The studio is closed for a short break. Reopening on Tuesday 15th September

Privacy Policy | John Woods Photography

Last updated: July 2026

1. Who We Are

John Woods Photography is the trading name of John Woods, a sole trader operating a photography studio at 11-13 Byram Arcade, Huddersfield, HD1 1ND. We are the data controller responsible for your personal information.

For any data protection queries, please contact us at:
Email: studio@johnwoods.net
Post: 11-13 Byram Arcade, Huddersfield, HD1 1ND

2. What Information We Collect

We may collect and process the following personal data:
- Name, email address, and telephone number
- Postal address
- Details about your family, children, or pets (including names and breeds) that you voluntarily provide to help us prepare for your session
- Photographic images of you and your family (which constitute personal data under GDPR)
- Booking and payment history
- Correspondence records
- Marketing preferences

3. How We Collect Your Information

We collect information from you when you:
- Complete a form on our website (johnwoods.net)
- Enter a promotion, competition, or lead form on Facebook/Meta or other social media platforms
- Book a session or make an enquiry by phone, email, or in person
- Complete a session with us
- Subscribe to our marketing communications

4. How We Use Your Information

We use your personal data to:
- Provide photography services and manage your bookings
- Send you session confirmations, reminders, and preparation guides
- Deliver your photographs and gallery access details
- Process payments and maintain financial records
- Send you marketing communications about offers, promotions, and mini-sessions (only where you have consented or where we rely on legitimate interest)
- Respond to your enquiries and provide customer support
- Comply with legal and accounting obligations

5. Lawful Basis for Processing

Under the UK GDPR and Data Protection Act 2018, we process your data on the following lawful bases:
- Contract: Where processing is necessary to fulfil your photography booking or service request
- Consent: Where you have explicitly opted in to receive marketing emails, SMS, or promotional communications. You may withdraw consent at any time
- Legitimate Interest: Where you have enquired about our services or entered a promotion, we may contact you about related products or services. You may object to this processing at any time
- Legal Obligation: Where we are required to retain records for tax, accounting, or legal purposes

6. Marketing Communications

If you have enquired about our services, entered a promotion on Facebook, or completed a booking, we may contact you with information about our photography services, offers, and mini-sessions.

You can opt out of marketing communications at any time by:
- Clicking the unsubscribe link in any email
- Replying to any email or SMS with unsubscribe
- Contacting us directly at studio@johnwoods.net

Opting out of marketing will not affect communications necessary for your booking (e.g., session confirmations or prep guides).

7. How We Share Your Information

We do not sell your personal data. We only share your data with trusted third-party service providers (data processors) who assist us in operating our business:

- Light Blue Software Ltd: Our CRM and studio management system, which stores your contact details, booking history, and handles our email and SMS communications
- Meta Platforms, Inc: When you submit a lead form via Facebook or Instagram, your data is initially collected by Meta and passed to us
- Online Picture Proof: Our gallery hosting provider, where your photographs are stored for viewing and ordering
- Google Analytics: Website usage tracking (anonymous data only)
- Payment processors: To process card or online payments
- Printing labs: To fulfil print orders (name and address only, no gallery images shared without consent)

All processors are bound by contractual obligations to protect your data in accordance with GDPR.

8. Data Retention

We retain your personal data for as long as necessary:
- Client records and photographs: Up to 7 years from your last session, to comply with tax and accounting requirements and to allow you to reorder prints
- Marketing data: Until you unsubscribe or request deletion, or after a period of inactivity (typically 3 years from last contact), whichever comes first
- Abandoned enquiries: Up to 2 years from last contact, unless you request deletion earlier

9. Your Data Protection Rights

Under UK data protection law, you have the following rights:
- Right to access: Request a copy of the personal data we hold about you
- Right to rectification: Ask us to correct inaccurate or incomplete data
- Right to erasure (right to be forgotten): Request deletion of your data where there is no compelling reason for us to continue processing it
- Right to restriction: Ask us to suspend processing of your data
- Right to data portability: Request transfer of your data to another controller
- Right to object: Object to processing based on legitimate interest or direct marketing
- Right to withdraw consent: Withdraw consent at any time where we rely on it

To exercise any of these rights, please contact us at studio@johnwoods.net. We will respond within one month.

10. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted data storage, password-protected systems, and secure access controls.

11. Cookies and Website Tracking

Our website uses cookies to improve your browsing experience and analyse site traffic. We use:
- Necessary cookies: Essential for website functionality (e.g., viewing galleries)
- Performance cookies: Anonymous usage tracking via Google Analytics
- Targeting cookies: Used for advertising relevance

You can manage or block cookies via your browser settings. For more details, see our Cookie Policy.

12. Social Media and External Links

Our website and emails may contain links to external sites (e.g., Facebook, Instagram, Online Picture Proof). We are not responsible for the privacy practices of those sites. Social media platforms have their own privacy policies, and any interactions you have with us on those platforms are subject to the platform's terms.

13. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

14. Complaints

If you believe we have mishandled your personal data, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. You can contact the ICO at www.ico.org.uk.

Cookie Policy

We use cookies to offer you a better browsing experience, analyze site traffic and assist in our marketing efforts. Read below about how we use cookies and how you can control them by clicking "Cookie Settings". If you continue to use this site, you consent to our use of cookies.

What are cookies

Cookies are small text files that are stored on a user's computer or mobile device. They are used for a variety of purposes, including personalising pages, remembering visitor preferences, analysing visitor behaviour, managing shopping carts and delivering targeted advertising. Cookies are used to improve the online experience of almost every website, including our own.

Types of cookies

When you use our website, the following four types of cookie may be set on your device:

Necessary cookies:
Necessary cookies are essential for the use of the features and services we offer on this website. Without these cookies, the services you want to use (such as view and buy your images) cannot be possible.

Functional cookies:
These cookies allow us to provide you with a better online experience when you use our website. They do not gather or store any information which would allow us to identify you personally.

Performance cookies:
Performance cookies collect information about how our customers use our site so that we can improve our site. These cookies collect anonymous information on the pages visited. For example, we might use performance cookies to keep track of which pages are most popular, which method of linking between pages is most effective, and to determine why some pages are receiving error messages.

Targeting cookies:
These cookies collect information about your browsing habits in order to make advertising more relevant to you and your interests. Advertising Bureau has put together a great resource for information on behavioural advertising: how it works, further information about cookies, and steps you can take to protect your privacy on the internet. For more information please visit www.youronlinechoices.com

Managing Cookies

Most internet browsers allow you to erase cookies from your computer hard drive, block all cookies (or just third-party cookies) or warn you before a cookie is stored. You can choose to restrict or block cookies through your browser settings at any time.

For more information about how to do this, and about cookies in general, you can visit www.allaboutcookies.org. Please note that certain cookies may be set as soon as you visit this website, but you can remove them using your browser settings.

However, please be aware that restricting or blocking cookies may impact the functionality or performance of our website. Some cookies on this site are essential, and the site won't work as expected without them. These cookies are set when you submit a form, view pictures, login or interact with the site by doing something that goes beyond clicking on simple links.