Privacy Policy

Sarah West Photography is committed to protecting your personal data and respecting your privacy, particularly when working with children and families.

1. What Information We Collect

We may collect and process the following information:

Names, addresses, email addresses and telephone numbers of parents/guardians or clients
Names and where relevant, ages of children participating in photography sessions
Booking and order details
Communication records (emails, messages, session notes)
Photographic images captured during sessions

2. How We Collect Your Data

Data is collected through:

Booking forms (online or in person)
Email, phone and social media communication
In-person interactions during sessions
Third parties (e.g. gift voucher purchases or school/nursery bookings)

3. Lawful Basis for Processing

We process personal data under the following lawful bases:

Contractual obligation – to provide photography services and fulfil orders
Legal obligation – to comply with accounting and tax requirements
Legitimate interests – to manage bookings and improve our services
Consent – for marketing communications and use of images for promotional purposes

4. How Your Data Is Used

Your data is used to:

Deliver photography services and products
Communicate regarding bookings, orders and enquiries
Maintain internal business records
Send marketing communications (only where you have opted in)

You may withdraw marketing consent at any time.

5. Image Storage & Security

All images are stored on password-protected devices and secure cloud storage systems
We use Pixieset to deliver online galleries to parents. These galleries are password-protected and accessible only to authorised users
Where appropriate, additional safeguards such as PIN protection may be applied
Galleries are time-limited and expire after a set period
Appropriate security measures, including encryption and restricted access, are in place
Access to images is limited to authorised individuals involved in editing and processing

6. Image Retention & Deletion

Proof images are stored for approximately [2-4weeks] after being made available to parents
If no purchase is made, images are permanently deleted after this period
Purchased images may be securely stored for up to [6–12 months] for reorder purposes
After this time, images are permanently deleted unless otherwise agreed

7. Children’s Data & Consent

Photography involving children is conducted only with the consent of a parent, guardian, or the school/nursery acting in loco parentis
Images of children will never be used for marketing, social media, or promotional purposes without explicit additional consent from a parent or guardian

8. Sharing Your Data

We do not sell your personal data. Data may be shared only where necessary, including:

Professional print labs and suppliers (to fulfil orders)
Delivery providers (for shipping products)
Secure online gallery providers (such as Pixieset) to allow parents to view and purchase images
Legal authorities where required by law

All third parties are expected to comply with data protection regulations.

9. Data Retention (Non-Image Data)

Client and order records are retained for up to 6–7 years to comply with legal and financial obligations
Communication records may be retained for customer service purposes but are periodically reviewed and deleted when no longer necessary

10. Your Rights

Under UK GDPR, you have the right to:

Request access to your personal data
Request correction of inaccurate data
Request deletion of your data
Restrict or object to processing
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO)

11. Contact Details

If you have any questions about this policy or your data, please contact:

Sarah West Photography
Email: sarahwest-photography@hotmail.co.uk

You also have the right to contact the Information Commissioner’s Office (ICO) if you have concerns about how your data is handled.

This policy may be updated periodically to reflect changes in legal requirements or business practices.