Terms & Conditions
Upon receipt of a deposit, the Photographer will reserve the time(s) and date(s) agreed upon, and will not make other reservations for that time and date. For this reason, the reservation deposit of the coverage is non-refundable.
If a cancellation is due to Force majeure (acts of God, fire, strike, and/or extreme weather), every attempt will be made to meet the re-scheduled photoshoot date within 3 months. However, if the Photographer has been previously booked and/or occupied with other commitments, other forms of photography such as portraits will be offered as compensation, to be redeemed within six months from the originally scheduled date.
In the unlikely event of severe medical, natural, or other emergencies, it may be necessary to retain an alternative photographer. The Photographer will make every effort to secure a replacement photographer of the same professional standing and ability able and/or willing to provide a similar package as chosen in this contract at the same/similar tariff. If such a situation should occur and a suitable replacement is not found, responsibility and liability are limited to the return of all payments received.
The Client acknowledges that a 9% card processing fee applies to any remaining balance paid by card for shoots with Sofia Hiramatsu, unless stated otherwise.
The Photographer takes the utmost care with respect to exposure, transportation, and processing of photographs. However, in the unlikely event of the Client’s photographs being lost, stolen, or destroyed for reasons within or beyond the Photographer’s control, the Client’s liability is limited to the return of all payments received for the package.
The Client will receive their fully edited, high-resolution digital gallery within 12 business days after selecting their photos for editing. Sneak peeks or previews will only be provided once the full package balance has been paid.
The Client hereby allows the Photographer to display their images in the Photographer’s portfolio. Images that will be allowed to be displayed will be utilized to generally promote the business by means of advertising, publicity material, websites, exhibitions, competitions, and other such media, providing that the images are used lawfully and without damage to the Client. If the Client does not want their images to be used, they must explicitly state this in writing before their photoshoot date. If no such request is made, we reserve the right to use the images.
The Client should expect to receive images photographed and edited in a similar style to that the Client has observed on the portfolio of the Photographer available online at www.sofiahiramatsu.com. The Photographer will document events in a candid manner and take formal portraits as necessary. The Photographer will provide a pleasing colour balance at the Photographer’s sole discretion and can not guarantee an exact colour matching owing to anomalous reflectance caused by dyes and materials especially man-made fibres. It is often almost impossible to match the exact colour as seen by the client’s eyes. It is not the Photographer’s responsibility if any personal items on subjects are out of place during the photoshoot. The Photographer is responsible for the photography only.
The Client acknowledges that all photographs provided by the Photographer are the sole artistic and intellectual property of Sofia Hiramatsu Photography and agrees to uphold the integrity of the photographer's artistic vision. The Client is expressly prohibited from altering, editing, applying filters, manipulating, or modifying the photographs in any manner, including but not limited to the use of photo-editing software, cropping, or the addition of text or other graphics. This prohibition is intended to maintain the original integrity and artistic expression of the photographs as delivered. Any desire for alterations must be discussed and agreed upon in writing by both parties prior to any changes being made.
The Photographer retains full copyright ownership of all photographs at all times, worldwide, in accordance with Japan's Copyright Act. The Client may use the images for personal purposes, such as printing for friends, guests, and family or sharing on social media. However, any use beyond these purposes requires explicit written permission from the Photographer. All images, whether stored digitally or in physical form, as well as any related digital files, source code, or printed documentation, are protected under Japan's Copyright Act. Unauthorized reproduction, copying, or distribution of these images—whether by photographic, electronic, or any other means—without the Photographer’s written consent is strictly prohibited and may result in legal action.
If the Client wishes specific photographs to be taken, the Client should provide a list of photographs required. Although every possible care will be taken to produce the photographs requested, the Photographer cannot place an unconditional guarantee on the above.
In consideration of photography services to be conducted at Mount Fuji, the Client acknowledges and accepts that weather conditions at the location are inherently unpredictable and outside the control of the Photographer. This includes, but is not limited to, the visibility of Mount Fuji due to clouds. The Client further acknowledges that the photoshoot can not always be rescheduled due to reduced visibility / cloudy weather and is only subject to the availability of the Photographer.
The Client is responsible for their own costs associated with the photoshoot location, including but not limited to their own entry fees, permits, and any other required payments. Additionally, the Client is responsible for covering transportation expenses for themselves.
The Photographer retains the right to delete all original files two weeks after the delivery of the final edited gallery. It is the Client's sole responsibility to download, back up, and safeguard all delivered images. The Photographer is not liable for any lost or corrupted files beyond this period. Requests for re-delivery of images after the two-week timeframe may be subject to additional fees, provided the files are still available.
The Photographer provides standard editing as part of the service, which includes colour grading, skin retouching and removal of background distractions at no additional cost. However, any advanced retouching or modifications beyond this scope will incur an additional fee. Examples of edits that require additional fees include, but are not limited to: altering physical features, such as slimming, editing out a double chin, or enhancing a manicure, major scene modifications, such as adding Mount Fuji on a cloudy day or changing the background significantly.
If the Client wishes to request any changes after receiving their full gallery, they must do so within two weeks of delivery. The Photographer’s packages do not include unlimited revisions, and additional edits after the final gallery has been delivered will incur a per-image fee. To avoid extra costs, the Client understands to clearly outline any specific editing requests when reviewing their sneak peeks or unedited previews, before the Photographer begins editing the full gallery. Once the final gallery is delivered, any changes that require re-editing and will be subject to additional fees.
Clients should tag @sofiahiramatsu or credit Sofia Hiramatsu Photography in any social media posts featuring images taken by the Photographer. All images remain copyrighted by the Photographer, and unauthorized commercial use is strictly prohibited. If the Client wishes to use any image for commercial purposes or publish it without proper credit, they must purchase a usage license or buyout. The buyout fee will be determined based on the intended use and scope of distribution.
By booking photography services with Sofia Hiramatsu, the Client acknowledges that they have read, understood, and agreed to these terms and conditions in full. Proceeding with the booking constitutes a binding agreement to all outlined policies.