RIVAS IMAGES — Terms Of Service

Effective Date: March 8, 2026 | Version: v1.4
Operated by: Emerald Media LLC DBA Rivas Images

1. Agreement to Terms

By booking a session, submitting payment, or checking the acceptance box at checkout, you (the "Client") agree to be bound by these Terms of Service ("Terms") with Emerald Media LLC DBA Rivas Images ("Rivas Images," "we," or "us"). These Terms apply to all photography, videography, and creative services rendered by Rivas Images.

If you do not agree to these Terms, do not proceed with booking or payment.

2. Electronic Acceptance & Digital Signatures

When booking through our online scheduling system or payment page, you will be presented with a checkbox stating your acceptance of these Terms. By checking that box, you acknowledge that:

You have read and understood these Terms in full.
Your electronic acceptance constitutes a legally binding agreement equivalent to a handwritten signature.
A record of your acceptance, including the date, time, booking details, and terms version, is retained by Rivas Images.

Electronic signatures are considered valid and legally binding. Either party has the right to request a manually signed copy of any agreement, but until such a request is made, electronic acceptance is treated as equivalent to a pen-and-paper signature.

If you are booking on behalf of another individual or a business entity, you represent that you have the authority to bind that individual or entity to these Terms.

3. Services Covered

These Terms apply to all services offered by Rivas Images, including but not limited to:

Portrait sessions (individual, family, maternity, newborn, etc.)
Event coverage (parties, proposals, milestones, and similar occasions)
Boudoir photography
Video production and highlight reels
Brand and commercial photography shoots

Specific deliverables, timelines, pricing, and other project details are confirmed at the time of booking through a written project agreement or booking confirmation. No guarantee is made regarding the capture of any specific shot or outcome. Events and sessions are fluid, and while Rivas Images will make every effort to capture key moments, the artistic judgment of the photographer governs what is captured.

4. Booking & Payment

4.1 Deposits

All sessions require a non-refundable deposit at the time of booking to secure your date and time. The deposit amount is confirmed in the project agreement or at checkout. Your session is not confirmed until the deposit is received.

4.2 Remaining Balance

The remaining balance for any engagement is due according to the schedule outlined in the project agreement or booking confirmation. Failure to remit payment as agreed may result in cancellation of the session or withholding of final deliverables.

4.3 Payment Methods

Rivas Images accepts electronic payments through our booking and invoicing systems. Specific payment instructions will be provided at the time of booking or invoicing.

4.4 Price Changes and Scope Modifications

Pricing confirmed at booking pertains specifically to the project as described. Modifications to the project scope may result in additional fees, which will be communicated in writing before any additional work begins. Rivas Images reserves the right to adjust pricing for future bookings.

5. Delivery of Content

Edited images and video content will be delivered to the Client through agreed-upon channels within the timeline specified in the project agreement. Final deliverables will not be released until the balance is paid in full.

While Rivas Images makes every effort to deliver content by the agreed-upon date, unforeseen post-production delays may occur. Rivas Images will communicate any such delays and will not be liable for indirect consequences stemming from them.

5.1 Photo Print Release

For Clients who wish to independently manage their printing rather than utilizing Rivas Images' partnered printing services, a Photo Print Release is available for a fee outlined in the project agreement. This grants the Client the right to print and reproduce the delivered photographs for personal use. Commercial printing rights are not included and require a separate commercial license as described in Section 7.

6. Cancellations & Rescheduling

6.1 Client Cancellations

All deposits are non-refundable. No refunds will be issued for session cancellations, regardless of the reason or timing.

6.2 Rescheduling

If you need to reschedule, you must notify Rivas Images in advance as specified in the project agreement. If adequate notice is provided, your deposit may be applied toward a rescheduled date, subject to availability. Rescheduling requests that do not meet the notice requirement may forfeit the deposit, and a new deposit may be required to rebook. Late arrivals may result in a shortened session or the need to book a new session.

6.3 Cancellations by Rivas Images

In the rare event that Rivas Images must cancel due to illness, emergency, or other unforeseen circumstances, we will make every effort to reschedule. If rescheduling is not possible, a full refund of all payments made will be issued. Note: cancellations caused by force majeure events are governed exclusively by Section 16, which supersedes this section in those circumstances.

6.4 Termination of Ongoing or Multi-Phase Agreements

For ongoing or multi-phase project agreements, termination terms --- including notice periods, liability for work completed, and conditions for withholding deliverables --- are outlined in the written project agreement. In all cases, disputes arising from termination will be resolved via arbitration as described in Section 20.

