Terms of Service for Northlight Portrait Studio

Effective Date: July 3, 2026

1. Introduction and Acceptance of Terms

These Terms of Service (the “Terms”) govern your access to and use of the services, website, booking channels, studio facilities, and related offerings provided by Northlight Portrait Studio (“Northlight Portrait Studio,” “we,” “us,” or “our”). By booking, purchasing, attending, or otherwise using any of our services, you agree to be bound by these Terms and all applicable laws in Canada, including applicable federal, provincial, and municipal laws.

If you do not agree to these Terms, you must not use our services. If you are entering into these Terms on behalf of another person, a minor, or an organization, you represent and warrant that you have the authority to bind that person or organization to these Terms.

2. Scope of Services

Northlight Portrait Studio provides professional photography and related creative services, which may include, without limitation:

• Portrait photography
• Family photo sessions
• Professional headshots
• Event photography
• Product photography
• Graduation photos
• Studio retouching and image editing

Service details, deliverables, timelines, session lengths, locations, and pricing may vary depending on the package selected, the nature of the assignment, and any written agreement, quote, invoice, or booking confirmation. We reserve the right to refuse or discontinue services where necessary for safety, legal compliance, capacity, or professional reasons.

3. User Obligations and Responsibilities

By using our services, you agree to:

• Provide accurate, current, and complete information when booking or communicating with us;
• Arrive on time for scheduled sessions and cooperate with reasonable instructions from our staff;
• Ensure that all participants, including minors, are properly supervised and authorized to participate;
• Obtain all necessary permissions, consents, and releases for any persons, locations, products, trademarks, copyrighted materials, or other property included in the session;
• Comply with all applicable laws, studio rules, and safety requirements;
• Not engage in disruptive, abusive, unsafe, unlawful, or discriminatory conduct;
• Notify us promptly of any special requirements, accessibility needs, or restrictions that may affect the session;
• Review proofs, previews, and final deliverables promptly when requested.

You are responsible for any damage caused by you, your guests, your employees, your contractors, or any person under your supervision to our studio, equipment, props, or property.

4. Payment Terms and Conditions

All fees, deposits, taxes, and charges will be disclosed in the applicable quote, invoice, booking page, or written agreement. Unless otherwise stated, prices are in Canadian dollars (CAD).

• Deposits: A non-refundable deposit may be required to secure a booking. Your session is not confirmed until the required deposit is received.
• Balance Due: Any remaining balance must be paid by the date specified in the invoice, booking confirmation, or before delivery of final images, as applicable.
• Taxes: Applicable taxes, including GST/HST and any other required taxes, will be added where required by law.
• Late Payments: Overdue amounts may be subject to administrative fees, interest, or suspension of services to the extent permitted by law.
• Chargebacks: You agree not to initiate a chargeback or payment dispute without first contacting us to attempt to resolve the issue in good faith.

We may use third-party payment processors. Your use of such processors is subject to their terms and privacy policies. We are not responsible for errors, delays, or security incidents caused by third-party payment providers, except as required by law.

5. Cancellation and Refund Policy

Cancellations and rescheduling requests must be made in accordance with the policy communicated at booking or in your invoice/confirmation. If no specific policy is provided, the following default policy applies:

• Client Cancellations: Deposits are non-refundable. If you cancel within a short notice period before the session, additional cancellation fees may apply.
• Rescheduling: We will make reasonable efforts to accommodate one rescheduling request, subject to availability and notice provided.
• No-Shows: Failure to appear at the scheduled time may result in forfeiture of the deposit and any additional fees already incurred.
• Studio Cancellations: If we must cancel or reschedule due to illness, equipment failure, safety concerns, weather, or other operational reasons, we will offer a rescheduled session or a refund of amounts paid for the affected service, as appropriate.
• Refunds: Except where required by law or expressly stated in writing, completed services, digital products, retouching work, and custom photography services are generally non-refundable once performed, delivered, or made available.

Any refund, if approved, will be issued using the original payment method where practicable and within a reasonable time.

6. Liability Limitations

To the fullest extent permitted by applicable law, Northlight Portrait Studio and its owners, employees, contractors, agents, and representatives shall not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of data, loss of opportunity, or reputational harm, arising out of or related to the services.

