These terms and conditions apply to every engagement undertaken by Tom van Zantvliet. They are supplied with every quotation and published here. They draw on the standard terms of the Dutch photographers’ association DuPho and the UK Association of Photographers.
Last updated 5 October 2026
1.1 “Contractor” means Tom van Zantvliet, a sole trader working under his own name, with addresses at Rogers Estate, Globe Road, London E2 0JZ, United Kingdom, and Tremolietdijk, 4706 TT Roosendaal, Netherlands.
1.2 “Client” means the person or organisation that commissions the Contractor.
1.3 “Quotation” means the written offer issued by the Contractor describing the Services, the Fee and any terms specific to the engagement.
1.4 “Services” means the work described in the Quotation, which may include photography, video, campaign strategy, messaging and communications advice, hosting, chairing and comedy performance.
1.5 “Work” means every photograph, film, written document and other deliverable produced by the Contractor in the course of the Services.
1.6 “Fee” means the price for the Services stated in the Quotation, exclusive of agreed expenses.
1.7 “Consumer” means a Client who is a private individual acting for purposes outside a trade, business or profession.
1.8 “Agreement” means the Quotation and these terms together.
2.1 These terms apply to every Quotation, Agreement and delivery of Services by the Contractor, to the exclusion of any terms the Client may seek to impose.
2.2 Where the Quotation departs from these terms, the Quotation prevails.
2.3 Section 14 applies in addition where the Client is a Consumer. Nothing in these terms limits a Consumer’s statutory rights.
3.1 A Quotation is valid for thirty days from its date.
3.2 An engagement is confirmed when the Client accepts the Quotation in writing. Acceptance by email is sufficient.
3.3 For photography and video, the date is reserved on receipt of a deposit of 25% of the Fee.
3.4 For strategy and messaging work, the Quotation states the scope, the number of days and the deliverables. Work outside that scope is quoted separately before it is undertaken.
3.5 The Contractor undertakes to perform the Services with reasonable skill and care. The obligation is one of professional effort, not of a guaranteed result.
4.1 If the Client cancels a photography, video or performance booking, the following is payable: more than fourteen days before the date, the deposit; between fourteen days and seventy-two hours before the date, 50% of the Fee; less than seventy-two hours before the date, the full Fee. Where the Client is a Consumer, a reasonable proportion of the Fee is payable instead, reflecting work already performed and bookings declined.
4.2 The Client may reschedule once at no charge where notice is given more than fourteen days before the date and the Contractor is available on the new date.
4.3 If the Contractor is prevented from performing by illness, accident or circumstances beyond his reasonable control, he will make reasonable efforts to propose a replacement acceptable to the Client. If no replacement is agreed, the Contractor refunds all sums paid for the Services not performed, and that refund is the full extent of his liability for the non-performance. Services already performed and agreed expenses already incurred may be invoiced.
4.4 For outdoor photography, a fallback date is agreed in advance. Adverse weather on the day does not constitute cancellation by either party.
4.5 Either party may terminate a strategy or messaging engagement on fourteen days’ written notice. The Client pays for the days worked and the agreed expenses incurred up to the date of termination.
5.1 The Client arranges access, permissions and any permits required by the venue or organizer.
5.2 At the Client’s own events, the Client informs attendees that photography or filming is taking place and obtains any consent required for the Client’s intended use of the Work. The Contractor is not liable for the consequences of a failure to do so.
5.3 The Contractor follows reasonable instructions from the Client’s team and determines the technical and creative execution of the Work.
6.1 Edited photographs are delivered as high-resolution JPEG files through a download link within fourteen days of the shoot, or sooner where agreed for press and campaign use. Video is delivered as specified in the Quotation. Written deliverables are delivered in the format the Quotation describes.
6.2 The Contractor selects and edits the images in his own style. Unedited and RAW files are not supplied. The Client may request once, at no additional charge, that a reasonable number of further images from the shoot be edited.
6.3 The download link remains active for twelve months from delivery. The Client is responsible for downloading and backing up the files within that period. The Contractor retains the Work in his archive but does not provide a storage service.
6.4 Any defect in the delivered Work must be notified within ten working days of delivery. The Contractor will remedy the defect or deliver replacement Work. After that period the Work is deemed accepted. This clause does not apply to Consumers, for whom the statutory rules on conformity apply.
6.5 Complaints of any kind may be addressed to hello@tomvanzantvliet.com. The Contractor responds within fourteen days.
7.1 Copyright in all Work remains with the Contractor.
7.2 The Client receives a non-exclusive licence to use the Work for the purpose stated in the Quotation. For campaign and organisational engagements, that purpose includes the Client’s own channels, print, press releases and reports, without limit of time.
7.3 Where the Quotation is silent on use, the licence is limited to a single use, unaltered, for the purpose understood by both parties at the time of the engagement.
7.4 The licence does not include the sale of the Work, its transfer to third parties, its use in paid advertising, or its use for the training of machine-learning systems, unless the Quotation expressly provides otherwise.
7.5 The licence takes effect on payment of the Fee in full. Use of the Work before that date, or outside the scope of the licence, is invoiced at the Contractor’s usual fee for that use increased by 100%, without prejudice to any further claim.
7.6 For strategy and messaging work, the Client may use the deliverables within its own organisation and its own campaign without limit. The Contractor’s methods, templates and general know-how remain his property.
