Terms of Service
WEBSITE TERMS & CONDITIONS
Last updated: 20 August 2026
These Terms & Conditions apply to photography services provided by Estella Ward trading as Entwined Photography.
By booking a photography session with Entwined Photography, you agree to these Terms & Conditions.
1. The Photographer
Entwined Photography is operated by Estella Ward.
Email: estellaward@entwinedphotography.onmicrosoft.com
Website: www.entwinedphotography.co.uk
2. Bookings and payment
A booking is confirmed once the required deposit has been paid and the booking has been accepted by Entwined Photography.
Unless otherwise stated, a £100 deposit is required to secure a booking.
The remaining balance is due no later than the day before the session.
If the balance has not been received by the required time, Entwined Photography reserves the right not to proceed with the session.
Payments are non-transferable unless otherwise agreed.
3. Deposits
Deposits secure a specific date and time and are therefore non-refundable, subject to applicable consumer law.
If Entwined Photography cancels a session and an alternative date cannot reasonably be arranged, payments made for that session will be refunded.
Nothing in these Terms & Conditions affects statutory consumer rights.
4. Cancellations and rescheduling
If Entwined Photography needs to cancel because of illness, emergency, unsafe conditions, severe weather or another circumstance outside its reasonable control, every reasonable effort will be made to offer an alternative date.
If an alternative date cannot reasonably be arranged, payments made for the affected session will be refunded.
If the client needs to cancel or reschedule, as much notice as possible should be provided.
Where appropriate, Entwined Photography may offer one alternative session date.
A £20 administration fee may apply to further rescheduling requests.
5. Family Bubble Photo Experience
A deposit is required to secure the booking.
The remaining balance is due by the day before the session.
Clients should arrive approximately 5–10 minutes before their scheduled time.
Late arrival may reduce the available photography time.
The Family Bubble Photo Experience includes five photographs, unless the booking information states otherwise.
Additional photographs may be available to purchase through a password-protected online gallery.
6. Sunflower and Wildflower Sessions
Sunflower and Wildflower Sessions
Deposit is due at time of booking. Refunds will only be given under extreme circumstances, if the farm was to close to due adverse weather and an alternative date was not able to be made or Estella Ward was unable to attend due to illness or an extreme emergency and an alternative date was not able to be arranged. Sunflower and Wildflower sessions held by Entwined Photography are hosted at Sam's Sunflowers Hayling Island are subject to the sunflower farms rules and regulations. as such, if the farm decides they need to close due to adverse weather or unsafe grounds from adverse weather, an alternative date will be arranged by Estella Ward at Entwined Photography. No dogs are allowed in the grounds. Cancellations will be accepted and full refunds will be given if done within 24 hours of booking. Any cancellations after this time will be due to the aforementioned reasons previously mentioned. Payments are non-transferable. Please aim to arrive 15-20mins early to your session. This allows time to go through the farms payment kiosk and walk across the field to my location. I can not guarantee the best experience or how many photos will be supplied if you are late. Sunflower and wildflowers sessions are subject to the terms laid out in this agreement other than details under the headings Cancellations and Deposits and Payment Schedule.
7. Gift vouchers
Gift vouchers are valid for 12 months from purchase, unless otherwise stated on the voucher.
Vouchers are subject to availability and cannot normally be exchanged for cash or used in conjunction with another offer.
Unless otherwise agreed, vouchers may be used for Family, Maternity, Motherhood and Newborn photography sessions.
8. Photography service
Entwined Photography will provide the agreed photography service to the best of the photographer's professional ability.
Photography is an artistic service. The photographer retains professional judgement regarding locations, lighting, posing, composition, image selection and editing.
Specific photographs, expressions, poses or outcomes cannot be guaranteed.
9. Client cooperation
Clients agree to cooperate reasonably during the session.
Where children are involved, Entwined Photography cannot guarantee particular photographs where a child is tired, unwell, unwilling to participate or affected by circumstances outside the photographer's control.
10. Your images
Images supplied to clients are for personal use, unless otherwise agreed in writing.
Clients may print and share photographs for normal personal purposes.
Images must not be:
Sold;
Used commercially;
Licensed to another person or organisation;
Claimed as the client's own work;
Significantly altered or manipulated without permission.
11. Copyright
Copyright remains with Entwined Photography unless otherwise agreed in writing.
Purchasing a photograph or digital download does not transfer copyright ownership.
12. Editing
Images receive individual editing and may include colour correction, exposure adjustments, cropping, enhancement and reasonable retouching.
