Privacy Policy

Who we are and what we collect

Last updated: 29 September 2026

Profile Pictures is run by Ed Curthoys, who is responsible for your personal information. This policy covers enquiries, photography services and www.profilepictures.co.uk.

Contact: ed@profilepictures.co.uk, or write to Profile Pictures, 6 Alford Close, Sandhurst, Berkshire, GU47 8DX.

We collect your name, email address and postal address, information you provide when enquiring or booking, and photographs taken during your session. We also process booking details, correspondence and transaction information needed to administer payments and refunds. Where an employer or another organiser books on your behalf, they may provide your name and relevant session details.

Our website uses Wix. Wix and the services involved in online bookings and payments process information needed to provide those functions. Website systems may also process technical information, including IP addresses, browser details and cookies.

We use your information to answer enquiries, arrange sessions, take and edit photographs, deliver images, administer payments and keep relevant business records. When you book directly, this is necessary to fulfil our contract or take steps you request before booking. For general enquiries and sessions commissioned by an employer or organiser, we rely on our legitimate interests in communicating with customers and delivering photography services, balanced against your privacy rights. We rely on legal obligations for records we must keep by law.

If you do not provide information necessary for a booking, we may be unable to provide the service.

Bookings, payments and photographs

Online bookings and payments
Your contact and session details are used to manage your booking and send service-related communications. Booking does not automatically subscribe you to marketing emails.

Payments are processed by the payment service available when you pay. Depending on your chosen method, this may involve a card processor, PayPal, Apple Pay or Google Pay. The payment provider handles the information needed to authorise payment, prevent fraud and meet its legal obligations, as described in its own privacy notice. We use the transaction details made available to us to confirm payments, reconcile accounts and handle refunds.

Photographs
We take, edit and deliver photographs as part of the commissioned service. For sessions arranged by an employer or other organiser, agreed photographs may be supplied to that client. We retain copies for up to three years after the session to respond to requests for replacement images or further edits. This supports our legitimate interest in providing aftercare, balanced against your privacy rights. Please keep your own copies: our archive is not a guaranteed backup service.

We ask for separate consent before using identifiable photographs for our own portfolio, website, social media or advertising. You may decline without affecting your booking, or withdraw consent by email. Withdrawal does not affect earlier lawful use. We will stop future use and remove images from channels we control where applicable; we cannot always recall printed material or copies independently shared by others.

Retention
Enquiries that do not become bookings are kept for up to 12 months after last contact. Routine booking correspondence is kept for up to three years after the session. Invoices, transaction records and the minimum booking records needed for accounting or legal claims are kept for six years after the end of the relevant financial year, or longer where a legal requirement or unresolved claim requires it. Photographs are kept for up to three years, unless a different archive period is specifically agreed with you. Publicity images are reviewed annually and removed when consent is withdrawn or they are no longer needed.

Information no longer needed is deleted securely. Where immediate removal from a backup is impractical, it is kept out of ordinary use until the backup is replaced or expires; deletion requests are reapplied if a backup is restored.

Sharing, website privacy and your rights

Service providers and security
Relevant information is processed by providers supporting our website, bookings, payments, email, image delivery and storage. We limit access to what is needed for the service and use appropriate safeguards to protect information from loss, misuse and unauthorised access. We do not sell your personal information. We may disclose information where required by law or necessary to establish, exercise or defend legal claims.

International processing
Wix operates internationally and information it processes may be stored or accessed outside the UK. Wix describes its locations and safeguards at www.wix.com/about/privacy. Where our use of a provider involves a restricted international transfer, we require a UK-recognised adequacy arrangement or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, as applicable. Contact us for details of safeguards relevant to your information and how to obtain a copy.

Cookies
Our Wix website uses cookies and similar technologies to support website functions and security. Some website features or third-party services may also use cookies. Where consent is legally required, optional cookies must only be used with your consent. You can manage cookies through your browser settings; blocking necessary cookies may affect bookings or other features. Contact us if you need information about cookies or help changing a privacy choice.

Your rights
Depending on the circumstances, you can ask to access, correct or delete your personal information, restrict its use, object to processing based on legitimate interests, or receive certain information in a portable format. Where processing depends on consent, you may withdraw it at any time. These rights have legal conditions and exceptions: some records may need to be kept to meet legal obligations or resolve claims.

Send requests to ed@profilepictures.co.uk. We may need to verify your identity. We normally respond within one month; if a lawful extension is needed, we will explain why. We do not use your information to make solely automated decisions with legal or similarly significant effects.

Complaints and updates
Please contact Ed at ed@profilepictures.co.uk about any privacy concern. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint/ or on 0303 123 1113.

We update this policy when our practices or obligations change and show the revision date at the top of this page.