8.1 The Client credits the Contractor as “Photo: Tom van Zantvliet” wherever a credit is practicable. On social media, a tag or a line in the caption is sufficient.
8.2 The Contractor asserts his right to be identified as the author under section 77 of the Copyright, Designs and Patents Act 1988 and article 25 of the Dutch Auteurswet.
8.3 The Client may crop and resize the Work. The Client may not otherwise alter, filter, recolour or combine the Work in a manner that changes it, nor place it in a context that misrepresents what it shows.
9.1 The Contractor may show commissioned Work in his portfolio, on this website and in his own social channels. A portrait commissioned by a Consumer is shown only with the consent of the person portrayed, which the Contractor requests at the time.
9.2 Where an engagement is sensitive, for example in relation to safeguarding, the security of an action or an internal strategy document, the Client informs the Contractor and the parties agree in writing what is to remain private.
9.3 Each party keeps confidential all non-public information received from the other about its organisation, plans, people and methods, during the engagement and afterwards, except where disclosure is required by law.
10.1 A working day comprises up to eight hours, including travel within London.
10.2 The Contractor advises; decisions remain with the Client. The Contractor is not responsible for the outcome of a campaign, an election or a press strategy. Nothing delivered constitutes legal advice.
11.1 The Fee, travel and technical requirements (microphone, stage time, running order) are set out in the Quotation.
11.2 The Client informs the Contractor of the audience and the intended tone of the event. The Contractor determines the material within that brief.
11.3 Cancellation is governed by section 4.
12.1 Fees are as stated in the Quotation. No VAT or btw is charged unless the Quotation states otherwise and shows a registration number.
12.2 Travel outside London, accommodation and other out-of-pocket expenses agreed in advance are charged at cost. Additional hours on the day are charged at the quoted day rate divided by eight.
12.3 Invoices are payable within fourteen days of the invoice date.
12.4 For business Clients in the United Kingdom, overdue invoices bear statutory interest at 8% above the Bank of England base rate together with the fixed compensation provided by the Late Payment of Commercial Debts (Interest) Act 1998 (£40, £70 or £100 according to the amount). For business Clients in the Netherlands, the statutory commercial interest (wettelijke handelsrente) and extrajudicial collection costs under the Wet incassokosten apply, subject to a minimum of €40. For Consumers, statutory interest and collection costs are charged only after a written reminder allowing fourteen days for payment.
12.5 The Contractor may quote a reduced Fee to campaign groups, trade unions and community organisations. Any reduction is stated in the Quotation and is not implied by these terms.
13.1 The Contractor’s total liability arising from an engagement is limited to the Fee for that engagement.
13.2 The Contractor is not liable for indirect or consequential loss, including loss of revenue, loss of opportunity and reputational harm.
13.3 The Contractor keeps backups of all Work. If files are lost before delivery through no fault of the Contractor, his liability is limited to a refund of the sums paid.
13.4 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, for the Contractor’s intent or gross negligence, or for any other liability that cannot lawfully be limited.
13.5 If a third party makes a claim in relation to the Work, the parties consult each other before either responds.
14.1 A Consumer retains every right conferred by the consumer law of the country in which the Consumer lives. Nothing in these terms removes those rights.
14.2 Where the Agreement is concluded at a distance, by email or through this website, the Consumer may cancel within fourteen days of the date of the Agreement without giving a reason. The Quotation includes a cancellation form for this purpose; an email is equally sufficient.
14.3 If the Consumer asks the Contractor to begin the Services within the cancellation period and subsequently cancels, the Consumer pays a proportionate amount for the Services performed up to the date of cancellation.
14.4 The right to cancel does not apply once the Services have been performed in full at the Consumer’s express request.
15.1 Prints are priced on request, inclusive of delivery within the United Kingdom and the Netherlands.
15.2 A Consumer may cancel within fourteen days of receiving a print and return it undamaged for a full refund, including the standard delivery charge. The cost of return postage is borne by the Consumer.
15.3 A print damaged in transit is replaced at no charge where the damage is reported within seven days of receipt.
16.1 The Contractor processes personal data, including photographs of identifiable people, in accordance with the privacy notice.
17.1 The Contractor is an independent contractor. Nothing in the Agreement creates a relationship of employment, partnership or agency between the parties.
18.1 The Agreement constitutes the entire agreement between the parties in respect of the Services and supersedes any earlier discussions or correspondence.
18.2 A variation of the Agreement is effective only if made in writing and confirmed by both parties. Email is sufficient.
18.3 If any provision of these terms is held to be invalid or unenforceable, the remaining provisions continue in force, and the invalid provision is replaced by a valid one that comes as close as possible to its intent.
18.4 A failure or delay by either party in exercising a right under the Agreement does not amount to a waiver of that right.
18.5 Notices under the Agreement may be given by email to the addresses used for the Quotation.
19.1 The Agreement is governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. Where the Contractor’s business is registered in the Netherlands at the date of the Quotation, Dutch law applies and the Dutch courts have jurisdiction instead, and the Quotation states so.
19.2 A Consumer retains the protection of the mandatory law of the country in which the Consumer lives, whichever law governs the remainder of the Agreement, and may bring proceedings in the courts of that country.