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PRIVACY POLICY

1. Who we are

The Newtons Film & Photography provides wedding photography, wedding videography and related photography and film services.

We are responsible for deciding how and why your personal information is used when you visit our website, contact us, make a booking or use our services. For the purposes of applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as the data controller for the personal information we process.

Our contact details

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.

 

2. The personal information we collect

The information we collect depends on how you interact with us. It may include the following.

When you contact us or make an enquiry

  • Your name and the name of your partner, where relevant.

  • Email address and telephone number.

  • Wedding or event date, venue and location.

  • Details about the photography or videography services you are interested in.

  • Information you choose to share about your plans, preferences and requirements.

  • The contents of emails, messages and other correspondence.

When you book our services

  • Names and contact details of the clients named in the booking.

  • Wedding or event details, schedules and relevant arrangements.

  • Contract information, invoices, payment records and booking history.

  • Information needed to provide the services you have booked.

  • Information relating to cancellations, postponements, complaints or disputes.

When we photograph or film a wedding or event

  • Photographs, video footage, audio recordings and edited films.

  • Names and other information you provide about members of the wedding party, guests and other individuals.

  • Relevant details about the event, such as speeches, ceremony readings and other recorded moments.

  • Information provided to help us plan and deliver your photography and videography.

Photographs and films may contain identifiable images, voices, names or other information relating to you and your guests. We may also receive information about guests from the clients who book our services.

When you visit our website or social media pages

  • Technical information such as your browser, device and general usage information, where collected.

  • Cookie and similar technology information, depending on the settings and tools used on our website.

  • Information you provide through website forms, social media messages or other online enquiries.

We do not deliberately request sensitive personal information unless it is genuinely necessary for a particular booking or arrangement. If you choose to provide such information, we will handle it in accordance with applicable data protection law.

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3. How we collect your information

We may collect personal information directly from you when you:

  • Complete an enquiry form on our website.

  • Email, telephone or message us.

  • Discuss your wedding or event with us.

  • Enter into a contract or make a payment.

  • Provide information during planning and correspondence.

  • Share photographs, documents, schedules or other materials with us.

We may also receive information from your partner, a wedding planner, a venue or another person involved in organising the event, where they provide information necessary for our work.

Photographs, video footage and audio recordings are collected while we provide the agreed services.

Our website platform, Wix, and other services we use may also collect certain technical information automatically, depending on their functionality and configuration.

 

4. How and why we use your information

We use personal information only where we have an appropriate lawful basis under data protection legislation.

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Responding to enquiries and providing quotations: Taking steps at your request before entering into a contract, or our legitimate interests in responding to business enquiries

Managing bookings, contracts and wedding arrangements: Performing our contract with you

Photographing, filming, editing and delivering your images and films: Performing our contract with you

Processing invoices, payments and financial records: Performing our contract and complying with legal obligations

Communicating with you about your booking or services: Performing our contract with you

Keeping appropriate business records and handling queries or disputes: Legal obligations and, where appropriate, our legitimate interests

Maintaining, protecting and improving our website and services: Our legitimate interests, where applicable

Displaying photographs and films for our portfolio and business promotion: Our contractual arrangements with clients and, where appropriate, our legitimate interests, subject to applicable law

Responding to legal requests and establishing or defending legal claims: Legal obligations and/or our legitimate interests, as applicable

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Where we rely on legitimate interests, we consider those interests alongside your rights and freedoms.

We do not use your personal contact details for unrelated promotional email marketing. We may contact you about an enquiry you have made or services you have booked.

 

5. Wedding photographs, films and portfolio use

Our work is central to our business, and we may use selected photographs and films to demonstrate our style and promote The Newtons Film & Photography.

In accordance with the portfolio-use terms in our booking contract, we may display imagery relating to the wedding or event for advertising and promotional purposes. This may include our website, social media accounts, portfolio galleries, sample albums, wedding directories, promotional materials and relevant marketing channels.

Our portfolio may include identifiable images of the clients, wedding party and guests. We aim to use imagery appropriately and respectfully.

