Bertvde logo

Terms and conditions

Clear agreements make for good memories. Below you can read how I work and what we can expect from each other.

Version of 27 October 2026

Article 1: Application

  1. 1.1These terms apply to every agreement between you and me. I send them to you with the quotation or booking confirmation, before you pay the deposit. You can always find them here.
  2. 1.2When you accept the quotation in writing or by email, or pay the deposit, you confirm that you have read these terms and agree to them.
  3. 1.3Different arrangements only apply if I confirm them in writing beforehand.
  4. 1.4If you book as a business, these terms take precedence over your own general terms and conditions.

Article 2: Who is who

  1. 2.1‘I’ or ‘the photographer’: Bert Van Den Eeckhaut, sole proprietorship trading as bertvde, Tolhuislaan 204, 9000 Ghent, Belgium. Enterprise number BE 0793.485.536. I fall under the small business VAT exemption scheme and therefore do not charge VAT. Email: hello@bertvde.be. Bank account: BE61 6501 8961 4617.
  2. 2.2‘You’ or ‘the client’: the natural or legal person who gives me an assignment.
  3. 2.3‘Consumer’: a client who books for private purposes, such as a wedding or a portrait shoot. ‘Business’: a client who books for professional purposes.
  4. 2.4‘Assignment’: everything our agreement covers, such as a photoshoot, wedding coverage, photo series, albums, prints or other online or offline services and products.
  5. 2.5‘Third parties’: people you engage for part of the assignment, such as models, stylists, make-up artists or suppliers.
  6. 2.6For an assignment, I may work with assistants or a second photographer of my choosing.

Article 3: Prices and quotations

  1. 3.1You can find the prices for my services at www.bertvde.be, in my (online) brochure or in your quotation.
  2. 3.2I can change my prices at any time. New prices only apply to assignments booked after the change.
  3. 3.3A quotation is non-binding until you accept it and I confirm the booking, unless the quotation states otherwise.
  4. 3.4All prices are final prices in euro. Additional costs, such as travel, accommodation, meals or albums, are stated in the quotation in advance.

Article 4: Agreement and deposit

  1. 4.1Our agreement is formed when you accept the quotation in writing or by email and I confirm the booking in writing.
  2. 4.2Your date is definitively reserved once I have received the deposit of 25% of the total price. If the deposit is not paid within 7 days of my confirmation, I may release the date again.
  3. 4.3Each agreement applies to the agreed date or dates.

Article 5: Expenses

  1. 5.1I may ask for an advance on the costs stated in the quotation.
  2. 5.2If a wedding starts before 9:00 or ends after midnight, you provide a hotel night for me near the venue, in addition to the price. I state this in the quotation as well.

Article 6: Number of photos

  1. 6.1You receive your photos through an online gallery, such as Picflow, or a download link, such as WeTransfer or Dropbox.
  2. 6.2How many photos you receive depends on the type of assignment and how long I am present. The quotation states an indicative number. It is a guideline, not a guarantee: the final number depends on how the day or the shoot unfolds.

Article 7: Quality and style

  1. 7.1I photograph according to my own quality standards and edit the images in my own style, as you know it from my portfolio.
  2. 7.2Anything not expressly described in the assignment, I carry out according to my own technical and creative judgement.

Article 8: Orders

  1. 8.1When placing an order, you give me accurate and complete details about who receives it.
  2. 8.2If you ask me to invoice an order to someone else, you remain jointly and severally liable with that person for payment.

Article 9: Payments

  1. 9.1My invoices are payable within 30 days of the invoice date, unless the invoice states otherwise.
  2. 9.2If you are a consumer and do not pay on time, I first send you a free reminder. If you then do not pay within 14 calendar days, counted from the third working day after a paper reminder is sent or from the working day after an email reminder is sent, the following are due by operation of law: late-payment interest at the rate set by article 5 of the Belgian Act of 2 August 2002, and a fixed compensation of €20 for amounts up to €150, €30 plus 10% on the portion between €150.01 and €500, or €65 plus 5% on the portion above €500, capped at €2,000.
  3. 9.3If you book as a business and do not pay on the due date, interest of 1% per month, or the higher rate under the Act of 2 August 2002, is due automatically and without notice, plus a fixed compensation of €40. I may also claim higher recovery costs.
  4. 9.4If I owe you a refund as a consumer and do not pay it on time, the same interest and compensation apply to me under the same conditions.

Article 10: Delivery

  1. 10.1I deliver your photos within 8 weeks of a photoshoot and within 12 weeks of a wedding, unless we agree otherwise.
  2. 10.2I deliver prints, albums and other physical products at a place and date we agree in writing beforehand. If we agree nothing, you can collect them at my address in Ghent.

Article 11: Meals

  1. 11.1For assignments lasting five hours or more, you provide a hot or fresh meal for me.

Article 12: Liability

  1. 12.1I carry out every assignment with the care of a professional photographer. I do not guarantee a particular artistic result, number or type of images, unless we expressly agree on it.
  2. 12.2I carry out corrections you send me in writing. I am not liable for spelling, language or grammar errors you did not point out. Once an album or print job has gone to the printer, you can no longer request corrections.
  3. 12.3Colour differences caused by light, colour temperature or the composition of what I photograph are part of photography and are not a defect.
  4. 12.4I am not liable for colour deviations on uncalibrated screens or on prints not supplied by me.
  5. 12.5If you reject a shoot because your briefing, concept or strategy changed, or because a product you supplied was defective, the full fee and all costs remain due. This also applies to any new shoot that becomes necessary as a result.
  6. 12.6Changes you only communicate verbally are carried out at your own risk. So please send them in writing.
  7. 12.7I am liable for damage directly caused by my own fault. I am not liable for indirect damage, such as lost profit, lost opportunities or reputational harm.
  8. 12.8My total liability is limited to the invoice amount of the assignment concerned. The limitations in this article do not apply in case of intent, gross fault or bodily injury caused by me.
  9. 12.9I am not liable for physical or material damage that you or others suffer during the shoot, for example from falling or slipping, unless that damage is caused by my fault.
  10. 12.10I handle clothing, collection pieces, accessories and other items you entrust to me with care. Except in case of intent or gross fault, I am not liable for their loss or damage, before, during or after the shoot. If these items are of high value, I may have them insured and pass the cost on to you.
  11. 12.11If works, trademarks, designs or people belonging to others appear in the images, you obtain the permission from the rights holders that your use of the images requires, and you pay the related costs. These costs are not included in my price. If a rights holder makes a claim against me about this, you indemnify me.
  12. 12.12I am only responsible for my own work. I am not liable for the behaviour, punctuality or performance of models, actors, staff or other third parties, even if I contacted them on your behalf.
  13. 12.13I am not responsible for delays or cancellation of a shoot because you or your suppliers deliver a product or accessory late, or because of their punctuality or behaviour.
  14. 12.14I am not liable for errors by carefully selected external parties, such as print shops, labs or carriers. Albums and prints I sell to consumers are, however, covered by the two-year statutory guarantee. If such a product is defective, I will have it repaired or replaced free of charge.

Article 13: Cancellation and postponement

  1. 13.1If you can still withdraw from the agreement (see article 19), the rules of that article apply during that period instead of the fees below.
  2. 13.2If you cancel a wedding assignment, I keep the deposit. It compensates for reserving your date, the requests I decline for it and the preparatory work. If you cancel because I fell short myself, I refund the deposit.
  3. 13.3In addition to the deposit, you pay a cancellation fee on the remaining balance, which is the total price minus the deposit:
    • more than 6 months before the wedding date: no additional fee;
    • between 6 and 3 months before the wedding date: 25% of the balance;
    • between 3 months and 1 month before the wedding date: 50% of the balance;
    • less than 1 month before the wedding date: 100% of the balance.
  4. 13.4If you want to postpone your wedding, let me know in writing as soon as possible. If I am available on the new date and it falls within 18 months of the original date, all amounts paid, including the deposit, move to the new date. If I am not available, the postponement counts as a cancellation on the day you let me know.
  5. 13.5You can cancel or reschedule a photoshoot free of charge up to 7 days before the scheduled date. If you cancel later or do not show up, you pay €250, or the full price of the shoot if that is lower.
  6. 13.6If I cancel myself, without force majeure, illness or an accident (see article 14), I refund all amounts received within 14 days, plus a compensation equal to the deposit.
  7. 13.7In case of sexually inappropriate, aggressive or other seriously improper behaviour by you or your guests towards me or my assistants, I may stop the assignment immediately. You then pay the full price, minus the costs I save by stopping.

Article 14: Force majeure and illness

  1. 14.1Force majeure is an event beyond my control that I could not reasonably foresee or avoid, and that makes the assignment temporarily or permanently impossible. Think of war, riots, floods, extreme weather, fire, strikes, government measures or unforeseeable serious traffic disruption.
  2. 14.2In case of force majeure, I let you know immediately and we first look for a new date together. If that does not work, either of us may end the agreement free of charge. You then only pay for work already delivered, and I refund what you paid for the part not performed. Neither of us owes damages.
  3. 14.3If I cannot carry out an assignment due to illness or an accident, we look for a solution together. Where possible, and only with your agreement, I find a replacement photographer. You then enter into an agreement directly with that replacement, and I am not liable for their work.
  4. 14.4If we cannot find a replacement, either of us may end the agreement free of charge. I then refund all amounts you paid for the part not performed, without further compensation.

Article 15: Complaints and disputes

  1. 15.1Not happy with something? Just let me know first at hello@bertvde.be. Usually we find a solution together quickly.
  2. 15.2You report complaints about the work or the delivered photos in writing, preferably by email, within 14 days of delivery. You report complaints about an invoice within 14 days of receiving it.
  3. 15.3If you book as a business, an invoice you do not dispute in time is deemed accepted, and a late complaint is no longer admissible.
  4. 15.4As a consumer, you always keep your statutory rights. You can also refer a dispute free of charge to the Belgian Consumer Mediation Service (www.consumentenombudsdienst.be).

