Terms & Privacy

Your photos

You own full usage rights to every image you purchase. Use your photos anywhere you need a professional image, for yourself or for your employer: LinkedIn, your company website and team page, social media, business cards, speaker bios, press, and book jackets, in print and online, for as long as you like, with no licensing fees.

When a company books a Headshot Day, the company and each person photographed can use the photos the same way.

Damon Bates Photography retains the copyright in every photograph, and these uses are not permitted:

• Selling or licensing the photos to anyone else, or offering them as stock.
• Using them to train AI, or to make AI-generated images of you or anyone else.

A photo credit is welcome but never required. If you're not sure whether a use is covered, ask us.

Individual in-studio sessions

You pay in full when you book through the online scheduler. The session fee includes one fully retouched image. If you'd like more, you choose and pay for them at the end of the session, after you've seen them.

You can reschedule up to 48 hours before your session at no charge. If you reschedule inside 48 hours, or miss your session, you can rebook for a $250 rescheduling fee, and your session fee carries over to the new time. If you cancel inside 48 hours instead, the session fee is forfeited. If you're sick or have an emergency, call us and we'll work with you.

If you arrive late, we'll make the most of the time left, and the session still ends at its scheduled time.

Team Headshot Days at your location

Your proposal's pricing holds for 30 days from the proposal date, and the proposal link stops opening after 60 days.

A deposit of 50% of the location fee secures your date. It is non-refundable and is paid before the shoot. If you cancel your Headshot Day, the deposit is not refunded.

You can move your date once at no charge, and your deposit carries over to the new date. Each move after that is $250.

After the shoot, we invoice the number of people actually photographed at your per-person rate, with no minimum, plus the location fee for each day and any travel charge in your proposal, less your deposit. The balance is due within 30 days after the shoot.

Retouched images are ready within 10 business days and are delivered once the final balance is paid.

If we have to cancel

If we have to cancel because of illness, an emergency, equipment failure, severe weather, or anything else outside our control, we'll reschedule at no charge or refund what you've paid for that session, whichever you prefer.

Delivery and your files

Retouched images are delivered within 10 business days as high-resolution digital files. We deliver finished, retouched images, not RAW files.

Your private download link stays open for at least 30 days. After it closes, we keep your finished files for at least another 30 days, so if you missed it, ask and we'll send a new link. After that we can't promise the files will still be available, so please save your photos when they arrive.

Showing your photos

We may show photos from your session in our portfolio, on this website, and on social media. If you'd rather we didn't, tell us at any time and we'll take them down, no reason needed.

We never publish your full name with your photo unless you've said we can. Photos from a company's Headshot Day appear in our marketing only with the company's permission.

Privacy

We don't sell or rent your information, and we don't share it for advertising. We never sell or license your photos, to AI companies or anyone else. Here is what we collect and why.

• When you email us or fill in a form, your name, contact details, and message come to our inbox so we can reply.
• When you book an individual session, Acuity Scheduling handles the booking and payment. Your card details go to the payment processor, never to us.
• For a Headshot Day, we receive the team list your coordinator gives us (names and email addresses), each person's session time, your company logo if you send one, and the finished photos. We use them only to run your day: inviting people, sending reminders, and delivering photos.
• When you open a proposal, we record when it was opened, the approximate city, the device and browser, the network (IP) address and the name of the network it belongs to, and the page that sent you there, so we know it reached you. These records are deleted after 12 months. When photos are downloaded, we record which ones and when.
• When you visit this website, Google Analytics tells us which pages people visit, roughly where they are, and what device they use, and keeps that data for up to 14 months. We don't use its advertising features. Microsoft Clarity records how visitors move through our pages, such as clicks and scrolling, so we can find and fix confusing spots. Both place cookies on your computer or device, and the site still works if you block them.

These companies help us run the business, and each handles the part of your information its service needs: Google (email and website analytics), Amazon Web Services (website hosting, email delivery, and photo storage), Neon (our database), Acuity Scheduling (bookings), PayPal (payments and invoices), and Microsoft (Clarity). We don't give your information to anyone else unless the law requires it.

You can email damon@damonbatesphotography.com to see, correct, or delete the information we hold about you. We will, unless we have to keep it, for example for tax records. We don't send marketing emails unless you ask for them.

Sessions for child actors are booked by a parent or guardian, and we don't knowingly collect information online from children under 13.

Connections to this website are encrypted, and your portal and download links are private addresses that are hard to guess. If you ever think something is wrong, tell us.

Using this website

The photographs and writing on this website belong to Damon Bates Photography. You're welcome to read, link to, and share our pages. Please don't copy our photographs, use them to train AI, run facial recognition on them, or make AI-generated images from them without our written permission.

Limits of liability

If something goes wrong, the most we owe you is what you paid for that session or Headshot Day. We aren't responsible for indirect losses, such as lost business.

Disagreements and Massachusetts law

If there's ever a problem, please call or email us first. We would much rather fix it together. If we can't, these terms are governed by Massachusetts law, and any dispute goes to the Massachusetts courts in Middlesex County.

Changes and contact

We may update these terms, and the date at the top shows when they last changed. Your booking follows the terms in effect when you booked.

Damon Bates Photography LLC, 80 Maple Street, Sherborn, MA 01770. damon@damonbatesphotography.com, (781) 226-4176.