01Introduction

Phenomenon Photography, operated by Phenomenon Digital Limited (“we”, “us” or “our”), respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, submit an enquiry, complete a Facebook or Instagram lead form, request a quotation, or book our photography and videography services.

We handle personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

02Who We Are and How to Contact Us

Business name: Phenomenon PhotographyLegal business operator: Phenomenon Digital LimitedWebsite: https://www.phenophoto.co.ukEmail: phenomenonit.uk@gmail.comTelephone: +44 7983 972141

For questions about this Privacy Policy, your personal information or a request to exercise your privacy rights, please contact us using the details above.

03Personal Information We Collect

Depending on how you interact with us, we may collect the following information:

Contact information

• Full name
• Email address
• Telephone or WhatsApp number

Event and service information

• Type of event, such as a wedding, engagement, reception or private event
• Event date and approximate timings
• Event venue, location and postcode
• Photography, videography or drone coverage requirements
• Requested coverage duration
• Estimated budget and package preferences
• Details you include in messages or enquiry forms

Booking and payment information

If you book our services, we may collect information needed to manage your booking, agreement, invoices, deposits, payments and customer service. Payment card details are not collected by us through this Privacy Policy process where payments are handled directly by a third-party payment provider.

Website and technical information

When you visit our website, we or our service providers may collect technical information such as your IP address, browser type, device information, pages visited and website interaction data, subject to applicable cookie and tracking consent requirements.

Photographs and video footage

When you book or participate in a photography or videography session, we may process photographs, video footage and related project files as necessary to provide our services. The circumstances and permitted uses will depend on your booking agreement and any separate permissions you provide.

Please do not submit unnecessary sensitive personal information through our enquiry forms.

04How We Collect Your Information

We may collect personal information directly from you when you:

• Complete an enquiry or contact form on our website.
• Submit a Facebook or Instagram Instant Form.
• Contact us by email, telephone, WhatsApp or social media.
• Request information about our services, availability or prices.
• Enter into a booking agreement with us.
• Communicate with us during or after an event or photoshoot.

We may also receive relevant information through platforms or service providers that help us manage enquiries and bookings.

05How and Why We Use Your Information

We use personal information only where we have an appropriate lawful basis and for purposes that are explained to you.

These purposes may include:

Responding to enquiries and providing quotations

We use your contact and event details to respond to your enquiry, check our availability, discuss your requirements and provide relevant package information or a quotation.

Our lawful basis will generally be taking steps at your request before entering into a contract or, where appropriate, our legitimate interests in responding to genuine business enquiries.

Managing bookings and delivering services

If you book with us, we use relevant information to prepare booking documents, arrange coverage, communicate about your event, deliver photographs and videos, manage payments and provide customer support.

Our lawful basis will generally be performing our contract with you and complying with applicable legal obligations.

Business administration and legal obligations

We may process relevant information to maintain business records, manage disputes, protect our services, prevent fraud and comply with applicable legal requirements.

Depending on the purpose, our lawful basis may be legal obligation or legitimate interests.

Website performance and advertising

Where appropriately configured, we may use website analytics, advertising measurement and similar technologies to understand website usage and assess the performance of our marketing campaigns. Where consent is legally required, we will obtain it before activating the relevant non-essential tracking technologies.

06Facebook and Instagram Lead Generation

We may advertise our photography and videography services through Facebook, Instagram and other Meta platforms.

If you submit a lead form through one of these platforms, we may receive the information you choose to provide, such as your name, telephone number, email address, event date, location, service preferences and estimated budget.

We use this information to:

• Respond to your enquiry.
• Check availability for your event.
• Discuss suitable photography, videography and drone coverage.
• Provide quotations and relevant package information.
• Follow up on the specific enquiry you submitted.

Meta platforms process personal information under their own privacy policies and terms. We encourage you to review the applicable Meta privacy information when using their services.

Once we receive your enquiry information, we handle it in accordance with this Privacy Policy and applicable data protection law.

Submitting an enquiry does not automatically sign you up for unrelated promotional email or text marketing.

07Marketing Communications

We may contact you about the enquiry you have submitted, including to clarify your requirements, provide a quotation or follow up on a proposed booking.

Where we wish to send you additional promotional communications about future offers, packages or services, we will comply with applicable direct marketing rules under the UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

Where consent is required, we will ask for it separately and clearly. You can withdraw your marketing consent or object to direct marketing at any time.

You can contact us at phenomenonit.uk@gmail.com or +44 7983 972141 to request that we stop sending you marketing communications.

Withdrawing marketing consent does not affect the lawfulness of processing that took place before the withdrawal. It also does not prevent us from sending necessary communications relating to an existing booking or legal obligation.

08Photographs, Videos and Promotional Use

Our photography and videography services may involve capturing identifiable images or footage of clients, guests and other event participants.

We use photographs and videos to fulfil the agreed services, edit and deliver the contracted work, and provide customer support.

