PERTH FAMILY, MATERNITY & NEWBORN PHOTOGRAPHY

Mini Shoots By Mia – Privacy Policy

(Last updated: October 2025)

Mini Shoots By Mia (hereafter referred to as “the Photographer,” “we,” “us,” or “our”) is committed to protecting the privacy of your personal information. This Privacy Policy sets out how we collect, use, disclose, and manage your personal information in compliance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

1. Collection of Personal Information

We collect personal information that is reasonably necessary for us to provide our mobile photography services, operate our business, and fulfil our legal obligations.

1.1 Types of Information Collected:

Contact Information: Name, email address, phone number, and residential address (for mobile sessions and invoicing).
Session Details: Date and location of the shoot, type of shoot (e.g., newborn, family), and any specific family requirements (e.g., ages of children, mobility issues).
Payment Details: Payment transaction data (processed securely via third-party providers like your bank or invoicing software). We do not store full credit card details.
Images/Photographs: The photographic images captured during your session, which constitute personal and sensitive information.
Website Data: Information collected via our website, including IP address, browser type, and usage data, often via cookies (see Section 4).

1.2 How We Collect Information:

We collect personal information directly from you when you:
– Inquire about or book a session via our website, email, or phone.
– Complete booking forms or client agreements.
– Purchase gift vouchers through our platform (e.g., Gift Up!).
– Interact with our social media pages.

2. Use of Personal Information

We use the personal information collected from you for the following primary purposes:
– To provide and administer our photography services, including scheduling, communication, and attendance at your chosen location (Perth to South West WA).
– To process payments and manage billing, invoicing, and accounts.
– To deliver digital images via our online gallery provider (Pic-Time).
– To market and promote our business, strictly in accordance with the consent you provide via the Model Release section of our Client Agreement (e.g., using images on our website or social media).
– To comply with our legal, insurance, and accounting obligations.

3. Disclosure of Personal Information

We will only disclose your personal information when necessary and with appropriate protection. This may include disclosure to:
– External Service Providers: Third-party service providers essential for our business operation, such as:
– Our password-protected online gallery provider (Pic-Time).
– Our website host and booking/invoicing software.
– Professional photo printing laboratories (if you order physical products).
– Our professional accounting or legal advisors.

Legal Requirements: Where we are required or authorised by Australian law (e.g., court orders, compliance with tax authorities).

We take reasonable steps to ensure that third-party recipients of your personal information handle the data in accordance with the Privacy Act 1988 (Cth).

4. Storage and Security of Personal Information

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure.

Digital Data: Stored securely on password-protected cloud servers and encrypted storage devices. Image files are stored in our secure online gallery.

Payment Data: Processed via secure third-party payment gateways (e.g., your bank’s system or Gift Up!) which comply with industry standards.

Physical Data: Any physical client agreements or session notes are stored in a locked and secured location.

We will permanently destroy or de-identify personal information when it is no longer needed for the purposes outlined in this policy or required by law.

5. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information we hold about you and to request correction of that information.

Access: To request access, please contact us using the details below. We may need to verify your identity before granting access. We will process your request within a reasonable time.

Correction: We take reasonable steps to ensure the information we hold is accurate, complete, and up-to-date. If you believe any information we hold about you is incorrect, please contact us immediately so we can update our records.

6. Cookies and Website Analytics

Our website uses ‘cookies’ to improve your experience. Cookies are small data files stored on your device that help us track website usage.

Cookies are used to analyse visitor traffic (e.g., which pages are popular) and provide us with a general view of how our website is performing.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

7. Changes to the Privacy Policy

This policy may be updated periodically to reflect changes in our business practices or legal requirements. The ‘Last updated’ date at the top of this policy will reflect the most recent version.

8. How to Contact Us

If you have any questions about this Privacy Policy, wish to access or correct your personal information, or have a privacy complaint, please contact Mia McGuire, the owner of Mini Shoots By Mia:

Email: minishootsbymia@gmail.com
Phone: 0423147465

Mini Shoots By Mia – Terms and Conditions of Service

These Terms and Conditions constitute the entire agreement between the client (hereafter referred to as “Client”) and Mia McGuire, trading as Mini Shoots By Mia (hereafter referred to as the “Photographer”). By booking a service, the Client agrees to be bound by these T&Cs.

1. Booking, Payments, and Cancellations

1.1 Booking Fee and Payment

A non-refundable booking fee (retainer) of $175.00 for Express Mini Shoots and/or 50% of the total session fee For Mini Shoots and Full Mini Shoots is required at the time of booking to secure the Client’s date and time. The final balance of the package fee is due on the day before the scheduled shoot. Failure to remit payment by the due date may result in the cancellation of the session.

1.2 Client Rescheduling and Cancellation

The Photographer understands that life happens. Rescheduling is permitted up to 48 hours prior to the scheduled session time at no extra charge, subject to the Photographer’s availability. The initial booking fee is non-refundable in the event of any cancellation by the Client.
Rescheduling requests made less than 48 hours before the scheduled shoot time may be subject to an additional $50 AUD late-notice fee.

