Terms and Conditions
Terms and Conditions
Heritage Santa Mini Sessions – Operated by Ballad Creative
Effective Date: October 30, 2025
By booking a session with Heritage Santa Mini Sessions, you agree to the following terms and conditions:
1. Booking and Payment
1.1 All bookings require full payment at the time of reservation.
1.2 Your booking is considered tentative until you receive session confirmation from Heritage Santa Mini Sessions.
1.3 Prices are subject to change without notice, but confirmed bookings will honor the price paid at the time of booking.
2. Session Confirmation
2.1 Santa Availability: Sessions are confirmed based on booking demand. We schedule our professional team to maintain quality and affordability.
2.2 You will receive session confirmation via email within 48-72 hours of booking.
2.3 If we are unable to confirm your session due to insufficient bookings or Santa availability, you will receive:
- A full refund, OR
- The option to transfer to another available date at no additional charge
2.4 We reserve the right to cancel or reschedule sessions due to unforeseen circumstances, including but not limited to staff illness, facility issues, or severe weather conditions.
3. Cancellation and Rescheduling Policy
3.1 Customer Cancellations:
- Cancellations made 48 hours or more before your confirmed session time will receive a full refund.
- Cancellations made less than 48 hours before your session are non-refundable.
3.2 Rescheduling:
- You may reschedule your session up to 48 hours before your confirmed time at no charge, subject to availability.
- Rescheduling requests made less than 48 hours before your session may be accommodated on a case-by-case basis but are not guaranteed.
- Contact us using the information in your confirmation email to reschedule.
3.3 No-Shows:
- Failure to arrive for your scheduled session without prior notice will result in forfeiture of your booking fee.
4. Session Guidelines
4.1 Duration: Sessions are 20 minutes in length. Please arrive 5 minutes early to ensure your full session time.
4.2 BYO Santa Sessions: If you are bringing your own Santa, they must arrive 15 minutes early for costume fitting. Your Santa must bring the required items as outlined in your confirmation email (white t-shirt, black shoes, black socks).
4.3 Conduct: We reserve the right to end a session early or refuse service if behavior is disruptive, disrespectful, or unsafe. No refund will be issued in such cases.
4.4 Props and Personal Items: You are welcome to bring props, letters to Santa, or personal items. Heritage Santa Mini Sessions is not responsible for lost, damaged, or forgotten items.
5. Photography and Image Delivery
5.1 Image Delivery: You will receive 5-10 professionally edited digital images via a private online gallery within 5-7 business days of your session.
5.2 Image Selection: The photographer will select and edit the best images from your session. Specific image requests cannot be guaranteed.
5.3 Editing Style: All images are professionally edited in our signature style. We do not provide unedited/raw files.
5.4 Additional Images: Additional images beyond your package may be available for purchase through your online gallery.
6. Image Usage and Copyright
6.1 Copyright: Heritage Santa Mini Sessions retains copyright and ownership of all images.
6.2 Personal Use License: You receive a personal use license for the digital images included in your package. This allows you to:
- Print for personal use
- Share on social media for personal purposes
- Order prints through our online gallery
6.3 Prohibited Uses: You may NOT:
- Use images for commercial purposes without written permission
- Sell, redistribute, or license the images to third parties
- Remove watermarks or alter photographer credits
6.4 Marketing Use: At your session, you will complete a photo release consent form where you can choose whether or not to allow Heritage Santa Mini Sessions to use your images for marketing, social media, website, and promotional purposes. We respect your decision and will honor your preferences without judgment.
7. Image Editing and Alterations
7.1 Professional Editing: All delivered images are professionally edited and represent our artistic vision and brand standards.
7.2 Customer Alterations: If you choose to apply filters, edits, or alterations to your images:
- You may do so for personal use
- You may NOT tag, credit, or associate Heritage Santa Mini Sessions with edited/altered images on social media or any public platform
- We are not responsible for the quality or appearance of images you have modified
7.3 Rationale: Our professional reputation is built on the quality of our work. Altered images do not reflect our standards and should not be attributed to Heritage Santa Mini Sessions.
8. Print Orders
8.1 All print orders (professional prints, wall art, mugs, etc.) are fulfilled through our partner Zenpholio and shipped from Canada.
8.2 Print orders are separate from your session booking and are subject to Zenpholio’s terms, pricing, and shipping policies.
8.3 Heritage Santa Mini Sessions is not responsible for shipping delays, print quality issues, or lost shipments. Please contact Zenpholio directly for print-related customer service.
9. Weather and Facility
9.1 Indoor Sessions: All sessions take place indoors at the historic Drummond Manor. Rain or snow will not affect your scheduled session.
9.2 Severe Weather: In the event of severe weather that makes travel unsafe, we will work with you to reschedule according to our cancellation policy.
9.3 Facility Respect: Drummond Manor is a heritage property. Please be respectful of the space and follow all facility guidelines.
10. Health, Safety, and Accessibility
10.1 Illness: If you or any member of your party is ill on the day of your session, please contact us to reschedule. We prioritize the health and safety of all guests and staff.
10.2 Allergies: Please notify us in advance of any allergies or sensitivities (costumes, props, etc.).
10.3 Accessibility Features:
- Wheelchair and stroller accessible entrance with ramp
- Accessible washroom facilities
- Diaper changing table available in washroom
- Please contact us in advance if you require additional accessibility accommodations
10.4 Sensory Considerations: We strive to create a calm, low-stimulus environment for all families. While we are not sensory/stimulation experts, we keep sessions quiet, unhurried, and comfortable. If your child has specific sensory needs, please let us know in advance so we can do our best to accommodate.
11. Liability
11.1 Ballad Creative (operating as Heritage Santa Mini Sessions) carries business liability insurance and operates in accordance with industry standards for professional photography services.
11.2 Ballad Creative (operating as Heritage Santa Mini Sessions) and Drummond Farms are not liable for injury, loss, or damage to persons or property during your session beyond the coverage provided by our business insurance policy.
11.3 Parents/guardians are responsible for supervising children at all times during the session.
11.4 You agree to indemnify and hold harmless Ballad Creative, Heritage Santa Mini Sessions, its staff, and Drummond Farms from any claims arising from your participation in a session.
12. Privacy
12.1 We collect personal information (name, email, phone) solely for the purpose of managing your booking and delivering your images.
12.2 We will not sell, share, or distribute your personal information to third parties except as necessary to fulfill our services (e.g., payment processing, image delivery).
12.3 Your email address may be used to send session-related communications and occasional promotional offers. You may opt out of promotional emails at any time.
13. Disputes and Governing Law
13.1 These terms and conditions are governed by the laws of Ontario, Canada.
13.2 Any disputes arising from these terms or your booking will be resolved through good-faith negotiation. If resolution cannot be reached, disputes will be settled in the courts of Ontario.
14. Changes to Terms
14.1 Heritage Santa Mini Sessions reserves the right to update or modify these terms at any time.
14.2 Changes will be posted on our website with an updated effective date.
14.3 Bookings made before changes take effect will be governed by the terms in place at the time of booking.
15. Contact Information
For questions about these terms or your booking, please contact:
Heritage Santa Mini Sessions
Operated by Ballad Creative
At Drummond Manor, Waterdown
Email: hello@balladcreative.ca
Website: www.heritagesanta.ca
16. Acceptance
By completing your booking, you acknowledge that you have read, understood, and agree to these Terms and Conditions.
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