Real Estate Media Terms of Service
Virgil Bowling Media, LLC
Effective Date: September 18, 2026
These Terms of Service apply to real estate photography and media services provided by Virgil Bowling Media, LLC (“Virgil Bowling Media”). By placing an order, accepting an order or appointment confirmation referencing these Terms, or otherwise proceeding with scheduled services, the person or entity ordering the services (“Client”) agrees to these Terms.
These Terms apply to real estate media services only. Portrait photography and other unrelated services may be governed by separate terms.
1. Client and Authority to Order
The Client is the person or entity ordering services from Virgil Bowling Media. In most cases, this will be a real estate agent or other real estate professional. A property owner, tenant, or occupant is not considered the Client unless that person directly orders the services.
If an assistant, transaction coordinator, office employee, brokerage representative, or other person places an order on behalf of the Client, the Client remains responsible for the order, payment, and compliance with these Terms.
By ordering services and providing access to a property, the Client represents that they have obtained the permission and authority necessary for Virgil Bowling Media to enter the property and perform the ordered services. The Client is responsible for obtaining any required permission from property owners, tenants, occupants, property managers, or other appropriate parties.
2. Orders and Property Information
The Client is responsible for providing accurate and complete information when ordering, including:
- Property address;
- Property size;
- Requested services;
- Access instructions;
- Appointment information;
- Special photography requests; and
- Any other information reasonably necessary to complete the order.
Property size should reflect the finished or livable space being photographed. Finished basement space should be included when applicable.
Small or insignificant differences in reported square footage will not normally result in a price adjustment. However, Virgil Bowling Media may adjust the invoice when the actual property size is materially different from the size provided and results in a different pricing tier, workload, service cost, or appointment duration.
The price displayed and accepted when an order is placed applies to that order, subject to corrections for inaccurate order information or additional services. Prices may change for future orders without affecting previously accepted orders.
Bundle pricing applies only when services are ordered as the applicable bundle. Services added separately are charged at the applicable standalone or add-on price.
3. Scheduling and Estimated Appointment Times
Appointment durations are estimates and are not guaranteed.
The time required to photograph a property may vary because of property size, layout, lighting, occupants, pets, property condition, requested services, items that must be worked around, access issues, and other circumstances.
Clients should schedule photography with sufficient time to meet their own listing and marketing deadlines.
A Client who requires delivery by a specific accelerated deadline should communicate that requirement before the appointment. Rush processing may be available for an additional $15, subject to availability. A requested deadline is not guaranteed unless Virgil Bowling Media agrees to it.
4. Cancellation and Rescheduling
Appointments canceled more than 12 hours before the scheduled appointment may be canceled or rescheduled without a cancellation fee.
Appointments canceled within 12 hours of the scheduled appointment are subject to a minimum $50 cancellation fee.
Virgil Bowling Media may waive the cancellation fee for genuine emergencies at its discretion. Examples may include serious illness, automobile accidents, significant property damage, family emergencies, or similar unforeseen circumstances.
Poor-looking weather alone is not considered an emergency when photography can reasonably and safely be performed.
If the Client cancels the appointment after photography or another ordered service has begun, the full price of the ordered service is due.
If Virgil Bowling Media must cancel or reschedule because of illness, injury, emergency, vehicle problems, significant traffic or road closures, severe weather, or another circumstance outside reasonable control, the Client will not be charged a cancellation fee. Virgil Bowling Media may reschedule the appointment or, with the Client’s permission, arrange for another qualified photographer when appropriate.
5. Property Readiness and Failed Appointments
The property should be ready for photography at the scheduled appointment time.
Virgil Bowling Media is not responsible for cleaning, staging, organizing, or preparing a property.
If contractors or other work are still present, Virgil Bowling Media may work around them when reasonably practical. With Client approval, the property may also be photographed in its current condition.
Virgil Bowling Media is not obligated to wait for a property to become ready or accessible. When the schedule permits, a courtesy wait of approximately 10–15 minutes may be provided, but this is not guaranteed.
If Virgil Bowling Media must leave because the property is not ready, cannot be accessed, is unsafe, or otherwise cannot reasonably be photographed, a minimum $50 failed-appointment fee plus round-trip mileage at $0.70 per mile applies.