If you are a client, please refer to the portfolio-use terms in your contract for the arrangements agreed for your booking. If you have a specific concern about the use of an image or film, you can contact us to discuss it. Any request will be considered in light of the contract, applicable data protection law and the circumstances involved.

Guests who have questions about how their personal information is used can contact us using the details in this policy.

 

6. Online galleries and delivery of images and films

We use third-party platforms to deliver photography and videography to our clients.

Photography galleries — Pixieset

We use Pixieset to provide online photography galleries and deliver photographs to clients. Depending on the gallery settings, clients may be able to view, download or share images.

Film galleries — Vidflow

We use Vidflow to host and deliver wedding films and related video content. Access to a film or gallery may be controlled through the relevant platform's available privacy and access settings.

These services process information on our behalf or in connection with the services they provide. Depending on how a gallery is configured, information may include names, email addresses, photographs, films, audio and technical usage information.

Clients should be aware that sharing a gallery link or download with other people may allow those people to view or access the content. Please take care when forwarding links or sharing downloaded images and films.

Pixieset and Vidflow have their own privacy policies and terms. Their handling of information is also subject to the arrangements and settings applicable to the services we use.

 

7. Who we share personal information with

We do not sell your personal information.

We may share relevant information with trusted service providers where necessary to operate our business and deliver our services. These may include:

  • Wix: our website platform and related website functionality.

  • Studio Ninja: our client management and booking administration software.

  • Xero: our accounting, invoicing and financial record-keeping software.

  • Pixieset: our photography gallery and image delivery platform.

  • Vidflow: our film hosting and video delivery platform.

  • Email and communication providers: to send and receive enquiries and client correspondence.

  • Data storage and backup providers: to store, manage and back up business files, photographs and films.

  • Payment and banking providers: to process payments and maintain financial records.

  • Professional advisers: such as accountants, insurers or legal advisers, where appropriate.

We only share information that is reasonably necessary for the relevant purpose. Service providers may process information in accordance with their own privacy terms and our arrangements with them.

We may also disclose information where required by law, by a court or by a competent authority, or where reasonably necessary to establish, exercise or defend legal claims.

 

8. Where personal information is stored and processed

We use a combination of business computers, local storage, external drives, backup systems and third-party online services to manage our work.

Some of the providers we use may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take steps required by applicable data protection law to ensure that an appropriate level of protection is in place.

The precise location and transfer arrangements may depend on the service provider, the services used and their current infrastructure and settings.

 

9. How we protect your information

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.

These measures may include restricting access to business systems and files, using account security measures, maintaining backups and taking reasonable care when transferring or sharing images, films and documents.

No method of electronic storage or internet transmission is completely secure. Although we take reasonable steps to protect information, we cannot guarantee absolute security.

Please contact us promptly if you believe personal information we hold has been accessed, shared or used inappropriately.

 

10. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing our services, maintaining business records, meeting legal requirements and resolving disputes.

Our intended retention periods are as follows:

  • Enquiries that do not lead to a booking: We normally retain enquiry information for up to six months after our last meaningful communication with you, unless we need to retain it for a legitimate business or legal reason.

  • Contracts, invoices and financial records: We retain relevant records for the periods required by applicable tax, accounting and other legal obligations. Some financial records may need to be retained for at least six years.

  • Wedding photographs and films: We intend to retain wedding photography and videography files for up to 12 months after delivery of the final images or films. This includes working files and copies held on our storage and backup systems, subject to the practical operation of those systems and any legal or contractual need to retain particular files for longer.

  • Client galleries: Online gallery availability may differ from the retention period for our own working files and backups. Galleries may be removed or access may be withdrawn in accordance with our gallery arrangements.

  • Correspondence, complaints and disputes: We retain relevant correspondence for as long as reasonably necessary to manage the matter and meet any applicable legal requirements.

When information is no longer needed, we will take reasonable steps to delete it securely or anonymise it.

