Shot by Stevie Privacy Policy
Last updated: 8 September 2026
Shot by Stevie respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we collect, how we use it, where it is stored, and the rights you have in relation to your information.
Shot by Stevie is based in England and operates in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Shot by Stevie is the data controller for the personal information we collect and use in connection with our photography, digital photo booth, audio guestbook and website services.
If you have any questions about how we use your information, you can contact us at:
Email: enquiries@shotbystevie.com
2. What information we collect
Depending on how you interact with Shot by Stevie, we may collect the following information.
When you make an enquiry or booking
We may collect:
Your name
Email address
Telephone number
Billing or invoicing information
Event or photography location
Event date and times
Details about your booking or requirements
Information provided to us in correspondence
Any other information you choose to provide
Our online booking form is hosted through Notion. Notion states that where it processes customer data on behalf of its customers, it acts as a data processor and provides data protection arrangements including a Data Processing Addendum.
Photography
When we provide photography services, we process photographs taken as part of your booking.
Photographs may contain identifiable individuals, including adults and children.
Digital photo booth
When you use our digital photo booth, we may process:
Photographs
GIFs
Boomerangs
Other digital content created through the booth
Telephone numbers or email addresses where these are provided for digital delivery
Our digital photo booth software is provided by LumaBooth.
Audio guestbook
When our audio guestbook is used, guests may leave audio recordings containing their voice and anything they choose to say in their message.
The audio guestbook itself is a self-contained, hardwired system and does not require guests to provide personal information directly to the equipment.
Audio recordings may nevertheless constitute personal data where an individual can be identified from the recording.
Website
Our website is hosted through Squarespace.
When you visit our website, certain technical information may be processed by Squarespace and other services used to operate the website. This may include information such as your IP address, browser type, device information and information about how you interact with the website.
Squarespace uses cookies and similar technologies as part of its website services.
We do not use Google Analytics.
3. How we use your information
We use personal information only where we have a lawful reason to do so.
This may include using your information to:
Respond to enquiries
Provide photography, photo booth and audio guestbook services
Manage and administer bookings
Communicate with you about your booking
Arrange delivery, collection and setup of hired equipment
Provide photographs and other digital content
Provide online photography galleries
Issue and manage invoices
Keep appropriate financial and business records
Deal with questions, complaints or requests
Protect our equipment, business and legal interests
Meet our legal and regulatory obligations
Improve our services and website
Use photographs for promotional purposes where we have the appropriate permission or other lawful basis to do so
We will not use your personal information for purposes that are incompatible with the reason it was originally collected unless we have a lawful basis to do so.
4. Our lawful bases for processing
Under UK data protection law, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:
Contract
We may need to use your information to enter into or perform a contract with you, such as providing photography or event hire services.
Legitimate interests
We may use information where it is reasonably necessary for the running and administration of our business, provided that our interests do not unfairly override your rights and interests.
Legal obligation
We may process information where we are legally required to do so, for example for accounting or tax purposes.
Consent
Where consent is the appropriate lawful basis, we will ask for your permission before carrying out the relevant processing. You can withdraw consent at any time.
The ICO guidance confirms that different processing activities may rely on different lawful bases and that the basis used should be appropriate and proportionate to the purpose.
5. Photography, copyright and promotional use
Photographs taken by Shot by Stevie remain subject to the copyright and usage terms set out in our Terms & Conditions.
Where we use photographs for our own promotional purposes, such as:
Our website
Social media
Advertising
Portfolio work
Marketing materials
Competitions or exhibitions
we will do so only where we have an appropriate lawful basis to do so.
Where consent is required, we will obtain it before using the relevant photographs.
If you do not want photographs of you or members of your party to be used for promotional purposes, please let us know in writing.
We take particular care when considering promotional use of photographs containing children.
Where commercial use of photographs has been agreed with a business, organisation, club or other client, the agreed commercial licence will apply. Commercial use does not automatically transfer copyright ownership.
6. Digital photo booth
Our digital photo booth allows guests to create photographs, GIFs and boomerangs which may be delivered digitally to a phone or email address.
The content created through the booth belongs to the person or client entitled to receive it, subject to any applicable rights in the underlying software or other third-party services.
Where guests provide contact details to receive their content, those details are used for the purpose of delivering the requested content.
We do not sell guest contact information or use photo booth delivery details to create marketing mailing lists.
Because the booth relies on third-party software and, depending on the setup, internet or mobile connectivity, we cannot guarantee that digital delivery will always be instantaneous or available in every circumstance.
7. Audio guestbook
Our audio guestbook allows guests to leave recorded messages.
The client hiring the audio guestbook is responsible for making guests aware that their messages are being recorded and will be provided to the client.
Recordings may contain personal information, including voices, names and other information voluntarily provided by guests.
We use recordings only as necessary to provide the audio guestbook service and to deliver the recordings to the client.
We do not routinely listen to individual recordings unless this is reasonably necessary to provide technical support, deal with an issue, investigate a complaint or fulfil our legal obligations.
Once the recordings have been delivered to the client and the reasonable period for service support has passed, we will delete our copy where appropriate.
The client is responsible for deciding how recordings are subsequently stored, shared or used once they have been delivered to them.
8. Photography galleries
Completed photography galleries may be provided using Google Photos.
