Privacy Policy

A legal disclaimer

Chaplain & Co. Photography respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our services.

1. Who We Are

Chaplain & Co. Photography is a UK-based photography business run by Rich Chaplain as a sole trader. For the purposes of data protection law, we are the “data controller” of your personal information.

Email:

2. What Information We Collect

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

Contact details (name, email, phone number, address).
Event details (dates, times, locations, and information relevant to a booking).
Photographs and video recordings taken as part of agreed services.
Payment information (only as necessary to process transactions, handled securely through third-party providers).
Website usage data (such as cookies or analytics, where applicable).

3. How We Use Your Information

We use personal data for the following purposes:

To communicate with you about bookings, services, and enquiries.
To provide photography services, including capturing and delivering images.
To manage payments and invoices.
To showcase our work in portfolios, websites, and social media (only where consent has been given).
To comply with legal and regulatory obligations.

4. Legal Basis for Processing

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

Contract: Processing necessary to deliver the services you have requested.
Consent: For using your images in portfolios, websites, or social media. Consent can be withdrawn at any time.
Legal obligation: Where we need to comply with UK law (for example, tax record-keeping).
Legitimate interests: For running and improving our business, provided this does not override your rights

5. How We Store Your Data

Digital files are stored securely on encrypted devices and cloud services with restricted access.
Printed photographs are kept in safe storage until delivery.
Personal data is retained only as long as necessary to fulfil the purposes outlined in this policy or to comply with legal obligations (e.g. tax records kept for 6 years).

6. Sharing Your Data

We do not sell or rent personal data to third parties. We may share your data with:

Printing labs or album suppliers (only when fulfilling your order).
Online gallery platforms or file delivery services.
Payment providers and professional advisors (accountants, legal).

All third parties are required to respect the security of your data and comply with GDPR.

7. Your Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.
Request correction of any inaccuracies.
Request deletion of your data where applicable.
Object to processing based on legitimate interests.
Withdraw consent for image use at any time.
Request transfer of your data to another provider.

To exercise these rights, please contact us using the details above.

8. Cookies & Website Data

If our website uses cookies or analytics tools, these may collect basic usage data to improve performance. Visitors can control cookie settings in their browser.

9. Children’s Data

We do not knowingly collect personal data relating to children without parental consent. Where children are photographed, consent will be obtained from a parent or guardian before use of images.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in services or legal requirements. Any updates will be published on our website.

11. Complaints

If you are concerned about how we handle your data, please contact us first.