TERMS AND CONDITIONS
Last Updated: October 15, 2026


1. AGREEMENT TO TERMS

These Terms and Conditions (“Terms”) govern the relationship between Body Alchemy (“Company,” “we,” “us,” or “our”) and any individual or entity (“Client,” “Participant,” “you,” or “your”) booking photography services, registering for retreats, purchasing products, or using our website www.yourbodyalchemy.com.

By submitting an inquiry, paying a deposit, signing a contract, or accessing our services, you agree to be bound by these Terms. Specific service agreements signed via HoneyBook or checkout terms completed via ThriveCart will supplement—and, in the event of a direct conflict, override—these site-wide Terms.


2. BOOKING, PAYMENTS & RETAINERS

  • Payment Gateways: All financial transactions are conducted securely via our third-party processors (HoneyBook, Stripe, and/or ThriveCart).

  • Retainers / Booking Fees: To reserve a date for a photography session or secure a spot at a retreat facilitation, a non-refundable retainer (or deposit) is required at the time of booking.

  • Liquidated Damages: Retainers are strictly non-refundable. You acknowledge that retainer payments represent liquidated damages compensating the Company for administrative costs, pre-event planning, and the loss of revenue resulting from holding a date on our master calendar to the exclusion of other bookings.

  • Payment Schedules: Remaining balances must be paid according to the schedule set forth in your specific booking contract (e.g., photography balances due prior to the shoot date; retreat balances due 30–60 days prior to commencement). Failure to pay remaining balances on time may result in automatic cancellation of your booking without refund of prior payments.

  • Permits & Venue Restrictions: The Client is responsible for paying any venue entry fees, commercial photography permit costs, or location access fees required by public lands or private venues. The Company is not liable for shoot interruptions or restricted access if a client insists on shooting at a location where proper permits are denied or prohibited by local authorities.


3. CANCELLATION, RESCHEDULING & REFUND POLICIES

A. Photography Sessions & Shoots

  • Client Cancellations: If you cancel a photography session, all retainers paid are forfeited. Payments made beyond the initial retainer may be refunded only if cancellation occurs outside the deadline specified in your primary contract.

  • Rescheduling: Session rescheduling requests are subject to availability. Rescheduling fees or a new retainer may apply if the request is made on short notice (e.g., less than 14 days prior to the shoot).

  • Weather & Inclement Conditions: Outdoor photography sessions impacted by hazardous weather (as determined by the photographer) will be rescheduled at no additional fee.

  • Client Tardiness & Schedule Adherence: Photography coverage begins at the time agreed upon in your booking schedule. If you or your party arrive late, the session will still end at the scheduled time to respect the photographer's master calendar. The Company is not responsible for a reduced number of final images or incomplete coverage resulting from client lateness, and no partial refunds or time extensions will be granted.

  • Gallery Delivery & Archival Policy: Online proofing galleries are delivered within the estimated turnaround timeframe specified in your primary contract (typically 4–8 weeks). Digital galleries remain accessible online for 90 days following delivery. It is the Client's sole responsibility to download and back up all high-resolution files during this window. After 90 days, the gallery may be archived or removed from our servers, and an unarchival fee may apply to re-upload files.

  • Meal Provision: For bookings over 5 consecutive hours, the Client agrees to provide a hot meal for the photographer and team, served at the same time as the primary hosts/guests so no event coverage is missed.

  • Breaks: Brief 15-minute operational breaks are factored into long event schedules to allow for battery/card changes and hydration.

B. Retreat Facilitations & Workshops

  • Participant Cancellations: Retreat deposits are strictly non-refundable due to non-recoverable venue fees, travel deposits, and co-facilitator commitments.
  1. Cancellations made more than 60 days prior to the retreat start date: Payments made beyond the non-refundable deposit may be refunded or applied as credit toward a future retreat at our discretion.
  2. Cancellations made less than 60 days prior to the start date: All payments are 100% non-refundable.

  • Participant Transfer / Replacement: If you cannot attend, you may request to transfer your retreat spot to another individual, subject to our prior written approval and screening of the replacement participant.

  • Travel Insurance: Participants are strongly advised to purchase comprehensive travel and cancellation insurance covering trip interruptions, medical emergencies, and travel delays.

  • Retreat Cancellation by Company: In the rare event that the Company must cancel a retreat (due to low enrollment or unforeseen circumstances), you will receive a 100% refund of all payments made to the Company. The Company is not responsible for secondary expenses incurred by participants (e.g., flights, train tickets, visa fees, or hotel reservations).

  • Guest Privacy & Media Rights: To preserve a safe and authentic environment, participants agree to respect the privacy of fellow retreat attendees. Photos or videos taken by guests that feature other participants, co-facilitators, or personal share circles may not be published on social media or public channels without the explicit, advance consent of every individual depicted. The Company reserves the right to request the immediate removal of shared content that violates another guest's privacy.


4. PHOTOGRAPHY INTELLECTUAL PROPERTY, ARTISTIC INTEGRITY, AI, & MODEL RELEASES

  • Copyright Ownership: All photographs, digital files, raw footage, and video captured by the Company remain the exclusive intellectual property of Body Alchemy, protected under US Federal Copyright Law.

  • Personal Usage License: Clients receive a limited, non-exclusive, non-transferable personal use license to print and share images for personal, non-commercial purposes.