If Virgil Bowling Media later returns to complete the appointment, additional applicable service or travel charges may also apply.
6. Access
The Client is responsible for providing accurate lockbox codes, keys, electronic access, garage codes, alarm instructions, and other information necessary to enter and secure the property.
If access cannot be obtained, the appointment may be treated as a failed appointment under Section 5.
The Client is responsible for providing necessary alarm instructions or arranging for alarms to be disabled as appropriate. Costs resulting from an alarm or security response caused by incorrect, missing, or incomplete Client instructions may be charged to the Client.
Virgil Bowling Media will make reasonable efforts to secure the property upon departure and return keys or access devices as instructed.
If a door, lock, or other security device cannot reasonably be secured, Virgil Bowling Media will notify the Client when possible.
If the Client instructs Virgil Bowling Media in writing to leave a door or other access point unlocked, Virgil Bowling Media may follow that instruction. The Client accepts responsibility for the property after Virgil Bowling Media follows the authorized instruction and leaves.
7. Occupied Properties, Property Owners, and Tenants
The property owner retains control over their property.
If a property owner or lawful occupant instructs Virgil Bowling Media not to enter or photograph a particular room or area, Virgil Bowling Media will respect that restriction even if the Client previously requested that area be photographed.
The Client is responsible for resolving disagreements with the property owner or occupant. Virgil Bowling Media is not responsible for missing coverage resulting from an owner or occupant restricting access.
If a later visit is requested to photograph an area that was previously unavailable or restricted, applicable return-trip and service charges may apply.
For tenant-occupied properties, the Client is responsible for obtaining all required permissions and providing any notices required for entry and photography.
8. Children and Other Occupants
Virgil Bowling Media is not responsible for supervising children, occupants, or other persons at the property.
Children and occupants should remain out of the photographer’s working area and out of photographs.
Virgil Bowling Media will not enter or continue working inside an occupied property where only minors are present without an appropriate adult present. Such a property may be treated as not ready or inaccessible, and the applicable failed-appointment fee and mileage may apply.
9. Pets and Animals
The Client and property owner are responsible for keeping animals safely controlled and away from Virgil Bowling Media and its equipment.
Pets should also be kept out of photographs unless their inclusion has specifically been requested.
If an animal behaves aggressively or Virgil Bowling Media reasonably believes an animal may create a safety risk, work may stop until the animal is safely secured.
Virgil Bowling Media may leave the property or move to a safe location when necessary.
10. Safety and Property Hazards
The Client and property owner are responsible for providing a reasonably safe working environment.
Known hazards should be disclosed before the appointment. These may include, but are not limited to:
- Unsafe stairs or flooring;
- Active construction hazards;
- Exposed nails or wiring;
- Structural hazards;
- Aggressive animals;
- Dangerous persons;
- Ice or other slippery surfaces;
- Recently treated or unusually slippery flooring; and
- Other conditions that may reasonably endanger the photographer or equipment.
Virgil Bowling Media has sole discretion to determine whether an area can be safely entered or photographed and may refuse to enter or remain in an area considered unsafe.
Virgil Bowling Media may contact emergency services when reasonably necessary for personal safety.
11. Footwear
Virgil Bowling Media does not guarantee that shoes will be removed inside a property.
Shoe covers may be used when appropriate, particularly on carpeting. However, Virgil Bowling Media will determine whether shoes or shoe covers can be used safely based on stairs, flooring, working conditions, equipment being carried, and other circumstances.
Reasonable homeowner requests will be considered, but photographer safety takes priority.
12. Personal Property and Valuables
The Client and property owner are responsible for removing or securing anything they do not want photographed or handled before the appointment.
This includes personal documents, photographs, medications, valuables, fragile objects, weapons, and other private or sensitive property.
Virgil Bowling Media may move small ordinary objects when convenient but is not obligated to do so.
Virgil Bowling Media will not move furniture, heavy objects, items that appear fragile or valuable, or other objects that may reasonably create a risk of injury or property damage.
Virgil Bowling Media will not handle firearms. Firearms and other weapons must be secured by the property owner or Client.
