Booking & Cancellation Policy

Effective Date: January 1, 2026

This Booking & Cancellation Policy applies to photography services, consultations, sessions, corporate headshot events, personal portraits, mini-sessions, print sales, digital image purchases, and related services provided by Fidei Digital Enterprises, LLC d/b/a Mike Hensley Photography (“Fidei Digital,” “Mike Hensley Photography,” “we,” “our,” or “us”).

Additional or different terms may apply to specific services, events, invoices, contracts, galleries, or written agreements. If there is a conflict between this policy and a service-specific agreement or invoice, the service-specific terms will control.

1. Consultations

Consultations may be scheduled through the website, CloudSpot, or another scheduling method. A consultation is intended to discuss your needs, goals, timing, location, service options, and next steps.

Scheduling a consultation does not reserve a photography session date, event date, or project date unless confirmed separately in writing.

2. Booking Confirmation

A photography session, corporate event, mini-session, or project is not confirmed until all required booking steps are completed. These may include:

·      Completion of a booking form;

·      Written confirmation from us;

·      Payment of the required fee, retainer, deposit, or invoice;

·      Acceptance of applicable terms, policies, or agreements;

·      Completion of any required release, consent, or project-specific documentation.

Dates and times are available on a first-confirmed, first-served basis.

3. Payments

Payment requirements vary by service. Some sessions, mini-sessions, print orders, digital products, or special offers may require full payment at the time of booking or purchase. Other projects may require a retainer, deposit, milestone payment, or invoice-based payment schedule.

Unless otherwise stated in writing, session fees, retainers, deposits, and booking payments reserve time on our calendar and may be non-refundable.

Applicable sales tax, shipping fees, payment processing fees, travel fees, location fees, parking fees, permit fees, rush fees, or other charges may be added where required or appropriate.

Payments may be collected through CloudSpot or another approved payment method.

4. Client Cancellations

If you need to cancel a session, event, or project, please contact us as soon as possible at mike@fideidigital.com.

Cancellation terms vary by service type. Unless otherwise stated in writing:

·      Paid booking fees, retainers, deposits, and mini-session payments are non-refundable;

·      Cancellation may result in forfeiture of amounts already paid;

·      Any remaining balance may still be due if cancellation occurs after work has begun, time has been reserved, contractors have been scheduled, or expenses have been incurred;

·      Print orders, digital product purchases, and custom products cannot be canceled once submitted, fulfilled, downloaded, or placed into production.

5. Rescheduling

We understand that scheduling conflicts, illness, emergencies, and weather can happen. Rescheduling requests will be considered based on availability and the type of service booked.

Unless otherwise stated in writing:

·      Rescheduling is subject to availability;

·      Requests should be made as early as possible;

·      A session may be rescheduled one time at our discretion without an additional fee;

·      Additional rescheduling requests may require a new booking fee or rescheduling fee;

·      Failure to reschedule within a reasonable time may result in forfeiture of amounts paid.

For mini-sessions, rescheduling is more limited because sessions are often booked in short, back-to-back time slots. Mini-session rescheduling may be available only within the same mini-session event day and only if another time slot is available. If no alternate time is available, missed mini-sessions may be treated as no-shows.

6. No-Shows and Late Arrivals

If you do not arrive for your scheduled session or fail to attend without prior notice, the session may be considered a no-show and any amounts paid may be forfeited.

Please arrive on time and prepared for your session. Late arrivals may reduce the available session time. Sessions generally cannot be extended due to late arrival, especially when other clients, locations, staff, or time slots are scheduled after your session.

For mini-sessions, late arrival may significantly reduce or eliminate the available shooting time. If you arrive too late to complete the session within the scheduled time slot, the session may be considered missed and amounts paid may be forfeited.

7. Photographer Rescheduling or Cancellation

If we need to reschedule due to illness, emergency, equipment issue, unsafe conditions, severe weather, or circumstances outside our control, we will make reasonable efforts to reschedule the session or provide an appropriate alternative.

If we cancel a session and cannot provide a reasonable rescheduling option, we may provide a refund of amounts paid for the canceled service, unless otherwise stated in a written agreement.

We are not responsible for costs incurred by the client, including travel, wardrobe, hair and makeup, location fees, or other expenses, unless expressly agreed in writing.