Retouching may include temporary blemishes, tired eyes and skin smoothing.
Entwined Photography does not routinely alter permanent physical characteristics or body shape.
The photographer retains artistic control over the final image.
13. Galleries
Clients will receive a password-protected online gallery within approximately three weeks of their session.
The gallery will normally remain available for download for approximately one month.
Galleries may then be archived.
Archived galleries may be retained for up to two years, although continued availability cannot be guaranteed.
Clients are responsible for downloading and backing up purchased digital photographs.
14. Loss of images
Every reasonable precaution is taken to protect photographic files.
If photographs are lost, corrupted, stolen or destroyed, Entwined Photography will make reasonable efforts to recover or recreate them.
Where this is impossible, liability will be limited to the amount paid for the affected photography service, subject to applicable law.
15. Weather and emergencies
Outdoor sessions may be postponed where weather or ground conditions make photography unsafe or significantly affect the service.
Where Entwined Photography cannot attend because of illness, injury or emergency, reasonable efforts will be made to reschedule.
16. Privacy
Entwined Photography processes personal information in accordance with applicable UK data protection law, including the UK GDPR and Data Protection Act 2018.
Please see the separate Privacy Policy for details of how personal information is collected, used, stored and shared.
17. Image use
Where Entwined Photography wishes to use photographs for portfolio, website, social media, advertising, competitions or other promotional purposes, the separate Image Use & Model Release arrangements apply.
18. Complaints
Please contact Entwined Photography as soon as possible if you have a concern.
estellaward@entwinedphotography.onmicrosoft.com
Every reasonable effort will be made to resolve complaints fairly and promptly.
19. Governing law
These Terms & Conditions are governed by the laws of England and Wales.
IMAGE USE & MODEL RELEASE
Last updated: 20 August 2026
Where a client gives permission for Entwined Photography to use photographs for promotional purposes, the following applies.
1. Permission
You give Entwined Photography permission to use agreed photographs for purposes including:
Website portfolio;
Social media;
Marketing;
Advertising;
Promotional material;
Photography competitions;
Professional portfolio;
Relevant publications.
Photographs may be cropped, edited or otherwise adjusted as part of normal photographic editing.
2. No payment
No royalty or other payment will be due for authorised promotional use.
3. Withdrawal
Where image use is based on your consent, you may withdraw your consent by contacting:
estellaward@entwinedphotography.onmicrosoft.com
Withdrawal will not affect processing that took place lawfully before consent was withdrawn.
Entwined Photography will take reasonable steps to stop future use following withdrawal. However, it may not be possible to remove material that has already been printed, distributed or published by third parties.
4. Children's photographs
Where photographs include children, image-use permission should be provided by a person with appropriate parental or legal authority.
For school photography, image-use arrangements will be dealt with separately and in accordance with the arrangements agreed with the school.
5. Privacy
Personal information relating to image-use permissions is handled in accordance with the Entwined Photography Privacy Policy.
SCHOOL PHOTOGRAPHY
PARENT & GUARDIAN TERMS & CONDITIONS
Last updated: 20 August 2026
These Terms & Conditions apply to purchases made by parents or guardians following a school photography session provided by Entwined Photography.
1. The school photography service
Entwined Photography provides school photography services in partnership with participating schools.
Under the standard arrangement, the school does not pay a photography fee and parents are not charged a photography sitting fee.
Entwined Photography's income is generated through photographs and products purchased by parents or guardians.
2. School arrangements
The school and Entwined Photography may have a separate agreement covering the photography service.
This may include arrangements concerning:
Photography dates;
Access to school premises;
Safeguarding;
Pupil information;
Communication with parents;
Permissions and opt-outs;
Photography arrangements.
3. Children's information
The school may provide Entwined Photography with limited information, including children's names, where necessary to organise the photography and private galleries.
Entwined Photography will only use such information for appropriate purposes connected with providing and administering the school photography service.
Further information is provided in the Entwined Photography Privacy Policy.
4. Private galleries
Photographs will be made available through a password-protected online gallery provided through Pixieset.
Parents/guardians must keep gallery passwords and access information secure and must not knowingly share access with unauthorised individuals.
5. Ordering
Parents/guardians may purchase available photographs and products directly through the online gallery.
Products may include:
Digital photographs;
Packages.
Prices and available products will be displayed at the time of ordering.
6. Payment
Payments may be processed through Stripe or PayPal, or other payment methods made available by Entwined Photography.
