Legal

Terms of Service

Effective Date: May 24, 2026

These Terms of Service (“Terms”) govern your access to and use of remote-headshots.com, remote photography sessions, communications, bookings, galleries, deliverables, and related services provided by Match Production, LLC (“Match Production,” “Remote Headshots,” “we,” “our,” or “us”).

By accessing our website, requesting a quote, communicating with us, booking a session, submitting payment, participating in a session, receiving deliverables, downloading files, or otherwise using our services, you agree to be bound by these Terms.

If you do not agree to these Terms, do not use our website or services.

1. Services

Remote Headshots provides photographer-led remote headshot and portrait services, including remote session direction, image capture support, editing, retouching, proofing, image delivery, team coordination, company rollout support, and related services.

Service details, deliverables, image counts, turnaround times, retouching scope, pricing, usage rights, cancellation rules, scheduling rules, and project logistics may vary by package, quote, invoice, proposal, booking page, email confirmation, statement of work, signed agreement, or other written client communication.

If there is a conflict between these Terms and a signed agreement, approved proposal, invoice, booking confirmation, or written statement of work, the more specific written document controls for that project.

2. Eligibility and authority

You may use our services only if you are legally able to enter into a binding agreement.

If you book, request, coordinate, or pay for services on behalf of a company, employer, organization, team, event, speaker lineup, participant group, or another person, you represent that you have authority to do so and to provide any related information, materials, instructions, approvals, and permissions.

If you provide participant information, employee information, speaker information, client materials, reference images, brand guidelines, logos, names, titles, or other materials, you are responsible for having the necessary rights and permissions to provide and use those materials in connection with the services.

3. Booking and confirmation

A booking is considered confirmed only after the required payment, deposit, retainer, signed approval, written confirmation, or other stated confirmation has been received and accepted by us.

Quoted pricing applies only to the specific session or project described at the time of quoting and may change for future bookings.

We may decline, postpone, or cancel an unconfirmed booking if scheduling, staffing, technical limitations, participant availability, remote-session limitations, safety concerns, abuse, suspected fraud, or other practical considerations make the session impractical, unsafe, or commercially unreasonable.

4. Payment terms

Unless otherwise stated in writing, remote headshot sessions must be paid in full at the time of booking.

For team, company, enterprise, event, speaker, new hire, or custom rollout projects, payment terms may be specified in the quote, invoice, proposal, statement of work, or written agreement.

All payments, deposits, retainers, booking fees, reserved session fees, and project fees are non-refundable unless expressly stated otherwise in writing. Payment reserves photographer time, production capacity, editing capacity, project administration, and remote-session availability, and is not simply a payment for attendance.

We may withhold previews, proofs, retouched files, final images, downloads, gallery access, delivery links, usage rights, and ongoing project work until all outstanding balances have been paid in full.

The client is responsible for applicable taxes, processing fees, rush fees, platform fees, transaction fees, third-party costs, archive retrieval fees, administrative fees, and other project-related expenses where applicable.

5. Cancellations, rescheduling, late arrivals, and no-shows

Remote headshot bookings reserve photographer time, production capacity, editing capacity, project administration, and remote-session availability. For that reason, bookings are final and non-refundable unless we expressly agree otherwise in writing.

Unless a quote, booking page, invoice, or written agreement states otherwise:

• remote headshots are paid in full at the time of booking;
• session fees, deposits, retainers, booking fees, reserved session fees, and project fees are non-refundable;
• a session may be rescheduled only if the client sends a written rescheduling request to hello@remote-headshots.com at least 5 calendar days before the scheduled session time;
• a rescheduling request is not effective until we confirm the new date or time in writing;
• rescheduling is subject to photographer availability, production availability, project deadlines, and operational capacity;
• rescheduling requests made fewer than 5 calendar days before the scheduled session time may be declined and, if the client or participant cannot attend, the booking may be treated as a late cancellation or no-show;
• client-caused conflicts, participant-caused conflicts, failure to prepare, failure to follow instructions, device issues, internet issues, upload issues, calendar mistakes, time zone mistakes, unavailable participants, late arrivals, missed booking links, missed reminders, or internal company scheduling issues do not entitle the client or participant to a refund, credit, or free reschedule;
• missed sessions and no-shows do not qualify for a refund, credit, or rescheduling;
• late arrival may reduce available session time and may reduce the number or quality of usable images;
• if a client, participant, or team is more than 10 minutes late for a short remote session, or more than 30 minutes late for a longer reserved session, unavailable, unprepared, unreachable, or unable to complete the session during the reserved time, the booking may be treated as a no-show at our discretion.

