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Master Terms of Service

Last updated: August 8, 2026 • Version: v2.2

1. Agreement to Terms

This Master Terms of Service constitutes a legally binding agreement between HQ Portraits and the client. By using the website, booking a session, or purchasing a gift card, 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 and website 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: Valid for one year from purchase.
  • 4.2. Non-Refundable: Gift cards cannot be exchanged for cash.
  • 4.3. Single Use: Any remaining balance after the first booking is forfeited.

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-hour 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, or unplug cameras, lights, or the Magic Mirror.
  • 7.2. Property Damage: The client is responsible for repair or replacement costs for equipment damaged by their party.
  • 7.3. Backdrop Maintenance: Floor refresh, full reset, or cleaning fees may apply when backdrops are stained, torn, or otherwise damaged beyond normal wear.
  • 7.4. IMPORTANT: Do NOT arrive with body oils, Vaseline, body butter, or greasy lotions on your skin. These products permanently stain our 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. No exceptions.

8. Media Release and Privacy

  • 8.1. Fort Knox Privacy: By default, HQ Portraits will never publicly display your images.
  • 8.2. Model Release: If you opt in, you grant HQ Portraits the right to use images for advertising and marketing.

9. Intellectual Property and Website Use

  • 9.1. Ownership: Website content and HQ Portraits assets are protected by applicable copyright and intellectual property law.

10. Legal Disclaimers and Jurisdiction

  • 10.1. Disclaimer: Services are provided "as is."
  • 10.2. Liability: HQ Portraits is not liable for incidental damages or personal injury except in cases of gross negligence.
  • 10.3. Governing Law: This agreement is governed by North Carolina law. Exclusive jurisdiction lies in Mecklenburg County, North Carolina.

Contact

Questions about these terms can be sent to hi@hqportraits.com. Studio address: 415 Minuet Lane, Suite "E", Charlotte, NC, 28217.

For the separate release used by Community Career Headshot Days, read the model release terms.