Terms & Conditions
Last Updated: 9/2/26
Heirloom Design Studio Terms & Conditions
By purchasing a Heirloom Design Studio service, you acknowledge and agree to the following terms and conditions.
1. Selection Session & Service Fee
Your Selection Session fee covers Heirloom Design Studio's professional time and services, including preparation of your gallery, guided image selection, product consultation, and assistance planning your album and/or artwork.
Your Selection Session fee is non-refundable once purchased.
The number of images you may submit is determined by the Design Experience purchased. Clients are responsible for selecting the appropriate experience based on the total number of images they intend to submit for review.
If your submitted gallery exceeds the number of images included with your purchased experience, you may be required to upgrade your experience or reduce the number of submitted images before your Selection Session.
2. Album & Artwork Credit
A minimum $300 Album & Artwork Credit is required at the time of purchase. Clients may choose to pre-purchase a larger credit when available.
Any promotional value associated with a pre-purchased credit is applied toward an album or artwork purchase and has no cash value.
Album & Artwork Credits may only be applied toward products purchased through Heirloom Design Studio. Album & Artwork Credits are subject to the Heirloom Promise described below. When a refund qualifies under the Heirloom Promise, only the amount actually paid by the client is refundable. Any promotional or bonus credit has no cash value.
If the final product purchase exceeds the available credit, the remaining balance will be due before the order is submitted for production.
3. Scheduling Your Selection Session
Your Selection Session must be scheduled within 30 days of purchase.
For larger galleries, more than one session may be recommended or required to complete the selection process. When consecutive sessions are reserved and the second session is not needed, it may be canceled without penalty.
4. Rescheduling & Cancellations
If you need to reschedule your Selection Session, please provide as much notice as possible.
A $75 rescheduling fee may apply to sessions rescheduled with insufficient notice or to repeated rescheduling.
Failure to attend a scheduled Selection Session without prior notice may result in forfeiture of the session and require payment of an additional session or rescheduling fee before a new appointment can be scheduled.
5. Image Upload Requirements
Your complete gallery must be uploaded at least 5 days before your scheduled Selection Session so Heirloom Design Studio has adequate time to prepare your files.
Please upload the complete gallery you would like considered during your session. You do not need to narrow your photographs before uploading them. Guided image selection is part of the service.
Images should be uploaded as high-resolution JPEG files whenever possible. Files that are corrupted, inaccessible, unusually low resolution, or provided in unsupported formats may not be usable for album or artwork production.
Your upload must remain within the maximum number of images included with your purchased Design Experience.
If your complete gallery is not received at least 5 days before your appointment, your Selection Session may need to be rescheduled and a rescheduling fee may apply.
6. Client Responsibility for Original Files
Heirloom Design Studio does not replace your photographer, gallery host, cloud backup, or permanent file-storage service.
You are responsible for maintaining your own backup copies of all original photographs submitted to Heirloom Design Studio.
Heirloom Design Studio is not responsible for the loss of photographs or other files resulting from circumstances outside its reasonable control, including file corruption, upload errors, storage-provider failures, or files supplied in an unusable format.
7. Image Selection
The purpose of the Selection Session is to work together to narrow your gallery and identify the photographs that will be used in your album and/or artwork.
Please ensure that all individuals who need to participate in or approve purchasing and image-selection decisions are present for the Selection Session.
Heirloom Design Studio will provide professional guidance throughout the selection process, but final image selections and purchasing decisions remain the client's responsibility.
8. Album Choices & Album Order Form
During your Selection Session, we will discuss your album options and make preliminary choices together, which may include album style, size, cover material, personalization, and other available options.
Following your Selection Session, you will receive an Album Order Form summarizing the choices discussed.
The Album Order Form must be reviewed, completed, confirmed, and returned within 7 days of receipt.
Album design will not begin until Heirloom Design Studio has received the completed Album Order Form and any required product payment.
9. Album Design & Proofing
Once your Album Order Form and required payment have been received, Heirloom Design Studio will create your album design based on the photographs and product choices selected.
You will receive a digital proof for review before the album is submitted for production.
Proof changes or final approval must be submitted within 7 days of receiving your proof.
Clients are responsible for carefully reviewing the entire proof, including image selection, cropping, layout, image placement, spelling, names, dates, personalization, and other requested text.
Your approval of the final proof constitutes authorization for Heirloom Design Studio to submit the album for production.
Once final approval has been given and the order has entered production, changes or cancellations may not be possible.
10. Late Fees
To keep projects moving toward completion, certain project steps are subject to deadlines.
A $25 late fee will apply for each additional 7-day period beyond the stated deadline for:
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Returning the completed Album Order Form
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Submitting album-proof changes or final approval
Late fees must be paid before the project can proceed to the next stage.
11. Inactive & Abandoned Projects
Our goal is to help you complete your album, not simply start one. Timely client participation is necessary to keep the project moving.
If no action is taken on a required client step for 30 days, the project will be considered abandoned.