  • Commercial & Third-Party Use: Images may not be sold, resold, submitted to publications, or used for commercial/promotional purposes by third-party vendors without express written consent and a commercial release agreement.

  • Model Release: Unless explicitly requested otherwise in writing prior to a shoot or retreat, you grant Body Alchemy the irrevocable right to use photos or video footage containing your likeness taken during sessions or retreats for portfolio, social media, marketing, and website display.

  • Authentic Imagery: We pride ourselves on authentic human art and real-world storytelling. We do not use generative Artificial Intelligence (AI) to create, replace, or fabricate subjects, expressions, or core elements in your photographs.

  • Standard Editing Practices: Professional editing techniques (such as color grading, exposure adjustment, minor skin retouching, and spot removal) are performed manually to enhance image quality without altering the genuine feel of your session.

  • No AI Model Training: The photos created during your session or retreat will not be sold, licensed, or submitted to third-party databases for the purpose of training generative AI image or video models without your express written consent.

  • Raw / Unedited Files: The Company delivers carefully curated, fully edited digital files as the final artistic expression of our work. Under no circumstances do we release, sell, or deliver raw, unedited, or incomplete image/video files, as they do not represent our finished brand standard.

  • Digital Goods Sales: Due to the immediate download and intangible nature of digital resources, workbooks, video workshops, and photography presets, all digital product sales completed via ThriveCart are final and non-refundable once access is granted.

  • Artistic Discretion & Shot Lists: While we welcome inspiration boards, final image selection and creative choices remain at our discretion. The Company is not responsible for missed shots caused by uncooperative guests, late schedules, or venue restrictions preventing optimal lighting/positioning.


5. RETREAT HEALTH, SAFETY & PARTICIPANT WAIVER

  • Informational & Growth Focus: Retreat facilitations, workshops, and coaching provided by the Company are designed for personal enrichment, self-exploration, and mindfulness. They do not constitute licensed medical, clinical, or psychological therapy

  • Personal Responsibility & Health Disclosure: You are responsible for ensuring you are physically and mentally fit to participate in retreat activities. You must inform us of any severe allergies, dietary requirements, or physical limitations via pre-retreat intake questionnaires.

  • Assumption of Risk: Participation in retreats may involve physical movement, travel, communal living, and outdoor excursions. You voluntarily assume all inherent risks associated with participation and hold Body Alchemy harmless against personal injury, illness, property damage, or loss during retreat events.

  • Personal Property & Lost Belongings: Body Alchemy is not responsible for the loss, theft, or damage of personal belongings, camera gear, travel luggage, or valuables brought by clients or participants to photography shoots, studio spaces, or retreat venues. Participants are encouraged to maintain personal property insurance.

  • Responsible Consumption: While light alcohol or local offerings may be present during certain retreat dinners, participants are expected to act responsibly. Consumption of illegal substances or excessive intoxication that disrupts the retreat environment, endangers others, or compromises safety is grounds for immediate removal at the participant's expense.

  • Facilitator Substitutions: In the event that an advertised guest teacher, co-facilitator, or practitioner is unable to attend due to illness, travel grounding, or emergency, the Company reserves the right to substitute a practitioner of equal skill and qualification without invalidating the retreat or triggering refunds.


6. FORCE MAJEURE

Neither party shall be held liable for failure to fulfill obligations under these Terms if performance is rendered impossible or impractical by a Force Majeure Event—including, but not limited to: severe natural disasters (wildfires, blizzards, floods), acts of God, pandemics or epidemics, government bans, severe civil unrest, or major travel groundings.

In the event of a Force Majeure cancellation, the Company will make reasonable efforts to reschedule the photography session or retreat. If rescheduling is impossible, credits or partial refunds (minus non-recoverable operational expenses already incurred) will be assessed in good faith.


7. ZERO TOLERANCE POLICY

We reserve the right to immediately terminate photography coverage or ask a retreat participant to leave the premises (without refund or liability) if the team or other guests are subjected to verbal abuse, sexual harassment, physical threats, or illegal activity.


8. LIMITATION OF LIABILITY

To the fullest extent permitted by law in Colorado, USA:

  • Maximum Liability: The total combined financial liability of Body Alchemy to any client or participant for claims, damages, or breaches arising out of photography or retreat services shall not exceed the total dollar amount paid by that client to the Company for the specific service in question.

  • Indirect Damages: The Company shall not be liable for indirect, incidental, consequential, or punitive damages (including loss of business profits or emotional distress).

  • Equipment / File Safeguards: While we maintain strict technical backups, in the improbable event that photography files are lost, damaged, or stolen due to technical equipment failure beyond human control, the Company's liability is strictly limited to issuing a full or partial refund of photo services paid.


9. GOVERNING LAW & JURISDICTION

These Terms and any dispute arising out of or related to our services shall be governed, construed, and enforced strictly in accordance with the internal laws of the State of Colorado, United States, without regard to conflict of law principles. Any legal action or formal dispute must be filed exclusively in state or federal courts located in Colorado.


10. CONTACT INFORMATION

For legal inquiries, contract clarifications, or cancellation notices, please reach out to us at:

Body Alchemy
Colorado, USA
Email: [email protected]
PRIVACY POLICY