PRIVACY POLICY
This policy explains what personal information Shot By Jaz collects, why, and what you can do about it. If you've enquired, booked us, or been photographed at an event we covered, it applies to you.
Who we are
Shot By Jaz is a trading name of Collab Works Limited, a company registered in England and Wales (company number 17130336, registered office Youtopia, Suite 6 Mercers Manor Barns, Newport Pagnell, Buckinghamshire, MK16 9PU). We're the "controller" of your information, which means we decide how it's used and we're responsible for looking after it.
We're registered with the Information Commissioner's Office (ICO), registration number ZC213635.
Questions about your information? Contact us.
What we collect and why
We only collect what we need to run your booking and our business. The law needs us to have a reason (a "legal basis") for each use, so we've listed those too.
Your name, email, phone and address
To reply to enquiries, run your booking and send invoices.
Event details: date, venue, timings, shot lists, names of key people
To plan and photograph your event.
Payment records
To take payment and keep tax records.
Photos and video
To deliver your gallery.
A selection of photos for our website and social media
To show our work.
Messages you send us by email, social media or our website form
To reply and keep a record of what we agreed.
Website usage data from cookies
To keep the site working and see how it's used.
Your email, if you sign up for updates
To send occasional news and offers.
We don't see or store your card details. Bank transfers go straight to our business account. Card payments are processed by Stripe.
Photos of you
Photos where you can be identified count as personal information, so here's how we handle them.
If you booked us, your photos are delivered to you through a private online gallery. We only show them publicly if you've said yes in your booking. You can change your mind at any time.
If you were a guest at an event, the person who booked us is asked to let guests know a photographer will be there. If you'd rather not be photographed, tell us or the host on the day and we'll keep you out of shots as best we can. The photos go to the person who booked us, and what they do with them after that is up to them.
If you see a photo of yourself on our website or social media and want it taken down, contact us and we will. You don't need to give a reason.
We take extra care with children. We never name them, tag them or say where they live, and we won't use photos of a child where their parent or carer has asked us not to.
At business and public events, like conferences, festivals or gigs, our client usually owns the right to use the photos for their marketing. If you were photographed at one of these and have concerns, contact us and we'll help or put you in touch with the organiser.
Who we share it with
We never sell your information or your photos. We only share them with the people and services we need to run the business:
Dropbox: Delivering your photos
Backblaze and iCloud: Storing and backing up photos and files
iCloud and Spark Mail: Sending and receiving emails
Squarespace: Running our website and contact form
Xero: Invoices and tax records
Second photographers we work with: Covering your event alongside us, under the same rules as this policy
Our accountant, HMRC and other authorities: When the law requires it.
Some of these services store data outside the UK, mostly in the US. Where that happens, they use legal safeguards approved under UK law, such as the UK-US Data Bridge or standard contract terms.
How long we keep it
Enquiries that don't turn into a booking: 12 months
Your online gallery: 3 months after delivery
Our archive of the photos we take: We keep it (see below)
Photos you've agreed we can show publicly: Until you ask us to stop
Contracts, invoices and payment records: 6 years after the end of the financial year, because tax law requires it
Mailing list: Until you unsubscribe
We keep our archive of photos from every shoot. It's our body of work, and it means we can replace your files if you ever lose them. The archive is stored securely and isn't shared. Keeping it doesn't change what we show publicly: photos from private events only appear on our website or social media if you've agreed. If you'd like us to delete photos of you from our archive, contact us and we'll talk it through.
Your rights
You can ask us to:
give you a copy of the information we hold about you
correct anything that's wrong
delete your information
stop or limit how we use it
send your information to you or someone else in a format that's easy to reuse
stop using it where we rely on your consent, like showing your photos or emailing you updates
Just contact us. It's free, and we'll reply within one month. Sometimes we can't delete everything straight away, for example invoices we have to keep for tax. If so, we'll tell you why.
If you're unhappy
Please contact us first, by email or through the contact form on our website. We'll confirm we've got your complaint within 30 days and tell you what we're doing about it.
If you're still not happy, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Cookies
Our website uses cookies. Some are needed for the site to work. Others, like analytics, only load if you accept them in the cookie banner, and you can change your choice at any time.
Changes to this policy
We'll update this policy when the way we work changes. The date at the top shows when it was last updated.