Please note that deleting an online gallery does not necessarily mean that every copy, including backups, is deleted immediately. Backup systems may retain copies for a limited period in accordance with their operation and our retention arrangements. Where a particular record needs to be retained for legal, accounting or dispute-resolution purposes, we may keep that record for longer than the usual period, where appropriate.

 

11. Cookies and website analytics

Our website is hosted by Wix. Wix and any applications, embedded content or other tools configured on our website may use cookies or similar technologies.

These technologies may be used for website security and core functionality, remembering preferences, analysing website performance or measuring marketing activity, depending on the features and tools enabled on our website.

The specific cookies and technologies used depend on our current website configuration, Wix features and any third-party services we have installed or embedded. We are reviewing our website settings to confirm which cookies and tracking technologies are active and what information they collect.

Where consent is legally required for non-essential cookies or similar technologies, we will seek that consent before using them. Visitors should be able to manage their choices through the cookie settings available on our website, where provided.

You can also manage cookies through your browser settings, although disabling certain cookies may affect how parts of the website work.

We will review our cookie information and website settings periodically and update this policy when our tools or practices change.

 

12. Embedded content and external websites

Our website may include links to, or content provided by, third-party websites and services, including social media platforms, video players or gallery services.

When you follow an external link or interact with embedded content, that provider may collect information about your visit or device in accordance with its own privacy policy and settings. Some embedded services may set cookies or collect information when they load.

We do not control the privacy practices of external websites. We recommend reviewing their privacy policies before providing personal information or interacting with their services.

 

13. Your data protection rights

Under applicable data protection law, you may have the right to:

  • Access the personal information we hold about you.

  • Rectify inaccurate or incomplete information.

  • Erase personal information in certain circumstances.

  • Restrict the processing of your personal information in certain circumstances.

  • Object to processing based on legitimate interests, including certain uses of personal information.

  • Data portability, where the legal requirements for this right are met.

  • Withdraw consent, where we rely on consent as our lawful basis. Withdrawal does not affect processing that took place before consent was withdrawn.

  • Complain to the Information Commissioner's Office (ICO).

These rights are subject to legal conditions and exceptions. For example, we may need to retain certain records to meet legal obligations or establish or defend legal claims.

To exercise a right or ask a question about your personal information, please email thenewtonsfilmandphotography@gmail.com. We may need to verify your identity before responding.

We aim to respond within the time limits required by applicable data protection law.

 

14. Complaints

If you have a concern about how we use your personal information, please contact us first so that we can try to resolve it.

You also have the right to complain to the UK Information Commissioner's Office:

Website: https://ico.org.uk/make-a-complaint/

Information about your rights and data protection is available at https://ico.org.uk/.

 

15. Children's information

Weddings and family events may include children in photographs and films. We process this information as part of providing the agreed photography and videography services and, where applicable, in accordance with our contractual arrangements and other relevant lawful bases.

Where appropriate, we expect clients and event organisers to communicate relevant information to guests and to consider the privacy and welfare of children when sharing galleries, photographs or films.

If you have a concern about an image or film featuring a child, please contact us so we can consider the circumstances and any applicable legal requirements.

 

16. Social media

If you contact us through social media, the platform will process your information under its own privacy policy. We may use the information you send us to respond to your message, discuss a potential booking or manage an existing client relationship.

If we share photographs or films on our social media channels, our use will be subject to the portfolio-use arrangements described in this policy and the applicable booking contract.

Once content is published on a third-party platform, other users may be able to view, share or copy it in accordance with that platform's features and settings. We cannot guarantee that copies made by others will be removed if content is later taken down.

 

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, the services we use, our data-handling practices or applicable law.

The latest version will be published on our website with the date it was last updated.

If a significant change affects how we use personal information, we will take any steps required by applicable law to bring it to people's attention.

 

18. Contact us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

The Newtons Film & Photography

Email: thenewtonsfilmandphotography@gmail.com

Website: https://www.thenewtonsfilmandphotography.com

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Last updated: 11 October 2026

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