How Kiss Photo collects, uses and protects your personal information.

Last Updated September 2026.

Privacy Notice

1. WHO I AM

Kiss Photo is a wedding photography business operated by Stephanie Coleman.

I am responsible for deciding how and why personal information is collected and used by Kiss Photo.

This Privacy Notice explains how I collect, use, store and protect personal information when you visit my website, contact me, enquire about my services, book me as your wedding photographer, or otherwise interact with Kiss Photo.

Kiss Photo

Steph Coleman

Website: www.kissphoto.co.uk

Email: kissphotobysteph@gmail.com

ICO Registration Reference: ZB200899

2. WHAT PERSONAL INFORMATION I COLLECT

Depending on how you interact with Kiss Photo, I may collect and use the following personal information:

  • Your name, address, email address and telephone number.

  • Wedding details, including your wedding date, ceremony and reception locations, timings and other information needed to plan your photography.

  • Information provided through questionnaires, consultations, emails and other communications about your wedding.

  • Information about family members, guests and other people attending your wedding where you provide this information to help me plan and carry out the photography, including relevant family dynamics or other considerations that may affect group photographs.

  • Payment, invoice and contract information.

  • Social media usernames or handles, where you provide these so that I can tag you in social media posts.

  • Details of wedding suppliers, including their names, business details and social media handles, where these are provided so that I can credit or tag them when sharing photographs.

  • Photographs and other images taken as part of the photography services.

  • Information provided through website enquiries or other contact with Kiss Photo.

  • Your preferences regarding whether and how I may use photographs from your wedding for my portfolio, website, social media and marketing.

I only collect information that is relevant to providing my services, communicating with you, managing your booking or carrying out other legitimate business activities.

3. HOW I COLLECT YOUR INFORMATION

I may collect personal information in a number of ways, including:

  • When you contact me through my website, email, telephone or social media.

  • When you make an enquiry about my photography services.

  • During consultations, meetings and other conversations about your wedding.

  • When you complete a wedding questionnaire or provide information by email or other means.

  • When you enter into a contract with Kiss Photo or provide information required to manage your booking.

  • When you make payments or provide information relating to invoices.

  • When you use the Kiss Photo website, including information collected through cookies and similar technologies.

  • From information you provide about other people attending your wedding, such as family members, guests or suppliers.

  • From wedding suppliers or other third parties where they provide information relevant to delivering the photography services.

Where you provide information about another person, you should ensure that you have a lawful basis for providing that information to me and, where appropriate, make them aware that their information may be shared with Kiss Photo.

4. WHAT I USE YOUR INFORMATION FOR

I may use personal information for the following purposes:

  • To respond to enquiries and provide information about my photography services.

  • To communicate with you before, during and after your wedding.

  • To prepare quotes, contracts, invoices and other booking documentation.

  • To process and manage payments.

  • To plan and provide your wedding photography services, including understanding your preferences, timings, group photographs and any circumstances that may affect the photography.

  • To communicate with wedding suppliers and other relevant third parties where necessary to coordinate the photography or credit them when sharing photographs.

  • To deliver, store and manage your photographs through my online gallery and other photography services.

  • To provide customer service and deal with questions, concerns or complaints.

  • To maintain appropriate business, financial and legal records.

  • To improve and develop my services and website.

  • To share photographs on my website, social media, portfolio, advertising and other marketing channels where you have given the relevant permission.

  • To credit and tag couples and wedding suppliers on social media where appropriate and where you have provided the relevant social media details.

  • To comply with legal and regulatory obligations and to establish, exercise or defend legal claims where necessary.

  • To assist with business administration and content creation, including using trusted digital and AI tools to help draft, review and create business communications, documents and marketing materials.

5. WHY I AM ALLOWED TO USE YOUR INFORMATION

I will only use your personal information where I have a lawful basis to do so under applicable data protection law. Depending on the circumstances, this may include:

Contract – where I need to use your information to provide the photography services you have booked, manage your booking, communicate with you, deliver your photographs or take steps at your request before entering into a contract.

Legitimate interests – where using your information is necessary for the reasonable running and development of my business and does not unfairly override your rights and interests. This may include managing business records, responding to enquiries, maintaining client relationships, improving my services and website, and protecting my business.

