Introduction

This website (www.hayleykimhallphotography.com) is managed by Hayley Kim Hall Photography (“we”, “us”, “our”). We are committed to protecting your privacy and handling your personal data in full compliance with UK Data Protection regulations. By using our site or communicating with us, you agree to the practices described in this policy.

1. Information We Collect

Information You Provide:

  • When you fill out enquiry or booking forms, we may collect details such as your name, email address, phone number, wedding date, and venue information.

Automatically Collected Information:

  • Our website may automatically gather technical data such as an anonymised IP address, browser type, operating system, and details about your visit (pages viewed, duration, and navigation data).
  • Cookies are used to enhance your browsing experience and to help us improve our website.

2. How We Use Your Information

  • To respond to enquiries and manage your bookings.
  • To provide and improve our photography services.
  • For website administration, troubleshooting, and statistical analysis, all in a secure manner.

3. Lawful Processing & Guest Photography

Lawful Processing:

  • We process your personal data solely for the purposes of fulfilling your photography service needs, which is necessary for the performance of our contract with you. Where appropriate, we also rely on your consent.

Guest Photography:

  • At events such as weddings or elopements, our aim is to capture the day’s moments and wherever possible the goal is to photograph all guests in attendance. For formal group shots, it is understood that all guests are comfortable being photographed.
  • For more candid or documentary-style images (for example, during a reception), we work on an “assumed consent” basis. If any guest prefers not to have their photo taken, they are welcome to inform us, and we will remove the images in question upon request.

4. Data Storage and Security

Storage Practices:

  • Information from initial enquiries is securely stored in our Client Relationship Management software (CRM) and retained only for as long as necessary to complete our services.
  • Booking forms are handled with strict security protocols—whether received on paper or electronically.

Post-Event Data Handling:

  • After your event, your photographs are securely backed up on both hard drives and cloud storage, to safeguard against loss for the duration of the contract period (see Section 5, Gallery and Digital File Retention).
  • Edited images are shared with you via a secure, password-protected online gallery (Pictime). Once delivered, the client is responsible for downloading, saving, and managing all files—including any physical media such as USB drives—for which the Photographer assumes no further responsibility beyond the initial delivery of any said physical media.

Security Measures:

  • We use SSL encryption, modern CAPTCHA systems, and other security protocols to protect your data during transmission and storage.

5. Gallery and Digital File Retention

Weddings:

  • Client Responsibility: The client is expected to download, save, and store the Gallery within 90 days of delivery.
  • Our Limitation: The Photographer is no longer responsible for any digital files beyond 12 months from the date of Gallery delivery.

Family, Business, and Events:

  • Client Responsibility: The client is expected to download, save, and store the Gallery within 30 days of delivery. The Photographer is no longer responsible for any digital files delivered after this period.

Storage Recommendation:

  • It is strongly recommended for all clients, that files be stored in multiple locations—such as on cloud storage—to safeguard against potential hard drive or USB drive failure. Please note that if a USB drive is provided, its ongoing maintenance and any subsequent failure are the sole responsibility of the client. Hard drives can and will eventually fail, so please take every precaution to safeguard your precious digital files.

6. Disclosure of Your Information

  • Your information is received through secure channels (email, our website, or trusted CRM providers, such as Pixieset) and is used solely for the purposes outlined above.
  • We do not rent, sell, or share your personal data with unrelated third parties, except as required by law or with your explicit consent.
  • Any third-party service providers we work with are contractually bound to maintain the confidentiality and security of your data.

7. Your Rights

  • You have the right to access, correct, or request the deletion of your personal data.
  • To exercise these rights, please contact us in writing at info@hayleykimphotography.com
  • If you believe your data has been mishandled, you have the right to file a complaint with the Information Commissioner’s Office (ICO). We trade as a registered Data Controller.

8. Third Party Links
Our website may contain links to third-party sites. Please be aware that these sites have their own privacy policies; we are not responsible for their data practices. We encourage you to review their policies before providing any personal data.

9. Changes to This Policy
Any changes to this Privacy Policy will be posted on this page and, where appropriate, communicated via email. We recommend reviewing the policy periodically to stay informed about how your data is protected.

Contact
For any questions, comments, or concerns regarding this policy, please contact:
Hayley Kim Hall Photography, Hall Creative Services LTD, C/O The Barn, Golden Square, Henfield BN5 9DP
Email: info@hayleykimphotography.com

Last Updated: 24/02/2024