The short version. We hold your date from the moment you sign, and your 50% deposit is due 3 days later. The other 50% is due within 7 days after we tell you your images are ready; you see a preview first, and full-resolution downloads unlock once it is paid. Your gallery then stays open for 30 days, so download your images and keep your own copies. Your fee includes any sales tax, and the tax is shown as its own line. We own the copyright, and once you have paid in full you may use your final images for personal use and to promote yourself and your work. You can move your session once at no charge with 14 days' notice; after that there is a 25% fee. If you cancel, what you owe depends on how close the session is, and never comes to more than your total fee. If illness or an emergency keeps you away, we move your session once at no fee. We show your images publicly only in the ways you choose. Questions? Email info@iconsinmotion.com.

1. Who we are and what these terms cover

Icons In Motion Studios Limited Company, doing business as Icons In Motion Studios ("we", "us"), runs iconsinmotion.com and provides photography services from Prosper, Texas and Edison, New Jersey. "You" means anyone who uses our website, and, once you book, the client named in your agreement.

These terms cover two things: your use of our website, and the general terms of our photography services. When you book, you sign a Photography Services Agreement and a Media Release covering your session. If anything in your signed agreement differs from these terms, your agreement wins. The details of a package, such as the number of images, hours and fee, are the ones shown in your agreement.

2. Using our website

• You may browse the site and share links to its pages. Please use it only for lawful purposes.
• Do not copy, scrape or harvest the site or its images by automated means. Do not use its content to train, test or prompt artificial intelligence or machine learning systems. Do not try to get around its security or interfere with how it works.
• When you send us an enquiry, please give accurate details. You must be 18 or older to book, or have a parent or guardian enquire and book for you.
• We work to keep the site accurate and available, but it may sometimes be unavailable or out of date. Nothing on it is an offer that binds us until we confirm it in writing.
• The site links to other sites, such as Instagram and our gallery provider. We are not responsible for their content or practices.

3. Our images and content

Every photograph, video, text, logo and design on this website belongs to us or is used with permission, and is protected by copyright and trademark law. The people in our portfolio have given us permission to show their images here. That permission does not extend to anyone else, so please do not download, screenshot, repost, edit or reuse our images without our written permission. Sharing a link to one of our pages or posts is always fine.

If you think something on our site infringes your rights, or you see our work being used without permission, email info@iconsinmotion.com with a link and a short description, and we will look into it promptly.

4. Enquiries, quotes and prices

We do not publish a standard price list. Every session is planned around you, and we talk about costs with you directly. Any quote we send is valid for the period stated in it. Prices on a promotion page apply only to bookings made while the promotion is offered. Once you have signed your agreement, its price is fixed for your session, even if our prices change later. Add-ons and extra hours are priced on the promotion page you booked from, or quoted to you in writing.

5. Booking your session

1. Plan. We talk through your ideas and prepare either a storyboard (concept, scenes, looks and locations) or a session guide (time, place, what to wear and bring, and how the session runs).
2. Sign. You review the plan, your package and your agreement, and sign them online together with your Media Release. You sign by typing your full legal name, entering a one-time code we email to your own address, and choosing Sign. That has the same effect as a handwritten signature, and we email you a signed copy straight away.
3. Pay the deposit. A deposit of 50% of your total fee is due 3 days after you sign, or 7 days before your session if that is sooner, but never sooner than 24 hours after you sign. We hold your date from the moment you sign until the deposit is due. If it has not arrived by then, we email you, and you then have 2 business days to pay before we may release the date. If we release it, no cancellation fee applies for that reason, and we offer you the next available date once the deposit is paid. If it is still unpaid 14 days after we release the date, either of us may end the agreement in writing and nothing more is owed.

If you choose your own time on our booking calendar, we hold that time for you while you sign and pay. It is confirmed once both are done. For anyone under 18, a parent or guardian signs as the client and must be at the session.

