Privacy Policy

Privacy Policy – Priors Photos (Sole Trader)

1) Who I am

Priors Photos is run by me, Jacqueline “Jackie” Goodyear, as a sole trader. In this policy, “I”, “me” and “my” refer to Priors Photos.

I’m committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how I collect, use, store and share personal information when you contact me, use my services, or visit my website.

2) My contact details

Business name: Priors Photos
Owner (Data Controller): Jacqueline “Jackie” Goodyear (trading as Priors Photos)
Address: 15 Dunvant Road, Swindon, SN25 2AW
Email: jackie@priorsphotos.com
Phone: 07497 884714

If you have any questions about this policy, or you’d like to make a privacy request, email: jackie@priorsphotos.com

3) What information I collect

Information you give me
This may include:

  • Your name and contact details (email address, phone number, address)
  • Details about your enquiry and what you want help with
  • Appointment details and service requirements
  • Payment and invoicing information (where relevant)

Information I create while working with you
This may include:

  • Notes about your project and preferences
  • Records of messages between us (email, text/WhatsApp, social media messages)
  • Photo and digital content (client work)
  • Because of the nature of my services, I may handle and organise:
  • Digital photo and video files
  • Scans of printed photos/documents
  • Filenames and folder structures
  • Metadata such as dates and locations (if stored in the files)
  • Albums, captions, tags, and notes

This content may include personal information about you and other people (for example, family members appearing in photos).

Important: I only use client photo/digital content to provide the service you’ve asked for. I will not use your photos for marketing, sharing, or examples unless you have clearly agreed in writing.

4) How I collect your information

I collect information when:

  • You contact me via email, phone, social media, or my website
  • You request a quote or book a service
  • You share files with me (for example via a hard drive/USB, cloud folder access, or file
  • transfer links)
  • We work together in person or remotely as part of your project

5) What I use your information for

I use your personal information to:

  • Reply to your enquiry
  • Provide photo organising services
  • Arrange appointments and communicate with you
  • Manage your project and deliver organised files/photos
  • Create and send quotes and invoices
  • Keep business records
  • Improve my services and customer experience
  • Send marketing communications (only if you’ve opted in, where applicable)

6) My lawful basis for processing (UK GDPR)

UK GDPR requires me to have a lawful reason for using your personal data. I rely on:

  • Contract – to provide the services you request and manage our working relationship
  • Legitimate interests – to respond to enquiries, run my business, keep basic records, and
  • improve services (while respecting your rights)
  • Consent – where you’ve clearly agreed (for example, marketing emails)
  • Legal obligation – where I must keep information for tax/accounting or legal reasons

7) Marketing

I will only send you marketing messages if you have opted in (where that option is available) or you have clearly asked me to send them.

You can opt out at any time by emailing jackie@priorsphotos.com.
I do not sell your personal information to third parties.

8) Who I share your information with (service providers)

I only share your personal information when it is necessary to run my business or provide the service.

This may include trusted suppliers such as:

Website and contact forms

  • Website hosting: Hostinger
  • Website contact forms: WPForms

Email

  • Email provider: Fasthosts (Microsoft Exchange)

Accounting

  • Accounting records are managed using GnuCash

File transfer

  • File transfers may be sent using WeTransfer

Storage used during projects

As part of delivering services, I may store and work with your files using:

  • password-protected Windows PC(s)
  • encrypted external SSDs and HDDs
  • cloud storage (for example OneDrive), where appropriate for the project

These providers and systems are used only to deliver the service, and I take reasonable steps to keep information protected.

I may also share information if I’m legally required to do so (for example, by law enforcement or regulators).

9) International transfers

Some service providers may store or process information outside the UK.

Where this happens, I ensure appropriate safeguards are in place to protect your information in line with UK GDPR requirements.

10) How I store and protect your information

I take security seriously and use sensible measures to protect your information. This may include:

  • password-protected devices and accounts
  • encryption where appropriate (for example, for external drives)
  • controlled access to files
  • secure storage and backups
  • secure deletion when information is no longer needed

No method of storing or sending information is 100% secure, but I take reasonable steps to reduce risk.

11) How long I keep your information (Retention)

I only keep personal information for as long as necessary.

Typical retention periods are:

  • Enquiries (no booking made): up to 2 years
  • Client records and correspondence: kept as needed to deliver services and support reasonable follow-up
  • Invoices and financial records: up to 6 years (tax/accounting requirement)
  • Client photo/digital project content: I keep client project files for up to 60 days after the delivery date to allow time for support and fixes if needed. Before deletion, I contact the client to confirm everything is OK. After this period, I delete the project files from the systems used for the project unless we have agreed a longer period in writing.

Deletion includes removing copies from devices and cloud services used for the project (including recycle bins) and using secure deletion steps appropriate to the storage type.

If you’d like me to delete information sooner (where appropriate), email jackie@priorsphotos.com.

12) Your rights under UK GDPR

You have rights including:

  • access to the personal data I hold about you
  • correction of inaccurate or incomplete information
  • deletion of your data (in certain situations)
  • restriction of processing (in certain situations)
  • objection to certain processing (where applicable)
  • data portability (where applicable)
  • withdrawal of consent at any time (where I rely on consent)

I usually respond within one month. I may ask for proof of identity before sharing personal data.

To make a request, email: jackie@priorsphotos.com.

13) Complaints

If you have any concerns, please contact me first and I’ll do my best to put things right.

You can also raise a complaint with the Information Commissioner’s

Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

14) Cookies and website use

My website may use cookies and similar technologies to help it work properly and understand how visitors use the site.

If I use optional cookies (such as analytics or marketing cookies), you will be given a choice to accept or manage cookies when you visit the site.

15) Changes to this policy

I may update this Privacy Policy from time to time to keep it accurate and compliant.

Last updated: 20/04/26

Next review due: 20/04/27