Legal obligation – where I am required by law to keep or use certain information, such as financial or accounting records.

Consent – where I have asked for your specific permission to use your information for a purpose where consent is appropriate, such as certain uses of photographs for portfolio and marketing purposes.

I will only use the lawful basis that is appropriate for the particular purpose and will not ask for consent where another lawful basis is more appropriate.

6. WEDDING PHOTOGRAPHS & IMAGES

Photographs taken by Kiss Photo during a wedding may contain identifiable images of the Client, guests, family members, suppliers and other individuals attending the event.

I use these photographs primarily to provide the photography services agreed with the Client, including selecting, editing, delivering and storing the final images.

Where the Client has chosen to allow Kiss Photo to use photographs from their wedding for portfolio, website, social media or marketing purposes, I will use the photographs in accordance with the Client’s stated preference.

The Client understands that photographs may include people other than the Client. Where the Client has chosen to allow Kiss Photo to use photographs from their wedding for portfolio, website, social media or marketing purposes, the Client agrees to make reasonable efforts to ensure that guests, family members and other individuals attending the wedding are made aware of this Privacy Notice and the potential use of wedding photographs for these purposes. The Client may do this by providing or circulating a copy or link to this Privacy Notice before the wedding.

The Client understands that they cannot automatically provide consent on behalf of another individual where that individual’s own consent is required. Guests and other individuals attending the wedding may contact Kiss Photo directly using the details in this Privacy Notice if they have any concerns about the use of their image or wish to exercise their data protection rights.

Where the Client provides information about guests or other individuals to help plan the photography, I will use that information only for the purposes for which it was provided.

If a person has concerns about a photograph of themselves being used by Kiss Photo, they can contact me using the details in this Privacy Notice so that I can consider their request.

In some circumstances, information provided to me about a wedding or visible in photographs may reveal information that is considered particularly sensitive under data protection law, such as information about health, religion or sexual orientation. Where this occurs, I will handle that information with appropriate care and in accordance with the additional requirements that apply to special category data.

7. WHO I SHARE YOUR INFORMATION WITH

I may share personal information with trusted third-party services where this is necessary to provide my services, communicate with you, manage my business or create and deliver content.

Depending on how you interact with Kiss Photo, these services may include:

  • Pic-Time – to host and deliver your wedding photography gallery.

  • Squarespace – to host my website and manage website-related enquiries.

  • Google – including Google Drive, Google Docs and Gmail, which I use to store client and wedding information and communicate with clients and suppliers.

  • Xero – to record client payments and maintain financial and accounting records.

  • Canva – to create social media, website and other marketing materials, which may include wedding photographs.

  • Meta / Instagram / Facebook / Meta Business Suite – to publish and manage social media content, including wedding photographs, and to communicate with clients and suppliers through social media.

  • WhatsApp – to communicate with clients and wedding suppliers where they choose WhatsApp as their preferred method of contact. This may occasionally include individual photographs or other relevant information.

  • OpenAI / ChatGPT – where I use AI tools as part of my business activities to assist drafting, reviewing or creating content. This may involve information or photographs that I provide to the service.

I may also share personal information with professional advisers, such as solicitors or accountants, where reasonably necessary, or where I am legally required to do so.

I do not sell your personal information.

8. HOW LONG I KEEP YOUR INFORMATION

I will only keep personal information for as long as I reasonably need it for the purposes described in this Privacy Notice, including providing my services, maintaining appropriate business and financial records, complying with legal obligations and dealing with potential or ongoing legal claims.

Different types of information are kept for different periods:

  • Enquiries that do not result in a booking: generally 12 months after our last contact.

  • Contracts, questionnaires and essential client records: generally 7 years after the wedding, unless there is a specific reason to retain them for longer or they can be securely deleted sooner.

  • Financial and accounting records: for the period required by applicable tax and accounting requirements.

  • RAW photographs: generally 1 year after final delivery.

  • Final edited wedding photographs: generally 12 months after final delivery, in line with the availability of your online gallery.

