Privacy Policy

Last updated: 9 September 2026

This Privacy Policy explains how Kelly Culver Photography (“we”, “us” or “our”) collects, uses, stores and protects personal information when you visit kellyculver.photography, contact us, make an enquiry or book photography services.

Kelly Culver Photography is the data controller responsible for the personal information described in this policy.

1. Who we are

Kelly Culver Photography
United Kingdom
Email: kelly@kellyculver.co.uk
Website: kellyculver.photography

If you have any questions about this Privacy Policy or how your personal information is handled, please contact us using the details above.

2. Personal information we collect

The personal information we collect depends on how you interact with us.

When you contact us or make an enquiry

We may collect:

your name;
email address;
telephone number;
company or organisation name;
details about your event, project or photography requirements;
dates and locations relating to a proposed shoot;
your budget or quotation requirements;
information contained in correspondence between us; and
any other information you choose to provide.

When you book photography services

We may also collect information necessary to arrange and fulfil your booking, including:

billing information;
booking and contract details;
shoot locations;
event schedules;
contact details for relevant organisers, suppliers or members of your team;
information required to deliver photographs or other agreed services; and
records relating to payments and invoices.

We do not normally need to collect payment-card details directly. Where payment services are provided by a third party, payment information may be handled by that provider under its own privacy terms.

Photographs and video

As a photography business, we create photographs and, where agreed, video content.

Images may contain identifiable individuals and may therefore constitute personal data under UK data protection law.

Depending on the type of assignment, this may include:

event attendees;
performers and musicians;
employees;
speakers;
guests;
members of the public;
models;
clients; and
other people present at a photographed location or event.

The way we use photographs depends on the circumstances of the shoot, our agreement with the client and the reasonable expectations of the people photographed.

3. Information collected through the website

When you use our website, certain technical information may be collected automatically.

This can include:

IP address;
browser type;
device type;
operating system;
pages visited;
approximate geographic information;
referral source;
interactions with the website; and
cookie and consent preferences.

We use cookies and similar technologies as explained in our Cookie Policy.

4. How we use your personal information

We may use personal information to:

respond to enquiries;
provide quotations;
discuss prospective bookings;
enter into and manage photography contracts;
plan and deliver photography services;
communicate before, during and after a shoot;
edit, manage and deliver photographs;
manage invoices and payments;
maintain business and accounting records;
deal with questions, complaints or disputes;
protect the security of our website and business systems;
prevent spam or misuse of website forms;
understand how visitors use our website;
improve our website and services;
maintain appropriate records for legal and tax purposes; and
promote our photography work where we have an appropriate lawful basis to do so.

We will not use your personal information for purposes that are incompatible with those described in this policy unless permitted or required by law.

5. Our lawful bases for processing

UK data protection law requires us to have a lawful basis for using personal information.

The lawful basis we rely on depends on why the information is being used.

Contract

We may process personal information where it is necessary to:

provide a quotation or respond to a request before entering into a contract;
arrange a booking;
provide photography services;
deliver photographs; or
fulfil our obligations under an agreement with you.

This includes processing necessary to take steps at your request before a contract is entered into.

Legal obligation

We may process information where necessary to comply with legal obligations, including accounting, tax and record-keeping requirements.

Legitimate interests

We may process personal information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

operating and improving our photography business;
communicating with clients and prospective clients;
maintaining appropriate business records;
protecting our website and systems;
preventing fraud, spam or misuse;
establishing, exercising or defending legal claims;
understanding how our services and website are used; and
displaying or promoting photography created through our work where this is appropriate, proportionate and reasonably expected.

Where we rely on legitimate interests, we consider the purpose of the processing, whether it is necessary and the impact on the individuals concerned.

Consent

We rely on consent where consent is the appropriate lawful basis, including for certain non-essential cookies and analytics technologies.

Where we rely on consent, you can withdraw it at any time.

Consent must be freely given, specific, informed and indicated by a clear positive action.

6. Photography at events

Photography at events can involve capturing images of a large number of people, including individuals who have not booked us directly.

Where we photograph a public, corporate, music or other event, the commissioning client or event organiser will normally determine the purpose of the photography and should provide appropriate information to attendees where necessary.

Depending on the circumstances, photographs may be processed on the basis of legitimate interests where:

photography is reasonably expected at the event;
the use of the photographs is proportionate;
the photography does not unfairly intrude on an individual’s privacy; and
appropriate steps are taken where an individual raises a reasonable objection.

Different considerations may apply where photographs reveal particularly sensitive information or involve children or vulnerable individuals.

7. Portfolio, website and promotional use of photographs

We may wish to use photographs from commissioned work to demonstrate our photography services, including through:

our website;
online portfolio;
social media;
printed portfolio materials;
awards or competitions; and
promotional materials.

Whether we do so will depend on the circumstances, our contractual arrangements and the reasonable expectations and privacy rights of the people shown.

Where appropriate, we may rely on our legitimate interests in promoting and demonstrating our photography work.

Where consent is required, or where we have specifically agreed that images will remain private, we will respect those arrangements.

Clients may contact us if they have concerns about the public use of a particular image.

8. Children

Our services may occasionally involve photographing children, for example at events.