For team, company, enterprise, event, speaker, or new hire projects, missed participant sessions, incomplete participant participation, late participant responses, internal scheduling issues, calendar mistakes, time zone mistakes, client-side technical issues, or participant no-shows do not reduce the agreed project fee unless expressly agreed in writing.

Replacement sessions, additional participant sessions, late participant sessions, makeup sessions, or sessions requested after a missed appointment may require a new booking fee, additional participant fee, project extension fee, or other additional charge.

If we need to reschedule because of our own operational issue, photographer availability issue, emergency, or technical limitation within our reasonable control, our sole obligation will be to offer a reasonable reschedule, credit, or other practical remedy at our discretion. We are not responsible for consequential losses, missed deadlines, lost opportunities, internal company delays, publication delays, launch delays, or third-party consequences related to rescheduling.

We may choose, at our discretion, to offer a courtesy reschedule, additional booking link, credit, or replacement session, but doing so once does not obligate us to do so again.

6. Client responsibilities

The client is responsible for providing accurate booking information, timely approvals, clear goals, participant coordination, internal communications, wardrobe readiness, scheduling information, time zone details, visual guidelines, image requirements, access details, and any other information reasonably required for us to perform the services.

For team, company, enterprise, new hire, event, or speaker projects, the client is responsible for:

• providing accurate participant lists;
• confirming participant eligibility and contact information;
• giving participants any required notices;
• obtaining any required permissions, releases, or approvals;
• coordinating internal deadlines;
• communicating booking instructions to participants;
• identifying a project contact or decision-maker;
• reviewing and approving project details in a timely manner;
• making image selections or approvals by the stated deadlines;
• downloading and backing up delivered files during the access period.

We are not responsible for reduced deliverables, delays, missed sessions, missed deadlines, lower output, or inconsistent participation caused by client delay, participant absence, lack of preparation, inaccurate information, wardrobe issues, background issues, internal scheduling conflicts, failure to provide approvals, failure to provide permissions, or failure to follow instructions.

7. Participant responsibilities

Each participant is responsible for joining the remote session on time, using a compatible device, maintaining stable internet, having sufficient battery power, preparing a workable environment, following reasonable live direction, and complying with session instructions.

A participant should not join a session while driving, in an unsafe location, in a location where photography is prohibited, or in a place where they do not have permission to participate in the session.

We may stop, postpone, or decline a session if the participant is abusive, unsafe, unable to participate, in an unsuitable environment, or appears to be using the service for impersonation, deception, fraud, harassment, unlawful activity, or another prohibited purpose.

8. Remote sessions and technical limitations

Remote sessions depend on factors outside our control, including device quality, camera limitations, internet stability, app performance, available light, room layout, background, battery level, participant preparation, software permissions, upload speed, environmental interruptions, and participant ability to follow direction.

Image quality may be affected by those factors.

We are not responsible for degraded results, missed images, delays, failed uploads, incomplete uploads, interrupted calls, reduced image quality, or unusable files caused by poor light, weak internet, device limitations, incompatible devices, software issues, app limitations, unstable uploads, insufficient battery, environmental issues, interruption, or failure to follow live direction.

If a technical issue occurs, we may, at our discretion, attempt reasonable troubleshooting, request that the participant re-open an app, request another upload attempt, offer a replacement session, issue a credit, or proceed with the best available files. We are not required to provide a refund for technical conditions outside our reasonable control.

Unless expressly stated otherwise in writing, remote sessions are delivered through final image outputs and not through video recordings or session recordings maintained by us.

9. Creative process and artistic discretion

Photography is a creative service. Results may vary depending on device, environment, light, participant comfort, styling, background, timing, technical conditions, participant cooperation, logistics, editing judgment, and artistic discretion.