  • Photographs retained for portfolio or marketing purposes: for as long as I have the relevant permission or other lawful basis to use them.

When personal information is no longer required, I will securely delete or anonymise it where appropriate.

9. INTERNATIONAL TRANSFERS

Some of the third-party services I use to operate Kiss Photo may process personal information outside the UK.

These services include providers such as Google, Pic-Time, Canva, Meta, WhatsApp and OpenAI/ChatGPT. Their services may involve the storage or processing of personal information in countries outside the UK, including the United States and, depending on the provider, other countries outside the UK.

Where personal information is transferred outside the UK, I will take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are in place.

These safeguards may include adequacy regulations, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or other legally recognised transfer mechanisms, where applicable.

Further information about the safeguards used for a particular transfer may be available from the relevant service provider or on request.

10. YOUR DATA PROTECTION RIGHTS

You have rights in relation to the personal information I hold about you. Depending on the circumstances and the lawful basis I am relying on, these may include:

  • The right to access the personal information I hold about you.

  • The right to have inaccurate or incomplete information corrected.

  • The right to request erasure of your personal information in certain circumstances.

  • The right to request restriction of how I use your personal information in certain circumstances.

  • The right to object to certain types of processing, including processing based on legitimate interests and direct marketing.

  • The right to data portability in certain circumstances, allowing you to obtain personal information you have provided to me in a commonly used electronic format.

  • The right to withdraw consent where I am relying on your consent to process your personal information. Withdrawing consent does not affect the lawfulness of processing carried out before you withdraw it.

To exercise any of these rights, please contact me at kissphotobysteph@gmail.com.

I may need to ask you for information to confirm your identity before responding to a request. I will normally respond to requests within one calendar month, subject to any applicable legal exceptions or extensions.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled incorrectly. Information about how to make a complaint is available from the ICO website.

Information Commissioner's Office (ICO)

11. MARKETING & COMMUNICATIONS

I will contact you by email, telephone or other appropriate means where this is necessary to respond to your enquiry, manage your booking, provide the photography services or communicate with you about your wedding.

Kiss Photo does not currently send regular marketing emails or newsletters.

If I introduce marketing communications in the future, I will comply with applicable direct marketing and data protection laws and provide an appropriate way for you to opt out.

12. COOKIES & WEBSITE ANALYTICS

The Kiss Photo website uses cookies and similar technologies to help the website function, maintain security and remember certain preferences.

Squarespace, which hosts the Kiss Photo website, may use cookies and similar technologies as part of providing and maintaining the website.

Where cookies or similar technologies are not strictly necessary for the website to function, I will obtain consent where required by law.

You can manage your cookie preferences using the cookie banner on the website or through your browser settings.

Kiss Photo does not currently use Google Analytics to collect analytics information from visitors to the website.

13. CHILDREN'S INFORMATION

Weddings may include children and young people who are photographed as part of the photography services.

I will handle children's personal information with appropriate care and only use it for the purposes described in this Privacy Notice.

Where photographs containing children are used for portfolio, website, social media or marketing purposes, I will follow the Client's stated preference regarding the use of their wedding photographs and take particular care to consider the privacy and best interests of children.

Parents, guardians and children with sufficient understanding may contact me using the details in this Privacy Notice if they have concerns about the use of a photograph or wish to exercise their data protection rights.

14. CHANGES TO THIS PRIVACY NOTICE

I may update this Privacy Notice from time to time to reflect changes to my business, the way I use personal information, the services I use, or changes in applicable data protection law.

The most recent version will always be available on the Kiss Photo website.

I will take reasonable steps to bring significant changes to your attention where appropriate.

Last updated: August 2026

15. CONTACT & COMPLAINTS

If you have any questions about this Privacy Notice or how Kiss Photo uses your personal information, please contact me:

Kiss Photo

Steph Coleman

Email: kissphotobysteph@gmail.com

Website: www.kissphoto.co.uk

If you have a concern about how I have handled your personal information, please contact me first using the details above. I will acknowledge your complaint and take appropriate steps to investigate and respond to it.

You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how I have handled your personal information. The ICO is the UK's independent supervisory authority for data protection.

Further information about making a complaint is available on the ICO's website.