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Master Terms of Service

Last updated: October 6, 2026 • Version: v2.3

1. Agreement to Terms

These Master Terms of Service constitute a legally binding agreement between HQ Portraits and the client. By using our website, booking a session, purchasing a gift card, or otherwise using our services, you agree to these Terms.

2. Eligibility and Use of Service

  • 2.1. Age Requirement: You must be at least 18 years old to form a binding contract.
  • 2.2. Lawful Use: You agree to use our studio, website, and services only for lawful purposes.

3. Booking, Pricing, and Card-on-File Authorization

  • 3.1. Session Pricing: Current rates and package details are available at hqportraits.com/booking.
  • 3.2. Reservation Retainer: Payments hold your specific date and time.
  • 3.3. Non-Refundable Booking Fee: A $10 non-refundable fee is required to initiate certain bookings and remains non-refundable under all circumstances.

4. Gift Cards

  • 4.1. Validity: Gift cards are valid for one year from the date of purchase.
  • 4.2. Non-Refundable: Gift cards cannot be exchanged for cash except where required by applicable law.
  • 4.3. Redemption: Gift cards are subject to the redemption terms disclosed at the time of purchase.

5. Cancellation and Rescheduling

  • 5.1. Cancellation Policy (>24h Notice): If you cancel at least 24 hours before the session, you will receive a refund minus the $10 non-refundable booking fee.
  • 5.2. Late Cancellation and No-Shows (<24h Notice): Cancellations with less than 24 hours' notice, or failure to arrive, result in forfeiture of all funds paid.
  • 5.3. Rescheduling: The first reschedule is complimentary only when completed with at least 24 hours' notice. A late first reschedule and every additional reschedule costs $35 plus applicable sales tax and must be paid before the new time is confirmed.

6. Studio Rules and North Carolina Fire Safety

  • 6.1. Fire Code Compliance: Smoking, vaping, open flames, candles, incense, and sparklers are strictly prohibited.
  • 6.2. Violation Penalty: Violations may result in immediate session termination without refund and a $500 safety violation fee.
  • 6.3. Alcohol and Liquids: Alcohol is prohibited. Champagne may be used only as a closed prop. Opening a bottle may trigger a $500 replacement fee.

7. Equipment and Backdrop Liability

  • 7.1. Perfect Focus Rule: Do not touch, move, unplug, or adjust cameras, lights, the Magic Mirror, or other studio equipment unless specifically instructed by HQ Portraits.
  • 7.2. Property Damage: The client is responsible for reasonable repair or replacement costs for equipment or other studio property damaged by the client or anyone in the client's party.
  • 7.3. Backdrop Maintenance: Floor refresh, full reset, cleaning, repair, or replacement fees may apply when backdrops are stained, torn, or otherwise damaged beyond normal wear.
  • 7.4. Body Products: Do not arrive with body oils, Vaseline, body butter, self-tanner, or greasy lotions on your skin. These products may permanently stain professional backdrops and studio equipment. Any damage or excessive cleaning caused by body products will be charged to the client, including the full cost of backdrop replacement when necessary.

8. Media Release and Privacy

  • 8.1. Fort Knox Privacy: By default, HQ Portraits will not publicly display your images.
  • 8.2. Model Release: If you voluntarily opt in to a Model Release, you grant HQ Portraits the rights described in that release to use the applicable images for advertising, social media, portfolio, and other promotional purposes.

9. Intellectual Property and Website Use

  • 9.1. Ownership: Website content, branding, software, designs, text, graphics, and other HQ Portraits assets are protected by applicable copyright, trademark, and other intellectual property laws.

10. Legal Disclaimers and Jurisdiction

  • 10.1. Disclaimer: Services are provided “as is” to the extent permitted by applicable law.
  • 10.2. Liability: To the extent permitted by applicable law, HQ Portraits is not liable for incidental or consequential damages or personal injury except in cases of gross negligence or where liability cannot legally be excluded.
  • 10.3. Governing Law: These Terms are governed by the laws of the State of North Carolina. Exclusive jurisdiction lies in Mecklenburg County, North Carolina, except where applicable law requires otherwise.

11. SMS Messaging Terms

11.1. HQ Portraits SMS Program: HQ Portraits offers optional SMS communications. Depending on the consent provided and your interactions with us, messages may include responses to inquiries, booking activity, incomplete booking follow-ups, appointment confirmations and reminders, photo session information and updates, customer support, and other service-related communications.

Customers who separately opt in to promotional SMS communications may also receive studio updates, seasonal session announcements, special offers, promotions, and other marketing messages from HQ Portraits.

  • 11.2. Consent: Consent to receive SMS messages is voluntary and is not required as a condition of purchasing or booking any HQ Portraits product or service. Where applicable, consent for marketing or promotional SMS messages is obtained separately from consent for booking, customer care, and other service-related messages.
  • 11.3. Customer-Initiated Messages: You may initiate an SMS conversation by texting our published business phone number. We may respond to your inquiry and communicate with you within the context of that customer-initiated conversation. Initiating an SMS conversation does not constitute consent to receive unrelated recurring promotional messages.
  • 11.4. Message Frequency and Charges: Message frequency varies based on your interactions with HQ Portraits and the messaging preferences you select. Message and data rates may apply.
  • 11.5. Opt-Out: You may opt out of SMS messages at any time by replying STOP. After opting out, you may receive a confirmation message. We will honor your opt-out request in accordance with applicable requirements.
  • 11.6. Help: Reply HELP for help or contact HQ Portraits at hi@hqportraits.com.
  • 11.7. Privacy: Information collected in connection with SMS communications is handled in accordance with our Privacy Policy at hqportraits.com/privacy.
  • 11.8. Carrier Disclaimer: Wireless carriers are not liable for delayed or undelivered messages.

12. Telephone Communications and Call Recording

  • 12.1. Call Recording: Telephone calls with HQ Portraits may be recorded and transcribed for customer service, quality assurance, training, recordkeeping, and to help us maintain accurate information about customer inquiries and interactions.
  • 12.2. Notice and Consent: When a call is recorded, HQ Portraits will provide notice before recording begins where required by applicable law. By continuing a call after receiving notice that the call may be recorded, you consent to the recording and processing of the call to the extent permitted by applicable law.
  • 12.3. Declining Recording: If you do not wish to participate in a recorded call, please inform us or discontinue the call and contact HQ Portraits through another available communication method, such as email or SMS.
  • 12.4. Processing of Recorded Calls: Recorded calls may be transcribed, summarized, and associated with customer records to assist with customer service, booking coordination, recordkeeping, and continuity of communications.
  • 12.5. Privacy: Call recordings, transcripts, summaries, and related communication information are handled in accordance with our Privacy Policy at hqportraits.com/privacy.

13. Contact

Questions about these Terms can be sent to:

HQ Portraits
415 Minuet Lane, Suite "E"
Charlotte, NC 28217
hi@hqportraits.com

For the separate release used by Community Career Headshot Days, please refer to the applicable model release terms.