Google may process information in accordance with its own privacy terms and policies. We recommend that you review Google's privacy information if you would like further information about how Google processes information through its services.
We will provide gallery access only to the people we reasonably understand are entitled to receive the photographs.
You should not share private gallery links with people who are not authorised to access the photographs.
9. Where your information is stored
We store our working photography files and other business files primarily on physical hard drives.
We take reasonable steps to protect these files from unauthorised access, loss, damage or misuse.
We may also use third-party services where necessary to provide our services, including:
Squarespace – website hosting
Notion – online booking forms and booking information
Google Photos – photography galleries
LumaBooth – digital photo booth software
Other service providers where reasonably necessary to operate our business
These providers may process personal information on our behalf or, depending on the service, act as independent controllers for certain processing activities.
We only use information necessary for the relevant purpose and take reasonable steps to ensure that third-party providers provide appropriate security and data protection safeguards.
For example, Notion states that it provides UK/EU standard contractual safeguards for applicable international transfers and operates under a Data Processing Addendum when processing customer data on a customer's behalf.
10. Invoices and payments
We currently accept payment of invoice by BACS.
We do not operate an online card payment system through our website and do not normally collect or store full payment card details.
We may retain information relating to invoices and payments, including:
Name
Business or organisation name where applicable
Invoice address
Invoice amount
Payment date
Payment reference
Details necessary for accounting and tax purposes
Financial records will be retained for as long as required by applicable law.
11. How long we keep your information
We do not keep personal information indefinitely.
We retain information for only as long as reasonably necessary for the purpose for which it was collected, unless we have a legal, accounting or other legitimate reason to retain it for longer.
Different information may therefore be retained for different periods.
For example:
Booking and contact information may be retained for as long as reasonably necessary to manage the booking and deal with any follow-up issues.
Financial and invoice records will be retained for the period required by applicable tax and accounting obligations.
Photography files may be retained for a reasonable period following delivery to allow us to deal with requests, corrections, technical issues or disputes.
Photo booth content may be retained for a limited period following the event before being deleted.
Audio guestbook recordings may be retained for a limited period following delivery before our copy is deleted.
We may retain certain information for longer where this is reasonably necessary to establish, exercise or defend legal claims.
12. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against:
Unauthorised access
Accidental loss
Destruction
Damage
Unauthorised disclosure
Unlawful processing
Our files are stored on physical hard drives and access is limited to those who need it to operate the business.
However, no method of storing or transmitting information is completely secure, and we cannot guarantee absolute security.
The UK GDPR includes security and confidentiality as one of its core data protection principles.
13. Sharing your information
We will only share your personal information where reasonably necessary and lawful.
This may include sharing information with:
Service providers who help us operate our business
Website and booking platforms
Photography gallery providers
Photo booth software providers
Professional advisers, where necessary
Accountants or other financial service providers
Legal or regulatory authorities where we are legally required to do so
We do not sell your personal information.
We do not maintain a marketing mailing list and do not send marketing emails as part of a mailing-list programme.
14. Social media
If you interact with Shot by Stevie through social media, the relevant social media platform may collect and process your personal information in accordance with its own privacy policy.
If you tag Shot by Stevie, share our content or otherwise interact with our social media accounts, we may see information that you have made publicly available.
We will not use private personal information obtained through social media for unrelated purposes.
15. Cookies
Our website uses cookies and similar technologies provided by Squarespace and potentially other website features.
Some cookies are necessary for the website to operate. Other cookies may be used for functions such as preferences or website analytics.
We do not use Google Analytics.
Where applicable, non-essential cookies will only be used in accordance with applicable cookie and privacy requirements.
Squarespace provides tools for website owners to manage cookies and display cookie consent notices where required.
16. Your data protection rights
Depending on the circumstances, you may have rights under UK data protection law including the right to:
Ask what personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of your personal information
Request restriction of processing
Object to certain processing
Request transfer of certain information to another organisation
Withdraw consent where we rely on consent
Object to direct marketing
These rights are not absolute and may be subject to legal exemptions or other limitations.
If you would like to exercise one of these rights, please contact us using the details at the end of this policy.
17. Children
Our services may involve photographs or recordings of children, particularly at weddings, parties, sporting events and other celebrations.
Where appropriate, we ask clients and responsible adults to ensure that children are aware of photography or recording taking place.
We take particular care when using photographs of children for promotional purposes and will only do so where we have an appropriate lawful basis.
18. Data breaches
If we become aware of a personal data breach, we will assess the nature and seriousness of the breach and take appropriate steps to contain and address it.
Where required by law, we will notify the Information Commissioner's Office and/or affected individuals.
The ICO states that certain personal data breaches must be reported to the ICO within 72 hours of becoming aware of them.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.
The latest version will be published on our website with the date it was last updated.
20. Contact us
If you have any questions about this Privacy Policy or how Shot by Stevie handles your personal information, please contact:
Shot by Stevie
Email: enquiries@shotbystevie.com
Business address: 206 Painswick Road, Gloucester, GL4 4PH
21. Complaints
If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve your concerns.
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.
Information about making a complaint is available from the ICO website.
Information Commissioner's Office:https://ico.org.uk/
This Privacy Policy should be read alongside the Shot by Stevie Terms & Conditions.