Privacy Policy

Privacy Policy for Taylor Bay Studios

Last Updated: 13 May 2025

Taylor Bay Studios, a photography, videography and design studio based in England, is committed to protecting the privacy and personal data of our clients, website visitors, and service users. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws. It also outlines your rights regarding your personal data.
For the purposes of this policy, [Your Studio Name] is the data controller, meaning we determine the purposes and means of processing your personal data.

1. Information We Collect

We may collect and process the following types of personal data:

1.1 Information You Provide Directly
 

• Contact Information: Name, email address, phone number, and postal address provided when you book services, fill out contact forms, or create an account on our website.

• Booking Details: Information such as event dates, times, locations, and specific requirements submitted during booking inquiries or service agreements.

• Payment Information: Billing details (e.g., credit/debit card numbers or bank details) processed through secure third-party payment providers. We do not store payment details on our systems.

• Photographs and Videos: Images or footage captured during our services, which may include identifiable individuals (e.g., clients, event guests, or models). These are processed with consent or under legitimate interests, as outlined below.

• Comments and Feedback: Information provided through website comment forms, reviews, or surveys.

• Consent Forms: Data from model release forms, photo/video consent forms, or parental consent forms for minors.
   

1.2 Information Collected Automatically
 

• Website Usage Data: IP address, browser type, operating system, referring URLs, pages visited, and time spent on our website, collected via cookies and analytics tools (e.g., Google Analytics).
   

• Cookies: We use cookies to enhance your experience, such as remembering your preferences or analyzing site traffic. You can manage cookie preferences through our cookie consent banner or browser settings. For more details, see our Cookie Policy.
   

1.3 Information from Third Parties
 

• Third-Party Platforms: If you interact with us via social media (e.g., Instagram, Facebook) or booking platforms, we may receive limited data (e.g., your username or profile information) as permitted by those platforms’ privacy policies.
   

• Event Organizers: We may receive contact details or consent forms from event organizers or clients for whom we provide services.
   

2. How We Use Your Information

We process your personal data for the following purposes, based on the legal bases outlined:

2.1 To Provide Our Services
 

• Purpose: To process bookings, deliver photography/videography services, communicate with clients, and fulfill contracts (e.g., sending digital images or physical prints).
   

• Legal Basis: Performance of a contract (Article 6(1)(b) UK GDPR).
   

• Examples: Using your contact details to confirm a shoot, processing images/videos as per your booking, or sharing deliverables via secure platforms.
   

2.2 To Manage Our Website and Business Operations
 

• Purpose: To operate and improve our website, ensure its security, and maintain business records.

• Legal Basis: Legitimate interests (Article 6(1)(f) UK GDPR), namely the proper administration of our business and website.

• Examples: Analyzing website usage data to enhance user experience or backing up client data for service continuity.
   

2.3 For Marketing and Promotional Purposes
 

• Purpose: To promote our services, such as displaying photographs/videos on our website, social media, or marketing materials (e.g., brochures, portfolios).
   

• Legal Basis: Consent (Article 6(1)(a) UK GDPR) or legitimate interests (Article 6(1)(f) UK GDPR) for incidental captures (e.g., wedding guests in background shots).
   

• Examples: Using consented images in our portfolio or posting event highlights on Instagram. You can withdraw consent at any time (see Section 7).
   

2.4 To Comply with Legal Obligations
 

• Purpose: To meet regulatory requirements, such as tax reporting or responding to data subject requests.
   

• Legal Basis: Compliance with a legal obligation (Article 6(1)(c) UK GDPR).
   

• Examples: Retaining financial records for HMRC or providing data access upon request.
   

2.5 To Protect Vital Interests
 

• Purpose: In rare cases, to protect your or another person’s vital interests.
   

• Legal Basis: Vital interests (Article 6(1)(d) UK GDPR).
   

• Example: Sharing contact details with emergency services if required during an event.
   

3. Photography and Videography at Events

3.1 Consent for Prominent Features

When individuals are prominently featured in photographs or videos (e.g., wedding couples, portrait subjects), we obtain explicit consent via contracts, model release forms, or photo/video consent forms. These forms specify how images may be used (e.g., for portfolios, social media, or commercial purposes).

3.2 Incidental Captures

At events like weddings or public gatherings, guests or attendees may be captured incidentally (e.g., in background shots). We rely on legitimate interests (Article 6(1)(f) UK GDPR) for processing such images, as it is necessary for our business to document events comprehensively. We take steps to minimize privacy impacts, such as:
 

• Displaying signage at events to notify attendees of photography/videography.
   

• Encouraging clients to inform guests of our presence and refer them to this Privacy Policy.
   

• Allowing individuals to opt out by contacting us before or during the event.
   

If you object to being photographed or filmed, please inform us or the event organizer in advance. Note that opting out may require avoiding areas where filming occurs, as it may not always be feasible to exclude specific individuals from group shots.

3.3 Minors

For images of children under 16, we obtain parental or guardian consent via a signed consent form before capturing or using their images. Clients are responsible for ensuring parents/guardians are aware of our photography/videography services at events.

4. Sharing Your Information

We may share your personal data with the following parties, only as necessary:

• Service Providers: Third-party providers who assist with our operations, such as:
   

  • Payment processors (e.g., Stripe, PayPal) for secure transactions.
     

