Terms of service

1. Definitions

In these General Terms & Conditions, the following definitions apply:

1.1. Service Provider: Atelier Clique, established in Belgium and registered in the Crossroads Bank for Enterprises (KBO) under number: BE 1023.470.556.
1.2. Client: Any natural or legal person entering into an agreement with the Service Provider.
1.3. Services: Personalized on-site Polaroid photography, including preparation, materials, staffing, branded frames, production work, and all related activities as agreed.
1.4. Agreement: Any arrangement between Client and Service Provider, confirmed in writing or digitally.

2. Applicability

2.1. These Terms & Conditions apply to all quotations, agreements, invoices, and services provided by the Service Provider.
2.2. The Client’s own terms and conditions do not apply unless expressly accepted in writing by the Service Provider.

3. Quotations & Pricing

3.1. Quotations are valid for 14 days, unless stated otherwise.
3.2. All prices are exclusive of VAT, travel expenses, parking fees, and possible surcharges.
3.3. Additional work or changes after confirmation (e.g., extra prints, extended hours, design revisions, or changed branding) will be charged separately.
3.4. Modifications to the assignment may result in a price adjustment.

4. Booking & Deposit

4.1. A booking becomes final only after written confirmation by the Service Provider.
4.2. The Service Provider may require a deposit of up to 50% of the total amount. The assignment is confirmed only after receipt of this deposit.
4.3. Payment of the deposit constitutes full acceptance of these Terms & Conditions.

5. Cancellation by the Client

5.1. Cancellations must always be made in writing or by email.
5.2. The following cancellation fees apply:

  • More than 30 days before the event: 25% of the total amount

  • 30–14 days before the event: 50%

  • 14–7 days before the event: 75%

  • Less than 7 days before the event: 100%

5.3. Customized materials or produced items (e.g., Polaroid frames, printed goods, branded elements) are always charged at 100%, regardless of the cancellation timing.
5.4. A change of event date is considered a cancellation unless the Service Provider confirms availability for the new date.

6. Cancellation by the Service Provider

6.1. In the event of force majeure (see Article 13), the Service Provider may cancel the assignment.
6.2. The Service Provider will make reasonable efforts to arrange an equivalent replacement.
6.3. If no replacement can be provided, payments already made will be refunded without any further liability or compensation.

7. Client Obligations

7.1. The Client must provide a safe, sheltered, and suitable workspace, easy access to the venue, electricity, and parking if required.
7.2. The Client is responsible for any damage to materials or equipment of the Service Provider caused by guests, staff, or venue-related conditions.
7.3. If the event runs longer and the Client requests extended hours, these will be charged at the agreed overtime rate and only if the Service Provider is available.

8. Travel & Additional Costs

8.1. Travel costs are calculated from the Service Provider’s base address, either per kilometer or as a flat rate in the quotation.
8.2. Parking fees, tolls, entry fees, or other unexpected expenses will be charged to the Client.

9. Materials & Production

9.1. Customized items are designed and produced specifically for the Client and cannot be modified after design approval.
9.2. Production costs are always fully due once production has started.

10. Image Use, Social Media & Rights

10.1. Polaroid photos are delivered physically and are unique. The Service Provider usually does not retain digital copies unless agreed beforehand.
10.2. If the Service Provider captures additional images or videos (behind the scenes, atmosphere, close-ups, etc.), she retains the right to use this content for promotional purposes, including:

  • Social media (Instagram, TikTok, Facebook, Pinterest, LinkedIn)

  • Website

  • Portfolio

  • Print

  • Commercial presentations

Unless the Client explicitly objects in writing beforehand.
10.3. The Service Provider will not publish identifiable individuals without valid consent in accordance with Belgian privacy laws and GDPR.
10.4. The Client is responsible for informing guests when applicable under GDPR regulations.
10.5. All created images, designs, and concepts remain protected by copyright and intellectual property laws.
10.6. The Client receives a non-exclusive, non-transferable license to use delivered images for private or internal commercial use unless agreed otherwise in writing.

11. Liability

11.1. The Service Provider is only liable for her own gross negligence or intentional misconduct.
11.2. Indirect damages (e.g., loss of profit, reputational damage, organizational disruption) are always excluded.
11.3. Total liability of the Service Provider is limited to the amount of the Agreement.
11.4. The Service Provider is not liable for delays or disruptions caused by venue conditions, incorrect client instructions, late approvals, or technical limits inherent to Polaroid photography.

12. Complaints

12.1. Complaints must be submitted in writing within 7 days after the service or delivery.
12.2. If no complaint is received within this period, the service is considered accepted.

13. Force Majeure

13.1. Force majeure includes all circumstances outside the control of the Service Provider, such as illness, technical failures, transportation issues, pandemics, government measures, extreme weather, strikes, or any unforeseeable situation.
13.2. During force majeure, obligations of the Service Provider are suspended without liability or compensation.

14. Payment

14.1. Invoices must be paid within the term stated on the invoice (default 14 days).
14.2. In case of late payment, the Client owes:

  • 1% interest per started month, automatically and without prior notice

  • A flat compensation of 10% of the outstanding invoice amount (minimum €40)
    14.3. All collection costs (administrative and legal) are payable by the Client.

15. Confidentiality (added for professionalism)

15.1. Both parties must treat all confidential information obtained during the collaboration as strictly confidential.
15.2. This includes pricing, client data, event details, concepts, or internal processes.

16. Health & Safety (added for events)

16.1. The Client must ensure that the venue complies with all health and safety standards.
16.2. If conditions are unsafe or unsuitable, the Service Provider may suspend or refuse the service without refund.

17. Applicable Law & Jurisdiction

17.1. Belgian law exclusively applies to these Terms & Conditions.
17.2. Disputes shall be submitted to the competent court in the district where Atelier Clique is established.

18. Contact

Atelier Clique
E-mail: info@atelierclique.com
KBO number: BE 1023.470.556