Privacy Policy
Meg Gadd Photography
Last updated: 4 November 2026
Meg Gadd Photography is a dog and horse portrait photography business based in York, North Yorkshire.
This privacy policy explains how I collect, use, store and protect your personal information when you visit my website, contact me or book a photography session.
1. Who I Am
Meg Gadd Photography is owned and operated by Meg Gadd.
Website: www.meggaddphotography.com
Email: meg@meggaddphotography.com
I am responsible for the personal information collected and used by my business.
If you have any questions about this policy or how your information is handled, please contact me using the email address above.
2. Information I Collect
When you contact me, book a photography session or purchase photographs or artwork, I may collect:
Your name, email address and telephone number.
Your address or the location of your photography session.
Information about your dog or horse and any requirements for the session.
Booking details and correspondence.
Invoice, payment and purchase information.
Photographs taken during your session, including images of people where applicable.
Information about visits to my website, collected through cookies and website analytics.
I generally collect this information directly from you through my website enquiry form, email, messages or during the booking process.
3. How I Use Your Information
I use personal information to:
Respond to enquiries.
Arrange and carry out photography sessions.
Communicate with clients about bookings, photographs and orders.
Edit, store and deliver photographs.
Provide private online galleries where applicable.
Prepare invoices and record payments.
Arrange printing, framing and delivery of artwork.
Maintain business and accounting records.
Manage and improve my website.
Share photographs or testimonials for promotional purposes where I have the appropriate permission and lawful basis.
I do not sell your personal information.
4. Legal Basis for Using Your Information
Under UK data protection law, I must have a lawful reason for collecting and using personal information.
Depending on the circumstances, I rely on:
Contract: To arrange and provide photography services, process orders and fulfil purchases.
Legal obligation: To maintain financial records and meet legal requirements.
Legitimate interests: To respond to general enquiries, manage my business, maintain security and handle business administration, where these interests do not override your rights.
Consent: Where I ask for your permission for optional activities, such as marketing communications or particular uses of identifiable photographs.
5. Photography Sessions and Images
Photographs taken during sessions are stored and edited as part of providing my photography services.
I may ask permission to use selected photographs on my website, social media or in other promotional materials.
Where I rely on consent for this use, you can withdraw it at any time by contacting me. Withdrawal will not affect any use that was lawful before consent was withdrawn, and material already printed or shared may not always be fully retrievable.
Any permissions relating to the use of photographs will also be explained in my photography booking agreement or a separate image-use permission form.
6. Online Galleries
For black background horse photography sessions, I use Pixieset to provide private online galleries.
Photographs and information necessary to provide these galleries may be processed and stored by Pixieset in accordance with its own privacy and data protection arrangements.
7. Payments
Payments for photography sessions and artwork are generally made by bank transfer following an invoice.
For black-background horse photography sessions, clients may also purchase digital photographs directly through their private Pixieset gallery.
Online payments are processed securely through the payment provider connected to Pixieset. I do not receive or store clients' full payment card details.
Invoice, purchase and payment records are retained for accounting and legal purposes.
8. Sharing Your Information
I may share relevant information with trusted third-party service providers where necessary to operate my business.
These include:
Squarespace, which hosts my website.
Pixieset, which provides private online galleries for your images.
Professional printing and framing suppliers, who produce photographic prints and framed artwork.
Email and invoicing services used for business administration.
Photographs may be supplied to professional printing and framing companies to fulfil orders. Where necessary, I may also share delivery information.
I only share information reasonably necessary for the service being provided.
Some service providers may process personal information outside the UK. Where this happens, appropriate data protection arrangements and safeguards will be used as required by law.
9. How I Store and Protect Your Information
Client photographs and related files are stored on my laptop and an external hard drive.
I take reasonable steps to protect personal information against unauthorised access, loss or misuse, including securing devices and accounts and maintaining appropriate backups.
I keep personal information only for as long as necessary for the purposes described in this policy.
10. How Long I Keep Information
My usual retention periods are:
Enquiries that do not become bookings: Up to 12 months after the last correspondence.
RAW and unedited photographs: Normally up to 12 months after the photography session.
Finished edited photographs: Normally up to 5 years after the session, including to support replacement prints and future artwork orders.
Client booking details and correspondence: Normally up to 6 years after the session.
Invoices and financial records: For the period required by applicable tax and accounting law.
Selected photographs may be retained for longer where there is an appropriate, ongoing portfolio or business purpose and a valid lawful basis.
Information may also be retained for longer where necessary to meet legal obligations or establish, exercise or defend legal claims.
When information is no longer required, I will securely delete or dispose of it.
11. Cookies and Website Analytics
My website is hosted by Squarespace and uses cookies and similar technologies to support website functionality and understand how visitors use the site.
I use Squarespace Analytics to view information about website visits and activity.
A cookie banner allows visitors to accept, decline or manage non-essential cookies. Non-essential cookies are restricted until the appropriate consent has been given.
Visitors can change their cookie preferences using the Cookie Preferences option on the website.
12. Your Data Protection Rights
Under UK data protection law, you may have the right to:
Request access to the personal information I hold about you.
Ask for inaccurate information to be corrected.
Request deletion of your information in certain circumstances.
Request that the use of your information be restricted.
Object to certain uses of your information.
Request transfer of certain information.
Withdraw consent where processing relies on consent.
These rights are subject to applicable legal conditions and exceptions.
If you would like to exercise any of these rights or have questions about your information, please contact:
You also have the right to raise a complaint with the Information Commissioner's Office (ICO).
Website: www.ico.org.uk
13. Changes to This Privacy Policy
I may update this privacy policy if my business practices or legal requirements change.
The most recent version will always be available on my website, with the date of the latest update shown above.