PICTURE DAY
LOGISTICS
Timings: The start time of the event is fixed and is mentioned in both the calendar invite and the attached flyer. The end time is flexible and can vary depending on how the event unfolds and whatever time it takes to complete smiling photos of all the kids.
Photo Area Setup: The photographer will come approximately 30 minutes before the start time. The photo area can be set up either indoors or outdoors. If you prefer to shoot outside, make sure the photo space is dry, sheltered, and free of direct sunlight and areas of sun. However, if you prefer to set up the photo area indoors, that is absolutely great, and the photographer will work with you to find the finest interior location for the photoshoot. Although we try to use natural light as much as possible, the photographer will bring in backup artificial lighting that can be used if necessary.
Session IDs: We will provide Session IDs as labels at the time of release. We will notify the school once the photos are ready, and the school is requested to distribute the Session ID labels only AFTER receiving our EMAIL notification. The school may print and distribute these to participants. The Session ID can be used to access the online album, browse photos, and place orders. Orders are directly fulfilled by Kiarah Studios.
New students, changes to roster and missing session codes: We understand that flux in student roster happens with drop offs and new admissions. To address these changes, on the picture day just let the photographer know of anyone not on the roster and the photographer will hand write their names on the sheet. Anyone not on the roster submitted by the school will not have a physical session code form in the USPS shipment. These new students and anyone else missing their session codes (or whoever lost them) can request direct access to their album by filling the section “Trouble accessing photo album?” on our website: https://www.kiarahportraits.com/album
Graduation Photos: Kiarah Studios does not provide cap and gown for the shoot, and those are provided by the school. This helps us to stay in compliance with our hygiene and sanitization standards. In some instances, photographers may bring a preschool-age cap and gown, however, such a request must be made by the school at least one month in advance of the Picture Day. Every kid will be photographed on the two backdrops that have been chosen for the Picture Day, and the graduating kid will be additionally photographed on the solid backdrop with their cap and gown provided by the school. The graduation photos for the graduating cohort are taken at the end after every kid has been photographed on the two backdrops — this helps with efficient time management at the event.
Class Photos: Class photos can be clicked with entire class standing together in a group. Photo backdrops are meant to accommodate one or at most two kids up to age of 6, and they cannot be used for group photos. School can instead opt to have class composites and can choose from various design options. In the event school chooses class composites, it is the responsibility of the school to provide class assignments for each participant (student and staff), and to review and approve the composites prior to photo release. Depending on the choice by the school based on available options provided here (https://www.kiarahportraits.com/composites) either a group photo or a composite may be present in the album. To comply with privacy guidelines, we do not write names of anyone, student or staff, on the class composites.
Print orders and media types: Print orders are available in glossy, luster and matte media. Glossy photo paper has high gloss, Luster has a slight gloss, while Matte does not have any gloss. We use high-quality photo paper media (250 gsm or above) for our prints and more information on the media finish types is present on our website (https://www.kiarahportraits.com/mediatypes). A sample book of the these media types will be provided to the school and parents may reach out to them to touch and feel the media type prior to placing the order.
The digital proofs in the album are generally in 8×10 aspect ratio. The photo frame will be adjusted prior to printing on sizes of client’s choice (4×6, 5×7, wallets or otherwise) to match the aspect ratio of their selection.
Delivery of the Photos: Photos are ready in 3-4 weeks after Picture Day, and they will be uploaded to an individual’s online album.
Donations: i) The cutoff dates for sending advance payments for Spring and Fall photo sessions are August 1st and December 31st, respectively, and the payment will be sent within four weeks after these dates. If the donation is less than $50, then a payment for the exact donation amount will be sent. If needed, a second payment may be processed for additional sales that happen between the dispatch of the first payment and the cutoff date for final sales calibration.
ii) However, if the donation is more than $50, first an advance $50 payment will be sent, and the remainder will be sent after calibrating for final sales numbers at the cutoff date. The cutoff dates for the balance payment for Spring and Fall photo sessions are September 15th and February 15th, respectively, and the remainder payment will be processed within four weeks after these dates. The payment will be sent to the account details submitted at the time of booking.
All payments will be remitted digitally via Venmo and Zelle instead of paper checks.
Feedback: Your input helps us to improve our services and kindly use this weblink (https://forms.gle/e597wz9j8UQMfe9t6) to provide us feedback on the event.
Privacy Policy
PHOTO LICENSING
Kiarah Studios (KS) RETAINS ALL RIGHTS, LICENSE, COPYRIGHT, TITLE, DESCRIPTIONS, AND OWNERSHIP OF THE MEDIA CONTAINED in KS website(s), portal(s), digital and physical product(s). The term Kiarah Studios or KS is used to refer to all businesses under or associated with Kiarah Studios, such as and not limited to, Kiarah Photography, Kiarah Portraits, Kiarah Studios, Kiarah Designs, Kiarah Backdrops, Kiarah Media, Kcaptured, Kiarah Session, Kiana Portraits, Kiana Photography and others. Digital Media and/or Product(s) may be available for purchase through the online store or through contract with KS. KS permits the buyer a non-exclusive, non-transferable perpetual, non-commercial license to download and copy the agreed upon Media and/or Product(s), of which are subject to the below restrictions listed.
The license is solely to be used for personal use and non-commercial work. No commercial use of the Media is permitted under this agreement, unless a commercial license is purchased. Title, ownership, copyright, and all rights both current and in the future, of the Media and/or Product(s) will belong exclusively to KS. There are no warranties, express or implied under this provision. It is noted that the customer accepts that the Media and/or Product(s) are provided ‘as is’.
Under this provision, neither KS and/or utilized vendors will be held liable for any additional third-party claims, incidental, consequential, or otherwise alleged damages arising out of the license or buyer’s use of the purchased Media and/or Product(s).