We retain artistic and technical discretion regarding composition, framing, direction, pose guidance, background judgment, lighting guidance, editing style, retouching approach, cropping, color treatment, image selection, and final deliverables unless otherwise agreed in writing.

We do not guarantee exact replication of reference images, sample images, moodboards, prior sessions, studio lighting, competitor imagery, AI-generated examples, images found online, or another person’s headshot.

We do not guarantee that a final image will create a particular business result, job opportunity, hiring outcome, press placement, social media response, investor response, public perception, or platform approval.

10. Image selection, proofs, and final deliverables

Unless otherwise stated in writing, we determine which images are included in previews, proofs, galleries, selects, and final delivery.

We are not required to deliver every image captured or uploaded during a session. Test frames, duplicates, blinks, misfires, setup images, outtakes, near-duplicates, technically flawed images, and images that do not meet our professional standards may be excluded at our discretion.

RAW files, unedited files, source files, working files, project files, rejected images, test frames, duplicates, and outtakes are not included unless specifically agreed in writing.

If a gallery selection process is included, the client is responsible for making selections by the stated deadline. Delays in selections may delay retouching, rush commitments, delivery, and final turnaround.

11. Editing and retouching

Standard editing may include color correction, exposure adjustment, tonal balancing, cropping, background cleanup where appropriate, file preparation, and other ordinary finishing steps.

Retouching included in any package is limited to the scope stated in that package, quote, invoice, booking page, or written agreement.

Additional, advanced, or complex retouching may require extra fees and longer turnaround times. This may include extensive background replacement, compositing, clothing reconstruction, hair reconstruction, body reshaping, object removal, complex skin work, heavy beauty retouching, image manipulation, or changes that go beyond ordinary headshot finishing.

Retouching is performed in our professional style. We aim for polished, natural-looking results and reserve the right to decline requested edits that materially distort a person’s appearance, misrepresent identity, create a misleading image, conflict with our professional standards, or create legal, ethical, reputational, or technical risk.

12. Turnaround times

Any turnaround time stated on the website, in a quote, during booking, or by email is an estimate unless specifically guaranteed in writing.

Delivery timelines may be affected by client response times, selection delays, revision volume, participant delays, technical issues, failed uploads, third-party platform issues, holidays, staffing issues, force majeure events, or changes to project scope.

Rush delivery may be available for an additional fee only when confirmed in writing.

13. Online galleries, file availability, and archiving

If a private online gallery, preview gallery, proofing link, or file delivery link is provided, it will remain available for the period stated in the package, booking materials, delivery notice, gallery settings, or written agreement. Unless otherwise stated, gallery access is temporary.

The client is responsible for downloading and backing up delivered files during the access period.

We do not guarantee indefinite hosting, indefinite storage, indefinite archival, or permanent future access to galleries, previews, downloads, source materials, or final files.

After the stated gallery or delivery period ends, files may be removed from active storage without notice. If files remain available and the client later requests reactivation, re-delivery, archive retrieval, or file restoration, an archive, handling, or administrative fee may apply.

14. Copyright and ownership

Except where a separate signed written agreement expressly states otherwise, Match Production, LLC retains all copyrights and intellectual property rights in all photographs, previews, proofs, RAW files, edits, retouched files, outtakes, working files, and related materials created in connection with the services.

No copyright ownership is transferred by inquiry, booking, payment, session attendance, preview access, file delivery, or download unless an express written assignment signed by Match Production, LLC or its authorized representative states otherwise.

Until full payment has been received, no usage license is granted.

15. License and usage rights

Upon full payment of all amounts due, the client receives a perpetual, worldwide, royalty-free, non-exclusive, non-transferable license to use the final delivered retouched images for the client’s own lawful personal, editorial, publicity, internal, website, social media, press, marketing, recruiting, investor, presentation, advertising, event, speaker, company profile, and promotional purposes, unless otherwise restricted in writing.

This license applies only to the final delivered retouched images and does not include RAW files, proofs, outtakes, test frames, duplicates, rejected images, working files, or any materials not expressly included in the final delivery.

