GDPR & Data Protection at Photo Explorers

At Photo Explorers, the safety and privacy of children and families is extremely important to us. We are fully committed to handling personal data responsibly and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This page explains how we collect, store and protect personal data.

What Personal Data We Collect

We only collect information that is essential for running our photography clubs, workshops and camps safely and smoothly. This may include:

  • Child’s name and year group

  • Parent/guardian contact details

  • Emergency contact information

  • Medical or allergy information (where relevant)

  • Photo consent preferences

We do not collect unnecessary data, and we never sell or share personal information for marketing purposes.

How We Use Personal Data

Personal data is used only for:

  • Club administration and bookings

  • Safeguarding and child safety

  • Emergency contact purposes

  • Communication with parents about sessions

Data is never used for any other purpose without clear consent.

Photography & Image Use

Photography is at the heart of what we do, and we handle images with great care.

  • Children use Photo Explorers equipment only – personal devices are never used.

  • Parents are asked to complete a photo consent form when signing up.

  • Images taken during sessions are used for learning, printing, and crafting.

  • Photos are stored securely and are deleted from cameras at the end of each term.

  • Any images used for marketing or social media are only used with explicit parental permission.

How We Keep Data Secure

We use a combination of technical and organisational security measures, including:

  • Password-protected devices (tablets)

  • Encrypted cloud storage for forms and contact details

  • Restricted access to data (only the business owner and essential staff)

  • No storage of personal data on unprotected USB drives

  • Regular software and security updates

  • Secure handling and disposal of printed registers

All instructors and assistants are trained in safe data handling and are not permitted to store children’s personal information on personal devices.

Who Has Access to Data

  • Access is strictly limited to those who need it to run sessions safely.

  • Registers shared with instructors contain minimal information only.

  • Personal data is never shared with third parties unless legally required (e.g. safeguarding concerns).

How Long We Keep Data

  • Personal data is kept only for as long as necessary for safeguarding and administrative purposes.

  • At the end of the school year, data is reviewed and securely deleted where no longer required.

Your Rights

Under GDPR, parents and guardians have the right to:

  • Request access to the personal data we hold

  • Request corrections to inaccurate data

  • Request deletion of data where appropriate

  • Withdraw photo consent at any time

Requests can be made by contacting us directly.

ICO Registration

Photo Explorers is registered with the Information Commissioner’s Office (ICO) and pays the required data protection fee.

Contact Us About Data Protection

If you have any questions about how we handle personal data, or would like to make a data request, please contact:

Harriet
Founder, Photo Explorers