All the Media contained in the digital and physical products are the copyright of Kiarah Studios by law. None of them can be copied, used, or published for commercial purposes without Kiarah Photography’s clear permission to do so. KS reserves the right to the use of the Media contained in the digital and physical products for its promotions, marketing material, portfolio, website and social media platforms after receiving express written permission from the subject, or responsible parent/guardian of the subject in case the subject is a minor.
CUSTOMER ALLOWABLE ACTIONS
Customer Allowable Actions include all personal and non-commercial use of the Media and/or Product(s), which permits the customer to perform the following actions:
- The customer may display Product(s) and Media on personal websites and computers.
- The customer may make images and or prints for personal use.
CUSTOMER BARRED ACTIONS:
Customer Barred Actions include all non-personal and commercial use of the Media and Product(s), which prohibits the customer to perform the following actions:
- The customer may not resell, relicense, sub-license, or otherwise redistribute Media and Product(s) without expressed written permission directly from KS.
- The customer may not use the media in any fashion that requests and/or charges others money or fees and may not under any circumstances receive any financial compensation, payment, or remuneration for the usage of any Media or Product(s) in advertising.
- The customer may not utilize the Media or Product(s) in a pornographic, explicit, illegal, immoral, slanderous, defamatory manner, and shall not associate with such content in any form.
- The customer shall not incorporate the Media, Product(s), or KS brand or logo into any trademarks, logos, or service marks.
- The customer shall not make any purchased Media or Product(s) available for download.
- The customer shall not utilize any Media or Product(s) for business, educational, events, or other non-personal uses, all of which, require a commercial license as specified by our policy.
PERSONAL INFORMATION
We collect various types of personal information when you use any of our websites, mobile sites, or mobile applications (our “Sites and Apps”); purchase any products or services from us; schedule an appointment to be photographed; visit or are photographed at one of our offices, studios, or on-site photography locations; engage with us, such as through one of our customer service representatives or on social media; sign up for notifications or register for customer rewards programs; access emails we send you; or complete a survey or enter a contest or sweepstakes that we sponsor. This information may be collected directly from you (for example, when you complete our forms or enter your information on our websites to make a purchase) or indirectly through your device or browser when you visit our Sites and Apps.We use your information to fulfill product orders, to customize and improve the advertising and content you see, to offer suggestions for personalized products based on your content, to deliver marketing communications and promotional materials that you may be interested in, to contact you and provide customer service, to protect the security or integrity of our databases or websites, to detect and prevent fraud or illegal activity, to take precautions against liability, to detect and remediate violations of our Terms of Use or other misuse of our Sites and Apps, for internal operational purposes, and to develop and improve our products and services, including to train our algorithms, models, and products and services which may incorporate artificial intelligence or machine learning.
Our Sites and Apps may be linked on other websites or may contain links to other websites. Our Privacy Notice only applies to our Sites and Apps, and we are not responsible for the privacy practices, security standards, or content of other sites. You should check the privacy policies of those sites before providing your personal information to them.
PERSONAL INFORMATION AND PHOTOS
We don’t provide personally identifiable information and/or photos that are collected as part of our processes to anyone in exchange for money. We may use Media contained in the digital and physical products for our promotions, marketing material, portfolio, website and social media platforms after receiving express written permission from the subject, or responsible parent/guardian of the subject in case the subject is a minor.
We sometimes use third-party service providers to act on our behalf, for example shipping companies to help us deliver our services, fulfill your product orders, process payments, enhance and personalize your shopping experience with us, deliver our advertisements, and to provide professional, marketing, security, and information technology services. These service providers are only allowed to use your information in connection with the specific service they provide on our behalf.
If we photograph you pursuant to a contract with your employer or school or other organization you are affiliated with, we may share your information with that organization as necessary to fulfill our contractual obligations.
We may be required to share your personal information in other, limited circumstances. For example, we may be required to share certain information to respond to a subpoena or similar judicial process, to comply with state, federal, or local laws, to protect the security or integrity of our databases or website, to take precautions against liability, in the event of a corporate reorganization or, to the extent required by law, to provide information to law enforcement agencies.
Additionally, your information may be transferred to another organization if, for example, we negotiate for or transfer the ownership or operation of the Sites and Apps because we have merged with or have been acquired by another organization, if we liquidate our assets, if there is a change in ownership control, or if there is a financing transaction. In those cases, the new company’s use of your information will still be subject to this Notice and the privacy preferences you have expressed to us.
PHOTO DATA RETENTION
The raw photos are retained for up to 12 months after the event and the processed photos are retained in the password protected albums for up to 5 years after the event, so that they can be retrieved if needed. The photos and albums can be deleted forever after receiving an express written request from the interested party. Once deleted, the photos will be completely erased, and they cannot be retrieved under any circumstances. Anyone interested in deleting the album can directly email us the request at kiarahstudios@gmail.com.
Although no website, application, database, or system is completely secure or “hacker proof,” we have safeguards in place to protect against unauthorized access and disclosures of the personal information we control, including technical, physical, and administrative safeguards and security measures. Despite these measures, however, we cannot guarantee that our information security safeguards will never be compromised.
KS retains your information only for as long as is necessary for the purposes set out in this Policy or as needed to provide the Sites, Apps and associated services (Services) to you. If you no longer want KS to use your information to provide the Services to you, you may request us to delete your album by emailing us at kiarahstudios@gmail.com. KS will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your information to comply with applicable tax laws), resolve disputes, perform and enforce our agreements, and as otherwise described in this Policy.
CONTACT
For further information or any questions regarding our privacy and photo policies, please reach us at kiarahstudios@gmail.com.