Privacy Policy

Hello, I’m Bex. This policy explains what personal information I collect through bexphoto.com and my photography business, why I collect it, how I look after it, and what your rights are. I’ve kept it as clear as I can, but if anything doesn’t make sense, just email me at bex@bexphoto.com.

Who I am

Bexphoto is run by Rebecca (Bex) Maini, the Data Controller for your personal information. The easiest way to reach me about anything in this policy is by email at bex@bexphoto.com. My full contact details are at the bottom of this page.

What information I collect

Information you give me

Your name, email address and phone number when you fill in my contact form, sign up to my newsletter or leave a blog comment
Details about you and your business when you book, such as your billing address and the answers you give in my pre-shoot questionnaire
Your logo and brand materials, if you share them for shoot planning

Your images

Photographs taken during your session

Payment information

If you pay by card, payment is processed by Stripe through Studio Ninja. I never see or store your full card details.
If you pay by bank transfer, I’ll see your name and the account the payment came from.

Information collected automatically

When you visit my website, I collect information such as your IP address, browser and device type, the pages you look at, the website that referred you and the time of your visit. This comes through cookies (see below).

How I use your information, and why I’m allowed to

The law requires me to have a valid reason (a “lawful basis”) for using your information. Here’s what I use it for and the reason for each:

Replying to your enquiry and planning your shoot – to take steps you’ve asked for before entering into a contract, and my legitimate interest in responding to people who contact me
Booking, running and delivering your shoot, invoicing and taking payment – to fulfil my contract with you
Keeping financial records – to meet my legal obligations (such as HMRC requirements)
Sending my newsletter and marketing emails – your consent, which you can withdraw at any time using the unsubscribe link
Using your images in my portfolio and marketing – your consent (see below)
Website analytics and non-essential cookies – your consent, given through the cookie banner
Keeping my website secure and preventing misuse – my legitimate interest in running a safe website

Your images

Your photographs are yours to use as set out in your contract. I’ll only share images from your session in my portfolio, on my blog, on social media (such as Instagram, Facebook and LinkedIn) or in other marketing if you’ve given me permission, which I ask about when you book.

With your permission, I may also show your full gallery on my Pixieset page as an example of my work, or share it privately with photographers I mentor or teach through my Click Photo School course. You can ask me to hide it at any time.

You can change your mind about any of this at any time by emailing me, and I’ll remove your images from my website, galleries and social media. I can’t recall anything already printed or shared by others before you withdrew permission, but I won’t use them again.

Who I share your information with

I never sell your personal information. I share it only with the trusted services I use to run my business, and only what they need to do their job:

Studio Ninja – my client management system, for enquiries, bookings, contracts, questionnaires, invoices and email
Stripe – card payments
Google Workspace (Gmail and Google Calendar) – my business email and calendar, which syncs with Studio Ninja and shows your name for calls and shoots
Pixieset – to deliver your online gallery. Pixieset records the email address used to view or download a gallery, so I can see who has accessed it
Canva – to create client guides and marketing graphics, which may include your images or logo
MailerLite – to send my newsletter and emails, and to run the sign-up forms on my website
Google Analytics – to understand how people use my website
Fletcher Digital (Backlight hosting) – hosts my WordPress website
Claude (by Anthropic) – an AI assistant I use to help with admin and running my business, which may involve client names, emails and enquiry details. I’ve opted out of my chats being used to train Anthropic’s AI models
Instagram, Facebook, LinkedIn and Pinterest – where I share images, with your permission, and whose content is embedded on my website
YouTube – videos embedded on my website
My accountant and HMRC – where needed for tax and legal purposes

Each of these services has its own privacy policy and is responsible for handling your data securely. I may also share information if I’m legally required to.

Transfers outside the UK

Some of these services are based in, or store data in, the USA or elsewhere outside the UK. Where this happens, your data is protected by appropriate safeguards, such as the UK-US Data Bridge or standard contractual clauses approved by the UK government.

How long I keep your information

I only keep your information for as long as I have a good reason to:

Enquiries that don’t go ahead – archived in Studio Ninja for up to 2 years in case you get back in touch, then deleted
Client records, contracts, invoices and emails – for as long as we’re working together, and for at least 6 years after your last booking, as required by HMRC
Online galleries – your contract asks you to download your images within 2 weeks of delivery, as I can’t guarantee they’ll be available after that. In practice, I often leave galleries up for longer, and I’m happy to take yours down whenever you ask
Session image files – kept in a secure archive so I can help if you ever lose your images or want more. If you’d like me to delete them, just let me know
Newsletter details – kept until you unsubscribe. After that, I keep just your email address on a suppression list, so you’re never emailed again by mistake
Website analytics data – 14 months

Cookies

Cookies are small files stored in your browser. Essential cookies make the website work. Non-essential cookies, such as Google Analytics and embedded content like YouTube videos and social media posts, are only set if you accept them through the cookie banner. You can change your choice at any time using the “Manage cookies” link at the bottom of each page, or through your browser settings.

For a full list of the cookies used on this website, please see my Cookie Policy.

Affiliate links

Some blog posts contain affiliate links, which means I may earn a small commission, at no extra cost to you, if you buy something after clicking. Bexphoto is a participant in the Amazon EU Associates Programme, an affiliate advertising programme designed to provide a means for sites to earn advertising fees by advertising and linking to Amazon.co.uk. When you click an Amazon link, Amazon may place a cookie to track the referral.

Newsletter tracking

My emails contain small tracking pixels that tell me whether an email was opened and which links were clicked. This helps me send content that’s more useful to you. This information stays between me and MailerLite.

Course students

If you’re a student on my Click Photo School course, your enrolment and course details are handled by Click Photo School under their own privacy policy. If you view my example galleries, Pixieset records the email address you use to access them. I only use this to manage access to the galleries.

Blog comments

If you leave a comment on my blog, your name and comment will be visible publicly.

Sensitive information

Please don’t send me sensitive information such as your National Insurance number, health details or information about your religious or political beliefs, as I don’t need it. If you choose to share something like this, for example mentioning a health condition so I can make your shoot more comfortable, I’ll only use it for that purpose and keep it confidential.

Your rights

You have the right to:

Access the personal information I hold about you
Correct anything that’s wrong or out of date
Erase your information in certain situations
Restrict how I use your information
Object to me using your information, including for marketing
Data portability – receive your information in a format you can take elsewhere
Withdraw consent at any time, where I rely on consent

To use any of these rights, email me at bex@bexphoto.com. I’ll respond within one month. I may need to keep some information where the law requires it, such as financial records.

Concerns and complaints

If you have any concerns or a complaint about how I handle your personal data (including your contact details or session images), please contact me directly at bex@bexphoto.com.

I will acknowledge your complaint within 30 days, investigate the matter without undue delay, and provide a clear outcome. If you remain unsatisfied with my response, you have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

Changes to this policy

I may update this policy from time to time. Any changes will be posted here with a new date below.

Contact details

Data Controller: Rebecca (Bex) Maini, trading as Bexphoto
Meadowview House, Five Ash Down, Uckfield, TN22 3AP
bex@bexphoto.com
ICO registration number: ZA444790

Last updated: 29th September 2026