  • Cloud storage or gallery platforms (e.g., Pixieset, SmugMug) for delivering images/videos.
     

  • Website hosting and analytics providers (e.g., Google Analytics, Showit).
     

  • Printing labs or album manufacturers for physical products.
    These providers are GDPR-compliant and act as data processors under our instructions.
     

• Event Organizers or Clients: We may share images/videos with clients (e.g., wedding couples) or event organizers as part of our service delivery.

• Professional Advisors: Our accountants, lawyers, or auditors, where required for legal or financial compliance.

• Regulatory Authorities: If required by law, such as HMRC or the Information Commissioner’s Office (ICO).

• With Your Consent: For example, sharing images with third-party blogs, magazines, or social media platforms for promotional purposes.
   

We do not sell or share your personal data for marketing purposes with third parties unless you have explicitly consented.

5. International Data Transfers

If we transfer personal data outside the UK (e.g., to a cloud provider based in the US or for digital retouching abroad), we ensure appropriate safeguards are in place, such as:

• Adequacy Decisions: Transfers to countries recognized by the UK as having adequate data protection laws.

• Standard Contractual Clauses: Legally binding agreements approved by the UK ICO to ensure GDPR-compliant protection.

• Consent: In specific cases, we may seek your explicit consent for the transfer.

For example, if images are stored on a US-based platform like Google Drive, we ensure the provider complies with UK GDPR via contractual safeguards.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest (e.g., SSL/TLS for website traffic).
   

• Secure storage of physical and digital records.
   

• Access controls to limit data access to authorized personnel only.
   

• Regular security audits and updates to our systems.
   

We do not transfer images via USB devices due to security risks, preferring secure online platforms for data delivery.

7. Your Data Protection Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
   

• Right to Rectification: Correct inaccurate or incomplete data.
   

• Right to Erasure: Request deletion of your data, subject to legal obligations (e.g., we may retain financial records for tax purposes).
   

• Right to Restrict Processing: Limit how we process your data in certain circumstances.
   

• Right to Data Portability: Receive your data in a structured, machine-readable format or have it transferred to another controller.
   

• Right to Object: Object to processing based on legitimate interests (e.g., incidental event photos) or direct marketing.
   

• Right to Withdraw Consent: Withdraw consent at any time for processing based on consent (e.g., promotional use of images). Withdrawal does not affect processing prior to withdrawal and may not apply to already published materials (e.g., printed brochures).
   

• Right to Complain: Lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
   

To exercise these rights, contact us at [info@taylorbaystudios.com]. We will respond within one month, though complex requests may take longer. Please provide sufficient details (e.g., your name, event details, or a recent photo if requesting image deletion) to assist us in processing your request.

8. Data Retention

We retain personal data only for as long as necessary for the purposes outlined in this policy:
 

• Contact and Booking Data: Retained for 6 years after the last interaction to comply with tax and contract law.
   

• Photographs and Videos: Retained indefinitely as part of our intellectual property and archive, unless you request deletion (subject to legal obligations). Promotional images are removed promptly upon withdrawal of consent, where feasible.
   

• Website Usage Data: Retained for up to 2 years for analytics purposes, unless anonymized.
   

• Payment Data: Not stored by us; processed securely by third-party providers.

If you request erasu
re, we will delete your data unless we are required to retain it for legal reasons (e.g., tax records) or if it is part of an archive where deletion is not feasible (e.g., group photos).

9. Cookies

Our website uses cookies to improve functionality and user experience. These include:
 

• Essential Cookies: Necessary for website operation (e.g., session management).
   

• Analytics Cookies: To track website performance and visitor behaviour (e.g., Google Analytics).
   

• Marketing Cookies: To deliver personalized content (optional).
   

You can manage cookie preferences via our cookie consent banner or your browser settings. Disabling cookies may affect website functionality. For more details, see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party sites (e.g., social media, payment processors). We are not responsible for their privacy practices. Please review their privacy policies before providing personal data.

11. Changes to This Privacy Policy

We may update this Privacy Policy to reflect legal, technical, or business changes. Updates will be posted on our website, and significant changes will be communicated via email or website notices. Your continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or wish to exercise your data protection rights, please contact:
Email: info@taylorbaystudios.com

13. Cookie Policy

13.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us improve your experience and analyze site performance.

13.2 Types of Cookies We Use
 

• Essential Cookies: Enable core functionality, such as navigation and secure areas. These cannot be disabled.
   

• Analytics Cookies: Collect anonymized data on how visitors use our site (e.g., pages visited, time spent).
   

• Marketing Cookies: Used for personalized ads or content (optional and subject to consent).
   

13.3 Managing Cookies

You can accept or decline non-essential cookies via our cookie consent banner when you first visit our site. You can also manage cookies through your browser settings. Note that disabling cookies may limit website functionality.

13.4 Third-Party Cookies

We use third-party services like Google Analytics, which may set cookies. These are governed by the providers’ privacy policies (e.g., Google’s Privacy Policy).

For further information on cookies, visit www.allaboutcookies.org.
This Privacy Policy was created with reference to guidance from the UK Information Commissioner’s Office (ICO) and industry best practices for photography and videography businesses.