Without limiting the foregoing, we are not responsible for:

• Delays or failures caused by events outside our reasonable control;
• Client dissatisfaction arising from subjective preferences, missed instructions, or failure to cooperate;
• Damage or loss to personal property brought to the studio or session location, except where caused by our gross negligence or wilful misconduct as determined under applicable law;
• Reactions to makeup, wardrobe, props, or location conditions not supplied by us;
• Issues arising from inaccurate information provided by the client.

Our total aggregate liability for any claim arising from or related to the services shall not exceed the amount paid by you for the specific service giving rise to the claim, except where such limitation is prohibited by law.

Nothing in these Terms limits liability that cannot be limited under applicable law, including liability for fraud, wilful misconduct, or other non-excludable obligations.

7. Intellectual Property Rights

All photographs, edited images, previews, proofs, concepts, layouts, and other creative materials produced by Northlight Portrait Studio remain our intellectual property unless otherwise agreed in writing. Upon full payment, you are granted a limited, non-exclusive, non-transferable, revocable license to use delivered images for personal or agreed commercial purposes, subject to any usage restrictions set out in your booking or invoice.

• You may not sell, sublicense, alter, or use the images in a misleading or defamatory manner without our prior written consent, except as permitted by law or by the applicable license.
• We may retain the right to use images for portfolio, marketing, website, social media, awards, editorial, and promotional purposes, unless you and we agree otherwise in writing or unless restricted by law.
• If a session involves commercial or editorial use, you are responsible for obtaining all necessary model releases, property releases, and third-party permissions unless we expressly agree in writing to obtain them.

Any third-party materials you provide to us remain the property of their respective owners. You represent that you have the right to provide such materials and authorize our use of them for the requested services.

8. Data Protection and Privacy

We collect, use, disclose, and retain personal information in accordance with applicable Canadian privacy laws, including, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial privacy legislation. Personal information may include your name, contact details, booking information, payment information, session preferences, and images of you or your guests.

We use personal information to:

• Provide and manage bookings and services;
• Communicate with you about sessions, deliverables, and billing;
• Process payments and maintain business records;
• Improve our services and customer experience;
• Comply with legal and regulatory obligations;
• Protect our rights, property, and safety.

We may share personal information with service providers who assist us with payment processing, cloud storage, delivery platforms, communications, or business operations, subject to appropriate confidentiality and security safeguards. We do not sell personal information in a manner prohibited by law.

By using our services, you consent to the collection, use, and disclosure of your personal information as described in these Terms and in any applicable privacy notice. If you provide us with images or personal information relating to other individuals, you represent that you have obtained all necessary consents.

9. Force Majeure

We shall not be liable for any delay or failure to perform our obligations where such delay or failure results from events beyond our reasonable control, including but not limited to acts of God, fire, flood, severe weather, power outages, labour disputes, government actions, public health emergencies, transportation disruptions, equipment failures, cyber incidents, or other unforeseen events. In such circumstances, we may reschedule, suspend, or cancel services without liability except as required by law or expressly agreed in writing.

10. Changes to Terms

We may update or modify these Terms from time to time to reflect changes in our services, business practices, or applicable law. The updated Terms will be effective when posted or otherwise communicated to you, unless a later effective date is stated. Your continued use of our services after the effective date constitutes acceptance of the revised Terms.

If a change materially affects an existing booking, we will use reasonable efforts to notify you in advance. The version of the Terms in effect at the time of your booking will generally apply to that booking unless otherwise required by law or agreed in writing.

11. Applicable Law and Jurisdiction

These Terms and any dispute, claim, or controversy arising out of or relating to them, the services, or any related transaction shall be governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

You agree that the courts located in Toronto, Ontario shall have exclusive jurisdiction over any dispute arising from or related to these Terms or the services, subject to any mandatory consumer protection rights or other non-waivable rights under applicable law.

12. Contact Information

If you have questions, concerns, or requests regarding these Terms or our services, please contact:

• Northlight Portrait Studio
• 214 Queen Street West, Toronto, ON M5V 2A5, Canada
• Email: [email protected]
• Phone: +1 (416) 782-5946

13. Severability Clause

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be severed to the minimum extent necessary, and the remaining provisions shall continue in full force and effect. If any invalid or unenforceable provision can be modified to make it valid and enforceable, it shall be interpreted to reflect the parties’ original intent to the fullest extent permitted by law.

By booking or using the services of Northlight Portrait Studio, you acknowledge that you have read, understood, and agree to these Terms of Service.