The client may not:

• resell the images as standalone stock assets;
• transfer copyright ownership;
• sublicense the images as standalone creative assets to unrelated third parties;
• submit the images to stock libraries;
• submit the images to AI datasets;
• use the images to train, test, improve, or validate artificial intelligence, machine learning, biometric, facial recognition, identity verification, or synthetic media systems;
• remove watermarks from proofs;
• claim authorship of the images;
• use the images in a misleading, unlawful, defamatory, discriminatory, harassing, obscene, political endorsement, impersonation, deepfake, or deceptive context;
• use the images in a way that suggests we endorse a product, service, person, campaign, organization, or viewpoint without our written permission.

Any broader, exclusive, transferable, sublicensable, ownership-based, or special usage rights must be expressly granted in a separate signed written agreement.

16. Portfolio use and public display

Unless the client requests otherwise in writing before the session, or unless confidentiality restrictions are expressly agreed in writing, we may use selected final images from the session for portfolio, website, case studies, social media, studio samples, self-promotion, presentations, pitch materials, editorial features, interviews, award submissions, educational use, and other lawful marketing or business display purposes.

Where appropriate and unless restricted in writing, we may also identify the client, company, role, project type, or general project context in connection with such display.

The client may request confidentiality, non-disclosure, embargo, or no-portfolio treatment in writing before the session or before publication. Any such restriction applies only if expressly accepted by us in writing.

Nothing in this section limits our right to retain internal archival copies, backup copies, administrative records, proofing materials, legal records, billing records, delivery records, or non-public internal working files.

17. Confidential sessions and client restrictions

If a client requires that photographs, project details, participant identity, company identity, speaker identity, executive identity, or related materials remain confidential or unpublished, the client must clearly request such restriction in writing before the session or before delivery, as applicable.

Confidentiality or publication restrictions are not effective unless confirmed by us in writing.

Additional fees, delivery limitations, workflow limitations, or modified service terms may apply to confidential, embargoed, restricted-use, enterprise, executive, legal, investor, pre-launch, or otherwise sensitive projects.

Even where public display is restricted, we may retain and internally use files, records, communications, approvals, backups, and delivery materials as reasonably necessary for administration, accounting, legal compliance, dispute resolution, insurance, security, archival, and internal business continuity.

18. Third-party platforms and vendors

We may use third-party providers to operate our business and deliver services, including payment processors, scheduling platforms, SMS providers, email providers, gallery platforms, remote-session technology providers, image capture tools, file transfer services, cloud storage vendors, CRM tools, workflow automation services, analytics providers, security providers, spam-prevention tools, and professional advisors.

We are not responsible for delay, outage, interruption, technical failure, security incident, degraded performance, data loss, upload failure, or service limitation caused by third-party platforms outside our reasonable control.

Where a client or participant uses a third-party platform, gallery, scheduling link, payment link, upload link, or remote-session tool that we provide or authorize, the client’s or participant’s use of that platform may also be governed by the provider’s own terms and privacy practices.

19. Calls, SMS, and service communications

By providing your phone number during booking, inquiry, or service use, you consent to receive transactional communications from us related to your requested or booked services, including appointment reminders, confirmations, scheduling updates, payment-related notices, session instructions, day-of coordination messages, gallery notifications, delivery notifications, and related follow-ups.

These messages are non-marketing and directly related to requested or booked services unless you separately opt in to promotional communications.

Message and data rates may apply. You may opt out of SMS at any time by replying STOP, END, CANCEL, UNSUBSCRIBE, or QUIT. For assistance, reply HELP or contact hello@remote-headshots.com.

Where lawful, disclosed, and operationally necessary, phone calls, voicemails, and related call records may be logged, transcribed, summarized, recorded, or processed by us or our service providers for scheduling, quality assurance, documentation, dispute resolution, fraud prevention, training, and business continuity.

20. Privacy

We collect and use information you provide to us, including name, email address, phone number, company details, participant information, booking details, payment-related information, communications, session preferences, photographs, image selections, retouching notes, and delivery requirements, in order to operate the website, respond to inquiries, schedule services, process payments, provide remote sessions, deliver galleries and files, provide customer support, and send service-related communications.