Payment providers process payment information in accordance with their own terms and privacy policies.
7. Digital photographs
Purchased digital photographs are supplied for personal use.
Purchasing a digital photograph does not transfer copyright.
Customers are responsible for downloading and backing up purchased files.
9. Cancellations and refunds
Your statutory consumer rights are not affected by these Terms & Conditions.
Refunds will not be issued where purchased digital images have been downloaded.
10. Gallery availability
School galleries will remain available for the period communicated to parents.
After a gallery closes, photographs may no longer be available for viewing, purchase or download.
11. Copyright
Copyright remains with Entwined Photography.
Purchased photographs are supplied for personal use only unless otherwise agreed.
12. Safeguarding
Entwined Photography recognises the importance of safeguarding children.
Photography sessions will be conducted in accordance with reasonable safeguarding arrangements agreed with the school.
13. Privacy
School photography information is handled in accordance with the Entwined Photography Privacy Policy.
Where information is received from the school, rather than directly from parents, relevant privacy information will be made available in accordance with applicable data protection law.
14. Complaints
Please contact:
estellaward@entwinedphotography.onmicrosoft.com
and we will make reasonable efforts to resolve any problem.
PRIVACY POLICY
Last updated: 20 August 2026
1. About this Privacy Policy
This Privacy Policy explains how Entwined Photography collects, uses, stores and protects personal information.
Entwined Photography is operated by Estella Ward.
Email: estellaward@entwinedphotography.onmicrosoft.com
Website: www.entwinedphotography.co.uk
2. Information we may collect
Depending on how you interact with Entwined Photography, we may collect:
Name;
Email address;
Telephone number;
Enquiry information;
Booking information;
Client information;
Gallery/account information;
Order information;
Transaction information;
Information necessary to provide photography services.
For school photography, Entwined Photography may receive children's names from the participating school.
3. How Entwined Photography uses information
Information may be used to:
Respond to enquiries;
Manage bookings;
Provide photography services;
Manage galleries;
Provide school photography services;
Process orders;
Provide digital downloads;
Arrange products;
Process payments;
Communicate with customers;
Maintain business records;
Meet legal and accounting obligations;
Maintain website security;
Improve services and website performance.
We do not sell personal information.
4. Why we use your information
Entwined Photography will only collect and use your personal information where there is a lawful reason to do so under applicable data protection law.
Depending on the circumstances, I may use the following lawful bases:
Contract
I may need to use your personal information to provide services that you have booked or requested. For example, your name, email address and telephone number to manage your booking, provide your online gallery, or communicate with you about your photography service.
Legal obligation
I may need to collect or retain certain information because I am legally required to do so. This may include financial and accounting records required for tax and other legal purposes.
Legitimate interests
Information may be used where it is reasonably necessary for the running, security and administration of Entwined Photography and where legitimate interests are not overridden by your rights and interests. This may include maintaining business records, managing enquiries, improving our services and protecting our website and systems.
Consent
Where I ask for your consent, I will explain what I am asking permission for. For example, using photographs for a portfolio, website, social media or other promotional purposes.
Where processing is based on your consent, you have the right to withdraw that consent at any time by contacting estellaward@entwinedphotography.onmicrosoft.com. Withdrawing consent does not affect processing that took place lawfully before the consent was withdrawn.
5. Pixieset
Entwined Photography uses Pixieset for website, gallery and related photography-management services.
Pixieset may process personal information on my behalf as part of providing these services.
Pixieset's own privacy and cookie policies also apply.
6. Payment providers
Payments may be processed through Stripe and PayPal.
These companies may process information necessary to complete transactions, prevent fraud and comply with legal requirements.
Entwined Photography does not store customers' payment-card details.
7. School photography
Participating schools may provide children's names to Entwined Photography for the purpose of organising photography and private galleries.
Parents/guardians may subsequently provide their own information when accessing galleries or placing orders.
School photography information will be handled with appropriate care and security.
8. Information sharing
Information may be shared with service providers where necessary, including:
Pixieset;
Stripe;
PayPal;
Product/printing providers;
Delivery providers;
Accounting or professional advisers;
Other technology providers;
Authorities where legally required.
Entwined Photography does not sell personal information.
9. How long information is retained
Personal information is retained only for as long as reasonably necessary for the relevant purpose, subject to legal and business requirements.
Photography galleries may be archived for up to two years.
Financial information may need to be retained for longer where required by law.
10. Security
Reasonable technical and organisational measures are used to protect personal information.
No online service can be guaranteed to be completely secure.
