Privacy policy
Last updated: 10 October 2026
This policy explains what personal information I collect when you visit my website, get in touch or book a shoot, what I do with it, and your rights. I've kept it as plain as I can. If anything isn't clear, just email me.
Who I am
Oliver Whillock Visuals is run by me, Oliver Whillock-Jones, a photographer and videographer based in Dorset, UK. I'm responsible for your personal information (the "data controller"). You can contact me at info@oliverwhillockvisuals.co.uk.
What I collect
When you enquire: your name, email address, phone number (if you give it), the date and location of your wedding or shoot, the type of shoot, how you heard about me, and anything you tell me in your message.
When you book: the details needed for your contract and invoices, such as your name, address and contact details, plus your plans for the day. This includes day plans, timelines, shoot notes and questionnaires.
When you pay: card payments are handled securely by Stripe. I never see or store your full card details.
Your photos and videos: the images and footage I capture of you, your family and your guests.
When you visit my website: basic, anonymous information about how the site is used (for example pages visited and the type of device), collected through cookies. More on this below.
How I use it
To reply to your enquiry and send you availability and packages.
To prepare, deliver and manage your booking, including contracts, invoices, planning and delivering your gallery.
To take payments and keep the business records I'm legally required to keep.
To share some of your images on my website and social media, and for marketing and other business purposes, as set out in your contract (see below). You can always say no.
To understand how my website is used so I can improve it.
I will never sell your information, and I won't add you to a mailing list unless you ask me to.
My lawful reasons
Under UK data protection law I need a lawful reason to use your information. I rely on:
Contract: to provide the services you've booked, or to take steps you've asked for before booking, like sending a quote.
Legal obligation: to keep financial records for tax purposes.
Legitimate interests: to reply to enquiries, to run and improve my business, and to share my work to promote it, in ways you'd reasonably expect and as set out in your contract. You can object to this at any time.
Consent: for non-essential cookies. You can withdraw your consent at any time.
Sharing your images
Sharing my work is a big part of how I find new clients. How your images can be used is set out in your contract, so please check the terms of your own contract. In general, your photos and videos may be used on my website and social media, and for marketing and other business purposes.
Everyone has the right not to have their images used. If you'd rather I didn't use yours, or you change your mind later, just tell me and I'll remove them where I can.
Images of children are only shared publicly with a parent's or guardian's permission.
Who I share your information with
I use a small number of trusted services to run the business. They only use your information to provide their service to me:
Squarespace: hosts this website.
Studio Ninja: manages enquiries, contracts, questionnaires and invoices.
Pic-Time: delivers your online gallery.
Stripe: processes card payments.
Adobe: the software I use to edit your photos and videos.
Microsoft Office: documents such as day plans and shoot notes.
When you book photography and videography together, I share the details needed for your day with the trusted associate photographer who works alongside me. I may also share information if the law requires it.
Some of these services store data outside the UK. Where they do, they use approved safeguards to protect it, such as the UK's international data transfer agreements or standard contractual clauses.
How long I keep it
Enquiries that don't go ahead: up to 12 months, then deleted.
Contracts, invoices and financial records: 6 years, as required for tax purposes.
Your photos and videos: your online gallery stays open for the period set out in your contract. I keep a secure backup of your final images for a minimum of 2 years after delivery, in case you ever need them again. Some images may be kept indefinitely.
Day plans and shoot notes: kept with your booking records and deleted when they're no longer needed.
Keeping it safe
Your information is stored in the secure systems listed above and on password-protected devices, with backups kept securely. Only I have access to it, apart from the associate photographer where needed for your day.
Cookies
This website is built on Squarespace, which uses some essential cookies to make the site work and, if you allow them, analytics cookies to tell me how the site is used. The Instagram feed on some pages may also set its own cookies. You can accept or decline non-essential cookies using the banner when you first visit, and you can clear cookies in your browser at any time.
Your rights
You have the right to:
ask for a copy of the information I hold about you
ask me to correct anything that's wrong
ask me to delete your information (unless I need to keep it, for example for tax records)
ask me to limit how I use it, or object to how I use it
ask for your information in a format you can take elsewhere
withdraw your consent at any time, where I rely on it
To do any of these, email info@oliverwhillockvisuals.co.uk. I'll reply within one month.
Complaints
If you're unhappy with how I've handled your information, please tell me first and I'll do my best to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.
Changes to this policy
I may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.