Privacy Policy

Keystage School Photography Ltd (“we”, “us”, “our”) provides school photography services to schools, nurseries and academies, and online ordering to parents and carers. We are committed to protecting your personal information and being clear about how we use it. This policy explains what information we collect, how we use it, and the rights you have. It applies to our website, our enquiry forms, our photography services and our online ordering.

Who we are

Keystage School Photography Ltd is the data controller for the personal information described in this policy — except for pupil and staff images taken on behalf of a school, where the school is the data controller and we act as a data processor (see “Photography in schools” below). We are a company registered in England and Wales (company number 17353562), with our registered office at 128 City Road, London, EC1V 2NX. You can contact us at:

• Email: admin@keystagephotography.co.uk
• Phone: 01474 558 609
• Areas served: Kent, London and the South East

The information we collect

When you enquire or contact us. Through our contact, sample-pack and “book a call” forms, or by email or phone, we collect your name, email address, phone number, your school and role, and anything you choose to tell us in your message.

When we photograph at your school. During a photo day we take photographs of pupils, staff and groups. These images, together with associated details (such as class or name where provided by the school), are personal information. We take and process these images on the school’s instructions (see below).

When you order photographs. Ordering is handled through our secure online ordering platform. To place an order you provide your name, contact details, delivery address and order details, and make payment. Payments are handled by our ordering and payment providers — we do not see or store your full card details.

When you use our website. Our public website does not use advertising or third-party tracking cookies. A single essential cookie is used only for our staff to sign in to the admin area; it is not set for ordinary visitors.

How we use your information, and our legal bases

• To respond to enquiries and provide quotes — on the basis of our legitimate interests in answering your questions and running our business, and to take steps at your request before entering into a contract.
• To plan and deliver photo days and fulfil orders — to perform our contract with the school or with you.
• To provide customer support — for our legitimate interests and to perform our contract.
• To keep records and meet accounting and legal obligations — to comply with our legal obligations.
• To take and use photographs of children — on the instructions of the school, which is responsible for obtaining the parental consent required.

Photography in schools

When we photograph pupils and staff at a school, we do so on the school’s instructions and for the school’s purposes. In respect of these images and related pupil information, the school is the data controller and Keystage Photography acts as a data processor. The school is responsible for obtaining any parental consent required, and for handling requests about pupil images. We hold these images securely, use them only to provide our photography and ordering service, make them available to parents through private, access-controlled galleries, and delete them in line with our agreement with the school.

Who we share your information with

We do not sell your personal information. We share it only with trusted providers who help us run our business, and only as far as needed to provide our services:

• Our online ordering and gallery platform (GotPhoto) — hosts secure galleries, processes parent orders and payments, and manages print fulfilment.
• Our email provider (Resend) — sends transactional and notification emails.
• Our customer relationship management system — stores school enquiries and contact details so we can respond and manage our work.
• Our website hosting provider — hosts our website and stores its content securely.
• Print laboratories and delivery partners — produce and deliver printed products.
• Professional advisers and authorities — such as our accountant, or where we are required to share information by law.

International transfers

Some of our providers are based outside the UK. Where personal information is transferred outside the UK, we make sure appropriate safeguards are in place — such as the provider being in a country with UK “adequacy” status, or the use of the UK’s International Data Transfer Agreement or the Addendum to the EU Standard Contractual Clauses.

How long we keep your information

We keep personal information only for as long as we need it. Enquiry and contact details are kept for as long as needed to deal with your enquiry and for a reasonable period afterwards. Order and transaction records are kept for as long as required for accounting and tax purposes (normally six years). Pupil and staff images are retained in line with our agreement with the school and then securely deleted.

How we keep your information secure

We take appropriate technical and organisational measures to protect your information. Our website and galleries are served over encrypted (HTTPS) connections, galleries are private and accessed only with a unique link and code, and access to personal information is limited to those who need it.

Cookies

Our public website uses only an essential cookie, and only for our staff to sign in to the admin area. We do not use advertising, analytics or third-party tracking cookies on our site. Our online ordering platform may use its own cookies that are necessary to provide the ordering service; please see that platform’s own privacy and cookie information when you order.

Your rights

Under UK data protection law you have the right to: access the personal information we hold about you; ask us to correct inaccurate information; ask us to delete information; restrict or object to our use of it; and request a copy in a portable format. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, please contact us using the details above. If your request relates to pupil images taken at a school, please contact the school, as they are the controller for that information.

If you have a concern about how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised “last updated” date.

Contact us

If you have any questions about this policy or how we handle your information, please contact us at admin@keystagephotography.co.uk or 01474 558 609.