Last updated: September 2026

Who we are

Becky Chamberlain, trading as Bex Chamberlain Photography, is the data controller responsible for the personal information described in this notice.

Email: bexchamberlainphoto@gmail.com
Location: Cornwall, United Kingdom
Website: www.bexchamberlainphotography.co.uk

What information we collect

Depending on your enquiry, booking or photography service, we may collect information such as your name, email address, telephone number, shoot or event date, venue and location information, booking and contract details, payment and transaction information, questionnaire responses, planning information, correspondence, photographs and video, and records of permissions relating to promotional image use.

For photography involving children, we may also hold the child's name and relevant parent or guardian details and permissions. We aim to collect only information reasonably necessary to provide our services and operate the business.

How we obtain information

Most information is provided directly by you when you contact us through our website, email, telephone, WhatsApp or social media; meet us at a wedding fair or event; make an enquiry; book a service; sign a contract; complete a questionnaire; or communicate with us while planning a shoot.

We may also receive information about you from another person involved in a booking, for example where one member of a couple provides details about their partner, family members, wedding party or other people involved in an event. Photographs and video may also contain personal information about people attending a wedding, event or photography session.

Why we use your information

We use personal information to respond to enquiries; provide availability and pricing; administer bookings, contracts and payments; plan photography sessions and events; provide photography services; select, edit, process, back up and deliver photographs and video; provide galleries, albums, prints and other products; maintain appropriate business and financial records; protect our systems and legal rights; handle complaints; and, where appropriate permission or another lawful basis applies, promote Bex Chamberlain Photography.

Our lawful bases

Depending on the activity, we may rely on:

Contract - where processing is necessary to take steps at your request before a booking or to provide the photography service you have booked.

Legal obligation - where information must be processed or retained to comply with applicable legal, tax or accounting requirements.

Legitimate interests - where processing is reasonably necessary to operate and protect Bex Chamberlain Photography and those interests are not overridden by your rights and interests. This may include responding to enquiries, maintaining appropriate business records and backups, protecting our systems, preventing misuse and establishing, exercising or defending legal claims.

Consent - where we specifically ask for permission and consent is the appropriate basis, including our optional promotional image-use permission and appropriate permissions involving children. Where we rely on consent, you can withdraw it at any time. Withdrawal does not make earlier processing unlawful.

Photographs and video

Photographs and video in which a person can be identified may be personal information. We process photographs and video as necessary to provide commissioned photography services, including selection, editing, storage, backup and delivery.

Providing photography services is separate from giving Bex Chamberlain Photography permission to use images for promotion. Clients will be offered a simple Yes/No choice for promotional image use. Saying No will not affect the photography service provided.

Where permission is given, images may be used for Bex Chamberlain Photography's portfolio and business promotion, including its website, social media and advertising. Where this use relies on consent, that consent may be withdrawn by contacting us.

Children and nursery photography

We take additional care with personal information and photographs relating to children. Booking and contact arrangements are normally handled by a parent, guardian, nursery or other responsible adult as appropriate.

For nursery photography, appropriate parent or guardian permission is obtained for the child to be photographed and promotional use is treated separately. A Bex Chamberlain Photography watermark is branding/copyright identification and is not treated as anonymising a child.

How long we keep information

We do not keep personal information indefinitely simply because it may be useful in the future. Our normal working retention periods are set out later in this pack and include: unsuccessful enquiries for 12 months after last meaningful contact; detailed questionnaires and planning information for 2 years after the shoot; RAW photographs for 2 years after final gallery delivery; final edited photographs for 7 years after delivery; and core booking, contract and financial records for 7 years.

Images retained for an agreed portfolio or promotional purpose may be retained while they continue to be required for that purpose, subject to periodic review and the applicable lawful basis. Relevant information may be retained longer where reasonably necessary for a complaint, legal dispute, insurance matter, safeguarding concern, legal obligation or legal claim. When information is no longer required, we aim to securely delete or anonymise it where appropriate.

Where information is stored and processed

We use a combination of business computers, network storage and appropriate online services to operate Bex Chamberlain Photography. These may include our business workflow and customer-management systems, email, website and enquiry systems, online gallery services, storage and backup systems, professional photography/editing software, and print or album suppliers.

Current services may include Wix, Google/Gmail, Synology, EspoCRM, Bex Chamberlain Photography's own Workflow system, Aftershoot and Adobe software such as Lightroom Classic and Photoshop. We may change suppliers or software as the business develops. We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

Who we share information with

We do not sell client personal information. Where necessary to provide or operate our services, information may be processed by service providers such as website/hosting providers, email and communication providers, customer-management and business software providers, storage and backup providers, gallery providers, professional photography/editing services, album and print suppliers, payment providers, accountants, professional advisers and IT service providers.

We aim to share only the information reasonably necessary for the relevant service. We may also disclose information where required by law or where reasonably necessary to protect our legal rights or deal with a legal claim.

International processing

Some technology, cloud or service providers may process information outside the United Kingdom. Where this occurs, we will use providers and transfer arrangements intended to provide the safeguards required by applicable UK data-protection law. You can contact us if you would like more information about relevant international processing or safeguards.

Marketing

Contacting you about an enquiry or an existing booking is different from sending ongoing promotional marketing. Where consent or another permission is required for electronic direct marketing, we will obtain it as appropriate. You can change your marketing preferences at any time. We may retain minimal information necessary to ensure that an opt-out is respected.

Your rights

Depending on the circumstances and lawful basis, you may have rights including access to your personal information, correction of inaccurate information, erasure in certain circumstances, restriction of processing, data portability where applicable, objection to certain processing, and rights relating to certain automated decision-making. Where processing relies on consent, you can withdraw that consent.

IMPORTANT - RIGHT TO OBJECT: You have the right to object to certain processing based on legitimate interests. You also have the right to object to the use of your personal information for direct marketing.

Requests and complaints

To ask a question or exercise a data-protection right, contact:

Becky Chamberlain
Bex Chamberlain Photography
bexchamberlainphoto@gmail.com

We may need to confirm your identity before responding to certain requests.

If you are concerned about how your information has been handled, please contact us first so we can investigate. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator. Information is available at ico.org.uk.

Changes to this notice

We will review this Privacy Notice periodically and update it when our services, systems, legal requirements or use of personal information changes. The current version will be made available through the Bex Chamberlain Photography website.