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Privacy Policy

Privacy Policy for Bailey & Mitchell Photography - New update as of 22.09.24

 

1. Introduction

We are committed to protecting and respecting your privacy. This policy explains how, and why, we collect, use, store, and share your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR) and other applicable laws.

By using our services, you agree to the collection and use of information in accordance with this policy.

 

2. Who We Are

We act as the "data controller" for the personal data you provide to us.

 

3. What Information We Collect

In the instance of an initial enquiry we request the following data to be able to provide our availability and a quote for your wedding, event or photoshoot,

  • Identity Data: Names of the couple

  • Contact Data: Email address and contact telephone number

  • Event Details: Information related to your wedding day, including location, venue & date

 

In the instance of a booking being made we ask for the following information, in addition to the above, to be able to create a contract and later to create an effective timeline for working on the day;

  • Identity Data: Full names of the couple and names of the guests who will be included in your formal photographs

  • Contact Data: Email address, home address & contact telephone number

  • Event Details: Information related to your wedding day, including location, venue & date

  • Visual Data: Photographs and videos taken during the wedding and related events. These images will include your likeness, and the likeness of your guests and anyone working at the venue or as a supplier who is involved physically in the day.

 

Financial data - We will never ask for your bank details. Payments are always made to us through bank transfer and we will never ask for your card details. In the rare instance where a refund is applicable due to cancellation on our part, we will contact you safely and directly to discuss this. 

 

4. How We Collect Your Data

We collect personal data in several ways, including:

  • Directly from you when you fill out forms, communicate with us, or engage with our services via social media messages or emails.

  • From third parties such as wedding planners or venues (only ever with your consent).

  • Through our website via cookies and tracking technologies. Our website is hosted by Wix and you will have the option to opt out or view the policy for this upon visiting our homepage/website. 

 

5. How We Use Your Data

We may use your personal data for the following purposes:

  • To provide and manage our wedding photography services.

  • To contact you regarding the details of your booking, any changes, or customer support.

  • To deliver invoices so you may process payments and manage billing.

  • To deliver the final photography products (e.g., digital images, albums, Usb packages).

  • For promotional purposes (only with your explicit consent and only ever your names. With your permission we may tag you in social media posts).

  • To comply with legal obligations, such as tax reporting.

 

6. Legal Basis for Processing Your Data

We rely on the following legal bases to process your personal data under the UK GDPR:

  • Contractual Necessity: To fulfil our contractual obligations to you.

  • Consent: For activities like using your images for promotional purposes. You can consent to this before the event and remove consent at any time. 

  • Legal Obligation: To comply with legal requirements (e.g., tax & dealing with our accountant).

  • Legitimate Interests: To provide you with the best service both before, during and after your event and to manage our business effectively.

 

7. Sharing Your Data

We may share your personal data with:

  • Service Providers: Such as album printing companies, software providers, and cloud storage services to deliver our services. We have listed the services we currently use as a business to be able to operate to our fullest capacity below. These companies are all established and industry trusted. For your knowledge we use;

    • Our CRM system is managed by Studio Ninja. This is where your contact forms, invoices and contracts are created, filled out and stored. This information is held from you getting in contact to initially enquire and for 6 years to comply with tax law. 

    • The image galleries are hosted by Pic-Time. These are stored online for a minimum of 1 year after you receive the link and at present are stored indefinitely for your access to your images. You can ask for this link to be removed. 

    • Our cloud storage is managed by Backblaze.

    • We on occasion use Dropbox to send images. Our dropbox will be erased after maximum 6 months after delivery.

    • Our emails are managed by Microsoft 365 via Go Daddy. 

    • Google Analytics
      Google Analytics is a service which provides information about how visitors use a website. I use the information to provide you with a more effective website. Google is fully GDPR compliant.

  • Third-Party Partners: Only ever with your consent, for promotional activities such as magazine articles, blogs, social media posts etc. For your knowledge our social media platforms used are Facebook, Instagram, TikTok & Pinterest. Anything outside of usual social media or personal blog use would be discussed prior and only carried out with consent. 

  • Legal Authorities: When required by law or to enforce our legal rights.

We do not sell or rent your personal data to third parties.

 

8. International Data Transfers

In cases where your data may be transferred outside the UK (e.g., cloud storage services), we ensure that it is protected by appropriate safeguards, such as the UK GDPR standard contractual clauses or equivalent mechanisms. 

 

9. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Typically, this means:

  • Photographs and videos: Retained online for a minimum of 1 year after delivery to provide access to your files. Retained on external hard drives in physical copy form for a minimum of 1 year. We do however try keep these files stored, with no guarantee of access, for up to 10 years to be able to access them in the future should it be required as we respect the images contain important memories.  

  • Financial and billing information: Retained for 6 years to comply with tax and legal obligations. We never store your card or bank information, only information pertaining to our own financial and tax records.

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10. Your Data Protection Rights

Under the UK GDPR, you have the following rights:

  • Right to Access: Request a copy of your personal data.

  • Right to Rectification: Correct any inaccurate or incomplete data.

  • Right to Erasure: Request that we delete your personal data (subject to certain conditions).

  • Right to Restrict Processing: Request the restriction of processing your personal data under certain circumstances.

  • Right to Data Portability: Request a copy of your personal data in a structured, commonly used format.

  • Right to Object: Object to our processing of your personal data, particularly for direct marketing.

  • Right to Withdraw Consent: If we rely on consent to process your data, you have the right to withdraw your consent at any time.

To exercise any of these rights, please contact us directly. 

 

11. Security of Your Data

We take appropriate technical and organisational measures to ensure the security of your personal data and protect it from unauthorised access, loss, or disclosure.

 

12. Cookies

Our website uses cookies to improve your browsing experience and analyse website traffic. You can control your cookie preferences through your browser settings. This information is not used to direct sales or advertisements. 

 

13. Changes to This Policy

We may update this privacy policy from time to time, for instance when we change the service providers we use. Any changes will be posted on this page and dated with the term “new update as of _______”

 

14. Contact Us

If you have any questions or concerns about this privacy policy or your personal data, please contact us: info@baileyandmitchell.com

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