Legal Pages

Version: 1.0

Becky Kerr Photography is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

Data Controller: Becky Kerr Photography
Business Address: 21 Wingate Drive, Ampthill. Bedfordshire. MK45 2XF
Contact Email: [email protected]
Contact Phone: 07977 932 113
As a data controller, we are responsible for deciding how we hold and use your personal information.

2. What Personal Information We Collect

We collect and process the following categories of personal information:

2.1 Information You Provide Directly

• Contact Details: Name, email address, phone number, postal address

• Booking Information: Event dates, locations, type of photography service requested, guest numbers (for events)

• Payment Information: Billing address, payment card details (processed securely through our payment provider)

• Communication Records: Correspondence via email, phone, or messaging platforms

• Marketing Preferences: Your choices regarding how you wish to hear from us

2.2 Photographs and Images

• Commissioned Photography: Photographs taken during your booked session or event

• Portfolio and Marketing Images: Selected images that may be used for promotional purposes (with appropriate consent)

• Event Photography: Images of identifiable individuals at commercial events, brand activations, weddings, and family portrait sessions

Important Note on Photographs: Under UK GDPR, photographs of identifiable living people constitute personal data. Where celebrities or other individuals appear in photographs taken during our commercial work, we process this visual data in accordance with our legitimate interests and industry practices, as detailed in Section 3.

2.3 Technical Information

• Website Usage Data: IP address, browser type and version, device information, pages visited

• Cookies and Similar Technologies: See our Cookie Notice for detailed information

2.4 Information from Third Parties

• Information provided by brands, event organisers, or booking agents who engage our services

• Payment verification information from payment processors

3. How We Use Your Personal Information

3.1 Legal Basis for Processing

We process your personal information based on the following legal grounds:

Contract Performance

We process your information to:

• Provide photography services you have booked

• Process payments and manage bookings

• Communicate about your booking and deliver final images

• Fulfill our contractual obligations to you or to brands/organisations that have engaged our services

Legitimate Interests

We have a legitimate interest in processing your information to:

• Portfolio Development: Display selected client work to showcase our services and attract new business

• Commercial Event Photography: Document brand events, product launches, and corporate functions where photography is an expected and integral part of the event

• Event Crowd Photography: Capture the atmosphere and success of events for clients and promotional purposes, where no individual is the main focus

• Business Operations: Maintain business records, improve our services, and manage client relationships

• Marketing: Promote our photography services through our website and social media (subject to appropriate safeguards)

Event & Celebrity Photography: When photographing commercial events, brand activations, or events where celebrities may be present, we rely on legitimate interests as our legal basis. Event attendees are typically informed by the event organiser that professional photography will take place. If you are attending an event we are photographing and have concerns, please speak with the event organiser or contact us directly before the event. For wedding and private event photography, we balance our legitimate interests with guest privacy expectations through clear communication and opt-out mechanisms.

Consent

We rely on your explicit consent when:

• Using specific photographs of identifiable individuals for public marketing purposes (website, social media, advertising)

• Using images featuring children (consent obtained from parent/guardian)

• Sending marketing communications about our services (you can withdraw consent at any time)

• Using non-essential cookies on our website

Legal Obligations

We may process your information to comply with:

• Tax and accounting requirements

• Responding to legal requests or court orders

• Protecting our legal rights

3.2 Specific Uses

Wedding & Family Portrait Photography

For private bookings:

• We process client information under contract performance

• For guest photography, we rely on legitimate interests but provide clear opt-out mechanisms

• Clients are asked to inform their guests about our photography and direct them to this Privacy Policy

• Any use of images for portfolio or marketing purposes requires specific consent

Commercial & Brand Photography

For corporate and brand work:

• We process client/brand representative information under contract performance

• Event attendee photography is conducted under legitimate interests

• Images are delivered to the commissioning brand/organisation as per contractual agreement

• Portfolio use is subject to client approval or specific consent

Event Photography with Celebrities

When photographing events where public figures or celebrities are present:

• We operate under legitimate interests for editorial and commercial event documentation

• Images are primarily delivered to event organisers/brands

• Public use is determined by the commissioning client and applicable media rights

• Individual requests for image removal are considered on a case-by-case basis

4. How We Share Your Personal Information

We may share your personal information with the following third parties:

4.1 Service Providers

Payment Processors: Stripe - to process booking payments securely

Booking System: Funnel Sketchers - to manage appointments and scheduling

Website Hosting: Funnel Sketchers - to operate our website

Email Services: Funnel Sketchers, Google Workspace - to communicate with clients

Cloud Storage: Google Drive, Dropbox, Image File, We transfer- to securely store and deliver photographs

Analytics Providers: Google Analytics- to understand website usage (subject to cookie consent)

All service providers are carefully selected and required to protect your data in accordance with UK GDPR.

4.2 Client Organisations

When commissioned by brands, corporations, or event organisers, we share photographs with:

• The commissioning client/brand as per our service agreement

• Third parties specified by the client (e.g., their marketing agencies, PR firms)

4.3 Legal Requirements

We may disclose your information if required by law, court order, or to protect our legal rights.

4.4 Social Media Platforms

With appropriate consent, we may share portfolio images on:

• Instagram, Facebook, LinkedIn, Pinterest, and other social media platforms

• Our website portfolio gallery

• Photography directories and professional platforms

5. International Transfers

Some of our service providers may process data outside the UK/EEA (for example, cloud storage providers with international servers). Where this occurs, we ensure appropriate safeguards are in place, including:

• UK GDPR-approved Standard Contractual Clauses

• Adequacy decisions recognising equivalent data protection

• Other legally approved transfer mechanisms

6. How Long We Keep Your Information

6.1 Retention Periods

Contact Details (Active Clients): Duration of business relationship + 2 years

Booking & Contract Information: 7 years (for tax and legal purposes)

Financial Records & Invoices: 7 years (HMRC requirement)

Raw Photographs (Client Work): 1-2 years after final delivery

Final Delivered Images: As per contract (typically 3-5 years for backup purposes)

Portfolio Images (with consent): Until consent is withdrawn or no longer relevant

Marketing Email Lists: Until you unsubscribe + 30 days

Website Analytics: 26 months (Google Analytics default)

6.2 Deletion Process

When retention periods expire, we securely delete or anonymise your information. Upon request, we can delete information earlier unless we have a legal obligation to retain it.

7. Your Data Protection Rights

Under UK GDPR, you have the following rights:

7.1 Right of Access

You can request a copy of the personal information we hold about you.

7.2 Right to Rectification

You can ask us to correct inaccurate or incomplete information.

7.3 Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal information in certain circumstances, including:

• The information is no longer necessary for the purpose it was collected

• You withdraw consent (where consent was the legal basis)

• You object to processing and there are no overriding legitimate grounds

Important Note: This right does not apply where we need to retain information for legal obligations (e.g., financial records for 7 years) or to establish, exercise, or defend legal claims.

7.4 Right to Object

You can object to processing based on legitimate interests, including:

• Use of your image in marketing materials

• Direct marketing communications

• Automated decision-making or profiling

7.5 Right to Restrict Processing

You can request that we limit how we use your information while a dispute is resolved.

7.6 Right to Data Portability

You can request your information in a structured, commonly used format to transfer to another service provider.

7.7 Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time. This includes:

• Unsubscribing from marketing emails

• Requesting removal of portfolio images

• Revoking cookie consent

7.8 How to Exercise Your Rights

To exercise any of these rights, please contact us using the details in Section 13. We will respond within one month of your request.