When a project is considered abandoned:
The Selection Session fee will be forfeited and will not be refunded or credited toward future services.
Any existing Album & Artwork Credit will remain on the client's account and may be applied toward a future eligible album or artwork purchase.
A $150 reactivation fee will be required to reopen the project and resume services.
Reactivation is subject to Heirloom Design Studio's current availability, product offerings, pricing, and policies at the time the project is reopened.
12. File Storage
Uploaded photographs and project files are stored temporarily for the purpose of completing your project and are not intended as permanent archival storage.
Heirloom Design Studio may delete uploaded images and working project files after a project has been completed or considered abandoned.
If an abandoned project is later reactivated, you may be required to upload your photographs again.
You are responsible for maintaining permanent copies of all original photographs.
13. Product Pricing & Payment
Album and artwork pricing is based on the products, sizes, materials, page counts, upgrades, and other options selected.
Any applicable Album & Artwork Credit will be deducted from your product total.
Any remaining product balance must be paid in full before the order is submitted for production unless another payment arrangement has been agreed to in writing.
Because albums and artwork are custom-made specifically for each client, all product orders are final once approved and submitted for production.
14. Color, Cropping & Product Variations
Printed photographs and physical products may vary slightly from images viewed on a computer, tablet, or phone due to differences in screen calibration, printing processes, materials, and manufacturing.
Natural materials, including leather, linen, wood, and other cover materials, may contain variations in color, texture, grain, or appearance. These natural variations are not considered defects.
Final cropping may also vary slightly as necessary to accommodate the dimensions and construction of the selected product.
15. Production & Delivery
Production and shipping timelines are estimates and may vary based on the product selected, manufacturer schedules, holidays, supply availability, customs, shipping carriers, and other circumstances outside Heirloom Design Studio's control.
Heirloom Design Studio cannot guarantee delivery by a particular date unless that guarantee has been specifically provided in writing.
16. Damaged or Defective Products
Please inspect your album or artwork promptly upon receipt.
If your product arrives damaged or appears to contain a manufacturing defect, contact Heirloom Design Studio as soon as possible and provide photographs documenting the issue.
When an issue qualifies as a manufacturing defect or shipping damage under the manufacturer's policies, Heirloom Design Studio will work with the manufacturer to arrange an appropriate repair or replacement.
Damage caused by normal wear, improper handling, storage conditions, accidents, water, heat, sunlight, pets, children, or other circumstances occurring after delivery is not considered a manufacturing defect.
17. Photographer Copyright & Image Permissions
Heirloom Design Studio does not claim ownership or copyright of photographs submitted by clients.
By uploading photographs, you confirm that you have the necessary permission to provide those images to Heirloom Design Studio and authorize their use for the purpose of image selection, album design, printing, artwork production, and fulfillment of your project.
You are responsible for complying with any copyright, printing, or reproduction restrictions imposed by the original photographer or copyright holder.
Heirloom Design Studio is not responsible for disputes arising from a client's unauthorized submission or reproduction of copyrighted photographs.
18. Scope of Service
Heirloom Design Studio provides image-selection guidance, album and artwork consultation, design services, and product fulfillment as described in the Design Experience purchased.
Unless specifically agreed upon in writing, the service does not include extensive photographic retouching, restoration, manipulation, color correction, or alteration of the original photographer's artistic work.
If additional image editing is requested or required, availability and additional fees will be discussed before that work is performed.
19. Communication
Project-related communication will generally be sent to the email address provided at checkout.
You are responsible for providing an accurate email address and monitoring communications from Heirloom Design Studio, including scheduling information, Album Order Forms, proofs, invoices, deadlines, and approval requests.
Failure to see or respond to an email does not automatically extend project deadlines.
20. Acceptance of Terms
By completing your purchase, you acknowledge that you have reviewed and agree to these Terms & Conditions, including the scheduling requirements, upload deadlines, Album Order Form and proofing deadlines, late fees, abandonment policy, and payment terms.
You also acknowledge that album and artwork products are custom-made and become non-refundable once approved and submitted for production.
21. Heirloom Promise & Album/Artwork Credit Refund
We want you to feel confident moving forward with an album or artwork purchase. If, after completing your Selection Session, you decide that you are not confident in the Heirloom Design Studio service or do not wish to proceed with an album or artwork purchase, you may request a refund of the amount you paid toward your Album & Artwork Credit.
The Selection Session fee is non-refundable and covers the professional services already provided.
This refund policy is intended for clients who participate in the Selection Session and, after experiencing the service, genuinely decide not to move forward with a product purchase. It does not apply to projects that become inactive or abandoned because required steps or deadlines are not completed.
If a project is considered abandoned due to inactivity, the Album & Artwork Credit will remain on the client's account and may be applied toward a future eligible purchase in accordance with the project reactivation terms.
Any promotional or bonus credit has no cash value and is not refundable. For example, if $450 was paid to receive a $500 Album & Artwork Credit, the maximum refundable amount is $450.
Contact Information
Questions regarding these Terms & Conditions may be directed to: