Photography Contract Clauses for Gallery Delivery and Expiration

Each clause answers one question a client will eventually ask. The table shows what each one sets and the blank you fill in.

Square brackets in the sample wording mark the parts you replace. Keep your own numbers, and write each date as a date in the delivery email as well.

Name the method and the window. A client who knows the photos arrive as an online gallery link does not expect a USB drive. A client who knows the window does not email you on day three.

[Studio] will deliver the final edited images through a private online gallery. The gallery link will be sent to the email address the Client provides. Delivery will take place within [number] [days/weeks] of the session, or within [number] [days/weeks] of receiving the Client's selections where a selection round applies. The gallery may be protected by a password, which [Studio] will send with the link.

Count the window from the event that actually starts your work. When the client chooses first, that event is the arrival of their picks, not the shoot date. Our guide to photo delivery turnaround time explains how to pick a number your slowest job can survive.

On clientgallery.io, the delivery is one link per gallery, with an optional password of up to 60 characters. The client needs no account to open it. Downloads are a switch on each gallery, so the same link can serve a proofing round and then the final delivery.

This clause is easy to leave vague. "Available for a limited time" invites the client to invent a deadline. "Available forever" is a promise no hosted service can guarantee, because every gallery depends on the studio's account and the service staying in place.

The safe pattern is a stated minimum, plus a plain note that the gallery is a delivery tool rather than a place to store the photos.

The online gallery will stay online for at least [period] from the delivery date. After that period, [Studio] may take the gallery offline at any time without further notice. The online gallery is provided for viewing and downloading. It is not a storage or backup service for the Client.

Write a period you are certain you can honour, even if your platform usually does better. The contract should promise less than the software delivers, never more.

On clientgallery.io, galleries have no expiry date setting. A gallery stays online for as long as the studio's account exists, unless the studio revokes it, which takes the page dark, or deletes it, which is permanent. The platform side of this question is covered in how long client galleries stay online, including how other platforms handle expiry.

The gallery and the large download are two different things, and the contract should treat them separately. A client can still see the gallery after the download window closes. Stating both prevents the "the link is broken" email.

The full-resolution image files will be available to download for [number] days from the date [Studio] sends the download notice. The Client should download them within that window. If the Client asks for the files again after the window closes, [Studio] will make them available again [at no charge / for a fee of amount] within [number] business days, for as long as [Studio] still holds the files.

The last phrase matters. A re-send depends on you still holding the originals, and how long you hold them is a separate decision.

This is how the two downloads work on clientgallery.io.

So on this platform, a sensible number for the blank is 3 days, and the re-send is a fresh upload of the ZIP. An account can hold 100 GB of live ZIPs at once. More on the handoff itself is in how to send full-resolution photos to a client.

This clause moves the backup duty to the person who owns the finished photos. Put it in the contract, then repeat it in the delivery email, because that is when the client can act on it.

The Client is responsible for downloading the delivered images promptly and for keeping their own backup copies, ideally in at least two places, such as a computer and a separate cloud or drive. [Studio] is not responsible for images lost after delivery, including through device loss, deletion or the online gallery being taken offline.

How long the studio itself keeps originals is a retention question, not a gallery question. It gets its own clause, and our guide on how long photographers should keep client photos gives sample retention wording.

When the client chooses the photos you edit, the contract needs a date for the choice. Without one, a two-week job can become a two-month job.

Where the package includes a selection round, the Client will submit their selections through the proofing gallery within [number] days of the date [Studio] sends it. Once submitted, selections are final unless [Studio] agrees to reopen them. If no selection is received by that date, [Studio] may [choose the images on the Client's behalf / schedule editing for the next available slot], and the delivery timeline in clause 1 starts from the date selections are received.

Our guide on how long clients should have to choose their photos recommends seven to fourteen days and explains why.

Here is what clientgallery.io does, and does not do, around that deadline.

• The client presses Send my picks and enters a name and email. That locks the selection.
• The studio can reopen picking. The existing picks are kept, and the client is not notified, so you tell them yourself. The steps are in what to do when a client wants to change their selection.
• Everyone with the link shares one set of picks. Name the person who presses Send in the contract or the delivery email.
• Nothing in the product enforces your date. The deadline lives in the contract and in your email.

Studios change software. A gallery link belongs to the service that hosts it, so a move usually means a new link. The contract should say so before it happens.

[Studio] may change the service it uses to host online galleries. If it does, previous gallery links may stop working. [Studio] will give the Client at least [number] days' notice by email before an active gallery is taken offline, and will either send a new gallery link or ask the Client to download their images before that date. Galleries delivered more than [period] before the change may not be moved.

The import is not a backup of your originals. Masters stay on your own drives. The sequencing of a move, and what happens to old links, is covered in does switching gallery platform break old client links.

A clause signed months ago is easy to forget. Repeat the dates when the link goes out, as dates rather than durations.

Your gallery is ready: [link]. Please send your picks by [date]. When your final files are ready, the full-resolution download will be open for [number] days, so please save them to a computer and one other place that same week. The gallery itself stays online for at least [period].

Some studios want galleries to go offline on a fixed date, set once in the software. clientgallery.io has no expiry date field. A gallery stays online until the studio revokes or deletes it by hand. If your contract relies on automatic expiry, use a platform that has a per-gallery expiry setting.

The same applies to a studio whose contract ties delivery to a print or product order. clientgallery.io has no print store, and releasing downloads after payment is a manual switch. A studio built on product sales should stay on a platform with a store.

This page states no external figure, quotes no competitor and cites no statute or regulation. The sample clauses are general wording written for this page. Every clientgallery.io behaviour below was checked against the product on 17 September 2026.

• clientgallery.io product behaviour (one link per gallery, optional password up to 60 characters, no client accounts, no gallery expiry setting, galleries online while the account exists unless revoked or deleted, whole-gallery and single-photo downloads, full-resolution ZIP on the paid plan live 3 days per handoff and re-uploadable with 100 GB of live ZIPs per account, picks locked on send and reopenable by the studio with no client notification, one shared pick set per link, manual download release, no print store), checked 17 September 2026, https://clientgallery.io/
• clientgallery.io Pixieset import (whole-account bookmark, titles, passwords and photo order carried, largest web size, not a backup), checked 17 September 2026, https://clientgallery.io/import