Virgil Bowling Media is not responsible for pre-existing property damage.
13. Items Visible in Photographs
The property is generally photographed as it is presented at the time of the appointment.
The Client and property owner are responsible for removing personal information, family photographs, documents, medications, valuables, or other items they do not want visible.
Some objects may be removed digitally upon request when reasonably possible. Additional editing charges may apply.
14. Vehicles, Signs, and Exterior Obstructions
Vehicles should be removed from driveways and other areas that interfere with exterior photography before the appointment.
If a vehicle remains, Virgil Bowling Media will photograph the property as effectively as reasonably possible around it. License plates may be blurred upon request but are not automatically blurred.
Real estate signs and other temporary signage should preferably be installed after exterior photography has been completed.
If practical, Virgil Bowling Media may temporarily move a portable sign that interferes with a photograph. Virgil Bowling Media is not responsible for removing or reinstalling large, permanently installed, tool-mounted, or otherwise difficult signage.
Virgil Bowling Media is not responsible for reduced exterior coverage caused by vehicles, signage, landscaping, trees, utility equipment, or other existing obstructions.
15. People and Neighboring Properties
Virgil Bowling Media will make reasonable efforts to avoid including identifiable unrelated people in photographs. When an identifiable person is unintentionally captured and remains visible in a delivered image, Virgil Bowling Media may blur or otherwise obscure that person when appropriate.
Neighboring properties, roads, utility lines, vehicles, landscaping, buildings, and other surroundings may naturally appear in exterior and aerial photographs.
Virgil Bowling Media will not intentionally remove permanent or materially relevant surroundings merely to create a misleading representation of the property.
16. Photography Coverage and Professional Judgment
Virgil Bowling Media retains professional judgment regarding composition, camera position, angles, image selection, lighting, and general coverage unless the Client communicates a specific request before or during the appointment.
There is no guaranteed minimum number of photographs for standard residential photography unless specifically stated in the order.
Coverage depends on the property’s size, layout, condition, features, and photographic usefulness.
Ordinary closets and garages are not guaranteed to be photographed unless specifically requested. Large walk-in closets, notable garages, storage areas, or other features may be photographed at Virgil Bowling Media’s discretion.
If the Client requires a specific room, feature, amenity, community feature, angle, composition, or detail, that request should be communicated before or while Virgil Bowling Media is still at the property.
17. Forgotten or Additional Photography
If the Client requests additional photography after Virgil Bowling Media has already left the property, a return visit is subject to a minimum $50 return-trip fee plus round-trip mileage at $0.70 per mile, in addition to any applicable service charge.
Virgil Bowling Media may waive or reduce a return-trip charge at its discretion when returning is exceptionally simple or convenient, but is not obligated to do so.
If the photographer is still at the property when the additional request is made, Virgil Bowling Media will generally attempt to accommodate the request when reasonably possible.
Paid add-on services may only be authorized by the Client or someone the Client has authorized to approve additional charges.
18. Changes to the Property and Reshoots
Virgil Bowling Media is not responsible for changes made to a property after photography.
If the property is later cleaned, staged, painted, repaired, renovated, landscaped, furnished, emptied, or otherwise changed and new photography is requested, the return photography is a new paid service.
If Virgil Bowling Media genuinely misses something included within the ordered service, experiences a technical or file failure, or delivers work that does not reasonably represent the quality and style advertised by Virgil Bowling Media, the affected work will be corrected or reshot without additional charge when reasonably possible.
A Client preference change is not considered photographer error. If the delivered work is consistent with Virgil Bowling Media’s normal advertised style and professional judgment but the Client later decides they prefer a different angle, crop, camera height, composition, or similar creative choice that was not previously requested, additional photography or editing may be charged.
19. Editing and Digital Alteration
Delivered photographs receive professional post-production as appropriate. Editing may include exposure and color correction, perspective correction, window balancing, sky replacement, and other normal real estate photography adjustments.
Virgil Bowling Media may use automated and artificial-intelligence-assisted tools as part of its editing workflow.
Minor editing requests may be completed at Virgil Bowling Media’s discretion. Significant object removal, cleanup, alteration, or other extensive editing may incur an additional charge.
