Terms & Conditions

These terms apply to all photography, orders and purchases made through the Keystage School Photography Ltd online shop. Please read them before placing an order. By completing an order you confirm that you accept these terms.

1. Who we are

Keystage School Photography Ltd (“we”, “us”, “our”) is a company registered in England and Wales.

• Company registration number: 17353562
• Registered office: 128 City Road, London, EC1V 2NX
• Email: admin@keystagephotography.co.uk
• Telephone: 01474 558 609
• Website: www.keystagephotography.co.uk

We are not currently registered for VAT, so no VAT is charged on our prices.

2. Your order

Placing an order through our online shop is an offer to buy from us. Your order is accepted, and a contract is formed between us, when we send you an order confirmation by email.

Please check your order carefully before submitting it, including the images selected, the products chosen, the quantities and the delivery details. If you spot a mistake, contact us as soon as possible and we will correct it if the order has not yet gone into production.

We may refuse or cancel an order if the images are no longer available, if there has been a pricing or description error, or if we are unable to take payment. If we cancel an order that you have already paid for, we will refund you in full.

3. Prices and payment

Prices are shown in pounds sterling on the product pages of the online shop and are the total amount payable, other than any delivery charge shown separately at checkout.

Payment is taken in full at the time of ordering. Orders are not processed until payment has cleared.

Our online shop is provided through the GotPhoto platform, and card payments are handled by their payment provider, Stripe. We do not store your card details.

We take care to ensure prices are correct. If a pricing error is identified before your order is dispatched, we will contact you and give you the choice of continuing at the correct price or cancelling for a full refund.

4. Digital image downloads

Digital images are supplied as high resolution files, made available for download once payment has been received.

Downloads remain available for 60 days from purchase. Please save your files somewhere safe, and take your own backup. We are not able to guarantee that files will remain available for re-download after that period, although we will always try to help where we can.

By purchasing a download and starting the download, you agree that the digital content is supplied immediately and you accept that you lose the right to cancel under the Consumer Contracts Regulations 2013 (see section 8).

5. Printed products and delivery

Printed products are made to order and are personalised to your child, so production begins once your order is confirmed.

Orders are normally produced and dispatched within 7 working days. Delivery timescales quoted at checkout are estimates and are not guaranteed, although we will always let you know if there is a significant delay.

Where an order is delivered to the school rather than posted, the products will be sent in bulk to the school office and passed to your child to bring home, usually within 2 working days of delivery. Once an order has been delivered to the school and handed over, responsibility for the items passes to the school and then to your child.

Where an order is posted to a home address, it is your responsibility to give us the correct and complete delivery address. We cannot accept liability for orders delayed or lost because incorrect address details were supplied.

If a parcel does not arrive within a reasonable time of the estimated delivery date, please contact us so we can investigate with the carrier.

6. Colour, cropping and finish

Photographs are edited and colour corrected by us to a professional standard. Screens vary in calibration, so the colours you see on your device may differ slightly from the printed product. This is normal and is not a fault. Products may be cropped to fit the aspect ratio of the item ordered, which means the framing of a print may differ slightly from the preview shown online.

7. Faulty, damaged or incorrect items

If any item arrives faulty, damaged or is not what you ordered, please contact us within 14 days of receiving it, with a photograph of the item where possible. We will replace it or refund you.

Nothing in these terms affects your legal rights under the Consumer Rights Act 2015, which requires goods to be of satisfactory quality, fit for purpose and as described.

8. Cancellation and returns

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you normally have 14 days to cancel a distance purchase. Two exceptions apply to most of what we sell:

a) Personalised goods. Our printed products are made to order using photographs of your own child and are personalised to you, so they are exempt from the 14 day cancellation right and cannot be returned simply because you have changed your mind.

b) Digital content. Where you have downloaded digital images, you agree to immediate supply and waive the cancellation right at the point of download.

Where an order has not yet gone into production, we will do our best to cancel or amend it if you contact us quickly. This is offered as a courtesy and does not affect the exceptions above.

Your rights in respect of faulty, damaged or incorrect items are unaffected and are set out in section 7.

9. Copyright information

All images remain the copyright of Keystage School Photography Ltd and are not permitted for use by parents unless purchased. Any attempt to remove watermarks, screenshot, download or otherwise use images without payment will be pursued further.

Action taken against any offenders may include:

1. A fee of £250 per image charged as a retrospective licence fee for unauthorised use
2. Immediate removal of all images relating to the child(ren) from the online gallery
3. Refusal to photograph the child in any capacity in the future (this includes annual individual, sibling and class photos, events, trips, marketing visits, yearbooks or otherwise)

10. Your licence to use purchased images

When you purchase digital images from us, we grant you a personal, non-exclusive, non-transferable licence to use those images for reasonable personal purposes, including:

• Printing the images for personal use, at home or through a print lab of your choice
• Copying the images for personal backup and storage
• Sharing the images by email or messaging with family and friends
• Publishing the images on personal social media accounts and websites

This licence extends to you as the purchaser and to your immediate family. A print release document is available on request, which print labs will accept as authorisation to reproduce your images.

The licence does not permit you to:

• Sell, licence or transfer the images to any third party
• Use the images for commercial, advertising or promotional purposes without our prior written permission
• Enter the images into competitions or submit them for publication without our prior written permission
• Edit or alter the images in a way that misrepresents the original work, beyond minor adjustments for personal use

Copyright in all images remains with Keystage School Photography Ltd at all times.

11. Gallery access and image retention

Access to your child’s gallery is provided through a unique access code or link issued by the school. Please keep this private and do not share it outside your family.

Galleries are normally open for a limited period throughout the year, which is stated on the ordering information sent home. Galleries may turn on and off throughout the year during ordering windows. Images are retained on our systems for up to 10 years from the shoot, after which they may be permanently deleted. We retain images for this length of time to allow parents to order products containing one photo for each year their child attended school. If you need images after your gallery has closed, contact us and we will help if the files are still held.

12. Use of images by us

We will only use photographs of pupils for our own marketing or promotional purposes after contacting parents and ensuring consent is in place.

13. Your privacy

We handle personal data in line with UK GDPR and the Data Protection Act 2018. We collect only the information needed to take and fulfil your order, and to provide the photography service to the school. We do not sell your data. Full details of what we collect, how long we hold it and your rights are set out in our privacy policy.

14. If something goes wrong

If you are unhappy with any part of your order or our service, please contact us at admin@keystagephotography.co.uk and we will do our best to put it right. We aim to respond to all enquiries within 2 working days.

15. Our liability

We are responsible for loss or damage you suffer that is a foreseeable result of us breaking these terms or failing to use reasonable care and skill. We do not exclude or limit our liability in any way where it would be unlawful to do so, including for death or personal injury caused by our negligence, for fraud, or for breach of your legal rights in relation to the goods. We are not liable for business losses. Our products are supplied for domestic and private use. Where a photograph cannot be supplied for reasons outside our control, for example a child being absent on the shoot day, our liability is limited to a refund of any amount you have paid for that item.

16. Changes to these terms

We may update these terms from time to time. The version in force is the one published in the online shop at the time you place your order.

17. Governing law

These terms are governed by the law of England and Wales, and any dispute will be subject to the non-exclusive jurisdiction of the courts of England and Wales.