Privacy Policy

Last Updated: June 2026

1. Introduction

Welcome to the privacy notice for Tom Kay Photographic ("we", "us", or "our"). We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website, book a photography session, or interact with us, and tell you about your privacy rights and how the law protects you.

We are the "data controller" for the personal information we collect under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact Details:


2. The Data We Collect About You

Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

  • Identity Data: First name, last name, username or similar identifier, and your image captured within our photography or videography.

  • Contact Data: Billing address, delivery address, email address, and telephone numbers.

  • Financial Data: Bank account and payment card details (processed securely via our third-party payment gateways).

  • Transaction Data: Details about payments to and from you and other details of products and services you have purchased from us.

  • Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, and browser plug-in types.

  • Usage & Marketing Data: Information about how you use our website, products, and services, alongside your preferences in receiving marketing from us.

3. How We Use Your Personal Data & Lawful Basis

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a Contract

  • Purpose: To manage your booking, register you as a new client, and deliver your physical or digital photography galleries.

  • Data Types: Identity, Contact, Financial, Transaction.

Legitimate Interests

  • Purpose: To run our business, handle day-to-day administration, and showcase our professional portfolio on our website or social media channels.

  • Data Types: Identity (your photographs), Technical, Usage.

  • Note: We will always discuss portfolio usage with you beforehand and respect your preferences regarding public galleries.

Consent

  • Purpose: To send you direct marketing emails, newsletters, or use images of children (under 18) which require explicit parental permission.

  • Data Types: Identity, Contact, Marketing.

  • Note: You have the right to withdraw consent at any time by contacting us.

4. How We Collect Your Data

We use different methods to collect data from and about you including through:

  • Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms on our website, signing a contract/model release, or by corresponding with us by post, phone, or email.

  • Automated Technologies: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns via cookies.

5. Data Sharing

We do not sell your personal data. We may share your personal data with trusted third parties strictly to fulfil our services:

  • Professional Tools: Photography gallery hosting platforms, studio management software, and email marketing providers.

  • Service Providers: Cloud storage providers, IT backup infrastructure, and professional printing labs.

  • Payment Processors: Secure merchant platforms (e.g., Stripe, PayPal).

  • Legal Requirements: Regulators, law enforcement, or legal advisors if required by UK law.

6. International Transfers

Some of our third-party software providers are based outside the UK (for example, cloud storage providers in the US). Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring appropriate safeguards, such as International Data Transfer Agreements (IDTAs) or approved Standard Contractual Clauses, are in place.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

8. Data Retention

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

For tax purposes, UK law requires us to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers. Photography archives may be retained systematically to provide replacement copies to clients unless a deletion request is filed.

9. Your Legal Rights

Under UK data protection laws, you have rights in relation to your personal data:

  • Request access to your personal data (commonly known as a "data subject access request").

  • Request correction of the personal data that we hold about you.

  • Request erasure of your personal data (the right to be forgotten).

  • Object to processing of your personal data where we are relying on a legitimate interest.

  • Request restriction of processing of your personal data.

  • Request the transfer of your personal data to you or to a third party.

  • Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of these rights, please email us at phototom@gmail.com

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us first.