1.3 Photographer Cancellation

Should the Photographer be unable to perform the services due to unforeseen circumstances, illness, or equipment malfunction, the following applies:
– The Photographer will make all reasonable efforts to reschedule the session at a mutually agreed-upon time.
– Exception (Fresh 48): For a Fresh 48 session (due to the time-sensitive nature), if the Photographer is unable to reschedule, a full refund, including the booking fee, will be offered. For all other shoots, the Photographer will only offer a full refund if a suitable reschedule date cannot be arranged.

2. Session Logistics (Mini Shoots)

2.1 Punctuality and Timing

Mini Shoots are strictly timed. The session will begin at the agreed-upon time. The Photographer allows a grace period of 10 minutes for unavoidable delays. If the Client arrives more than 10 minutes late, the session will still end at the originally scheduled time, and the lost time will not be compensated or refunded. This ensures fairness to subsequent clients.

2.2 Weather and Outdoor Shoots (Standard Industry Practice)

As the Photographer operates as a mobile and outdoor-based service in Western Australia, bad weather may affect outdoor sessions.
In the event of weather conditions (such as heavy rain, high wind, or extreme heat) that prohibit an outdoor session, the Photographer will contact the Client to reschedule to the next available date or discuss an alternative suitable indoor location. The decision to reschedule due to weather rests solely with the Photographer, and no extra fees will apply in this instance.

2.3 Client Conduct and Safety

The Client is responsible for the safety and conduct of all attending persons and pets during the shoot.
The Photographer reserves the right to terminate the session immediately if the Photographer or equipment is endangered, or if the Client’s behaviour (or the behaviour of any party) is deemed unruly, inappropriate, or non-cooperative. No refund will be given in this scenario.
The Client acknowledges that they are responsible for any intentional damage caused to the Photographer’s equipment or location property by themselves or their attending party.

3. Image Delivery and Intellectual Property

3.1 Creative Control and Editing

The Photographer retains full creative control over the selection and final editing style of all photographs. Only selected and professionally edited High Quality Digital Images (as specified in the package) will be provided to the Client. Unedited/Raw files are NOT included and will not be released under any circumstances, as they do not represent the Photographer’s final professional standard. Any extra retouching requests outside of standard editing may be subject to an additional fee.

3.2 Image Delivery and Additional Purchases

Images are delivered via a password-protected online gallery. The Client will receive the number of images specified in their chosen package.
The Client has the option to purchase the full remaining gallery for $150 AUD or individual images for $25 AUD each. An online store through Pixieset is also available for physical prints and products.

3.3 Copyright and Usage

The copyright for all photographs remains with the Photographer, Mini Shoots By Mia. The Client is granted a personal use license to print, share, and display the photographs for personal use. The Client is prohibited from selling, modifying (e.g., adding filters), or entering the photographs into any competition without explicit written permission from the Photographer.

3.4 Model Release (Marketing Consent)

The Client will be presented with a separate Model Release form that outlines the following three options regarding the Photographer’s use of images for marketing and promotional purposes:
1. Full Rights: Allowing the Photographer to use the photos for all marketing and promotional work (website, social media, portfolio, etc.).
2. Faceless Only: Allowing use for marketing, provided faces are obscured or only used as ‘faceless’ images.
3. No Use: Restricting the Photographer from using the images for any commercial or promotional purpose.

4. Gift Vouchers (via Gift Up!)

4.1 Validity and Redemption

Gift vouchers purchased through Gift Up! are valid for 12 months from the date of purchase. Note on WA Law: While the Australian Consumer Law requires a minimum 3-year expiry for gift cards sold to the general public, this 12-month period is a common and acceptable term for a promotional or discounted service voucher. However, the Client should be advised that the Photographer reserves the right to charge an adjustment fee (to cover 2025/2026 pricing) if a voucher is redeemed after 12 months, should the law be interpreted to mandate the 3-year term. Vouchers are redeemable only for services provided by Mini Shoots By Mia and hold no cash value.

4.2 Transferability

Vouchers are transferrable only once to another individual prior to booking. Once the voucher has been redeemed to secure a session date, it becomes non-transferrable.

5. General Legal and Liability

5.1 Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of Western Australia and the Commonwealth of Australia.

5.2 Limitation of Liability (Standard Industry Clause)

The Photographer takes all reasonable care to ensure the safety of the Client and their party. However, the Client acknowledges that the session takes place at their own risk. The Photographer shall not be held liable for any personal injury, loss, or damage to property occurring during the session.

5.3 Force Majeure

While every effort is made to fulfill the Agreement, the Photographer shall not be liable for any failure to perform the services where such failure is due to circumstances beyond the Photographer’s reasonable control, including but not limited to severe weather, natural disaster, terrorism, or government restrictions.