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

21. Prohibited uses

You may not use our website, services, images, systems, communications, or deliverables to:

• violate any law or regulation;
• infringe or misappropriate any intellectual property, privacy, publicity, contract, or other right;
• impersonate another person or misrepresent identity, affiliation, role, authority, or consent;
• create deceptive, fraudulent, defamatory, harassing, discriminatory, obscene, or unlawful materials;
• train, test, improve, validate, or develop artificial intelligence, machine learning, biometric, facial recognition, identity verification, or synthetic media systems;
• scrape, copy, reverse engineer, interfere with, overload, or disrupt the website or service systems;
• remove copyright notices, watermarks, metadata, or technical restrictions from proofs or other files;
• use delivered images in a way that suggests our endorsement without written permission;
• attempt to gain unauthorized access to our systems, accounts, files, galleries, or delivery links.

We may suspend or terminate access to services, galleries, booking links, or delivery links if we believe these Terms have been violated.

22. Force majeure

We are not liable for delay, interruption, reduced performance, or inability to perform caused by events outside our reasonable control, including illness, emergency, severe weather, fire, flood, strike, labor disruption, power outage, internet failure, platform failure, app failure, upload failure, transportation disruption, theft, government action, public health event, venue shutdown, travel restriction, cyber incident, or similar events.

If such an event occurs, we may reschedule the affected services, issue a credit, provide a substitute workflow, or refund amounts paid for the unperformed portion of the services, at our discretion and subject to any non-refundable third-party costs already incurred.

23. No warranties

To the maximum extent permitted by law, the website, services, sessions, galleries, proofs, files, and deliverables are provided on an “as is” and “as available” basis, except as expressly stated in a written agreement.

We do not warrant that the website, third-party platforms, booking tools, remote-session tools, uploads, galleries, delivery links, or communications will be uninterrupted, error-free, secure, permanently available, or compatible with every device, browser, operating system, network, or app configuration.

We do not warrant or guarantee subjective satisfaction, exact likeness preferences, exact replication of references, platform acceptance, professional outcomes, commercial results, employment outcomes, publicity outcomes, social media outcomes, or third-party reactions to delivered images.

24. Limitation of liability

To the maximum extent permitted by law, Match Production, LLC’s total liability arising out of or relating to the website, services, session, deliverables, communications, galleries, bookings, or these Terms shall not exceed the total amount actually paid by the client for the specific services giving rise to the claim.

Match Production, LLC shall not be liable for indirect, incidental, consequential, special, exemplary, punitive, speculative, or reputational damages, including lost profits, lost business opportunity, lost publicity value, missed deadlines caused by client delay, third-party platform failure, participant absence, technical failure outside our control, or loss of files after the stated client download period.

Some jurisdictions do not allow certain limitations of liability, so some limitations may not apply to you.

25. Indemnification

The client agrees to defend, indemnify, and hold harmless Match Production, LLC, its owners, employees, contractors, photographers, producers, editors, retouchers, agents, representatives, and service providers from and against claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys’ fees, arising out of or related to:

• the client’s breach of these Terms;
• inaccurate, incomplete, unauthorized, or unlawful information provided by the client;
• the client’s failure to obtain permissions, releases, consents, notices, approvals, or rights;
• the client’s instructions, materials, references, brand assets, participant lists, or project materials;
• the client’s or participant’s misuse of images;
• the client’s unlawful, infringing, deceptive, or unauthorized use of deliverables;
• claims by participants, employers, agencies, event organizers, speakers, representatives, platforms, or third parties arising from materials, instructions, access, permissions, approvals, or uses supplied, directed, or approved by the client.

26. Governing law and venue

These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles.

Any dispute arising out of or relating to these Terms, the website, the services, remote sessions, deliverables, communications, bookings, or galleries shall be brought exclusively in the state or federal courts located in New York, New York, and the parties consent to the personal jurisdiction and venue of those courts.

27. Severability and no waiver

If any provision of these Terms is found to be invalid, unenforceable, or unlawful, the remaining provisions remain in full force and effect.

No waiver of any provision, breach, or right under these Terms is effective unless in writing, and no failure or delay by Match Production, LLC to enforce any provision operates as a waiver.

28. Changes to these Terms

We may update these Terms from time to time. The most current version will be posted on this page with the updated Effective Date.

By continuing to use our website or services after updated Terms become effective, you agree to the revised Terms to the extent permitted by law.

29. Contact

For questions regarding these Terms, contact:

See also our Privacy Policy.