A P Photography
Privacy Policy, Data Retention & Safeguarding Policy
Effective Date: 1st Jan 2026
Privacy Policy
1. About Us
A P Photography ("we", "our", "us") is a professional photography and videography business providing commercial photography, portrait photography, theatre photography, dance school photography, event photography, videography, corporate media production and related services throughout the United Kingdom.
We are committed to protecting your privacy and handling your personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
Depending on the services we provide, we may collect:
* Name
* Address
* Email address
* Telephone number
* Billing information
* Event details
* Photographs
* Video recordings
* CCTV imagery where applicable
* Purchase history
* Communication records
Where clients book on behalf of children or groups, we may also process images of minors strictly for the purposes agreed with the client.
3. How We Use Your Information
Your personal information is used only to:
* Deliver photography and videography services
* Process bookings
* Supply purchased images and videos
* Communicate regarding your booking
* Produce client galleries
* Process payments
* Meet legal and accounting obligations
* Respond to enquiries
* Improve customer service
We only collect information that is necessary for providing our services.
4. Legal Basis for Processing
We process personal information under one or more of the following lawful bases:
* Performance of a contract
* Legitimate business interests
* Legal obligations
* Consent where required
5. Photography and Videography
Images and videos are created solely for the purpose of delivering the commissioned service.
Unless separate written permission has been provided, your images or videos will not be used for:
* Advertising
* Marketing
* Website promotion
* Social media
* Printed promotional material
* Competitions
* Third-party publications
Consent may be withdrawn at any time before publication.
6. Artificial Intelligence (AI)
A P Photography is committed to protecting the integrity of our clients' images.
Client photographs and videos will never be:
* Uploaded to public AI platforms
* Used to train Artificial Intelligence models
* Shared with AI companies
* Used for machine learning datasets
* Used to generate synthetic imagery
* Used in facial recognition systems
7. Sharing Information
We do not sell, rent or trade personal information.
Information may only be shared where necessary with:
* Secure payment providers
* Professional accountants
* Legal advisers
* HM Revenue & Customs where legally required
* Law enforcement where required by law
Any third-party service providers are required to comply with UK GDPR.
8. Security
We take appropriate technical and organisational measures to protect personal data including:
* Password protected systems
* Encrypted storage where appropriate
* Secure cloud backup systems
* Restricted staff access
* Antivirus and malware protection
* Secure office environment
Only authorised personnel have access to client information.
Data Retention Policy
Image Storage
Client photographs and video files are retained for 12 months from the date of delivery or event.
This allows clients reasonable time to:
* Order additional prints
* Purchase digital downloads
* Replace lost copies
* Resolve technical issues
After 12 months, files may be permanently deleted without further notice.
Clients are strongly advised to make multiple backups of all delivered digital files.
Financial Records
Invoices, receipts and financial records are retained for the period required by HM Revenue & Customs.
Email Correspondence
Routine communications are retained only for as long as reasonably necessary to administer bookings and comply with legal obligations.
Safeguarding Policy
A P Photography works extensively with schools, theatres, dance schools and organisations involving children and vulnerable individuals.
Safeguarding is taken extremely seriously.
Our Commitment
We are committed to:
* Respecting the dignity and privacy of every individual.
* Working professionally at all times.
* Following safeguarding procedures provided by venues or organisations.
* Reporting safeguarding concerns through the appropriate channels where necessary.
Children's Images
Images of children are captured only:
* As part of contracted services.
* With the authority of the organisation or responsible adult arranging the booking.
* In accordance with venue or organisation safeguarding procedures.
Promotional Use
Images of children will not be used for:
* Advertising
* Marketing
* Website portfolios
* Social media
* Printed promotional materials
unless explicit permission has been obtained from the appropriate parent, guardian or authorised organisation where applicable.
Confidentiality
Safeguarding images are handled with strict confidentiality.
Images are only accessible to authorised personnel directly involved in delivering the commissioned service.
Secure Storage
Safeguarding images are stored securely using password-protected storage systems.
Access is restricted to authorised personnel only.
Image Distribution
Images supplied to clients remain their responsibility once delivered.
A P Photography cannot accept responsibility for images distributed by clients following delivery.
Image Requests
Where requested by police, courts or safeguarding authorities acting under lawful powers, images may be disclosed where legally required.
Your Rights
Under UK GDPR you have the right to:
* Request access to your personal information
* Request correction of inaccurate information
* Request deletion where legally applicable
* Restrict processing
* Object to processing in certain circumstances
* Data portability where applicable
* Withdraw consent where consent is relied upon
Requests should be made in writing.
Cookies
If our website uses cookies, they are used only to improve website functionality, analytics and user experience.
Users may disable cookies through their browser settings.
Changes to this Policy
We may update this Privacy Policy from time to time to reflect legal, operational or regulatory changes.
The latest version will always be available on our website.
Contact
For any questions regarding this Privacy Policy or your personal information, please contact:
A P Photography
Email: info@ap-photography.co.uk
Website: www.ap-photography.co.uk
Telephone: 07918 021608
Version 1.3
Last Updated: 1st January 2026