Terms of Service

The Headshot Guy LLC (a Virginia limited liability company)

Last updated: June 17, 2026

By booking a session with The Headshot Guy LLC ("The Headshot Guy," "I," "me," "we," or "us"), you agree to the following terms. Please read them before booking.

Booking Your Session

To reserve your session, choose a date and pay your session fee. Once payment is received, your session is confirmed.

Our Agreement

Headshot sessions are a collaboration. By booking, you agree to arrive prepared, follow the guidance provided during the session, and engage in the process so we can achieve the best results together.

Session Fee

The session fee is required to reserve your date and is separate from the cost of your final images. It is fully refundable with at least 3 business days' notice of cancellation. If you cancel within 3 business days of your session, or do not show up, the session fee is non-refundable.

Rescheduling

You may reschedule your session at no cost with at least 3 business days' notice. Within 3 business days of your session, the session fee is forfeited and a new session fee will be required to rebook.

Running Late

If you arrive late, I will do my best to accommodate the time remaining. If you are more than 15 minutes late, the session may need to be rescheduled and a new session fee may apply.

Image Selection and Payment

Image selection takes place at the end of your session, in person. You will choose your final images during the selection process and confirm your collection at that time.

Payment for your selected images is due at the end of the session. Once images are selected and paid for, all sales are final. No refunds, exchanges, or order revisions will be made after selection is complete.

Image Retention

Only purchased images are retained and retouched. Images that are not selected during the session are not stored or available for purchase at a later date. This policy is communicated during the session and is an essential part of how I operate my studio.

Payment Plans

Payment plans are available for select packages and collections. The first payment is due to confirm the session, with remaining payments scheduled every 30 days until the balance is paid in full.

A small premium applies to payment plans (typically 6 to 8 percent depending on the plan), which is included in the total amount.

Payment plans are an installment payment for goods already delivered. Receipt of your retouched images is not contingent on full payment of the plan, but the full balance remains due regardless. If a scheduled payment is not received within 7 days of the due date, a $35 late fee will be applied. Continued non-payment may result in the balance being sent to collections or pursued through small claims court.

Image Rights

You will receive personal and professional rights to use your final retouched images, including printing, sharing on social media, professional websites, business cards, and similar uses. Commercial use of the images for resale, licensing, or third-party profit requires separate written permission.

Intellectual Property

All photographs created during your session, along with the content of this website and any associated landing pages, are the property of The Headshot Guy LLC and are protected under U.S. copyright law. Your rights to use your final retouched images are described in the Image Rights section above. No image or website content may be reproduced, resold, or used to create derivative works beyond those granted rights without prior written permission.

Model Release

By booking a session, you grant The Headshot Guy LLC permission to use your final images for portfolio, website, social media, marketing, and educational purposes. Images will always be used tastefully and professionally. If you prefer to opt out of this release, please notify me in writing prior to your session.

Image Delivery

Final retouched images are typically delivered within 24 to 72 hours of selection, depending on the package. If delivery requires more time due to volume or scheduling, I will keep you informed.

Privacy and Confidentiality

Your images and personal information are kept confidential. I do not share, sell, or distribute client information or images outside the uses described in the Model Release section. Your submission of personal information is also governed by our Privacy Policy.

Liability

The Headshot Guy LLC is not responsible for any indirect, incidental, or consequential damages related to use of your images or the session itself. Liability is limited to the amount paid for the services in question.

Governing Law

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-law rules.

Severability and Entire Agreement

If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full effect. These Terms, together with our Privacy Policy, constitute the entire agreement between you and The Headshot Guy LLC regarding your session and supersede any prior discussions or agreements.

Updates to These Terms

These terms may be updated periodically to reflect changes in business operations. Updates may be made without prior notice. The terms in effect at the time of your booking apply to your session.

Questions

Questions about these terms can be sent through the contact form on our website before booking. By booking a session, you confirm that you have read, understood, and agreed to these terms.