11. Children's information
Entwined Photography recognises that information relating to children requires particular care.
School photography information is used only for appropriate purposes connected with the photography service.
Access to school galleries is restricted using available gallery-security measures.
12. Your rights
Depending on the circumstances, you may have rights to:
Access your information;
Correct inaccurate information;
Request deletion;
Request restriction;
Object to certain processing;
Request data portability;
Withdraw consent where processing is based on consent.
Requests should be sent to:
estellaward@entwinedphotography.onmicrosoft.com
13. Social media and third-party services
The website may contain links or embedded content from services including Instagram, Facebook and YouTube.
Those companies may process information according to their own policies.
14. Analytics
Entwined Photography uses Google Analytics 4 (GA4) to understand how visitors use the website and to help improve website performance.
GA4 may collect information about website visits and interactions.
Non-essential analytics technologies are subject to the website's cookie-consent arrangements.
15. Complaints
Please contact Entwined Photography first if you have a concern about your personal information.
You also have the right to complain to the Information Commissioner's Office (ICO).
16. Updates
This Privacy Policy may be updated when our services, technology or legal obligations change.
COOKIE NOTICE
Last updated: 20 August 2026
What are cookies?
Cookies are small files stored on your device when you visit a website.
They can help websites function correctly, maintain security, remember preferences and, where permitted, provide information about website usage.
Cookies used by Entwined Photography
Entwined Photography's website is operated using Pixieset.
Pixieset uses cookies and similar technologies to provide website functionality, security and other services.
Some cookies are essential for the website and services you request to function.
Other cookies, including analytics and advertising technologies, may require consent.
Google Analytics
Entwined Photography uses Google Analytics 4 to understand how visitors use the website.
Analytics may help us understand:
How visitors find the website;
Which pages are visited;
How visitors interact with the website;
How the website can be improved.
Google Analytics is subject to the website's cookie-consent settings.
Advertising cookies
Entwined Photography does not currently use Meta Pixel.
If this changes, this Cookie Notice will be updated and appropriate consent arrangements will be provided.
Social media and video
The website may contain links or embedded content from Instagram, Facebook and YouTube.
These services may use cookies or similar technologies when their content is loaded or interacted with.
Your choices
The website's cookie banner allows you to accept or reject non-essential cookies and manage your preferences.
You can also manage cookies through your browser settings.
Blocking necessary cookies may affect some website functionality, including galleries or purchasing.
Updates
This Cookie Notice may be updated when the cookies, analytics or third-party services used by Entwined Photography change.
HEALTH AND SAFETY POLICY
Entwined Photography
Owner: Estella Ward
Website: www.entwinedphotography.co.uk
Email: estellaward@entwinedphotography.onmicrosoft.com
Policy date: 20 August 2026
Review date: 20 August 2027
Commitment
Entwined Photography is committed to providing photography services in a safe and responsible manner for clients, children, families, staff, visitors and anyone else who may be affected by our activities.
The health, safety and wellbeing of everyone involved in a photography session is taken seriously.
As a small photography business, Entwined Photography will take reasonable and proportionate steps to identify hazards, reduce risks and maintain safe working practices.
Where photography takes place at a third-party location, including schools, farms, venues or other premises, Entwined Photography will also follow the reasonable health and safety requirements and procedures of that location.
Responsibility
Estella Ward, as owner and photographer of Entwined Photography, has overall responsibility for health and safety within the business.
This includes:
Identifying reasonably foreseeable hazards;
Taking reasonable steps to control risks;
Ensuring photography equipment is used safely;
Maintaining a safe working environment;
Following relevant venue and location-specific safety procedures;
Reviewing risks when circumstances change;
Taking appropriate action following an accident, incident or near miss.
Where a photography session takes place at another organisation's premises, responsibility for the premises itself remains with the organisation responsible for that location.
Risk assessments
Risk assessments will be carried out where appropriate to identify hazards associated with photography activities.
Risk assessments may consider:
The location;
Photography equipment;
Lighting equipment;
Electrical equipment;
Trip and fall hazards;
Weather and outdoor conditions;
Movement of clients or children;
Manual handling;
Emergency arrangements;
Safeguarding considerations;
Any specific needs or circumstances that may affect the safety of those attending.
Additional risk assessments may be prepared for specific activities or locations where appropriate.
For example, school photography will be covered by a separate School Photography Risk Assessment.
Risk assessments will be reviewed periodically and whenever there is a significant change to the activity, location, equipment or circumstances, or following an accident, incident or near miss.