We will not assume that permission to photograph or film an event automatically gives us permission to publish identifiable client images or footage for advertising, portfolio, website or social media promotion.

Where promotional use requires permission or consent, we will obtain the appropriate permission separately and respect any applicable restrictions or agreed confidentiality arrangements.

If you have requested that your event images and videos remain private, we will handle them in accordance with the agreed privacy arrangements, subject to any applicable legal obligations.

If you are an event organiser, please consider informing your guests that photography or videography will take place.

09Who We Share Your Information With

We do not sell your personal information to third parties.

Where necessary for the purposes explained in this policy, we may share relevant information with:

• Website hosting and website maintenance providers.
• Business email, communication and enquiry management providers.
• Cloud storage, file delivery and backup providers.
• Payment processors and accounting service providers.
• Advertising, analytics and lead generation platforms, including Meta.
• Professional advisers or public authorities where disclosure is required or legally permitted.

We share only the information reasonably necessary for the relevant purpose and expect service providers to handle personal information in accordance with applicable requirements.

We may also disclose information where necessary to establish, exercise or defend legal claims or to comply with a lawful request.

10International Data Transfers

Some third-party platforms and service providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take the steps required by applicable UK data protection law. Depending on the circumstances, this may include relying on UK adequacy regulations, an appropriate data transfer agreement or another legally recognised safeguard.

Further information about relevant safeguards may be requested using our contact details.

11How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking account of our legal obligations, business requirements and the rights of individuals.

Our retention approach may include:

Unconverted enquiries: retained for a limited period after the last meaningful contact, unless a longer period is justified by a continuing enquiry, dispute or legal requirement.

Bookings, contracts, invoices and financial records: retained for the periods required by applicable legal, tax and accounting obligations.

Photographs, video footage and project files: retained according to the relevant booking agreement, delivery arrangements, storage policy and any applicable legal requirements.

Marketing preferences and suppression records: retained as necessary to respect your marketing choices and demonstrate compliance.

When information is no longer required, we will take reasonable steps to delete it or securely dispose of it, unless we are legally required or otherwise lawfully entitled to retain it.

12How We Protect Your Information

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

You should avoid sending payment card details, passwords or unnecessary sensitive information through ordinary email or social media messages.

13Your Data Protection Rights

Under applicable data protection law, you may have the right to:

• Access your personal information and request a copy.
• Rectify inaccurate or incomplete information.
• Erase your personal information in certain circumstances.
• Restrict the processing of your information in certain circumstances.
• Object to processing based on legitimate interests.
• Object to direct marketing at any time.
• Withdraw consent where processing is based on your consent.
• Request data portability where the legal conditions apply.
• Complain to the Information Commissioner’s Office (ICO) if you believe your information has been handled unlawfully.

These rights are subject to applicable legal conditions and exceptions.

To exercise a right, contact us at phenomenonit.uk@gmail.com. We may need to verify your identity before responding.

We will handle requests within the time limits required by applicable law.

You can find information about the ICO and how to raise a complaint at https://ico.org.uk/make-a-complaint/.

14Cookies and Tracking Technologies

Our website may use essential cookies needed for website functionality and, where appropriately configured, non-essential cookies or similar technologies for analytics and advertising.

Where required by law, we will request your consent before setting or accessing non-essential cookies or activating relevant tracking technologies.

You can manage available cookie preferences through our website’s cookie settings, where provided. Changing your browser settings may also affect cookie use, although disabling certain cookies may affect website functionality.

If we use Meta Pixel or similar advertising technologies, their use must be configured in accordance with applicable consent requirements and our cookie information.

15Children’s Privacy

Our services may involve photographing or filming events attended by children. We handle children’s images and related information carefully and take account of applicable privacy, safeguarding and consent requirements.

Where appropriate, we will seek permission from a parent, guardian or other authorised person for promotional use of a child’s identifiable images or footage.

Our enquiry forms are intended for people enquiring about photography and videography services, rather than for children to submit their personal information independently.

16Third-Party Websites

Our website or communications may contain links to third-party websites, including social media platforms and online galleries.

We are not responsible for the privacy practices or content of websites operated by other organisations. Please review their privacy policies before providing personal information to them.

17Changes to This Privacy Policy

We may update this Privacy Policy when our services, technology, legal obligations or data handling practices change.

The latest version will be published on our website with its updated date. We encourage you to review it periodically.

18Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or want to raise a concern about the handling of your personal information, please contact:

Phenomenon Photography — operated by Phenomenon Digital Limited

Email: phenomenonit.uk@gmail.comTelephone: +44 7983 972141Website: https://www.phenophoto.co.uk

We will make reasonable efforts to respond to your enquiry and address your concerns in accordance with applicable data protection law.

This Privacy Policy should be read alongside any applicable booking agreement and the privacy information provided when you submit an enquiry or use our website.