Privacy Policy
PRIVACY POLICY
Tobie Clapcott Photography (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you interact with us, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website, booking services, or otherwise providing us with your information, you agree to the practices outlined in this policy.
1. INFORMATION WE COLLECT
We may collect and process the following types of personal data:
Identity Data: Name, title, date of birth (where relevant), and contact preferences.
Contact Data: Address, email address, telephone numbers.
Transaction Data: Details about payments made for services and products.
Service Data: Information relating to the photography services you book, such as event details, dates, and participants.
Image Data: Photographs, video, and drone footage taken during commissioned work or events.
Technical Data: IP address, browser type, operating system, and usage data collected when you visit our website.
Marketing and Communication Data: Your preferences for receiving updates, promotions, or newsletters.
2. HOW WE COLLECT YOUR INFORMATION
We collect data through:
Direct interactions (e.g., booking forms, email correspondence, phone calls, contracts).
Website interactions (via forms, cookies, or analytics tools).
Third parties (e.g., event organisers, social media platforms, or publicly available sources when relevant).
3. HOW WE USE YOUR INFORMATION
We use personal data for the following purposes:
To provide photography, filmmaking, and RPAS (drone) services as requested.
To communicate with you regarding bookings, enquiries, and customer support.
To process payments and manage invoicing.
To deliver and provide access to digital galleries, products, and services.
To maintain internal records, contracts, and legal compliance.
To promote and showcase our work (only with your consent, where applicable).
To send marketing updates, newsletters, and promotional materials (only if you have opted in).
To improve our website and services through analytics and feedback.
4. LEGAL BASIS FOR PROCESSING
We process personal data under the following lawful bases:
Contractual necessity: To deliver agreed services.
Consent: Where you have explicitly agreed to promotional use or marketing communications.
Legal obligations: For tax, record-keeping, and regulatory compliance.
Legitimate interests: For business improvement, client communication, and portfolio development (balanced against your rights).
5. IMAGE RIGHTS AND USAGE
Images captured during commissioned work remain the copyright of the Photographer.
With client consent, selected Images may be used for portfolio, marketing, competitions, exhibitions, or social media.
Clients may request in writing that specific Images not be used for promotional purposes.
Images of children will only be used with parental or guardian consent.
6. DATA RETENTION
Personal data will be retained only as long as necessary to fulfil the purposes for which it was collected.
Client contact and transaction data may be kept for up to 7 years for legal, tax, and business records.
Final delivered Images are stored for a minimum of 12 months but may be archived longer at the Photographer’s discretion.
Clients are responsible for downloading and securely storing their Images.
7. DATA SHARING
We do not sell or trade personal data. Data may only be shared with:
Trusted third-party service providers (e.g., online gallery platforms, payment processors, cloud storage providers).
Legal authorities, if required by law.
Event organisers or collaborators, only where necessary and agreed.
All third parties are bound by confidentiality and required to comply with data protection laws.
8. INTERNATIONAL TRANSFERS
If your data is processed outside the UK (e.g., by third-party hosting services), we ensure appropriate safeguards are in place, such as adequacy regulations or Standard Contractual Clauses.
9. DATA SECURITY
We use appropriate technical and organisational measures to protect your data, including:
Secure servers and encrypted storage.
Restricted access to personal data.
Password-protected systems for galleries and file transfers.
Regular review of cybersecurity practices.
10. YOUR RIGHTS
Under UK GDPR, you have the following rights:
Right to access – request a copy of your personal data.
Right to rectification – request corrections to inaccurate or incomplete data.
Right to erasure – request deletion of your data where lawful.
Right to restrict processing – limit how we use your data.
Right to data portability – request transfer of your data to another service provider.
Right to object – opt out of certain uses such as marketing.
Right to withdraw consent – where processing is based on your consent.
Requests can be made by contacting us (details below).
11. COOKIES AND WEBSITE DATA
Our website may use cookies to improve user experience and analyse site traffic. You may disable cookies in your browser settings, though some features of the site may not function as intended.
12. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes in law, regulation, or business practices. Updates will be posted on our website.
13. CONTACT DETAILS
For questions, requests, or to exercise your rights under this policy, please contact:
Tobie Clapcott Photography
Email: studio@tobieclapcottphotography.co.uk
Phone: 0207 886 8825
Website: www.tobieclapcottphotography.co.uk
If you are not satisfied with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.