Privacy Policy

Tom Kinnear Media

Last updated: 03/08/2026

This policy explains what personal information I collect when you use this website or book me for photography work, why I collect it, and what I do with it.

Tom Kinnear Media ("I", "me", "my") is the data controller for the information described below. For the purposes of UK data protection law, that means I am responsible for deciding how your personal data is handled.

Contact: hello@tomkinnearmedia.com

1. What information I collect

Information you give me directly

  • Name, email address and phone number, when you use the contact form or email me

  • Business or organisation name, where relevant to a booking

  • Booking details: shoot dates, location, brief, number of people being photographed

  • Billing information, including invoice address

  • Any other information you choose to include in messages to me

Information collected automatically when you visit the site

  • IP address, browser type, device type and operating system

  • Pages you viewed, how long you spent on them, and the site you arrived from

  • Cookie data (see section 6)

Photographs

Photographs of identifiable people are personal data. Where I photograph you, the resulting images (and any associated files such as RAW files, edits and backups) are treated as personal data and covered by this policy.

2. Why I use it, and my legal basis

What I use it forLegal basisResponding to enquiries and quoting for workLegitimate interests, or steps taken before entering a contractDelivering a booked shoot, including scheduling and image deliveryPerformance of a contractInvoicing, payment and keeping accounting recordsLegal obligation, and performance of a contractKeeping my website secure and working properlyLegitimate interestsAnalytics to understand how the site is usedConsentMarketing emails, if you have signed upConsentUsing images in my portfolio, website, social media and promotional materialConsent

Where I rely on consent, you can withdraw it at any time by contacting me. Withdrawing consent does not affect anything done before you withdrew it.

3. Photographs and portfolio use

I will only use images of identifiable clients in my portfolio, on my website, on social media, or in any other promotional context where you have given consent, either through a signed model release or agreement in writing. Commercial and corporate clients may agree usage terms separately as part of the booking contract.

If you have previously consented and change your mind, contact me and I will remove the images from my own website and social channels. Please note that I cannot always recover material that has been shared onward by third parties or cached by search engines.

Where a shoot takes place in a public setting and incidental members of the public appear in the background, those images are not used to identify or target individuals.

4. Who I share information with

I do not sell your personal data. I share it only with the service providers I need to run the business, including:

  • Website hosting: Squarespace

  • Client gallery and image delivery: Pic-Time

  • Payment processing: Paypal / BACS

  • Email and marketing: Google workspace

I may also disclose information where I am legally required to do so.

Some of these providers are based outside the UK. Where personal data is transferred internationally, it is protected by an adequacy decision or by standard contractual clauses.

5. How long I keep it

  • Enquiries that do not lead to a booking: [3] months

  • Client contact and booking records: [2] years after the last shoot

  • Invoices and financial records: 6 years, as required by HMRC

  • Edited images delivered to clients: [12] months as an archive copy, after which you are responsible for your own backups

  • RAW and unedited files: lifetime, unless otherwise agreed

  • Model releases and consent records: for as long as the images are in use, plus [2] years

6. Cookies

This site uses cookies. Strictly necessary cookies keep the site working and do not require consent. Analytics and marketing cookies are only set if you accept them via the cookie banner.

You can block or delete cookies in your browser settings, though some parts of the site may not work as expected if you do.

7. Your rights

Under UK GDPR you have the right to:

  • Ask for a copy of the personal data I hold about you

  • Have inaccurate data corrected

  • Ask for your data to be deleted

  • Object to or restrict how I use it

  • Ask for your data in a portable format

  • Withdraw consent at any time

To exercise any of these, email me at hello@tomkinnearmedia.com. I will respond within one month.

If you are unhappy with how I have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

8. Security

I take reasonable steps to protect your information, including encrypted storage, password-protected devices and restricted access to client galleries. No system is completely secure, but I will notify you and the ICO without undue delay if a breach occurs that is likely to affect your rights.

9. Children

I do not knowingly collect data from anyone under 16 through this website. Where I photograph children, I require consent from a parent or guardian before the shoot and before any portfolio use.

10. Changes to this policy

I may update this policy from time to time. The date at the top shows when it was last revised. Material changes affecting how I use your data will be communicated directly where I hold your contact details.