PRIVACY POLICY

Information pursuant to Articles 13, 14 and 21 of the UK GDPR

PREAMBLE

This Privacy Policy explains how F8 Imaging Ltd processes personal data and outlines the rights available to you under data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The type of personal data processed and the manner in which it is used depends on the services you have requested or that have been arranged with you, including school and event photography services.

1. WHO IS RESPONSIBLE FOR DATA PROCESSING?

The data controller is:

F8 Imaging Ltd

4 Clegg Hill Drive

Huthwaite

Nottinghamshire

NG17 2QA

United Kingdom

📧 team@f8photo.co.uk

2. WHAT SOURCES AND DATA DO WE USE?

We process personal data that we receive directly from you as part of our business relationship. In addition, where necessary for the provision of our services, we may receive personal data from third parties such as schools, academies, nurseries, or event organisers, where this is legally permissible and appropriate.

Personal data processed may include:

• Names and contact details (email address, postal address, telephone number)
• Order and transaction data
• Image data captured during photography sessions
• Communication records
• Technical data relating to use of our website or ordering platform

We may also process personal data from publicly available sources where legally permitted.

3. WHY DO WE PROCESS YOUR DATA AND ON WHAT LEGAL BASIS?

3.1 Fulfilment of contractual obligations (Art. 6(1)(b) UK GDPR)

We process personal data to provide our photographic services, including:

• Capturing and producing school photographs
• Making images available for viewing and purchase
• Fulfilling orders and delivering products
• Customer service and support

This includes all processing necessary to perform contracts entered into when an order is placed.

3.2 Legitimate interests (Art. 6(1)(f) UK GDPR)

Where necessary, we process personal data to pursue legitimate business interests, including:

• Operating and improving our services
• Ensuring IT security and system integrity
• Preventing fraud or misuse
• Managing business operations and quality assurance
• Responding to enquiries submitted via our contact forms

In school or event settings, images may be processed on the basis of legitimate interest in order to fulfil the photography service commissioned by the school or organiser. Individuals have the right to object to such processing at any time (see Section 11).

3.3 Consent (Art. 6(1)(a) UK GDPR)

Where we rely on consent (for example, for marketing use of images), processing is carried out only where valid consent has been obtained. Consent may be withdrawn at any time with future effect.

3.4 Legal obligations (Art. 6(1)(c) UK GDPR)

We process personal data where required to comply with legal obligations, including accounting and tax retention requirements.

4. WHO RECEIVES YOUR DATA?

Personal data is shared only where necessary and appropriate, including with:

• IT and hosting providers
• Online ordering and image delivery platforms
• Photographic production laboratories
• Logistics and delivery providers
• Payment processors

All third parties act under appropriate contractual and data protection safeguards. Data is not shared for unrelated purposes.

5. HOW LONG IS YOUR DATA STORED?

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including:

• Order fulfilment and reorders
• Customer service
• Legal, tax and accounting obligations

Retention periods typically range from 2 to 10 years, depending on the data type and legal requirements.

6. TRANSFERS TO THIRD COUNTRIES

Data may be processed outside the UK or EEA only where appropriate safeguards are in place or where required for service delivery. Where applicable, further information will be provided.

7. YOUR DATA PROTECTION RIGHTS

You have the right to:

• Access your data (Art. 15)
• Rectify inaccurate data (Art. 16)
• Request erasure (Art. 17)
• Restrict processing (Art. 18)
• Data portability (Art. 20)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

8. IS THERE A REQUIREMENT TO PROVIDE DATA?

Provision of personal data is necessary to enter into and perform contracts with us. Without required data, we may be unable to provide our services.

9. NOTIFICATIONS AND COMMUNICATIONS

If you register to receive email or SMS notifications, your data will be used solely for this purpose. You may withdraw consent at any time via the unsubscribe link or by contacting:

📧 team@f8photo.co.uk

10. THIRD-PARTY FUNCTIONS

10.1 Cookies and analytics

We use cookies and similar technologies to operate and improve our website. These may include:

• Google Analytics
• Google Ads
• New Relic
• GotPhoto (Fotografen Online Service GmbH)

Cookies can be controlled via browser settings.

10.2 Social media links

Our website may contain links to social media platforms. Activating these links may result in data being transmitted to the relevant provider. We do not control data collected by third-party platforms.

11. RIGHT TO OBJECT (ART. 21 UK GDPR)

11.1 General right to object

You may object at any time to processing based on legitimate interests. We will cease processing unless compelling legitimate grounds exist.

11.2 Direct marketing

You may object at any time to processing of personal data for direct marketing purposes. Upon objection, your data will no longer be processed for such purposes.

Objections should be sent to:

F8 Imaging Ltd

📧 team@f8photo.co.uk

Last updated: January 2026