1. Who We Are
Fotkaplus Limited (trading as Fotkaplus Photography) is the data controller responsible for your personal data.
- Company name: Fotkaplus Limited
- Company number: 08408760
- Registered office: 1 Kings Avenue, Winchmore Hill, London, N21 3NA
- Trading address: 13 South Charlotte Street, Edinburgh, EH2 4AS, Scotland
- Email: info@fotkaplus.co.uk
- Telephone: +44 131 210 0145
This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, book a session, purchase a gift voucher, or otherwise interact with us. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Personal Data We Collect
Information you provide directly
- Booking and enquiry data: your name, email address, telephone number, session type, preferred dates, and any details about the nature of your session.
- Payment data: payment card details and billing information processed securely through Timely. We do not store your full payment card details on our own systems.
- Gift voucher purchases: purchaser name, email address, payment details, and (where provided) recipient name and email address.
- Contact form and email correspondence: any information you include when you email us or submit a contact form.
- Photographs and images: photographs taken during your studio session, including images of you, your family members, and any children or newborns in attendance.
Information collected automatically
- Website usage data: your IP address, browser type, operating system, referring URL, pages visited, and time spent on pages, collected via cookies and similar technologies (see our Cookie Policy).
- Analytics data: aggregated and anonymised data collected through Google Analytics (GA4) to help us understand how visitors use our website.
3. How We Use Your Personal Data
| Purpose | Legal Basis (UK GDPR) |
|---|---|
| To process bookings and deliver photography sessions | Performance of a contract (Article 6(1)(b)) |
| To process payments for sessions and gift vouchers | Performance of a contract (Article 6(1)(b)) |
| To send booking confirmations, session reminders, and deliver your image gallery | Performance of a contract (Article 6(1)(b)) |
| To respond to enquiries submitted via our contact form, email, or telephone | Legitimate interests (Article 6(1)(f)) |
| To use session photographs in our portfolio, website, social media, and marketing materials | Legitimate interests (Article 6(1)(f)) — see Section 7 for your right to opt out |
| To send marketing communications where you have opted in via our booking platform | Consent (Article 6(1)(a)) |
| To analyse website traffic and improve our online experience | Legitimate interests (Article 6(1)(f)) |
| To comply with legal and regulatory obligations | Legal obligation (Article 6(1)(c)) |
4. Children's Data
We photograph children and newborns as part of our Kids & Newborn, Family Portrait, and other session types. We collect children's personal data (photographs and, where relevant, first names and ages) only with the consent of a parent or legal guardian who books and attends the session. Parents and guardians may request the deletion of any images of their children at any time by contacting us.
5. Who We Share Your Data With
- Timely (booking and payments platform): to process bookings, manage appointments, process payments, and issue gift vouchers. Timely acts as a data processor on our behalf.
- Pixieset (gallery delivery and print fulfilment): to host your private image gallery, deliver your final photographs, and fulfil physical product orders. Your gallery is password-protected and accessible only via a private link sent to you.
- Google (Analytics, Tag Manager): to collect anonymised website usage data for analytical purposes.
- Meta Platforms (Facebook/Instagram Pixel): to measure the effectiveness of our advertising and understand visitor behaviour.
- Professional service providers: accountants, legal advisers, and IT support providers, where necessary for the operation of our business.
- Hello Beauty Salon: our affiliated sister studio. We may share your first name and booking time where you have booked a makeover experience that includes their hair and makeup services.
- Law enforcement or regulatory bodies: where required to do so by law or to protect our legal rights.
We do not sell your personal data to third parties.
6. International Data Transfers
Some of our third-party service providers (such as Google and Meta) may process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, including reliance on adequacy decisions, Standard Contractual Clauses, or other lawful transfer mechanisms as required by UK GDPR.
7. Use of Your Photographs
By booking a session with Fotkaplus Photography, you acknowledge that we may use photographs from your session for portfolio, website, social media, and promotional purposes. You have the right to opt out of this use at any time by contacting us in writing at info@fotkaplus.co.uk. We will remove your images from our active marketing materials within a reasonable timeframe, though we cannot recall materials already printed or distributed prior to your request.
Boudoir photographs are never used for marketing or portfolio purposes without your explicit written consent.
8. How Long We Keep Your Data
- Booking and client records: 6 years from the date of your last session (in line with HMRC requirements).
- Photographs and image galleries: we aim to keep your gallery available for as long as reasonably practicable, subject to the ongoing operation of our gallery partner's service. We recommend downloading your images promptly upon receiving your gallery link.
- Gift voucher records: 6 years from the date of purchase or redemption, whichever is later.
- Website analytics data: retained in accordance with Google Analytics and Meta's standard retention policies.
- Marketing contact data: until you withdraw consent or unsubscribe.
9. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
- Right of access — to request a copy of the personal data we hold about you.
- Right to rectification — to request correction of inaccurate or incomplete data.
- Right to erasure — to request deletion of your personal data where there is no compelling reason for its continued processing.
- Right to restrict processing — to request that we limit how we use your data in certain circumstances.
- Right to data portability — to request a copy of your data in a structured, machine-readable format.
- Right to object — to object to processing based on legitimate interests, including marketing use of your photographs.
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact us at info@fotkaplus.co.uk. We will respond within one month.
10. Cookies
Our website uses cookies and similar tracking technologies. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.
11. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. Payment transactions are processed securely through Timely's encrypted payment infrastructure. Access to client data is restricted to authorised members of our team on a need-to-know basis.
12. Third-Party Links
Our website may contain links to third-party websites including Hello Beauty Salon, Instagram, Facebook, Google Maps, and our booking platform. We are not responsible for the privacy practices of these external sites and encourage you to read their own privacy policies.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on this page with a revised “Last updated” date. We encourage you to review this policy periodically.
14. Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Telephone: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns directly before you approach the ICO. Please contact us at info@fotkaplus.co.uk in the first instance.
15. Contact Us
- Email: info@fotkaplus.co.uk
- Telephone: +44 131 210 0145
- Post: Fotkaplus Photography, 13 South Charlotte Street, Edinburgh, EH2 4AS, Scotland