6. Fees and payment

• What you pay. Your total fee is shown in your agreement and includes any add-ons, extra hours or travel fee.
• Sales tax. Your total fee includes any sales tax, so nothing is added on top. The tax depends on where your images are delivered, which is where you live, and the part of each payment that is tax is shown as its own line in your agreement and on every invoice and receipt. We do not charge sales tax on a rescheduling fee or a cancellation amount, and if we refund part of a fee we refund the tax included in that part.
• Travel. Travel is free within 50 miles, measured in a straight line, of the center of Prosper, Texas (ZIP 75078) or of Edison, New Jersey (ZIP 08817), whichever is nearer to your session. Beyond that, the travel fee is itemised in your agreement before you sign, and we never add travel charges after you sign. If your chosen location charges for permits, entry or parking, we will tell you before you sign and those costs are part of your fee.
• Deposit. 50% of the total fee, paid as described in section 5. It counts toward your total fee and is non-refundable except as set out in sections 7, 10 and 15.
• Balance. On or before your delivery date we open a preview of your gallery and email you a notice with the invoice for the remaining 50%. It is due within 7 days after that notice. Full-resolution downloads, and your license to use the images, begin once we receive it.
• How to pay. By Zelle or bank transfer at no extra cost, using the invoice we email you, or by card through the link on the invoice, which adds a 3% card convenience fee shown before you pay. The convenience fee is not part of your total fee and is not refunded. We refund by Zelle or bank transfer, or to the card you used. Please put the invoice number in the memo. Zelle should show Icons In Motion Studios Limited Company as the recipient. If it shows any other name, do not send the payment, and contact us. We will never ask you to pay a different account by text or phone.
• If the balance is not paid. If we have not received your balance within 30 days after the notice, and we have sent you two written reminders at least 7 days apart, we may close the gallery. You then receive no license to use the images, and we keep the deposit as payment for the session already performed. Once we close the gallery, the balance is no longer owed.

7. Rescheduling and cancellation

• If you reschedule. If you ask to move your session at least 14 days before it, we will offer you a new date at no charge, once. A later request, or any request made fewer than 14 days before the session, carries a rescheduling fee of 25% of your total fee. It is added to your total fee and paid before we confirm the new date. A third request to reschedule counts as a cancellation. The fee reflects the time we held for you and the cost of rebooking it.
• If illness or an emergency keeps you away. If you cannot attend because of illness or injury, a death or serious illness in your immediate family, a jury or military summons, or a natural disaster or emergency where you are, tell us as soon as you reasonably can. We move your session once to a new date within 90 days at no fee, or, if you prefer to cancel, refund everything you have paid except $50. We may ask for reasonable proof, but not for details of the condition.
• If you cancel. Tell us in writing; email is enough. If you signed at least 14 days before your session, you may cancel within 3 days after signing and we refund everything you have paid. If you signed closer to your session than that, you may cancel within 24 hours after signing, as long as the session is more than 72 hours away, for the same full refund. After that: 14 or more days before your session, you lose your deposit; 7 to 13 days before, you owe 75% of your total fee; fewer than 7 days before, or if you do not come, you owe 100%. What you have already paid, including any rescheduling fee, counts toward what you owe, and rescheduling and cancellation amounts together never exceed your total fee.
• If we rebook your time. We make reasonable efforts to rebook time you cancel or move. If another paying client takes it, we reduce what you owe, or the rescheduling fee you paid, by the fee we receive for that session, less $50, and tell you in writing.
• If we have to cancel or reschedule, we will tell you as soon as we can and offer you a new date within 90 days at no charge. You may instead choose a full refund of everything you have paid, which we send within 10 business days of your request.
• Ending a session early. We may end a session early if it becomes unsafe, or if someone's conduct prevents us from working, and we explain why in writing within 2 business days. If it was unsafe for reasons that were not your fault, we offer to finish on a new date at no charge, or refund the part we did not perform. If it ended because of conduct, there is no refund, and we still deliver any images already taken that can be finished. We never end a session because of anyone's race, religion, sex, disability or any other protected characteristic. Section 14 explains what we expect.

8. Preparing for your session and the day itself

• Prep checklist. After your deposit arrives, we send you a private preparation page covering wardrobe, grooming, props and arrival time. Please complete it.
• Readiness check. Between 48 and 24 hours before your session, you confirm on that page that you are ready. We remind you by email 72, 48 and 30 hours before, and call you once if we have not heard from you 24 hours before. Missing the confirmation alone does not move your session. If you tell us you are not ready, or arrive without the outfits and shoes your plan asks you to bring and we decide in good faith that the session cannot go ahead, section 7 applies, and we tell you in writing within 24 hours what was missing and why. Items your plan marks as optional are never a reason to refuse a session.
• Arriving. Please arrive 10 minutes early. Your scheduled session time starts at the start time, not when you arrive, and includes changing outfits and looking at frames together. We use the whole scheduled time unless you agree to finish sooner. If you arrive up to 30 minutes late, your session runs for the rest of the scheduled time, and fewer images may come from it. If you have not arrived 30 minutes after the start and have not told us, that is a no-show.
• Who comes along. Let us know in advance who will be at the session. Any children who come must be supervised by an adult from your party at all times.
• Locations. If you choose a private location, you are responsible for getting the owner's permission for us to photograph there. Outdoor sessions depend on the weather and light. If conditions make the session unsafe or impossible, we will offer you a new date or a refund, at no charge (see section 15).
• One photographer. To keep the session focused and protect our work, please do not have other photographers or videographers photograph the set or the poses we create. Casual phone snaps for yourself are fine.

