Privacy Policy – Last updated: 8.12.2025

Your privacy matters. This Privacy Policy explains how Vicki Head Photography Ltd (“I”, “me”, “my”) collects, uses, stores, and protects your personal information when you visit my website, work with me, or purchase my services, memberships, courses, or digital products.

I am committed to treating your personal information with care, transparency, and respect.

1. Who I Am

Business name: Vicki Head Photography Ltd
Registered in England & Wales
Email: vicki@vickihead.com

I am the data controller responsible for your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Processing Principles

In handling your data, I follow these principles:

1. I only collect data needed for clearly defined purposes.

2. I minimise the amount of personal information I collect.

3. I only use your data when I have a sensible and lawful reason for doing so.

4. I do not use your data for purposes other than those explained in this policy, unless you consent.

5. I aim to keep your information accurate and up to date.

6. I take appropriate technical and organisational steps to keep your data secure.

7. I retain your personal data only as long as necessary or required by law.

3. Information I Collect

I only collect information necessary to deliver my services, operate my business, and comply with the law. This may include:

3.1 Information you provide directly

• Name

• Email address

• Phone number

• Postal/billing address

• Business name and brand details

• Enquiry information

• Booking details

• Preferences for your imagery, brand style, and creative requirements

• Consents and signed agreements

• Social media handles (if you voluntarily provide them)

3.2 Coaching, consultation and strategy-related information

As part of brand photography, strategy sessions, Image MOT, consultations, courses or membership programmes, you may voluntarily share information such as:

• visibility challenges and confidence levels

• personal or business aspirations

• brand values and mission

• emotional experiences relating to photography

• personal reflections or questionnaire responses

• quiz results (e.g. Speaker Archetype Quiz)

• creative direction notes and brand identity information

This information is used only to personalise your photography and strategy experience.

3.3 Special category data (handled sensitively)

I may collect special category data only with your explicit consent, such as:

• health or medical information

• accessibility needs

• neurodivergence

• mobility considerations

• menopause/perimenopause experiences

• anything required to support a safe, inclusive and comfortable experience

You should avoid sharing any unnecessary sensitive information unless requested.

3.4 Information collected automatically (website and digital tools)

• IP address

• Browser type

• Device details

• Cookies

• Website usage data

• Analytics tracking

• Interaction with emails or digital resources

3.5 Photography-related data

• Photographs and video from your session

• Shoot notes and creative briefs

• Model release or usage preferences

4. How Your Information Is Collected

I collect information when:

• You make an enquiry

• You book a shoot, course, or membership

• You sign up for a newsletter

• You download a free resource

• You complete a quiz or questionnaire

• You take part in challenges or exercises

• You interact on the member platform

• You contact me by email or social media

• You visit my website (via cookies and analytics)

I may also receive data from third parties (e.g. payment processors, booking systems) where legally permitted.

5. How Your Information Is Used

I may use your information to:

• Respond to enquiries

• Process bookings

• Deliver photography services

• Provide courses, memberships and resources

• Personalise your Image MOT or consultations

• Send newsletters if you have opted in

• Improve my services and website

• Issue invoices and manage payments

• Send important service updates

• Produce anonymised analytics

• Maintain business records and legal compliance

I will never sell your personal information.

6. Legal Basis for Processing

I process data under the following lawful bases:

• Contract – to deliver the services you have purchased

• Consent – for newsletters, marketing and optional questionnaires

• Legitimate Interests – improving services, maintaining an archive, ensuring business continuity

• Legal Obligation – accounting, tax and regulatory requirements

Special category data is only processed with explicit consent.

7. Image Retention, Storage, Intellectual Property and Client Identifiers

As part of delivering photography services, I create and process images that identify individuals.
These images are considered personal data under UK GDPR and are also the intellectual property and copyright of Vicki Head Photography Ltd.

To organise and retrieve images, I retain basic identifying information such as your name, shoot date and project details.

I may store your images longer than 12 months for the following legitimate interests:

• maintaining the historical integrity of my portfolio

• enabling clients to request replacement images years later

• using selected images for my professional marketing, portfolio, or awards

• confirming usage permission and copyright records

• business record-keeping

Although I may retain images for an extended period, I cannot guarantee long-term archiving.
Technology failures may result in files becoming unavailable.

You should download and securely back up your images promptly.
If you request images in future, I will assist where possible, but availability cannot be guaranteed.

8. Sharing Your Information

I may share your data with trusted third parties such as:

• payment processors (e.g. Stripe, PayPal)

• CRM or booking platforms

• online course or membership platforms

• email marketing providers

• cloud storage and backup services

• associate photographers or trusted assistants

• web hosting providers

They must comply with UK GDPR and cannot use your data for their own purposes.

I do not allow third-party providers to use your data for:

• AI model training

• algorithm development

• marketing unrelated to my services

9. International Data Transfers

Some third-party services I use may store data outside the UK/EEA (e.g., USA-based cloud providers).
I only use providers that offer adequate safeguards under UK GDPR, such as the:

• UK Extension to the EU–US Data Privacy Framework

• Standard Contractual Clauses (SCCs)

• Other approved mechanisms ensuring equivalent protection

10. Data Retention

I retain data only for as long as necessary:

• Contracts, invoices and legal documents: 6 years

• Client contact details and booking information: up to 5 years

• Images: variable, based on legitimate interest (see Section 7)

• Course and membership data: for the duration of your access

• Newsletter data: until you unsubscribe

11. Security

I use secure systems, reputable platforms, password protection and restricted access to protect your data.
No online method is entirely risk-free, but I take reasonable and proportionate measures to keep your data safe.

12. Cookies & Analytics

My website uses cookies to:

• improve user experience

• analyse site performance

• personalise content

• identify trends

• support marketing campaigns

Analytics providers may collect anonymised data such as:

• visitor numbers

• page interactions

• device information

• source of traffic

You can manage cookies in your browser settings. Some features may not work without them.

13. Your Rights

You have the right to:

1. Access your personal data

2. Request correction of inaccurate data

3. Request deletion (in certain circumstances)

4. Withdraw consent at any time

5. Request restriction of processing

6. Object to processing based on legitimate interests

7. Request data portability

8. Lodge a complaint with the ICO (Information Commissioner’s Office)

To exercise your rights, email: [insert]

14. Marketing Emails

You will only receive marketing emails if you opt in.
You may unsubscribe at any time using the link in the email or by contacting me directly.

15. Links to Other Websites

My website may contain links to external sites.
I am not responsible for the content or privacy practices of those sites.

16. Changes to This Policy

This policy may be updated periodically.
Significant updates will be announced on this page.

17. Contact

For questions about this policy or your data:

Email: vicki@vickihead.com