Project Policies
Project Timeline & Responsibilities
One of the primary reasons clients hire Heirloom Design Studio is accountability. These projects often remain unfinished not because they aren't important, but because life gets busy and there never seems to be a perfect time to tackle them.
The timelines and fees outlined below are designed to keep projects moving forward and ensure clients receive the guidance, momentum, and finished result they hired us to provide.
Scheduling Your Selection Session
Selection sessions should be scheduled within 30 days of purchasing a collection.
Before scheduling, clients should ensure they can access the photographs they intend to include in their project. Once a session is booked, a private upload link and instructions will be provided.
Projects that remain unscheduled for more than 30 days may be archived until the client is ready to proceed. A $150 reactivation fee applies to restore archived projects.
Uploading Your Photographs
Photographs must be uploaded at least 72 hours prior to the scheduled selection session to allow adequate time for review and preparation.
If photographs are not received by the upload deadline, the appointment will be canceled and rescheduled once the images have been submitted.
A $75 rescheduling fee applies to appointment changes.
Reviewing Your Album or Artwork Design
Clients are encouraged to review and respond to design proofs within 30 days of delivery.
One round of reasonable revisions is included. Additional revisions, significant design changes, or requests made after extended periods of inactivity may be subject to additional design fees.
Projects inactive for more than 90 days after proof delivery may be archived.
Archived Projects
If a project remains inactive for more than 90 days, the included product credit will remain on the client's account; however, the service portion of the collection will be considered fulfilled and forfeited.
To continue an archived project, a new service fee and any applicable reactivation fees must be paid. This allows Heirloom Design Studio to allocate the time required to re-engage with the project, review prior work, and complete the remaining design process.
Heirloom Design Studio General Policies
Project Scope
Heirloom Design Studio provides guided photograph selection, album design, artwork planning, and production services for professionally captured photographs.
Collection limits are based on the number of uploaded images included with each purchased collection. Projects exceeding collection limits may require the purchase of a larger collection or a custom quote.
Scheduling Your Selection Session
After purchasing a collection, clients are responsible for scheduling their guided selection session using the scheduling link provided.
Before scheduling, clients should ensure they can access the photographs they intend to include in their project.
Selection sessions are conducted via Zoom and are reserved exclusively for each client.
Photograph Upload Requirements
A private upload link will be provided after a selection session has been scheduled.
All photographs must be uploaded at least 72 hours prior to the scheduled appointment to allow adequate time for review and preparation.
If photographs are not received by the deadline, the appointment may be canceled and rescheduled.
Heirloom Design Studio is not responsible for delays caused by inaccessible galleries, lost files, incomplete uploads, or technical issues on the client's end.
Rescheduling Policy
Selection sessions require advance preparation.
Clients may reschedule their appointment for a $75 rescheduling fee.
To request a new appointment, clients must contact hello@heirloomphotodesigns.com.
If photographs have not been uploaded by the required deadline, the session may be canceled and rescheduled.
No-Show Policy
Clients who fail to attend a scheduled selection session without prior notice will be considered a no-show.
Missed appointments may be rescheduled for a $150 rebooking fee.
Repeated no-shows may result in project cancellation without refund.
Selection Sessions
Most selection sessions last between 1 and 2.5 hours depending on the size of the collection and the speed of decision-making.
Clients should attend from a location with a reliable internet connection and access to a computer or device suitable for viewing photographs.
Final image selections made during the session are considered approved for design unless otherwise discussed.
Album Design & Artwork Design
Album and artwork designs are created based on selections made during the guided selection session.
One initial design proof is included.
Minor revisions are included. Significant design changes, redesign requests, or substantial image swaps may incur additional design fees.
Product Credit
Collection pricing includes a product credit that may be applied toward albums, wall art, or other eligible products offered by Heirloom Design Studio.
Product credits have no cash value and may not be redeemed for cash, transferred, or applied to future projects.
Unused credits are forfeited once the project is completed.
Product Orders
All product sales are final once design approval and payment have been received.
Because all albums and artwork are custom-made, orders cannot be canceled after production has begun.
Clients are responsible for reviewing all proofs carefully before providing final approval.
Shipping & Delivery
Production and delivery timelines vary depending on the product selected.
Estimated timelines will be provided during the ordering process.
Heirloom Design Studio is not responsible for delays caused by shipping carriers, customs processing, weather events, or circumstances outside of our control.
Archival Responsibility
Clients are responsible for maintaining backup copies of their original image files.
Heirloom Design Studio does not guarantee long-term storage of uploaded files and may remove project files after project completion.
Project Inactivity
Projects left inactive for more than 90 days may be archived.
Projects inactive for more than 12 months may be closed without refund.
Additional fees may apply to reopen inactive projects.
Communication
All project communication, accept for the selection session, will be conducted via email unless otherwise arranged.
Clients are responsible for ensuring the email address provided at purchase remains active and monitored throughout the project.
Questions
For questions regarding your project, please contact:
hello@heirloomphotodesigns.com