9. Creative style and editing

• Our style. By booking, you confirm that you have seen our portfolio and like our style. We make creative decisions on the day to serve your storyboard or session guide, and we choose which images become your finals.
• Changes to the plan. Changes to scenes, looks or locations after you sign need both of us to agree in writing; email is enough.
• No guarantee of specific shots. We plan carefully, but we cannot guarantee a particular image, pose or moment.
• Editing. Your package includes at least the number of edited final images shown in your agreement, each with the standard editing your agreement describes; anything more is quoted in writing first. Our style, posing, lighting, composition and editing are our creative decisions; taste, or not liking how you look in an image, is not a defect, and we give no refund, credit or reshoot for it. We correct any technical error of ours, such as a corrupted file, a wrong crop or a missing image, at no charge within 14 days after you report it in writing. Any other retouching, and any reshoot, is a paid extra quoted in writing before we start. We do not provide unedited or RAW files.
• Honest images. We will not alter an image in a way that misrepresents you.
• Color. Images look different on different screens and print differently on different papers. Small differences in color are normal and do not count as a defect.

10. Delivery and your gallery

• When. We deliver your final images through a private online gallery by the delivery date shown in your agreement. If we expect to miss it, we tell you in writing beforehand and give a new date no more than 14 days later. If we have not delivered any final images within 14 days after the delivery date, you may cancel in writing and we refund everything you have paid; your license then ends.
• How long it stays open. Your gallery stays open for 30 days after full-resolution downloads unlock. We send reminders 14 and 25 days after that. Please download your images and keep your own backup copies in more than one place.
• Keeping images private. While your gallery is open, you may mark any image as private, and we will not use it publicly.
• After your gallery closes. We keep an archive copy of your final images for at least 12 months after delivery, as our Privacy Policy explains, and will reopen your gallery on request for $50. If we did not send you a reminder, or one did not reach you, we reopen it for 14 days at no charge when you ask.

11. Copyright and your license to use your images

• We own the copyright in every image we create, including your final images.
• Your license. Once you have paid your total fee and the sales tax on it in full, you receive a non-exclusive, non-transferable license to use your final images for personal use and to promote yourself and your work. That includes your website, professional profiles, social media, press kits and printed materials. You may print them at any lab for those purposes. A rescheduling fee does not delay your license. Until you have paid in full, you may view the images in your gallery but not use them.
• What the license does not allow. You may not sell or license the images to others, enter them in contests as your own work, use them to suggest that we endorse a product or service, or use them to train artificial intelligence systems. Please do not alter them beyond cropping and ordinary resizing. That includes filters, face or body editing apps, and AI edits. An altered image no longer reflects our work.
• Credit. Where practical, credit "Photo: Icons In Motion Studios" or tag @iimstudios when you post. If a third party, such as a publication, uses one of your images, please ask them to give the same credit.
• Wider uses. Using an image to advertise someone else's product or service, or any other use beyond this license, needs our written permission. We are happy to discuss it.

12. How we use your images

We show your images publicly only in the ways you tick in your Media Release: portfolio and website, social media, print and press, or paid advertising. You can also choose "No public use". Your choice does not change your fee or your session. We never use unedited images or outtakes in public, and we use behind-the-scenes photos or video only if you tick "Behind the scenes". We do not post any image until your gallery has been open for 7 days, so you have time to mark images private. If you choose paid advertising, we will email you at least 7 days before the first ad runs, and you may say no during that time; paying to boost a post counts as paid advertising. We do not use an image that shows another person, such as a support person, without that person's permission.

You can withdraw your permission for future use at any time by emailing info@iconsinmotion.com. Within 30 days we then remove the images from our own website and social channels, stop any ads that use them, stop new print runs, and ask our printers, partners and vendors in writing to stop using them. We cannot recall copies already shared, printed or published by others. We keep copies for our records only as our Privacy Policy describes.

13. Video

At the moment we offer photography only. If we agree to provide video for you, your agreement will set out the running time, format and resolution, the number of revision rounds, and the delivery date, and these extra terms apply:

• Raw footage is not included unless your agreement says so.
• Music is licensed for the platforms named in your agreement. If you use the film elsewhere, or replace the music, the platform may mute or block it, and we are not responsible for that.
• Revisions beyond the rounds in your agreement are quoted in writing before we start. Adding new footage or new versions counts as new work, not a revision.
• Aerial footage is shot only where the law, the location and the weather allow it.
• Editing. Please do not re-edit the film or break it into parts without our written permission.

Sections 9 to 12 apply to video in the same way as to photographs.

14. Your responsibilities and conduct

• Tell us before your session about any injury, allergy, limit on movement or health condition that could affect it, and follow our reasonable safety instructions on location. Posing, changing outfits and moving around lights and equipment carry ordinary risks of slips, trips and strains, so please wear footwear that is safe to stand and walk in, and tell us at once if a pose feels uncomfortable or unsafe. In a space we control, we keep it reasonably safe. Anywhere else, we keep our own cords, stands and equipment out of walkways and tell you about hazards we notice.
• How we work with you. We explain each pose in words and ask before touching you, your clothing or your hair. You may say no, or stop the session, at any time and for any reason. We provide, or help you find, a private place to change, and we never use a camera, phone or recording device there. At a location we do not control, we tell you beforehand if we know of a camera or recording device in or near it, and you may choose a different place. If you stop a session because of our conduct or direction, our equipment or a safety hazard, we offer to finish on a new date at no charge or refund the part we did not perform; if you stop it for another reason, the session counts as performed. We do not take or keep images of anyone undressed. You may bring one adult support person at no charge.
• Accommodations. Ask us for what you need, such as step-free access, rest breaks, extra time, a different way to communicate, or changes to your documents or gallery. We reply within 2 business days and make reasonable changes. Medical devices and mobility aids are always welcome.
• Concerns. Either of us may report a concern about a session to info@iconsinmotion.com, and we reply within 3 business days.
• Tell us about any item with someone else's logo, artwork or brand that you want in an image. We may leave such items out of anything we show publicly.
• You are responsible for the wardrobe, props and belongings you bring. We are not responsible for loss of or damage to them.
• You are responsible for any damage your party causes to our equipment or studio through carelessness or on purpose.
• You confirm that you have the right to sign for everyone you sign for, and that no one else's consent or payment is needed for you to use the images.
• We work in our own studio and in clients' homes and chosen locations. We expect everyone to be treated with respect. Harassment, abusive behavior or being under the influence in a way that makes the session unsafe means we may end the session. If that happens, the fee is not refunded.

15. If something goes wrong

• Events beyond anyone's control. If we cannot do your session because of illness, equipment failure, severe weather, an emergency or another event beyond our control, we will offer you a new date at no charge or, if you prefer, refund everything you have paid, as section 7 describes. If we cannot complete your session because of our own failure, such as the photographer not attending or equipment that was not ready, we offer to finish it on a new date at no charge, or refund the part we did not perform, as you choose.
• Your files. We back up your images during and after your session. If images are lost or damaged despite that care, we will offer to reshoot at no charge, or refund what you have paid for the affected work.
• Our liability. Our total liability to you for a session is limited to the amount you have paid us for it. We are not liable for indirect losses, such as lost business opportunities or the loss of a particular event or use for the images. This limit does not apply to our gross negligence or willful misconduct, or to bodily injury caused by our negligence. Nothing in these terms or your agreement limits liability that the law does not allow us to limit, or takes away any right you have under consumer protection law that cannot be waived.

16. Testimonials and reviews

If you send us a testimonial through our website, you agree that we may publish it on our website, credited with your first name and last initial. We may correct obvious typing errors but will not change its meaning. You can ask us to take it down at any time. We never pay for reviews and never ask you to leave only positive ones.

17. Privacy

We handle your personal information as described in our Privacy Policy. We keep face grouping and face search turned off in the tools we use for your images. We do not use facial recognition on your images, do not use them to train artificial intelligence tools or allow our vendors to, and do not sell or license them to others.

18. Email and electronic signatures

You agree that we may send you your agreement, invoices, notices and other documents about your session by email, and that you may sign electronically. You can ask for a free paper copy of any document at any time by emailing info@iconsinmotion.com, and you can withdraw your consent to electronic records the same way. Withdrawing consent does not affect anything already signed. To view the documents you need a device with a web browser and a PDF reader. Notices between us are in writing and sent by email: ours to the email address you gave when booking, and yours to info@iconsinmotion.com. Please tell us if your address changes. An email notice is treated as received when it is sent, unless it bounces, and deadlines counted from a notice run from when it is sent.

19. Resolving disputes and governing law

If something has gone wrong, please email info@iconsinmotion.com first. Most problems are solved quickly that way, and we will reply within 5 business days. Before either of us starts a claim, that party sends the other a written notice describing the problem and what it wants, and we talk in good faith for 30 days; time limits for bringing a claim are paused meanwhile. If we do not settle, either of us may then bring the claim in small claims or justice court in Denton County, Texas, or, if it is above that court's limit, in a court of general jurisdiction in the same county, except that you may bring it where you live if the law gives you that right. Texas law governs these terms and your agreement. If you live outside Texas, nothing here takes away any right your home state's law gives you that cannot be waived. If a court finds any part of these terms unenforceable, the rest stays in effect. Neither of us may transfer an agreement to someone else without the other's written consent, except that we may do so as part of selling or transferring our business. If we do not enforce a term straight away, we can still enforce it later.

20. Changes to these terms

We may update these terms. We will post any update on this page with a new date at the top. Changes do not affect a session you have already signed for. Your signed agreement continues to apply as written.

21. Contact

Questions about these terms: info@iconsinmotion.com.