7. Copyright & Licensing

7.1 Ownership

Rivas Images retains full copyright ownership of all images and video content created during any session, regardless of session type. Completion of payment does not transfer copyright to the Client.

7.2 Personal Use License

Upon receipt of full payment, Rivas Images grants the Client a non-exclusive, non-transferable personal use license for all delivered images and video content. This license permits the Client to:

Print images for personal use
Share images on personal social media accounts
Use images for personal, non-commercial purposes

This license does not permit commercial use, resale, sublicensing, or use in advertising without a separate commercial license.

7.3 Commercial Use

Commercial use rights are not included in any standard session. If you require commercial rights --- including use in advertising, marketing materials, product packaging, or any revenue-generating capacity --- a commercial license must be purchased separately. Submission of content to publications, contests, or other public domains requires prior notification to Rivas Images, with proper credit given. Please contact us prior to booking to discuss commercial licensing.

7.4 Prohibited Alterations

Unauthorized alterations to delivered media are strictly forbidden. This includes, but is not limited to, the application of AI filters, generative AI tools, or other editing software that materially alters the appearance of the delivered images or video beyond standard personal use editing such as cropping or brightness adjustment.

7.5 Third-Party Restrictions

The Client may not resell, redistribute, or sublicense any images or video content to third parties without the express written consent of Rivas Images.

8. Portfolio, Marketing Rights & Model Release

Rivas Images reserves the right to use images and video content from all sessions for portfolio, website, social media, and marketing purposes, with the following exception:

Boudoir photography is excluded from portfolio and marketing use by default. Boudoir images will not be shared publicly or used in any marketing materials without the Client's explicit written consent, which must be provided separately.

For all other session types, by accepting these Terms the Client grants Rivas Images a model release authorizing the use of session content for promotional and advertising purposes. If you prefer your images not be used for marketing purposes, you must notify Rivas Images in writing prior to your session to exercise an opt-out. Opt-out requests will be honored on a case-by-case basis. The Client acknowledges that non-personally identifiable images or video may still be used by Rivas Images regardless of opt-out.

9. Client Responsibilities

The Client agrees to:

Arrive on time and prepared for the session. Sessions begin at the scheduled start time and end at the scheduled end time, regardless of late arrival.
Communicate any special needs, accessibility requirements, or creative direction prior to the session.
Obtain any necessary permits or permissions for locations not arranged by Rivas Images.
Ensure that all individuals photographed are aware of and consent to being photographed.
For sessions involving minors, warrant that they are the parent or legal guardian or have obtained appropriate parental consent.
Fulfill all payment obligations as outlined in the project agreement.

10. Wardrobe, Hair & Makeup

Rivas Images may offer recommendations regarding wardrobe, hair, and makeup to help achieve desired results. These recommendations are suggestions only, and the ultimate decision rests with the Client. Rivas Images will not be held responsible for outcomes related to the Client's wardrobe, hair, or makeup choices.

11. Health, Safety & Conduct

Rivas Images prioritizes the safety and wellbeing of its team and all session participants. Rivas Images reserves the right to cancel a session and terminate this agreement without liability if the Client or any attendee threatens, harasses, or otherwise makes the Rivas Images team feel unsafe.

Alcohol or drug use by any party that impacts the quality or feasibility of the session will absolve Rivas Images of any liability related to compromised service quality. Rivas Images reserves the right to end the session immediately under such circumstances without refund. In all cases where a session is terminated under this section, all payments made are forfeited and no deliverables will be provided.

12. Meals & Breaks

For extended engagements, meal and break provisions for the Rivas Images team will be agreed upon in the project agreement or discussed in advance of the session.

13. Travel Expenses

For services rendered outside of the primary service areas (Bay, Okaloosa, Walton, Leon, Gadsden, Jefferson, and Wakulla counties in Florida), the Client will cover all associated travel expenses. Travel rates, transportation arrangements, and any required accommodations will be outlined in the project agreement prior to commencement of services.

14. Subcontracting & Team Members

The Client acknowledges that Rivas Images operates with a team and that any qualified team member may be used to fulfill the obligations of this agreement. These Terms apply equally to all team members, replacements, and subcontractors.

If the primary photographer or videographer cannot attend due to unforeseen circumstances, Rivas Images reserves the right to send a suitable replacement or subcontract another qualified professional. Rivas Images maintains a high standard of quality and any replacement or subcontractor will deliver the same caliber of service.

