Acceptance of Terms

These Terms & Conditions (“Terms”) govern your access to and use of the website, services, communications, deliverables, galleries, bookings, remote sessions, and related offerings provided by Match Production, LLC (“Match Production,” “we,” “our,” or “us”).

By accessing our website, requesting a quote, communicating with us, booking a session, submitting payment, signing an agreement, participating in a session, receiving deliverables, 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.

Services

Match Production provides professional photography and related creative services, including but not limited to headshots, executive portraits, business portraits, team photography, corporate photography, on-location photography, remote photography sessions, editing, retouching, image delivery, and related production services.

Session details, deliverables, turnaround times, image counts, retouching scope, logistics, pricing, and usage rights may vary by package, booking page, custom quote, invoice, proposal, email confirmation, or signed agreement.

If there is any conflict between these Terms and a signed agreement, proposal, invoice, or written booking confirmation, the more specific written document will control for that project.

Booking and Confirmation

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

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

We reserve the right to decline, postpone, or cancel an unconfirmed booking if scheduling, staffing, safety, access, technical limitations, building restrictions, location rules, participant unavailability, or other practical considerations make the session impractical or commercially unreasonable.

Payment Terms

Studio and on-location sessions require a non-refundable 50% deposit to confirm the booking.
The remaining 50% for studio and on-location sessions is due immediately after the shoot upon receipt of the preview gallery, unless otherwise stated in writing.
Retouching, editing, file preparation, delivery, and all other post-production work begin only after the remaining balance has been paid in full.
Remote headshots must be paid in full at the time of booking.
All deposits are non-refundable once the date, time, studio slot, production capacity, staffing, or other reserved resources have been held for the client.
We may withhold previews, proofs, retouched files, final images, downloads, gallery access, and usage rights until all outstanding balances have been paid in full.

The client is responsible for applicable taxes, processing fees, rush fees, permit fees, location fees, parking, mileage, shipping, messenger charges, equipment rentals, studio rentals, rentals from third parties, and other project-related expenses where applicable.

Cancellations, Rescheduling, and No-Shows

Studio and on-location sessions:

The 50% booking deposit is non-refundable in all cases.
Rescheduling is available only if requested by email no later than 2 days before the scheduled shoot date.
If a rescheduling request is submitted on time and approved by Match Production, the original deposit may be applied to the new booking date.
If the request is made less than 2 days before the shoot, the booking cannot be moved and the deposit remains non-refundable.
If the client cancels the session, the deposit remains non-refundable.

Remote headshots:

Remote headshots are paid in full at the time of booking.
All remote headshot bookings are final.
Remote headshot bookings cannot be cancelled, rescheduled, or refunded unless Match Production expressly agrees otherwise in writing.

Late arrivals and no-shows:

Late arrival may reduce available shoot time and may reduce the number of images, looks, setups, or deliverables captured during the reserved session.
If a client, participant, or team is more than 30 minutes late, unavailable, unprepared, unreachable, or fails to appear during the reserved time, the booking may be treated as a no-show at our discretion.
No-shows do not qualify for refund, credit, or rescheduling.

Client Responsibilities

The client is responsible for providing accurate booking information, timely approvals, clear session goals, participant coordination, wardrobe readiness, location details, access information, and any other information reasonably required for Match Production to perform the services.

For team and corporate sessions, the client is also responsible for internal scheduling, participant flow, internal communications, and providing an on-site or day-of point of contact unless otherwise agreed in writing.

We are not responsible for reduced deliverables, delays, missed coverage, missed looks, or lower output caused by client lateness, lack of preparation, participant absence, wardrobe problems, internal scheduling conflicts, access problems, or failure to obtain needed approvals.

On-Location Sessions, Building Access, and Permits

For on-location sessions, the client is responsible for securing access to the premises and obtaining any required permissions, permits, property releases, certificates of insurance, security clearances, building approvals, freight reservations, elevator access, loading arrangements, or other documentation required by the venue, landlord, property manager, or building staff, unless otherwise agreed in writing.

Unless otherwise agreed in writing, the client is responsible for any location fees, permit fees, parking charges, freight or loading charges, site-specific requirements, and building-related costs.

We are not liable for reduced coverage, delay, interruption, or inability to perform caused by denied access, building restrictions, weather, unsafe conditions, crowding, noise, power limitations, site rules, property limitations, or other location-related issues outside our reasonable control.

Remote Sessions

For remote sessions, the client and participant are responsible for having a compatible device, stable internet connection, sufficient battery power, and a workable shooting environment, including acceptable light, background, and room conditions.

