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Privacy Policy:
Last updated: 31/08/25
We respect your privacy and are committed to protecting the personal information we collect and process in connection with our school photography services. This Privacy Policy explains how we collect, use, store, and share personal data when providing our services to schools, students, and parents.
1. Who We Are
We are Orion Photography, a school photography provider operating in the UK. We work with schools to capture and supply student photographs, and to provide parents/guardians with secure access to purchase images online.
Our contact details:
Business name: Orion Photography LTD
Email: info@orion-photography.co.uk
Address: 16 Brynheulog Street CF82 7GD
2. Personal Data We Collect
When providing our services, we may collect the following personal data:
Student details: name, class/year group, unique student identifiers (as provided by the school), and photograph(s).
Parent/guardian details: name, email address, postal address, and purchase information.
Access details: a secure, unique access code to ensure only parents/guardians can view and order their child’s images.
Transaction details: order history, payment confirmation (payments are processed securely through third-party providers — we do not store card details).
3. How We Use Your Data
We use personal data to:
Produce and deliver student photographs to schools and families.
Provide secure access to online galleries using individual access codes.
Update school management systems (e.g., SIMS) with the latest student images.
Process and deliver orders placed by parents/guardians.
Communicate with schools and parents about our services.
4. Legal Basis for Processing
We process personal data under the following lawful bases (as defined by the UK GDPR):
Contract: to provide our services to schools and parents.
Legal obligation: to comply with tax and accounting requirements.
Legitimate interests: ensuring secure access to images and maintaining business operations.
Consent: where required, for specific uses (e.g., optional marketing).
5. Data Sharing
We only share data where necessary to deliver our services:
With schools (to update student records in SIMS).
With trusted service providers (e.g., online gallery platform, payment processors, delivery companies).
Where legally required (e.g., by HMRC or law enforcement).
We do not sell personal data to third parties.
6. Data Security
We use technical and organisational measures to protect data, including:
Secure online galleries protected by unique access codes.
Encrypted storage and transfer of personal data.
Restricted staff access on a need-to-know basis.
7. Data Retention
Student photographs and associated data are retained for 12 months unless required longer for school records.
Order information is retained for 7 years in line with UK tax law.
After retention periods expire, data is securely deleted.
8. Your Rights
Under UK GDPR, you have rights including:
The right to access your data.
The right to correct inaccurate data.
The right to request deletion of your data (where applicable).
The right to restrict or object to processing.
The right to data portability.
To exercise your rights, please contact us at info@orion-photography.co.uk
9. Children’s Privacy
We only process children’s personal data with the agreement of their school and/or parent/guardian. All images are securely protected with unique access codes so only authorised parents/guardians can view them.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any significant changes will be communicated via schools or directly to parents/guardians where appropriate.
11. Contact & Complaints
If you have any questions or concerns about this policy, please contact us:
Email: info@orion-photography.co.uk
If you are not satisfied, you can complain to the Information Commissioner’s Office (ICO):
