgement of financial impact
You acknowledge that cancellation or non-attendance may result in significant financial loss to Body & Soul Studios Ltd beyond the session fee, including but not limited to irrecoverable team costs, unfulfilled scheduling capacity, and lost business opportunity. Our total claim against you in the event of cancellation is limited to the amounts set out in Section 5, notwithstanding that our actual losses may be substantially greater.
B. Liability cap
Our total liability to you arising out of or in connection with these Terms and Conditions, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total amount paid by you in relation to your session.
C. Excluded losses
We are not liable for: loss of profit, revenue, business opportunity, anticipated savings, or earnings; loss of goodwill or reputation; loss of, damage to, or corruption of data or information; any indirect, consequential, special, or punitive losses; any failure to deliver specific artistic outcomes or to fulfil subjective expectations regarding image quality, composition, or style; dissatisfaction with your physical appearance in photographs; or technical limitations inherent in the photographic process.
D. Statutory protections
Nothing in these Terms and Conditions limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which cannot be limited or excluded by applicable law. Your statutory rights under UK consumer law are not affected by these Terms and Conditions.
12. Complaints
If you are unhappy with any aspect of our service, please contact us in writing at support@bodyandsoulstudios.uk. We will acknowledge your complaint within 48 hours and provide a substantive response within 14 days.
If we are unable to resolve your complaint to your satisfaction through our internal process, you may wish to consider alternative dispute resolution (ADR). We are not obligated to participate in ADR, but information about ADR providers is available from the Chartered Trading Standards Institute at tradingstandards.uk. You also have the right to pursue your claim through the courts.
13. General
Entire agreement: These Terms and Conditions, together with your booking confirmation and invoice, constitute the entire agreement between you and Body & Soul Studios Ltd regarding your photoshoot session and supersede all prior agreements and understandings. Product purchases made after your session are governed by a separate order form and terms.
Severability: If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions continue in full force and effect.
No waiver: Our failure to enforce any right under these Terms and Conditions does not constitute a waiver of that right.
Assignment: You may not assign or transfer your rights under these Terms and Conditions without our written consent. We may assign our rights to another business entity.
Third-party rights: No one other than you and Body & Soul Studios Ltd has any rights under these Terms and Conditions (Contracts (Rights of Third Parties) Act 1999 does not apply).
Governing law: These Terms and Conditions are governed by the laws of England and Wales. The courts of England and Wales have jurisdiction, except that consumers in Northern Ireland or Scotland may bring proceedings in their local courts.
Amendments: We may update these Terms and Conditions from time to time. The version in effect at the time of your booking applies to your session.
Communications: All notices under these Terms and Conditions must be in writing and submitted via email to the addresses provided, or via WhatsApp to our designated studio number. Verbal notices are not valid for the purposes of cancellations, rescheduling requests, or any other notice required under these Terms and Conditions. You are responsible for keeping your contact information current.
14. Questions?
We want you to feel comfortable with these terms. If you have any questions before booking, please contact us at support@bodyandsoulstudios.uk.