We take additional care when processing personal information relating to children.

Where a shoot is specifically commissioned for an identifiable child or group of children, appropriate consent or authority may be obtained from a parent, guardian, client or responsible organisation where required.

We do not knowingly use children’s personal information for behavioural advertising.

9. Google Analytics

We use Google Analytics 4 to understand how visitors use our website.

Google Analytics may process information including:

website usage;
device and browser information;
approximate location;
pages visited;
interactions with website content; and
information about how you reached the website.

We use Google Analytics to help improve the performance, content and usability of our website.

Google Analytics is only activated in accordance with the cookie choices you make.

Further information about cookies used for analytics is available in our Cookie Policy.

10. Google Maps

We use Google Maps to provide map and location functionality on parts of the website.

When Google Maps is loaded, Google may receive information such as your IP address, device information and interactions with the map.

Google processes this information in accordance with its own privacy policies.

Where consent is required for Google Maps technologies, these are managed through our cookie consent system.

11. Contact forms and spam prevention

Information submitted through our website contact forms is used to respond to your enquiry and, where relevant, provide a quotation or take steps towards a booking.

Our website may use services such as WPForms and Google reCAPTCHA to provide forms and protect them against spam and automated misuse.

These services may process technical information necessary to provide security and form functionality.

12. Who we share personal information with

We do not sell your personal information.

We may share information with trusted third parties where necessary to operate our business or provide our services.

These may include:

website and hosting providers;
email providers;
cloud storage providers;
gallery or photography delivery platforms;
accounting or bookkeeping services;
payment providers;
website analytics providers;
Google, where Google services such as Analytics or Maps are used;
professional advisers such as accountants, insurers or legal advisers;
subcontractors or assistants involved in delivering photography services where necessary; and
law enforcement, regulators or other authorities where required by law.

Third parties processing information on our behalf are expected to use it only for the relevant purpose and to protect it appropriately.

13. International transfers

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

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal mechanism or safeguard is in place where required under UK data protection law.

This may include transfers to countries covered by UK adequacy regulations or the use of approved contractual safeguards.

14. How long we keep personal information

We only keep personal information for as long as reasonably necessary for the purposes for which it was collected, including legal, contractual, accounting and business requirements.

Retention periods will vary depending on the information involved.

As a general guide:

Enquiries that do not become bookings: normally retained for up to 2 years where there is a reasonable business need to retain the correspondence.
Client and booking correspondence: normally retained for up to 6 years after completion of the relevant services where necessary for contractual or legal records.
Invoices and accounting records: normally retained for at least the period required by UK tax and accounting law.
Website analytics information: retained in accordance with our Google Analytics configuration.
Photographs and photography archives: may be retained for longer periods as part of our professional archive, portfolio, contractual records or backup systems.

We may retain information for longer where necessary in connection with a complaint, dispute, legal claim or legal obligation.

15. Photograph retention and archives

Photography files may include:

RAW files;
edited photographs;
exported images;
backups;
online galleries; and
archive copies.

We may retain commissioned photography as part of our professional archive after the client’s gallery has been delivered.

We do not guarantee permanent archival storage unless this forms part of the agreed photography service.

Where photographs are deleted, backup copies may remain temporarily until the relevant backup cycle expires.

16. How we protect your information

We take reasonable technical and organisational measures to protect personal information against:

unauthorised access;
loss;
misuse;
alteration;
disclosure; and
destruction.

Measures may include password protection, access controls, secure hosting, software updates and secure storage practices.

No internet or electronic storage system can be guaranteed to be completely secure.

17. Direct marketing

We will not add you to a general marketing mailing list simply because you make a photography enquiry.

If we introduce email marketing or newsletters, we will provide appropriate information and obtain consent where required under UK data protection and electronic marketing rules.

You will always be able to unsubscribe from marketing communications.

We may still contact existing or prospective clients where necessary to respond to an enquiry, manage a booking or provide information about an existing contractual relationship.

18. Links to other websites

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

We are not responsible for the privacy practices of external websites.

If you follow an external link, you should review that organisation’s privacy information.

19. Your rights

Depending on the circumstances, UK data protection law may give you rights including:

Right to be informed – to receive information about how your personal information is used.
Right of access – to request a copy of personal information we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete personal information in certain circumstances.
Right to restrict processing – to ask us to limit how we use personal information in certain circumstances.
Right to object – to object to certain processing, including processing based on legitimate interests.
Right to data portability – to receive certain information in a portable format where the legal requirements are met.
Rights relating to automated decision-making – where applicable.
Right to withdraw consent – where we rely on your consent.

These rights are not absolute and may not apply in every situation.

To exercise your rights, contact us using the details in this policy.

20. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve your concern.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information about making a complaint is available through the ICO website.

21. Cookies

For detailed information about the cookies and similar technologies used on this website, please see our Cookie Policy.

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example where our services, website technologies or legal obligations change.

The latest version will be published on this website and the date at the top of the policy will show when it was most recently updated.

23. Contact

For questions about this Privacy Policy, requests concerning your personal information or other data protection enquiries, please contact:

Kelly Culver Photography
United Kingdom
Email: kelly@kellyculver.co.uk
Website: kellyculver.photography