Virgil Bowling Media will not intentionally alter photographs in a manner intended to materially misrepresent permanent property features or conceal significant property defects.
Photographic composition may be used to present a property favorably. For example, an undesirable feature may be excluded from a composition when another reasonable angle is available. This does not obligate Virgil Bowling Media to digitally remove an actual feature or defect from the property.
20. Virtual Staging and Virtual Twilight
Virtual staging, virtual twilight, and similar services may use artificial intelligence or other digital editing technology.
Virgil Bowling Media will make reasonable efforts to identify and correct obvious artifacts or unintended changes before delivery. Because automated systems can occasionally create unintended visual artifacts, a minor unintended artifact may occasionally remain.
If the Client identifies a genuine unintended editing artifact, Virgil Bowling Media will correct it without additional charge when reasonably possible.
Virgil Bowling Media will not intentionally use virtual staging or other digital alteration to add, remove, or materially change permanent property features in a manner that falsely represents the property.
Virgil Bowling Media may identify an image as virtually staged when appropriate. Regardless of whether such identification appears directly on the image, the Client is responsible for complying with applicable MLS, brokerage, advertising, disclosure, and real estate requirements when publishing digitally altered media.
21. Client Review and MLS Requirements
Clients should review delivered media before publishing it and promptly report genuine technical or editing errors.
Requests to correct genuine errors should generally be made within 7 days of delivery.
The Client is responsible for determining whether media complies with the rules of the Client’s MLS, brokerage, advertising platform, association, or other applicable organization.
If media must be changed because the Client provided incomplete instructions, ordered a service or treatment that their platform does not permit, or otherwise requires a modification that is not the result of an error by Virgil Bowling Media, an additional editing fee may apply.
22. Drone and Aerial Photography
All drone operations are subject to FAA requirements, applicable airspace restrictions, weather conditions, equipment limitations, and Virgil Bowling Media’s professional safety judgment.
Virgil Bowling Media alone determines whether a drone flight can legally and safely be performed.
A Client cannot require Virgil Bowling Media to violate FAA regulations, airspace restrictions, temporary flight restrictions, manufacturer safety recommendations, wind limitations, or reasonable safety practices.
Purchasing aerial photography does not guarantee that a flight will be possible at the originally scheduled time.
If aerial photography cannot be completed because of airspace, weather, or safety restrictions, the aerial portion may be rescheduled, credited toward another appropriate aerial service, or refunded when appropriate.
Trees, buildings, terrain, utility infrastructure, and other physical obstructions may limit what can be seen from the air. A drone cannot see through trees or other physical obstructions. When the Client requests aerial service despite such conditions, Virgil Bowling Media will provide the best reasonably available aerial coverage but does not guarantee visibility of a particular roof area, feature, boundary, or other obstructed item.
23. Property Boundary Graphics
When requested, Virgil Bowling Media may add estimated property boundary lines or similar graphics to aerial photographs.
The Client must provide an appropriate plat or other suitable boundary information.
Boundary graphics are approximate visual aids for marketing purposes. They are not surveys, legal descriptions, boundary determinations, or guarantees of property lines.
24. Floor Plans
Floor plans may be produced using CubiCasa or another applicable third-party service.
Room dimensions and other measurements shown on floor plans are estimates intended for real estate marketing purposes. They are not architectural drawings, surveys, appraisals, or guaranteed measurements.
CubiCasa may classify or charge for larger properties according to its own service rules. Virgil Bowling Media does not independently certify the legal or official square footage of a property based on a floor plan.
If an apparent processing or layout error occurs, Virgil Bowling Media may request a correction from the floor-plan provider when available but cannot guarantee that automated measurements or layouts will be exact.
Standard floor-plan processing may take up to 24 hours. Expedited processing may be available for an additional third-party fee. When CubiCasa offers expedited processing, its minimum expedited turnaround may still be approximately six hours.
25. Zillow 3D Home Tours
Virgil Bowling Media will capture and upload Zillow 3D Home Tour content as part of the ordered service.
Zillow controls its platform, processing, hosting, functionality, display, compatibility, availability, and applicable platform rules. Virgil Bowling Media does not control how quickly Zillow processes a tour or guarantee uninterrupted availability of Zillow services.