8. Photography-Specific Rights and Procedures

8.1 Removing Your Image from Our Portfolio

If we have used your photograph in our portfolio or marketing with your consent, and you wish to withdraw that consent:

• Email us at [email protected] with "Image Removal Request" in the subject line

• Identify the specific image(s) or describe where you've seen your image

• We will remove the image from our website, social media, and future marketing materials within 14 days

• Note: Images already distributed in printed materials or third-party publications cannot be recalled, but we will prevent future use

8.2 Event Photography Opt-Out

For events where we are the official photographer:

• Before the Event: Contact the event organiser or us directly to request opt-out

• During the Event: Speak to the photographer or wear an opt-out indicator if provided by the organiser

• After the Event: Contact us within 30 days to request removal from event galleries (where feasible)

8.3 Wedding & Private Event Guest Photography

If you are a guest at a wedding or private event we are photographing:

• The couple/host should inform you that professional photography will occur

• You can request not to be in formal group photographs

• You can stay in non-photographed areas during candid photography

After the event, contact us through the couple/host to request specific image removal

9. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

9.1 Technical Measures

• Encrypted storage for all digital files and photographs

• Secure, password-protected cloud storage with two-factor authentication

• SSL encryption for our website and payment processing

• Regular backups with encrypted storage

• Secure file transfer protocols for delivering images to clients

• Antivirus and anti-malware protection on all devices

9.2 Organisational Measures

• Access controls - only authorised personnel can access personal data

• Regular staff training on data protection (if applicable)

• Confidentiality agreements with any contractors or assistants

• Secure physical storage for any physical documents

• Regular security audits and updates

9.3 Data Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify the ICO within 72 hours of becoming aware

• Inform affected individuals without undue delay

• Take immediate steps to contain and remedy the breach

10. Children's Privacy

We take special care when photographing children:

• Parental Consent: We always obtain consent from a parent or guardian before photographing children under 18 for identifiable personal photography

• Event Photography: For events where children are present, we rely on parental attendance and event organisers' consent processes

• Portfolio Use: We never use photographs of children in marketing without explicit written consent from parents/guardians

• Enhanced Protection: We apply stricter controls to any images featuring children, with regular review of their use

• Age Verification: We do not knowingly collect personal information from children under 13 through our website

11. Marketing Communications

11.1 How We Use Your Information for Marketing

We may use your contact information to send you:

• Information about our photography services

• Updates about special offers or promotions

• Seasonal photography tips or inspiration

• Portfolio updates and new work showcases

11.2 Your Marketing Preferences

You can choose how you hear from us:

• Opt-In: We will only send marketing emails if you have explicitly opted in or are an existing client (soft opt-in)

• Unsubscribe: Every marketing email contains an unsubscribe link

• Update Preferences: You can change your preferences at any time by emailing [your email]

11.3 Soft Opt-In (Existing Clients)

If you have booked our services, we may send you information about similar photography services under "soft opt-in" rules. You can opt-out at any time.

12. Cookies and Website Analytics

Our website uses cookies and similar technologies. Please see our separate Cookie Notice for detailed information about:

• What cookies we use

• Why we use them

• How to manage your cookie preferences

• Third-party cookies and analytics

13. Contact Us & Complaints

13.1 Data Protection Enquiries

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Becky Kerr Photography
Email: [email protected]
Phone: 07977 932 113
Address: 21 Wingate Drive, Ampthill. Bedfordshire. MK45 2XF

Response Time: We aim to respond to all enquiries within 5 working days.

13.2 Making a Complaint

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your personal information properly:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you contact the ICO, so please contact us first.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in law or regulation

• Best practice guidance

• Changes to our business operations or services

When we make significant changes, we will:

• Update the "Last Updated" date at the top of this policy

• Notify you via email if you are an active client

• Display a notice on our website

• We encourage you to review this Privacy Policy periodically.

15. Third-Party Links

Our website may contain links to third-party websites (e.g., social media profiles, client websites, supplier sites). We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing them with personal information.

16. Copyright and Image Ownership

While this is primarily a privacy policy, it's important to note:

• Copyright: We retain copyright to all photographs we create unless otherwise agreed in writing

• Usage Rights: Clients receive usage rights as specified in their service agreement

• Your Rights: This does not affect your data protection rights regarding photographs containing your image

Governing Law: England and Wales
Compliant with: UK GDPR, Data Protection Act 2018, PECR