1. Purpose
Annelies Van Houdt Photography offers photographic services to both private and public clients. Details of available services are listed at www.anneliesvanhoudtfotografie.com.

2. Booking
Quotes are valid for 30 days unless otherwise stated in writing. All quotes remain the intellectual property of Annelies Van Houdt Photography and may not be used, copied, or shared without prior written consent.

Bookings can only be made via telephone or email, using the contact information on the website.
A booking is considered a confirmed order and implies full acceptance of these terms and conditions. A booking is only final after signing the agreement and paying the deposit.

If the deposit is not received within five (5) days, the requested date is not guaranteed and the booking may be released.

3. Pricing & Payment
Pricing details are available on the website. Travel and accommodation costs may apply and will be communicated in the quote or via email.
Post-processing requests beyond the initial editing are charged at €100.

To confirm a booking, a deposit of €250 is required. The remaining balance must be paid before delivery of the photos. If payment is not completed, the photographer reserves the right to cancel the session or withhold delivery.

Unpaid invoices may incur interest (10% annually) and an administrative fee (10% of the unpaid amount). If necessary, legal action may be taken. Clients may contest an invoice only in writing and within 14 calendar days of receipt.

4. Execution of Services
All sessions are performed by Annelies Van Houdt or, in case of force majeure (see Article 10), by an agreed-upon substitute photographer.
The photographer is committed to quality but not to achieving specific outcomes or styles dictated by the client. Creative and artistic interpretation remains at the photographer’s discretion.

Any changes to a session must be requested in writing (email or text) at least 7 days prior to the scheduled shoot and confirmed by the photographer.

Clients who arrive late will lose that time from their session. Arrivals more than 30 minutes late may result in cancellation without a refund.

Children remain under the responsibility of their parents or guardians at all times. Damage caused to equipment or property must be compensated in full by the client.

5. Editing
Unedited photos are never delivered. Editing is part of the photographer’s artistic work and remains under her full control. Only edited images may be used by either party.
Additional retouching may be requested and is subject to approval and additional charges.

6. Delivery
Images are delivered as JPEG files via a secure online gallery or download link. Raw files and unedited images remain the property of the photographer and are not provided.

After delivery, it is the client’s responsibility to safely back up the files on multiple devices. Files are stored by the photographer for up to 3 months.

7. Timelines
Delivery timelines are indicative only. Delays do not entitle clients to refunds or contract cancellation unless a strict deadline was mutually agreed in writing.
In such a case, compensation is limited to 10% of the booking total and only if damage is proven.

8. Liability
The photographer is not liable for changes or cancellations due to bad weather. Sessions can be rescheduled by mutual agreement.

In the event of technical issues, equipment failure, or incidents that prevent completion of the session, all payments will be refunded. No further compensation will be granted.

Lost or damaged files after delivery are not the responsibility of the photographer.

9. Cancellation
If the client cancels after the 14-day withdrawal period, the deposit (30% of the total fee) will not be refunded, unless force majeure applies.
The same applies to the photographer if she cancels outside of force majeure.

10. Force Majeure
Events beyond the photographer’s control (illness, family emergencies, natural disasters, etc.) may lead to postponement or cancellation without liability.
In the case of weddings, a replacement photographer may be proposed.

If cancellation occurs, any payments received will be refunded in full.

11. Copyright & Usage
All images remain the intellectual property of Annelies Van Houdt Photography. Clients receive personal usage rights (e.g. print, share, private display) but not the right to resell or modify the images without written permission.

Photographer credit (Annelies Van Houdt Photography) must be included when publishing images online or offline.

12. Portrait Rights
The photographer may use images for promotional purposes (website, social media, exhibitions, etc.).
Clients who prefer not to be featured must notify the photographer in writing. However, images where subjects are unrecognizable or already publicly shared by the client may still be used.

13. Privacy & GDPR
Client data is processed for booking, invoicing, and client management. Data is handled in accordance with the GDPR and will never be shared without necessity.

Clients have the right to access, correct, or delete their data at any time. Consent can be withdrawn at any time without affecting prior lawful use.

14. Right of Withdrawal
Clients may withdraw from a remote booking within 14 days, unless the shoot has already been completed with their explicit consent.
To cancel, clients must send a clear written request (email or letter) before the 14-day period ends. The deposit will be refunded within 14 days of cancellation notice.

15. Final Provisions
This agreement is governed by Belgian law (or the client's place of residence for consumer contracts).
Any disputes will be handled by the court in the photographer’s location or that of the client.