Zillow 3D Home Tours and related content are also subject to Zillow’s applicable platform terms, guidelines, and licensing requirements.
26. Video and Licensed Music
When video services are offered, Virgil Bowling Media may use music and other creative assets licensed through Artlist Pro.
The Client receives the completed video for the permitted use associated with the ordered real estate media service. The Client does not separately purchase, receive ownership of, or receive a standalone license to underlying Artlist music, footage, sound effects, or other third-party assets.
Use of third-party assets remains subject to the applicable provider’s licensing requirements.
Virgil Bowling Media is not responsible for changes made by social media or video platforms, including compression, processing, content-identification systems, platform rule changes, muting, or other platform actions outside Virgil Bowling Media’s control. When an issue can reasonably be addressed through available licensing or platform procedures, Virgil Bowling Media will make reasonable efforts to assist.
27. Delivery and Turnaround
Standard residential photographs are normally delivered the same day or by approximately 9:00 a.m. the following morning.
This is the expected standard turnaround and is not an absolute delivery guarantee.
Video services may require up to 72 hours.
Floor plans may require up to 24 hours, subject to third-party processing.
Zillow 3D processing occurs through Zillow and may take additional time outside Virgil Bowling Media’s control.
Weekends, holidays, special events, emergencies, unusually large workloads, technical problems, third-party outages, or other circumstances may affect turnaround.
Virgil Bowling Media will communicate significant known delays when reasonably possible and may, at its discretion, offer a discount or promotional consideration when a significant delay is directly attributable to Virgil Bowling Media.
28. Third-Party Services and Outages
Virgil Bowling Media may rely on third-party services such as HDPhotoHub, payment processors, Zillow, CubiCasa, Artlist, cloud services, editing providers, and other technology platforms.
Virgil Bowling Media is not responsible for outages, processing delays, service interruptions, platform changes, or other failures outside its reasonable control.
When a third-party problem occurs, Virgil Bowling Media will make reasonable efforts to find an alternative method of completing or delivering the Client’s work when practical.
29. Equipment Failure and Lost Files
Virgil Bowling Media takes reasonable precautions to protect captured media, including the use of backup recording when available.
If photographs or other media are lost or unusable because of equipment, storage, or file failure, Virgil Bowling Media will reshoot the affected service without additional charge when reasonably possible.
If a reshoot cannot reasonably occur, the affected service will be refunded.
30. Payment
Payment is required before media may be downloaded unless Virgil Bowling Media has specifically agreed otherwise in writing.
Payment is due within 7 calendar days after the Client is notified that the media is ready, regardless of whether the Client downloads or uses the media.
Once Virgil Bowling Media has performed the ordered service, payment is owed even if:
- The property sells or goes under contract;
- The listing is withdrawn;
- The Client loses the listing;
- The Client decides not to use the media;
- The Client no longer needs the media; or
- The Client does not download the files.
A Client with a balance that has remained unpaid for more than 30 days may be required to pay the outstanding balance before additional services are scheduled or performed.
Virgil Bowling Media may require advance payment for future services when appropriate.
31. Chargebacks and Unpaid Balances
A chargeback or payment dispute does not automatically cancel an amount legitimately owed for services that were ordered and performed.
Virgil Bowling Media may provide order records, invoices, communications, delivery records, access records, and other appropriate documentation when responding to a payment dispute.
Media licensing may be suspended or revoked when payment for the applicable service is reversed, fraudulently disputed, or otherwise remains unpaid.
Virgil Bowling Media may decline future work for Clients who initiate illegitimate chargebacks or fail to pay amounts legitimately owed.
32. Copyright
Unless otherwise agreed in writing, Virgil Bowling Media, LLC retains the copyright to all photographs, video, aerial media, and other copyrightable media it creates.
Payment for photography or media services does not transfer copyright ownership to the Client.
The Client purchases a license to use the delivered media as described in these Terms.
33. Real Estate Listing License
The Client receives a non-transferable license to use delivered media to market the specific property for the Client’s current listing or real estate engagement.
