The following document outlines the terms and conditions that apply once a booking confirmation has been made for one of our headshot services. They are designed to be easy to understand, but if you have any questions about them please get in touch with us here.



‘The Headshot Van’ refers to The Headshot Van Limited, a company registered in England and Wales with company number 11270773.

‘You’, ‘your’ and similar refer to the client commissioning the professional headshot photography services from The Headshot Van, whether the services are being commissioned on behalf of a third party or not.

‘Pictures’ include photographs, images, transparency, negative, digital scan, design, artwork, or any other item which may be offered for the purposes of reproduction.

‘Reproduction’, ‘Reproduce’ and similar refers to any form of publication or copying of the whole or part of any picture, altered or not. E.g. publishing pictures on your company website, social media etc.



Where Pictures have been commissioned by You, all copyright is retained by The Headshot Van unless otherwise agreed in writing.



You may only Reproduce images once the relevant invoice is paid in full, unless agreed otherwise. Reproduction is on a non-commercial basis only. E.g. You may reproduce pictures for internal and external marketing and promotional use, but reproduction of pictures in exchange for cash is not allowed.

If you have commissioned services on behalf of a third party (e.g. headshots for your client, your employees, your students or staff), permission for the third party to reproduce pictures relating to arising from the commission must be agreed in advance and shall be on a non-commercial basis as described above, unless otherwise specified.


Delivery of pictures

Pictures shall be delivered to you via an appropriate online transfer service by 9am the next working day, unless another delivery method has been agreed upon in advance. The Headshot Van reserves the right to delete pictures after 14 days from successful delivery to you.



Services provided by The Headshot Van include basic and reasonable post processing (explanation available upon request) of your pictures prior to sending to you. If you would like additional post processing work you will be charged at the rate quoted and agreed.


Use of pictures by The Headshot Van

The Headshot Van reserves the right to reproduce pictures resulting from your commission for its own marketing and promotional purposes unless otherwise agreed. All reproductions of your pictures by The Headshot Van will be anonymous unless otherwise agreed.

Travel Expenses

The Headshot Van reserves the right to charge for any parking, tolls or congestion charges incurred in relation to the commission, unless otherwise agreed.


Booking confirmation, changes and cancellation

Confirmation of booking, either verbal or written, confirms your acceptance of these terms and conditions, which shall not be varied unless agreed in advance of your booking confirmation.

Since The Headshot Van will no longer take bookings for the times and dates you have booked, cancellations will be charged in accordance with the following schedule unless agreed otherwise:

  • Up to 14 days before the start of the commission: 0% of the quoted amount
  • Between 14 and 7 days before the start of the commission: 50% of the quoted amount
  • Between 7 days and the start of the commission: 100% of the quoted amount

The Headshot Van also reserves the right to charge for any expenses related to the commission already incurred at the time of cancellation.

Changes to dates and times of bookings shall not incur charges so long as the quoted amount remains the same. Changes in the quoted amount shall be charged in accordance with the above schedule (e.g. 2 full day job reduced to 1 full day, three weeks before the start of the commission will incur a charge of 50% of the full day rate).



All invoices must be paid within 30 days of receipt unless otherwise specified (e.g. online pre-payments for ‘Drop In’ sessions on The Headshot Van website). Interest will be added to late payments in accordance with Late Payment of Commercial Debts (Interest) Act 1998 from the date payment was due until the date payment is made. Payment can either be made via bank transfer or credit/debit card (online), but not cash.