Remote image quality may be affected by device limitations, camera limitations, available light, room layout, background, internet stability, app performance, and other factors outside our control.

Match Production is not responsible for degraded results caused by poor light, weak internet, interrupted calls, device limitations, incompatible devices, setup issues, environmental problems, or failure to follow live direction.

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

Creative Process and Artistic Discretion

Photography is a creative service. Results may vary depending on timing, environment, lighting conditions, participant comfort, location constraints, styling, logistics, and artistic judgment.

Match Production retains sole artistic and technical discretion regarding composition, framing, lighting, posing direction, background selection, editing style, retouching approach, cropping, color treatment, and the final selection of deliverable images, unless otherwise agreed in writing.

We do not guarantee exact replication of reference images, moodboards, prior sessions, campaign examples, competitor imagery, or images found online.

Image Selection, Proofs, and Final Deliverables

Unless otherwise stated in writing, Match Production determines which images are included in previews, proofs, galleries, selects, and final delivery.

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

RAW files, unedited files, source files, and working files are not included unless specifically agreed in writing.

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

Editing and Retouching

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

Retouching included in any package is limited to the scope stated in that package, quote, invoice, or agreement. Additional or advanced retouching may require extra fees and longer turnaround times.

Retouching is performed in Match Production’s 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, or conflict with our professional standards.

Turnaround Times

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

Delivery timelines may be affected by client response times, selection delays, revision volume, holidays, travel, technical issues, vendor delays, force majeure events, staffing issues, or changes to project scope.

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

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, or gallery settings. Unless otherwise stated, gallery access is temporary.

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

Match Production does 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.

Copyright and Ownership

Except where a separate signed written agreement expressly states otherwise, Match Production 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 or its duly authorized agent states otherwise.

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

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, 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, 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 them as standalone creative assets to unrelated third parties.
Submit them to stock libraries or AI datasets.
Remove watermarks from proofs.
Claim authorship of the images.
Use the images to train or improve artificial intelligence, machine learning, biometric, or facial recognition systems.

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

Portfolio Use and Public Display

Unless the client requests otherwise in writing before the session, or unless confidentiality restrictions are expressly agreed in writing, Match Production 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, Match Production may also identify the client, company, role, 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 will apply only if expressly accepted by Match Production in writing.

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

Confidential Sessions and Client Restrictions

If a client requires that photographs, project details, participant identity, company 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 Match Production in writing.

Additional fees, delivery limitations, workflow limitations, or modified service terms may apply to confidential, embargoed, or restricted-use projects.

Even where public display is restricted, Match Production 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 purposes.

Third-Party Platforms and Vendors

We may use trusted third-party providers to operate our business and deliver services, including payment processors, scheduling platforms, SMS providers, email providers, gallery platforms, AI-assisted call tools, CRM tools, cloud storage vendors, file transfer services, workflow automation services, analytics providers, and remote-session technology providers.

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

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

Calls, SMS, and Service Communications

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

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@match-production.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 purposes.

Privacy

We collect and use information you provide to us, including your name, email address, phone number, company details, participant information, booking details, payment-related information, communications, and session preferences, in order to operate our website, respond to inquiries, schedule services, process payments, deliver galleries and files, provide customer support, and send service-related communications.

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

Force Majeure

Match Production is 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, transportation disruption, theft, government action, public health event, venue shutdown, travel restriction, or similar events.

If such an event occurs, Match Production may reschedule the affected services, issue a credit, 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.

Limitation of Liability

To the maximum extent permitted by law, Match Production’s total liability arising out of or relating to the website, services, session, deliverables, communications, 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 shall not be liable for indirect, incidental, consequential, special, exemplary, punitive, or speculative damages, including lost profits, lost business opportunity, lost publicity value, reputational harm, missed deadlines caused by client delay, third-party platform failure, or loss of files after the stated client download period.

Indemnification

The client agrees to defend, indemnify, and hold harmless Match Production, its owners, employees, contractors, photographers, producers, agents, and representatives 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 or unauthorized information provided by the client.
The client’s failure to obtain permissions, releases, consents, permits, or location approvals.
The client’s misuse of images.
The client’s unlawful or infringing use of deliverables.
Claims by participants, employers, agencies, building management, or third parties arising from materials, instructions, access, or approvals supplied by the client.

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, or the services 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.

Severability and No Waiver

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

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

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.

Contact

For questions regarding these Terms, please contact:

Match Production, LLC
hello@match-production.com
347.797.0185
545 8th Ave, New York, NY 10018