15. Third-Party Claims & Indemnification

The Client assumes full responsibility for any third-party claims arising from individuals who did not give permission to be photographed or recorded during the session. The Client agrees to indemnify Rivas Images and hold it harmless from any claims, costs, damages, or liabilities resulting from:

The Client's breach of these Terms.
Conditions or restrictions at the session location that the Client failed to disclose to Rivas Images.
The photographing or recording of copyrighted materials.
Recording or photography in restricted or prohibited areas.
Any other actions or omissions of the Client or session participants.

16. Force Majeure & Uncontrollable Circumstances

Neither party will be liable for any failure to perform its obligations if the failure results from circumstances outside their reasonable control, including but not limited to weather events, natural disasters, governmental restrictions, public health emergencies, or other force majeure events. This section supersedes Section 6.3 in the event that a cancellation by Rivas Images is caused by a force majeure event.

In the event of a force majeure, any payments made up to that point are non-refundable. However, Rivas Images will make every effort to reschedule the session at no additional charge, subject to availability.

17. Limitation of Liability

Rivas Images will make every reasonable effort to deliver high-quality work. However, in the event of equipment failure, file corruption, accidental deletion, or other unforeseen technical issues, Rivas Images' liability is limited to a refund of payments received for the affected session. Where feasible, Rivas Images will offer a reshoot. Due to the unique nature of live events and sessions, a reshoot may not always be possible.

Rivas Images is not liable for indirect, incidental, or consequential damages. Rivas Images is not responsible for the actions, errors, or omissions of any third-party services engaged during operations, including third-party printing services. Any concerns with third-party print quality should be addressed directly with the respective provider.

Rivas Images is not responsible for unflattering results due to factors outside our control, including but not limited to weather, lighting conditions, uncooperative subjects, or Client dissatisfaction with natural appearance.

18. Data Protection & Privacy

18.1 Data Collection and Usage

In executing these Terms, Rivas Images may collect, store, and process personal data of the Client, including but not limited to names, addresses, phone numbers, email addresses, payment information, and images. This data is used solely for the purpose of fulfilling the services described and for no other purpose unless express permission is provided by the Client.

18.2 Data Storage

All personal data is stored securely using reasonable and appropriate security measures. Access to this data is restricted to individuals who require it to fulfill tasks associated with the Client's booking.

18.3 Data Sharing

No personal data will be shared, sold, or distributed to third parties unless explicitly required by law or with the express consent of the Client.

18.4 Data Retention

Rivas Images will retain personal data only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable laws or regulations. Upon completion of the engagement, the Client may request deletion of their personal data, subject to any overriding legal or contractual retention requirements.

18.5 Data Rights

The Client has the right to access, correct, or request deletion of their personal data held by Rivas Images. The Client also has the right to object to the processing of their data. All such requests will be honored in compliance with applicable data protection laws.

18.6 Breach Notification

In the event of a security breach leading to the accidental or unlawful destruction, loss, alteration, or unauthorized disclosure of personal data, Rivas Images will promptly assess the risk to the Client's rights and, where appropriate, notify the Client of the breach.

19. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Florida. Any disputes arising under these Terms that proceed to litigation shall be subject to the exclusive jurisdiction of the courts located in Bay County, Florida, subject to the arbitration requirement in Section 20.

20. Arbitration

Both parties agree to resolve any disputes arising from these Terms or any booking amicably between themselves in the first instance. If the parties cannot reach a resolution, they agree to seek arbitration within the State of Florida before pursuing any legal action in court. This arbitration clause survives the termination or conclusion of this agreement.

21. Changes to Terms

Rivas Images reserves the right to update these Terms at any time. The version and effective date displayed at the top of this document indicate the current version. The terms version accepted at the time of booking is the version that governs that booking. Continued use of our services after any update constitutes acceptance of the revised Terms for future bookings.

22. Miscellaneous

These Terms, together with any written project agreement or booking confirmation, represent the complete understanding between Rivas Images and the Client, superseding all previous communications and agreements. Any addendums or attachments related to specific projects will be considered integral to this agreement. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

23. Contact

For questions regarding these Terms, licensing inquiries, data requests, or opt-out requests, please contact:

Emerald Media LLC DBA Rivas Images

Panama City Beach, Florida

Email: hello@rivasimages.com

Website: rivasimages.com