Last updated: 13 September 2026
This Cancellation Policy applies to bookings with Zoom Photo Studio and forms part of our Booking Terms & Conditions. It is designed to protect the time reserved for each client while treating cancellations and unavoidable changes fairly.
1. How to cancel or request a new date
Please contact us as soon as possible by emailing hello@zoomphotostudio.co.uk or telephoning 07305 796 808. Include your name, booking reference, session date and whether you wish to cancel or rearrange.
A cancellation or date change takes effect when we receive it. We will confirm the outcome in writing. If you do not receive confirmation, please contact us again.
2. More than 14 days before the session
If you give more than 14 clear calendar days’ notice, you may normally transfer the booking once to another available date without an administration charge.
If you cancel rather than rearrange, we will refund payments received after deducting any reasonable amount needed to cover work already completed and direct costs or losses that cannot reasonably be recovered. Where the booking fee is a small and reasonable amount representing the cost of reserving and administering the date, it may be retained, but never beyond our actual net loss.
3. Between 7 and 14 days before the session
We will try to offer one alternative date, subject to availability. Because it may be difficult to refill the original appointment, we may retain some or all of the booking fee to cover our direct loss. Any additional amount paid will be refunded after deducting services already supplied and unavoidable costs.
4. Less than 7 days before the session
For cancellation or rescheduling with fewer than seven clear calendar days’ notice, the booking fee may be retained and a new booking fee may be required for another date. If you have paid more than the booking fee, we will refund the balance after deducting services already provided and our genuine net loss resulting from the late cancellation.
We will take reasonable steps to reduce our loss, including offering the date to another client where practical. We will not charge more than the loss we actually incur.
5. Non-attendance and significant lateness
If you do not attend and have not contacted us, the booking will be treated as a cancellation on the day. The same may apply where arrival is so late that the agreed session cannot reasonably be completed.
Where possible, a late session will continue using the remaining booked time. Extending the session cannot be guaranteed because it may affect other clients or studio commitments.
6. Illness and emergencies
Please do not attend if you or a participant has a contagious illness or if attending would be unsafe. Contact us at the earliest opportunity. We will consider genuine illness, pregnancy-related concerns, a child’s sudden illness, bereavement and other serious emergencies sympathetically and will normally prioritise rearranging the session.
We may ask for reasonable information to understand the circumstances, but we do not require unnecessary medical details. Repeated changes or requests made after the session should have started may require a new booking fee where we have suffered a genuine loss.
7. Weather and travel
Normal Scottish weather or ordinary traffic disruption does not automatically cancel a studio booking. Please allow sufficient travel time.
For an outdoor session, or where official warnings or conditions make travel or photography unsafe, we will agree a suitable alternative location or date. Where neither is reasonably possible, refunds will be handled in accordance with the services already supplied, unavoidable costs and your statutory rights.
8. Cancellation by Zoom Photo Studio
If we cannot provide the agreed session because of our illness, equipment failure, studio unavailability or another matter within our responsibility, we will offer a suitable replacement date. If you do not wish to accept it, we will refund all sums paid for services and products not supplied.
We are not responsible for additional travel, accommodation or other arrangements unless we expressly agreed them in writing or the law requires otherwise.
9. Weddings, events and bespoke commissions
A wedding, event, commercial assignment or specially commissioned project may have a separate written cancellation schedule because more preparation, suppliers or reserved time may be involved. Where you have expressly accepted bespoke written terms, they will take precedence over this general policy to the extent they differ, but they will not remove your statutory rights.
10. Products and digital content
Cancellation of a session does not automatically cancel personalised products or editing work already approved and begun. Made-to-order products may not carry the usual change-of-mind cancellation right once production has started. Digital downloads may also be treated differently where you expressly asked for immediate supply and acknowledged any effect on a statutory cancellation right.
This does not affect your rights where a product or digital file is faulty, misdescribed or not supplied as agreed.
11. Your statutory cancellation rights
Nothing in this policy removes any cancellation right you have under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 or any other applicable law. Some photography services connected with a specified date may fall within a legal exception to the usual 14-day cancellation period.
Where a statutory cancellation right applies and you ask us to begin work during that period, we may charge a proportionate amount for services supplied before cancellation, provided the legal requirements for doing so have been met.
12. Refunds
Approved refunds will be returned to the original payment method wherever possible, normally within 14 days after the amount has been agreed. Bank or payment-provider processing times are outside our control.
13. Contact
Questions about a cancellation or refund should be sent to hello@zoomphotostudio.co.uk.