Privacy Policy
How ShootSpace Studio collects, uses and protects personal data — for the people who enquire, the clients we work with, and anyone who appears in our work.
01 Who we are
This website, www.shootspace.studio, is operated by ShootSpace Studio Ltd (“ShootSpace”, “we”, “us” or “our”), a commercial product photography and videography studio based in Bristol. We are the “data controller” responsible for your personal data under the UK GDPR and the Data Protection Act 2018.
- Registered company: ShootSpace Studio Ltd, registered in England & Wales, company number 10270577.
- Registered office: 105 The Piazza, Paintworks, Bristol, BS4 3DL.
- Studio: 105 The Piazza, Paintworks, Bristol, BS4 3DL.
- ICO registration: we are registered with the Information Commissioner’s Office, reference ZA855788.
- Email for anything in this policy: hello@shootspace.studio.
Our team access personal data only where they need it to do their job, and are bound by confidentiality. Requests about your data should be sent to the company using the email above rather than to individual team members.
02 The personal data we collect
We keep data collection to what we actually need to quote for, deliver and account for our work. Depending on how you interact with us, this may include:
- Enquiry & contact data — your name, business, email, phone number and the details of your brief when you use our contact form, email or call us.
- Client & project data — billing and delivery details, the products or brief you send us, correspondence, quotes, contracts and project notes.
- Financial data — invoicing and payment records (we do not store full card details; payments are handled by our bank or payment provider).
- Images of people — occasionally our commercial work includes identifiable people (for example a model, a client’s staff member, or people on set). See section 05.
- Website & technical data — IP address, browser and device information, and how you use the site, collected through cookies and analytics (see section 04) only where you have agreed.
We collect this directly from you, and occasionally from your colleagues (for example a co-worker who introduces us) or publicly available sources such as a company website.
03 How and why we use your data
Under data protection law we must have a “lawful basis” for using your personal data. We rely on the following:
- To respond to enquiries and prepare quotes — on the basis of taking steps at your request before entering a contract, and our legitimate interest in running our business.
- To deliver our photography and videography services — on the basis of performing our contract with you (or your organisation).
- To take payment and keep accounts — to perform our contract and to comply with our legal and tax obligations.
- To show work in our portfolio and marketing — on the basis of our legitimate interest in promoting the studio, subject to any confidentiality agreed with you and, where people are identifiable, to consent (see section 05).
- To send occasional updates to existing clients — on the basis of legitimate interest, and you can opt out at any time. Any other marketing is sent only with your consent.
- To run and improve this website — analytics cookies are used only with your consent (see section 04).
- To protect our business — to keep records, resolve disputes, enforce our agreements and prevent fraud, on the basis of our legitimate interests and legal obligations.
05 Photography & images of people
Our work is overwhelmingly about products, but people occasionally appear — a hand model, a client representative, or someone on set. Where an individual is identifiable, their image is personal data and we handle it carefully:
- Where we photograph or film an identifiable person for use in a client’s campaign or our own portfolio, we obtain a model release or consent covering how the images may be used.
- We only use such images for the purposes agreed — for example the client’s commercial use, and/or showcasing the work in our portfolio and marketing.
- If you appear in our work and want your image removed from our own marketing, email hello@shootspace.studio and we will remove it where we are able to, unless we have an overriding legal reason to keep it.
Products, packaging and artwork we photograph are generally not personal data, but we treat unreleased client work as confidential and will not publish it before your launch without your agreement.
07 International transfers
Some of our suppliers (for example analytics and cloud services) may process data outside the UK. Where they do, we rely on appropriate safeguards recognised under UK data protection law — such as UK “adequacy” regulations or the International Data Transfer Agreement / Addendum — so that your data receives an equivalent level of protection.
08 How long we keep it
We keep personal data only as long as we need it:
- Enquiries that don’t become projects — up to 12 months, then deleted.
- Client & project records — for the life of the project and up to 6 years afterwards, in line with the limitation period for contract claims.
- Financial & tax records — at least 6 years plus the current year, as required by HMRC.
- Images of identifiable people — for as long as they are used under the agreed release, and removed on valid request unless we must retain them.
- Marketing contacts — until you unsubscribe or ask us to stop.
- Website analytics — typically up to 14 months.
09 Your rights
Under the UK GDPR you have the right to:
- Be informed about how we use your data (this notice);
- Request a copy of the personal data we hold about you (a “subject access request”);
- Ask us to correct inaccurate or incomplete data;
- Ask us to erase your data in certain circumstances;
- Ask us to restrict or object to how we use it;
- Data portability, where applicable;
- Withdraw consent at any time, where we rely on consent.
To exercise any of these, email hello@shootspace.studio. We will respond within one month. There is normally no charge, and we may need to verify your identity first.
10 How to complain
If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. Email hello@shootspace.studio with “Data protection complaint” in the subject line.
We will acknowledge your complaint within 30 days, look into it without undue delay, keep you informed of progress, and tell you the outcome.
If you are still not satisfied, you can complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would, however, appreciate the chance to resolve your concerns first.
11 How we keep data secure
We take appropriate technical and organisational measures to protect personal data, including a secure (HTTPS) website, access controls, reputable suppliers and limiting access to those who need it. No online transmission or storage is ever completely secure, but we work to protect your data and have procedures to deal with any suspected breach.
12 Other things to know
Third-party links
Our site may link to other websites. We are not responsible for their content or privacy practices — please check their own policies.
Children
Our services are aimed at businesses and our site is not directed at children. We do not knowingly collect data from children.
Our services and terms
This notice explains how we handle personal data. It does not form part of any contract for our services. Matters such as image licensing, usage rights, ownership of finished work and liability are governed by our separate terms and conditions of business.
Changes to this policy
We may update this policy from time to time. The “last updated” date at the top shows when it last changed; significant changes will be highlighted on this page.
13 Contact us
For any question about this policy or your personal data, contact:
ShootSpace Studio Ltd
105 The Piazza, Paintworks, Bristol, BS4 3DL
hello@shootspace.studio