Article 16: Copyright and use of the photos

  1. 16.1The copyright on all images I make stays with me. You cannot claim it, neither in analogue nor in digital form.
  2. 16.2Neither you nor the people in the photos have exclusive rights to the images, my style or the edits I apply.
  3. 16.3Your price includes the right to use and reproduce the images for private purposes, within the statutory exceptions of articles XI.189 and XI.190 of the Belgian Code of Economic Law. This right is personal: you cannot transfer it without my written permission.
  4. 16.4If you are a private client, your right to use the images for private purposes has no time limit. If you book as a business, my price only covers the method of exploitation, form, purpose, territory and duration we expressly agree on. If we agree nothing about the duration, the right of use lasts one year from delivery. As long as there is no written agreement on these points, I may object to other uses. You are also responsible for how third parties use the images you give them.
  5. 16.5If you use the photos publicly, such as in a publication, on a website, on social media or in print, credit ‘© bertvde.be’ or tag me. For purely private use, this is not needed.
  6. 16.6You may not edit, filter or otherwise alter the photos. If you would like an adjustment, such as a different colour or a crop for print, ask me. After the assignment is completed, I will make a new quotation for it.
  7. 16.7The original, unedited files remain mine and are not delivered. Prints, albums and media I deliver become your property once they are paid in full. The copyright always stays with me.
  8. 16.8If you use the photos publicly without credit, I am entitled to compensation of 100% of my usual licence fee. If I prove greater damage, I may claim that as well.
  9. 16.9You may share the photos on social media and blogs. Cropping is only allowed where the platform requires it, and you tag or mention me with each photo. Commercial or promotional use, or use on a professional platform, is only allowed with my written permission or under a separate agreement.
  10. 16.10I ask you not to make false or defamatory statements about me. An honest review is of course always welcome.

Article 17: Image rights and promotion

  1. 17.1When booking, you let me know whether I may use recognisable images of you for my portfolio and website, for social media, and for advertising, publications and print. Without your consent, I do not use recognisable images of you for promotion.
  2. 17.2You can withdraw your consent at any time at hello@bertvde.be. I then remove the images going forward, as far as reasonably possible. What has already been printed cannot be recalled.
  3. 17.3I only use images of minors for promotion with their parents' consent. Other recognisable people, such as guests, can always ask me to remove their image.

Article 18: File storage and privacy

  1. 18.1I keep your photos for at least 100 days after the invoice date. After that, I may delete them.
  2. 18.2Make a backup as soon as you receive them, for example on your computer and on an external drive or in the cloud. From delivery onwards, you are responsible for your files. If I still have them, a new copy costs €250 per set.
  3. 18.3If files are lost due to force majeure, I owe you no compensation.
  4. 18.4I process your personal data, such as your name, contact details and the images themselves, only to carry out the assignment, to invoice and, with your consent, for promotion. I keep it no longer than necessary. I keep invoices and accounting records for as long as the law requires.
  5. 18.5For delivery and storage, I work with service providers such as Pixieset, Dropbox and WeTransfer. They only process your data on my instructions.
  6. 18.6You can always access, correct or delete your data, and object to its use. Email hello@bertvde.be to do so. If you are not satisfied with how I handle your data, you can lodge a complaint with the Belgian Data Protection Authority (www.dataprotectionauthority.be).

Article 19: Right of withdrawal

  1. 19.1If we conclude the agreement at a distance, for example by email or through the form on my website, you can withdraw from it as a consumer within 14 days of concluding it, without giving a reason. To do so, send me a clear statement or the model form below by email to hello@bertvde.be.
  2. 19.2I then refund all amounts received within 14 days, using the same payment method you used.
  3. 19.3If you expressly ask me to start within those 14 days, you pay an amount proportional to what I have already done if you withdraw. If the assignment has already been fully performed after that request, and you acknowledged that your right of withdrawal then lapses, you can no longer withdraw.
  4. 19.4Model withdrawal form:
    • To Bert Van Den Eeckhaut, Tolhuislaan 204, 9000 Ghent, Belgium, hello@bertvde.be:
    • I hereby give notice that I withdraw from my contract for the provision of the following service: …
    • Ordered on: …
    • Name: …
    • Address: …
    • Signature (only if this form is on paper): …
    • Date: …

Article 20: Changes

  1. 20.1I may amend these terms. An agreement already concluded remains governed by the terms in force when I confirmed it.

Article 21: Language and severability

  1. 21.1These terms exist in Dutch and English. In case of discrepancy, the Dutch text prevails.
  2. 21.2If a provision is void or unenforceable, the other provisions remain in force.

Article 22: Applicable law and jurisdiction

  1. 22.1These terms and our agreement are governed by Belgian law. If you are a consumer living in another country, you keep the mandatory protection of that country's law.
  2. 22.2Disputes with a business fall under the exclusive jurisdiction of the courts of Ghent.
  3. 22.3Disputes with a consumer go to the court designated by law.