Terms and Conditions
Last updated:
July 2026
These Terms & Conditions apply to services provided by RJ Photo Management. Individual projects may also be subject to a written proposal and Service Agreement, which form part of the agreement between RJ Photo Management and the client.
RJ Photo Management is committed to providing professional photo preservation services with care, respect and confidentiality while complying with Australian Consumer Law.
1. Scope of Services
RJ Photo Management provides photo preservation services including printed photo organisation, photo scanning, photo restoration, children’s art books, photo books and other memory preservation services as outlined in an approved written proposal.
Any additional services or changes to the agreed project scope will be discussed with and approved by the client before work begins.
2. Care of Client Materials
All photographs, albums and related materials are handled with care and respect.
Many original photographs are fragile due to age, previous storage conditions or existing damage. While every reasonable care is taken, RJ Photo Management cannot guarantee that further deterioration will not occur during handling or scanning.
No original photographs, albums or memorabilia will be discarded, permanently altered or otherwise modified without the client’s explicit approval.
3. Client Responsibilities
Clients are responsible for providing accurate information about their project requirements and advising RJ Photo Management of any photographs, albums or materials that require special handling due to fragility, damage or historical significance.
Where specific instructions are provided by the client, RJ Photo Management will take reasonable care to follow those instructions throughout the project.
4. Confidentiality
All client photographs, documents and digital files are treated as strictly confidential.
Client materials will never be shared, displayed or used for marketing, social media or promotional purposes without the client’s written permission.
5. Copyright
Clients are responsible for ensuring they have the legal right to reproduce, scan, restore, print or otherwise use any photographs or materials supplied to RJ Photo Management.
Many photographers and studios will grant permission for personal archival scanning and preservation purposes. Where copyright ownership is uncertain, RJ Photo Management may, following discussion with the client, proceed with scanning solely for personal archival, preservation and family history purposes.
RJ Photo Management does not independently verify copyright ownership and accepts no liability for copyright infringement arising from materials supplied by the client.
6. Photo Restoration
Photo restoration may include colour correction, tonal adjustment, repair of scratches and damage, reconstruction of missing areas and other agreed restoration work.
Restoration involves interpretive decisions based on the condition of the original photograph. Every effort is made to preserve the authenticity of the image; however, exact reconstruction of original colours, tones or missing detail cannot always be guaranteed.
Major interpretive changes will not be undertaken without client approval.
7. Scanning Expectations
Photo scanning preserves photographs as they exist at the time of scanning. Existing fading, discolouration, scratches, stains, silvering, tears or other signs of age and wear may remain visible unless photo restoration services have been specifically included within the agreed project scope.
Scanning is intended to create a high-quality digital copy of the original photograph and should not be considered restoration.
8. Colour Accuracy
Every effort is made to produce accurate digital reproductions and restorations. However, colours may appear differently depending on monitor calibration, screen settings, printing methods and the condition of the original photograph.
Where restoration services are provided, colour adjustments are based on professional judgement and available reference material, and exact reconstruction of original colours cannot always be guaranteed.
9. Quotes, Deposits and Payment
A written quote or proposal will be provided before work begins. A deposit of 30% of the estimated project cost is required before work commences unless otherwise agreed.
The remaining balance is payable upon completion of each approved project phase or before final delivery of completed work.
10. Changes to Project Scope
If additional work is requested after a project has commenced, a revised quote or variation may be provided. Additional work will only proceed once approved by the client.
11. Project Timelines
Estimated completion dates are provided as a guide only. Project timelines may vary depending on project complexity, the condition of materials, client response times and unforeseen circumstances.
RJ Photo Management will keep clients informed of any significant delays.
12. Digital File Delivery and Backups
Completed digital files will be supplied using the agreed delivery method, such as an external hard drive, secure download or cloud transfer.
Where RJ Photo Management supplies a storage device, the cost of that device will be included in the client’s invoice.
Following delivery, clients are responsible for maintaining their own backups.
RJ Photo Management typically retains completed digital files for approximately 30 days after delivery to assist with quality assurance or replacement downloads if required. After this period, files may be permanently deleted. Clients are responsible for maintaining their own backups once files have been delivered.
13. Return of Original Materials
Where original photographs or albums are returned by post or courier, RJ Photo Management will package them with reasonable care using an appropriate delivery service.
Once materials have been accepted by the postal or courier service, delivery timeframes and handling are subject to that carrier’s terms and conditions.
Where practical, tracking information will be provided to the client.
14. Collection of Original Materials
Clients are encouraged to collect, or arrange return of, their original photographs and materials promptly following project completion.
Where original materials remain uncollected, RJ Photo Management will make reasonable attempts to contact the client.
If materials remain unclaimed for more than twelve (12) months after project completion, RJ Photo Management reserves the right to charge reasonable storage fees or make alternative arrangements after providing written notice to the client.
15. Review of Completed Work
Clients are encouraged to review completed work promptly following delivery.
If any concerns or minor revisions relating to the agreed project scope are identified, clients should notify RJ Photo Management within fourteen (14) days of delivery.
Where no concerns are raised within this period, the project will be considered complete.
16. Cancellations
If a project is cancelled after work has commenced, the deposit may be retained to cover work already completed and costs incurred.
Where appropriate, completed work up to the date of cancellation may be invoiced.
17. Liability
While every reasonable care is taken when handling client materials, RJ Photo Management cannot be responsible for pre-existing deterioration or damage.
To the extent permitted by law, liability is limited to the amount paid for the services provided.
Nothing in these Terms & Conditions excludes or limits any rights available to consumers under Australian Consumer Law.
18. Delays Beyond Our Control
RJ Photo Management will not be responsible for delays caused by circumstances beyond reasonable control, including but not limited to illness, equipment failure, postal or courier delays, power outages, natural disasters or other unforeseen events.
Where possible, clients will be kept informed of any significant delays affecting their project.
19. Communication
Project updates, quotations, approvals and other important communications will generally be provided by email unless another method has been agreed between RJ Photo Management and the client.
Clients are encouraged to notify RJ Photo Management promptly if their contact details change during the course of a project.
20. Australian Consumer Law
RJ Photo Management’s services come with guarantees that cannot be excluded under Australian Consumer Law.
Clients are entitled to services being provided with due care and skill and within a reasonable time.
Nothing in these Terms & Conditions excludes, restricts or modifies any rights or remedies available under Australian Consumer Law.
21. Acceptance of Terms
By accepting a written proposal, booking services with RJ Photo Management or paying the required deposit, clients acknowledge that they have read and accepted these Terms & Conditions.