Privacy Policy

KP-Photo | Newborn, Family & Wedding Photography

Website: www.kp-photo.co.uk
Last updated: 1 November 2026

1. Introduction

At KP-Photo, your privacy is important to us. We are committed to protecting your personal information and being transparent about how it is collected, used, stored and shared.

This Privacy Policy explains how we handle personal data when you visit our website, make an enquiry, book a photography session, purchase photographs or communicate with us.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

KP-Photo is a photography business based in Trowbridge, Wiltshire, specialising in newborn, maternity, family, wedding and seasonal photography.

Business name: KP-Photo
Location: Trowbridge, Wiltshire, United Kingdom
Website: www.kp-photo.co.uk
Contact: Via the contact form on our website

KP-Photo is the data controller responsible for the personal information described in this policy.

3. Information We Collect

We may collect the following personal information:

  • Your name, email address, telephone number and contact details.

  • Information submitted through our website enquiry forms.

  • Booking details, session preferences and questionnaire responses.

  • Names and ages of children or family members participating in photography sessions.

  • Photographs and videos taken during photography sessions.

  • Payment, invoice and purchase information.

  • Communications exchanged by email, telephone, social media or messaging services.

  • Website usage information, including cookies, device information and interactions with our website.

We only collect information reasonably necessary to provide our services, manage our business and communicate with you.

Please avoid including unnecessary sensitive personal information in enquiry forms or questionnaires.

4. How We Use Your Information

We use your personal information to:

  • Respond to enquiries and provide information about our photography services.

  • Arrange, manage and fulfil photography bookings.

  • Prepare and personalise photography sessions.

  • Create, edit, store and deliver photographs.

  • Provide access to online client galleries.

  • Process payments and maintain financial records.

  • Communicate important information about your booking.

  • Send marketing emails where you have subscribed or where otherwise permitted by law.

  • Improve our website, services and customer experience.

  • Measure the effectiveness of advertising campaigns.

  • Comply with legal, accounting and tax obligations.

We do not sell your personal information to third parties.

5. Legal Basis for Processing Personal Data

Under UK GDPR, we rely on the following lawful bases where applicable:

Contract: To arrange and provide photography services you have booked or requested.

Legitimate interests: To respond to enquiries, administer our business, protect our services and improve customer experiences, where these interests are not overridden by your rights.

Consent: Where required, including certain marketing activities, optional cookies and the use of photographs for promotional purposes.

Legal obligation: To maintain financial records and comply with applicable laws.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing already carried out lawfully.

6. Photography and Children's Images

As a newborn and family photography business, we understand the importance of protecting photographs of children and families.

Photographs are taken, edited, stored and delivered as part of the photography services agreed with our clients.

We will not publish identifiable client photographs on our website, social media, advertising or other promotional materials without appropriate permission.

For photographs featuring children, we will seek permission from a parent or person with parental responsibility where appropriate.

Clients may decline promotional image usage without affecting their photography booking.

Images may be stored securely for editing, delivery, backup and archive purposes in accordance with our retention practices.

7. Online Galleries and Image Delivery

We use third-party photography and client management platforms to help manage bookings, deliver galleries and provide photography products.

These providers may process information such as client names, email addresses, booking information and photographs on our behalf.

Online galleries may be protected by passwords or access links, depending on the service provided.

Clients are responsible for sharing their gallery access details carefully.

We take reasonable steps to use reputable service providers with appropriate data protection measures.

8. Payments

Payments may be processed using third-party payment providers.

Payment providers process payment information in accordance with their own privacy policies and security procedures.

We do not intentionally collect or store full payment card details on our website.

We retain relevant transaction and invoice records for accounting, tax and legal purposes.

9. Email Marketing

If you subscribe to our mailing list, we may send you information about:

  • Upcoming photography sessions and availability.

  • Seasonal and Christmas mini sessions.

  • Special offers and promotions.

  • New photography services.

  • Business updates and announcements.

Where permitted by applicable marketing rules, we may also contact existing customers about similar services.

You can unsubscribe from marketing emails at any time using the unsubscribe link included in the email or by contacting us.

Unsubscribing from marketing communications will not prevent us from sending necessary messages relating to an existing booking.

10. Cookies, Website Analytics and Advertising

Our website is hosted by Squarespace, which may use cookies and similar technologies for essential website functionality, performance and analytics.

We may also use advertising technologies, including the Meta Pixel, to understand website activity, measure advertising performance and improve our marketing.

Depending on your consent and the technologies enabled, these tools may collect information about your device, browser, pages visited and interactions with our website.

Where legally required, non-essential cookies and tracking technologies will only be activated after you have provided appropriate consent.

You can manage your cookie preferences through our website's cookie controls, where available, or through your browser settings.

11. Sharing Your Information

We may share relevant personal information with trusted third-party providers where necessary to operate our business.

These may include:

  • Squarespace, for website hosting and website functionality.

  • Sprout Studio, for client management and booking administration.

  • Photography gallery and image delivery providers.

  • Payment processing services.

  • Email marketing providers.

  • Meta and other advertising or analytics providers, where applicable.

  • Professional printing laboratories and product suppliers.

  • Accountants or professional advisers where necessary.

We only share information where there is a valid reason to do so and take reasonable steps to ensure appropriate safeguards are in place.

We may also disclose information where required by law.

12. International Data Transfers

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate legal safeguards are in place, such as recognised adequacy arrangements or approved contractual protections.

13. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

  • Enquiries: Retained for a reasonable period to respond to and manage potential bookings.

  • Booking records: Retained as necessary for business administration, contractual matters and legal requirements.

  • Financial records: Generally retained for the period required under applicable UK tax and accounting legislation.

  • Photographs: Retained according to our photography archive and image retention practices.

  • Marketing information: Retained until you unsubscribe, withdraw consent where applicable, or the information is no longer required.

You may contact us to enquire about the retention of your information or photographs.

14. Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These include appropriate account security, access restrictions and the use of trusted service providers.

Although we take data protection seriously, no online transmission or storage system can be guaranteed to be completely secure.

15. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Request access to personal information we hold about you.

  • Request correction of inaccurate or incomplete information.

  • Request deletion of your personal information in certain circumstances.

  • Request restrictions on how your information is processed.

  • Object to certain processing activities, including direct marketing.

  • Request transfer of your personal information where applicable.

  • Withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, please contact us through our website.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: www.ico.org.uk

16. External Websites

Our website may contain links to third-party websites, social media platforms or external services.

We are not responsible for the privacy practices of websites or services operated by third parties.

We recommend reviewing their privacy policies before providing personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, business practices or legal obligations.

The most recent version will be available on our website, with the date of the latest update displayed above.

18. Contact Us

If you have questions about this Privacy Policy, how your information is handled, or would like to exercise your data protection rights, please contact:

KP-Photo
Trowbridge, Wiltshire, United Kingdom
Website: www.kp-photo.co.uk
Contact: Via our website contact form