Photography equipment
Photography equipment will be used and maintained with reasonable care.
Before use, equipment will be visually checked where appropriate for obvious damage or defects.
This may include:
Cameras;
Lenses;
Batteries and chargers;
Backgrounds and supporting equipment.
Equipment will be positioned carefully to minimise the risk of it being knocked over or creating an obstruction.
Electrical safety
Electrical equipment will be used in accordance with the manufacturer's instructions.
Where mains-powered equipment is used:
Electrical equipment will be switched off when not required.
Where photography takes place at a client's home, school, venue or other premises, Entwined Photography will follow any relevant electrical safety requirements of that location.
Slips, trips and falls
Reasonable care will be taken to identify and reduce trip hazards created by photography equipment.
Particular attention will be given to:
Camera;
Bags and equipment cases;
Uneven ground;
Wet or slippery surfaces;
Cluttered photography areas.
Equipment will be positioned so that walkways, doorways and emergency exits remain accessible wherever reasonably practicable.
Clients and other people attending a session will be advised where necessary of any relevant hazards.
Outdoor photography
Outdoor photography may involve additional risks associated with weather and ground conditions.
Before and during outdoor sessions, consideration may be given to:
Rain;
Strong winds;
Extreme temperatures;
Slippery or muddy ground;
Uneven surfaces;
Water;
Sun exposure;
Agricultural or rural environments;
Other environmental hazards.
Photography may be postponed, relocated or cancelled where conditions are considered unsafe.
Where photography takes place on another organisation's land, the organisation's own safety requirements will also apply.
Children and vulnerable people
Where children are photographed, Entwined Photography will take reasonable steps to ensure that photography takes place in an appropriate and safe environment.
The photographer will maintain appropriate professional boundaries and follow relevant safeguarding arrangements.
For school photography, the school's safeguarding procedures and supervision arrangements will apply.
Children will not knowingly be placed in situations that create an unnecessary safety or safeguarding risk.
Client responsibility
Clients are expected to take reasonable care of their own safety and the safety of children or other people in their care during photography sessions.
Parents or guardians remain responsible for supervising their children during family photography sessions unless alternative arrangements have been expressly agreed.
Clients should inform Entwined Photography of any relevant circumstances that may affect their ability, or the ability of someone attending with them, to participate safely in a photography session.
Medical conditions and additional needs
Entwined Photography will make reasonable adjustments where practicable to accommodate known accessibility requirements, medical conditions or additional needs.
Clients are encouraged to inform the photographer in advance of anything that may affect their safety or ability to participate comfortably.
This may include:
Mobility requirements;
Sensory sensitivities;
Allergies;
Medical conditions;
Pregnancy-related considerations;
Other accessibility requirements.
Information provided for this purpose will be handled appropriately and in accordance with the Entwined Photography Privacy Policy.
Emergency situations
If an emergency occurs during a photography session, photography will stop where necessary and appropriate emergency procedures will be followed.
Where photography takes place at a third-party premises, the photographer will follow the emergency procedures of that location.
This includes following instructions relating to:
Fire;
Evacuation;
First aid;
Medical emergencies;
Severe weather;
Other emergency situations.
The safety of people will take priority over photography equipment or photographs.
Accidents, incidents and near misses
Any accident, significant incident or near miss occurring during an Entwined Photography session will be taken seriously.
Where appropriate, details will be recorded and reasonable steps will be taken to prevent the incident happening again.
Where photography takes place at a school, venue or other organisation's premises, the incident will also be reported in accordance with that organisation's procedures.
Working at other premises
When working at schools, private homes, farms, venues or other locations, Entwined Photography will:
Follow reasonable site-specific health and safety instructions;
Respect restricted areas;
Follow emergency procedures;
Keep equipment appropriately positioned;
Avoid creating unnecessary hazards;
Report any significant safety concern to the person responsible for the premises.
The person or organisation responsible for the premises remains responsible for the general safety of the premises.
Review of this policy
This policy will be reviewed at least annually and sooner if:
There is a significant change to the business;
New equipment or activities are introduced;
Photography locations or working practices change;
There is an accident, incident or significant near miss;
Relevant legal or regulatory requirements change.
Next review date: 21 August 2027
Contact
If you have any questions regarding the Health & Safety Policy of Entwined Photography, please contact:
Estella Ward
Entwined Photography
Email: estellaward@entwinedphotography.onmicrosoft.com
Website: www.entwinedphotography.co.uk