8. Weather, Location, and Safety

Outdoor sessions may be affected by weather, lighting, access, crowd conditions, permits, or safety concerns. We reserve the right to adjust timing, location, setup, or session plans when necessary.

If weather or unsafe conditions prevent a session from taking place, we will make reasonable efforts to reschedule or modify the session. Cloudy skies, seasonal changes, temperature, humidity, wind, location conditions, or lighting differences are not guaranteed grounds for cancellation or refund.

Clients are responsible for obtaining permission, access, or permits for locations they choose unless otherwise agreed in writing.

9. Corporate Headshot Events

Corporate headshot events may require coordination among the business client, employees, attendees, facilities staff, and our team.

The business client is responsible for:

·      Providing accurate event details;

·      Coordinating participant schedules;

·      Providing a suitable space when the session is on-site;

·      Ensuring participants arrive on time;

·      Communicating session expectations to participants;

·      Paying fees according to the agreed schedule;

·      Securing any necessary internal approvals, facility access, or location permissions.

Missed employee appointments, late arrivals, unprepared participants, limited space, interruptions, or lack of access may reduce the number of completed headshots and may not reduce the fee owed.

10. Proofs, Image Selection, and Delivery

Proofing and delivery timelines vary by service. Unless otherwise stated in writing, proof images are typically provided through an online gallery within the timeframe specified for the booked service.

Clients may be asked to select final images from a proof gallery. Editing, retouching, final delivery, and included image counts are determined by the package or written agreement.

Unless otherwise stated in writing:

·      Proofs are not final images;

·      Proofs may not be copied, posted, filtered, edited, printed, screenshotted, or distributed;

·      Final edits begin after the client makes image selections;

·      Delayed client selections may delay final delivery;

·      Additional images, advanced retouching, rush delivery, or expanded usage rights may require additional fees.

11. Editing and Retouching

Standard editing may include adjustments such as exposure, contrast, color, cropping, basic cleanup, and general image refinement.

Advanced retouching, compositing, body reshaping, extensive object removal, background replacement, wardrobe changes, complex skin work, or other detailed edits may require additional fees and may not be available for all images.

We reserve creative discretion over editing style and final image presentation.

12. Print Sales and Product Orders

Prints, albums, wall art, and other physical products may be ordered through CloudSpot or another gallery/store platform.

Because printed products are custom-made, all print and product sales are final unless otherwise stated in writing or required by law. Orders cannot typically be canceled, changed, or refunded once submitted, processed, downloaded, printed, shipped, or fulfilled.

If a product arrives damaged, defective, or incorrect, please contact us promptly at mike@fideidigital.com with your order details and photos of the issue. We will review the situation and determine the appropriate next step, which may include replacement, correction, or coordination with the fulfillment provider.

We are not responsible for print issues caused by client-selected cropping, incorrect product choices, inaccurate shipping information, display differences between screens and printed products, or delays caused by labs, carriers, weather, or other third parties.

13. Digital Downloads and File Storage

Digital downloads may be made available through online galleries. Clients are responsible for downloading and backing up final delivered files within the availability period provided.

We do not guarantee indefinite online gallery access, image storage, re-downloads, or long-term file archiving unless expressly agreed in writing.

Expired, deleted, archived, or unavailable galleries may require a reactivation fee if files are still available.

14. Refunds

Refund eligibility depends on the service, product, timing, and specific circumstances.

Unless otherwise stated in writing:

·      Booking fees, retainers, deposits, and mini-session payments are non-refundable;

·      Completed photography services are non-refundable;

·      Digital image purchases are non-refundable once delivered or downloaded;

·      Print and custom product sales are final once submitted or fulfilled;

·      Refunds are not provided due to personal preference, change of mind, dissatisfaction with personal appearance, weather differences, hairstyle, clothing choices, late arrival, missed sessions, or failure to follow preparation guidance.

This policy does not limit any rights you may have under applicable law.

15. Model Releases and Marketing Use

Client images, portraits, and likenesses are not used for website display, portfolio use, social media, advertising, contests, publications, or other promotional purposes unless permitted by a separate signed release or written permission.

16. Contact

Questions about bookings, cancellations, rescheduling, galleries, or print orders may be directed to:

Fidei Digital Enterprises, LLC d/b/a Mike Hensley Photography
Website: www.FideiDigital.com
Email: mike@fideidigital.com
Location: Ohio, United States