OUR PRIVACY POLICY

Who we are

Amanda Forman Photography is a commercial photography business specialising in events, personal brand photoshoots, and hospitality photography. We are committed to protecting your privacy and handling your personal data responsibly in accordance with UK data protection laws.
This privacy policy explains how we collect, use, store, and protect your personal information when you:

  • Book our photography services
  • Visit our website
  • Interact with us on social media
  • Participate in our events or photoshoots

What personal data we collect

We may collect the following types of personal information:

Information You Provide Directly:

Contact Details: Name, email address, phone number, postal address
Event Information: Event date, venue, type of occasion, guest numbers
Payment Information: Billing address, payment preferences (we do not store card details)
Communications: Messages, emails, and phone conversations with us
Special Requirements: Dietary needs, accessibility requirements, or other special requests


Information We Collect Automatically:
Website Usage: IP address, browser type, pages visited, time spent on site
Cookies: Small files stored on your device to improve website functionality
Photography: Images and videos taken during commissioned shoots


Sensitive Personal Data:
We may occasionally process sensitive data such as:
Health information (if relevant to photography services, e.g., accessibility needs)
Images containing biometric data (facial features in photographs)

How we use your personal data

We process your personal data for the following purposes:

1. Contract Performance (Legal Basis: Contract)

  • Providing photography services as agreed
  • Scheduling and organizing photoshoots
  • Delivering images and products
  • Managing bookings and payments

2. Legitimate Interests (Legal Basis: Legitimate Interests)

  • Business Administration: Maintaining client records, accounting, tax compliance
  • Marketing Our Services: Using images in our portfolio, website, and promotional materials
  • Business Development: Analysing client preferences to improve our services
  • Security: Protecting our business and clients from fraud

3. Consent (Legal Basis: Consent)

  • Email Marketing: Sending newsletters and promotional emails (you can opt out anytime)
  • Social Media Marketing: Posting images on social media platforms
  • Commercial Use: Using images for advertising or commercial purposes beyond standard promotion

4. Legal Obligations (Legal Basis: Legal Compliance)

  • Responding to legal requests
    Complying with health and safety regulations
    Keeping financial records for tax purposes

How we use your images

Standard Use (Legitimate Interests):

We may use images from our photography sessions for:

  • Portfolio displays on our website
  • Social media promotion
  • Professional networking and awards submissions
  • Marketing materials (brochures, advertisements)

Your Rights Regarding Image Use:

  • Opt-Out Rights: You can request that your images not be used for promotional purposes
  • Selective Opt-Out: Choose specific uses you’re comfortable with (e.g., website only, no social media)
  • Time Limitations: Request that images are only used for a specific period
  • Commercial Distinction: Standard promotional use does not include commercial licensing to third parties

Who we share your data with

We may share your personal data with:

Service Providers:

  • Payment Processors: To handle secure payments (they do not store your card details)
  • Cloud Storage Providers: For secure image storage and backup
  • Website Hosting: To maintain our online presence
  • Print Labs: When producing physical products (they only receive necessary images and delivery details)
  • Email Marketing Services: For sending newsletters (with your consent)

Legal Requirements:

  • Government Agencies: If required by law or to prevent/investigate crime
  • Legal Advisors: For legal advice and compliance

Business Transfers:

  • New Owners: If our business is sold or merged (clients will be notified of any changes)

We never sell your personal data to third parties for marketing purposes.

How we protect your data

We implement appropriate security measures including:

Technical Measures:

  • Encrypted data transmission and secure storage
  • Secure cloud storage with reputable providers
  • Regular software updates and security patches
  • Strong password policies and access controls

Organizational Measures:

  • Staff training on data protection
  • Limited access to personal data on a need-to-know basis
  • Regular review of data protection practices
  • Secure disposal of data when no longer needed

Data Retention:

Payment Records: Kept for 7 years as required by law
Contract Data: Kept for 7 years for tax and legal compliance
Marketing Data: Kept until you opt out or we no longer have a legitimate need
Images: Kept indefinitely unless you request deletion (subject to our legitimate business interests)

Your rights

Under UK data protection law, you have the following rights:

1. Right to Information

You have the right to know what personal data we hold about you and how we use it.

2. Right of Access

You can request a copy of the personal data we hold about you (subject access request).

3. Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

4. Right to Erasure (‘Right to be Forgotten’)

You can request deletion of your personal data in certain circumstances, including:

  • When it’s no longer necessary for the original purpose
  • If you withdraw consent and there’s no other legal basis
  • If you object to processing and there are no overriding legitimate interests

Note: We may need to retain some data for legal compliance (e.g., tax records).

5. Right to Restrict Processing

You can ask us to limit how we use your data in certain situations.

6. Right to Data Portability

You can request your data in a portable format to transfer to another service provider.

7. Right to Object

You can object to processing based on legitimate interests, including marketing communications.

8. Rights Related to Automated Decision Making

We don’t use automated decision-making or profiling that significantly affects you.

How to exercise your rights

To exercise any of your rights, contact us:

  • Email: photography@amandaforman.co.uk
  • Phone: 01572 492791

We will respond within one month of receiving your request. For complex requests, we may extend this by up to two months.

Important: To protect your privacy, we will need to verify your identity before processing requests.

Marketing communications

Email Marketing:

  • We will only send marketing emails with your explicit consent
  • Every email includes an easy unsubscribe option
  • You can change your preferences at any time

Social Media:

  • Following us on social media doesn’t automatically sign you up for email marketing
  • We may interact with your public social media posts about our services

Opting Out:

  • All Marketing: Contact us to opt out of all marketing communications
  • Email: Click unsubscribe links or contact us directly
  • Image Use: Request removal from our promotional materials

Cookies

Our website uses cookies to:

  • Remember your preferences and settings
  • Analyse website traffic and improve user experience
  • Enable website functionality

Types of Cookies We Use:

  • Essential Cookies: Necessary for website functionality
  • Analytics Cookies: Help us understand how you use our site
  • Marketing Cookies: Used to track visitors across websites

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality.

Third party links

Our website may contain links to other websites. We are not responsible for the privacy practices of external sites. We encourage you to read their privacy policies.

International transfers

We primarily use UK-based service providers. If we transfer data outside the UK, we ensure:

  • The destination country has adequate data protection laws, or
  • We implement appropriate safeguards (e.g., standard contractual clauses)

Data breaches

In the unlikely event of a data breach:

  • We will investigate immediately and take steps to minimize impact
  • If there’s a high risk to your rights, we will notify you within 72 hours
  • We will report significant breaches to the ICO as required

Changes to this policy

We may update this privacy policy to reflect:

  • Changes in data protection laws
  • New business practices
  • Feedback from clients

When we make changes:

  • We will update the “Last Updated” date
  • For significant changes, we will notify you by email or prominent website notice
  • Continued use of our services indicates acceptance of changes

Contact us

Data Protection Queries:

  • Email:photography@amandaforman.co.uk
  • Phone: 01572 492791

Complaints: If you’re not satisfied with how we handle your data, you can:

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact us directly to resolve the issue
Lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Phone: 0303 123 1113