Permitted listing-related uses generally include:
- MLS;
- Real estate listing websites;
- Zillow, Realtor.com, and similar listing platforms;
- The Client’s website;
- The Client’s social media;
- Listing advertisements and graphics;
- The Client’s brokerage website and listing-related marketing; and
- Reasonable continued use by the Client to showcase the completed transaction, such as a “Sold” post or professional portfolio.
The Client’s brokerage may use the media as reasonably necessary to market the specific listing.
The listing license does not permit unrelated corporate, brokerage, recruiting, brand, or general commercial advertising without a separate license.
34. Non-Transferability and Subsequent Listings
The Client may not sell, transfer, sublicense, give, or otherwise provide the media to another agent, photographer, builder, designer, stager, contractor, business, or other third party for that party’s independent use unless authorized by Virgil Bowling Media.
A subsequent agent listing the same property does not automatically receive rights to photographs purchased by the previous Client.
A subsequent agent or other party must obtain new media or an appropriate separate license directly from Virgil Bowling Media.
The property owner may use delivered photographs for reasonable personal, noncommercial purposes when authorized, but commercial or future listing use requires appropriate permission or licensing.
35. Commercial Use by Third Parties
Builders, interior designers, stagers, contractors, vendors, publications, businesses, and other third parties wishing to use Virgil Bowling Media photographs or media for their own websites, social media, advertising, portfolio, or other commercial purposes must obtain a separate commercial license from Virgil Bowling Media.
Commercial licensing fees are determined separately.
36. Client Modifications
The Client may make ordinary modifications necessary for permitted marketing use, such as cropping, resizing, adding text, adding logos, or creating social-media graphics.
Once the Client or another party modifies an image, that altered version does not represent Virgil Bowling Media’s finished editing.
The underlying photograph remains copyrighted by Virgil Bowling Media.
RAW or otherwise unedited original files are not included with standard services.
37. Portfolio and Promotional Use
Virgil Bowling Media retains the right to use its photographs and media for its own legitimate business promotion, including:
- Website portfolios;
- Social media;
- Printed marketing;
- Advertising;
- Competitions;
- Demonstrations; and
- Other portfolio or promotional purposes.
A Client or property owner with a legitimate privacy concern may request that a particular property not be publicly displayed by Virgil Bowling Media. Virgil Bowling Media will make reasonable efforts to honor such requests.
38. File Retention
Original/RAW capture files are retained for at least 30 days after the appointment and may be permanently deleted afterward.
Finished edited photographs are retained for at least 90 days after delivery.
Virgil Bowling Media may retain files longer but does not guarantee availability beyond these periods.
The Client is responsible for downloading and maintaining appropriate backups of delivered media. Virgil Bowling Media is not intended to serve as permanent cloud storage for Client files.
39. Special Agreements and Changes
Any exception to these Terms, including special pricing, unusual turnaround requirements, expanded licensing, or other custom arrangements, must be in writing.
Verbal agreements do not modify these Terms.
A written exception changes only the specific provision addressed by that agreement. All remaining Terms continue to apply.
40. Refusal or Discontinuation of Service
Virgil Bowling Media may decline future business or discontinue services when reasonably appropriate, including because of:
- Nonpayment;
- Fraud or illegitimate payment disputes;
- Unauthorized use or transfer of media;
- Unsafe working conditions;
- Threatening, abusive, aggressive, or inappropriate behavior; or
- Other circumstances that make continuing the business relationship unreasonable.
Virgil Bowling Media will not remain in a situation reasonably believed to threaten personal safety.
If a Client, homeowner, occupant, contractor, animal, or other person creates a threatening or unsafe situation, Virgil Bowling Media may immediately stop work and leave or seek a safe location. Emergency services may be contacted when appropriate.
41. Agreement to These Terms
By submitting an order or otherwise accepting services subject to these Terms, the Client acknowledges that they have reviewed and accepted these Terms of Service.
The version of these Terms in effect when an order is placed applies to that order.
Virgil Bowling Media may revise these Terms for future orders. Changes do not retroactively alter previously accepted orders unless Virgil Bowling Media and the Client specifically agree otherwise in writing.
Virgil Bowling Media, LLC
Real Estate Photography • Video • Aerial Media • Property Marketing Services
