Privacy Policy

Phoenix (“Phoenix”, “we”, “us”, “our”) is a London-based architectural, interior and property photography studio operating at phoeniximagery.co.uk.

This Privacy Policy explains how we collect, use, share and protect personal information when you visit our website, contact us, use our client booking platform, or when we photograph a property.

Phoenix is the controller of the personal information described in this policy. We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Client and account information

• name, job title and agency or company name
• business email address and telephone number
• sign-in details for the client platform
• billing and invoicing details

Booking and property information

• property addresses and postcodes
• appointment dates, times and selected services
• access arrangements and on-site instructions
• names and contact details of vendors, landlords, tenants or other on-site contacts supplied by the Client
• answers to booking questions and correspondence about the booking

Enquiries

• name, company, email address, mobile number and the details of your message when you use our contact form

Media

• photographs, film, aerial imagery and floorplans of properties, which may incidentally include personal belongings or identifiable features

Technical information

• information needed to keep you signed in securely, such as session data
• basic technical data such as IP address, browser type and access times, recorded by our hosting and security providers

We collect personal information:

• directly from you when you create an account, make a booking, submit an enquiry or contact us
• from estate agents and other Clients who provide details of property contacts in order to arrange access
• when we attend and photograph a property
• automatically when you use our website and platform

Where a Client provides personal information about another person, such as a tenant or vendor, the Client is responsible for ensuring that person is aware their details are being shared with Phoenix for the purpose of arranging the appointment.

We use personal information to:

• create and manage client accounts
• schedule, confirm, reschedule and cancel appointments
• arrange access to properties and carry out shoots
• produce, edit and deliver media
• send booking confirmations, updates and delivery notifications
• issue invoices and manage payments and accounts
• respond to enquiries and provide support
• maintain the security and reliability of our website and platform
• comply with legal, tax and accounting obligations

We rely on the following lawful bases under the UK GDPR:

• Contract — where processing is necessary to provide services to our Clients or to take steps at their request before entering into a contract
• Legitimate interests — to run, secure and improve our business, to arrange access with property contacts and to showcase our work, where these interests are not overridden by your rights
• Legal obligation — to keep financial and tax records
• Consent — where we specifically ask for it; consent can be withdrawn at any time

We do not sell or rent personal information.

We share personal information only where necessary, including with:

• photographers working on behalf of Phoenix who are assigned to a booking
• the agency or Client that made a booking, in relation to that booking
• service providers who help us operate our business (see below)
• professional advisers such as accountants and lawyers
• authorities or regulators where required by law

We use trusted third-party providers to operate our website and services. These include providers of:

• website hosting, content delivery and security
• database, authentication and file storage for our client platform
• transactional email delivery (for booking, account and delivery emails)
• cloud storage used to produce and manage media files

These providers process personal information only on our instructions and are required to keep it secure and confidential.

Some of our service providers may store or process personal information outside the United Kingdom.

Where this happens, we take steps to ensure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

We keep personal information only for as long as necessary for the purposes described in this policy.

• booking, invoicing and financial records are generally kept for six years after the end of the relevant financial year, to meet legal and tax requirements
• account information is kept while the account is active and for a reasonable period afterwards
• enquiries that do not lead to a booking are kept only as long as needed to respond and follow up
• media may be retained for archive, re-delivery and portfolio purposes in line with our Terms of Service

When information is no longer needed, it is deleted or anonymised.

We use appropriate technical and organisational measures to protect personal information, including encrypted connections, access controls that limit each user to the information relevant to their role, and secure server-side handling of credentials.

No method of transmission or storage is completely secure, but we work to protect your information and review our measures regularly.

Under UK data protection law, you have the right to:

• access the personal information we hold about you
• ask us to correct inaccurate or incomplete information
• ask us to delete your information
• ask us to restrict processing
• object to processing based on legitimate interests
• request a copy of your information in a portable format
• withdraw consent where processing is based on consent

To exercise any of these rights, email studio@phoeniximagery.co.uk. We will respond within one month. Some rights are subject to legal exceptions.

Emails relating to bookings, accounts, delivery and invoices are service communications and are sent as part of providing our services.

We will only send marketing communications where permitted by law, and you can opt out at any time by contacting us or using the unsubscribe option provided.

Our website and client platform use strictly necessary cookies and similar browser storage to keep you signed in, remember your booking selections and keep the platform secure.

We do not use advertising cookies. If we introduce optional analytics or other non-essential cookies, we will update this policy and ask for your consent where required.

Our work focuses on properties, not people. However, images may incidentally capture personal belongings, documents, photographs or other identifiable details.

Clients and occupiers should remove or conceal personal items before the appointment, as described in our Getting Ready guidance and Terms of Service. Where reasonably practicable, we will remove or blur identifiable personal information on request.

Where we use completed work in our portfolio, we take care to avoid displaying identifiable personal information.

Our services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this policy from time to time. The latest version will always be published on this page with its “last updated” date. Where changes are significant, we will let Clients know.

For any questions about this policy or how we handle personal information, email studio@phoeniximagery.co.uk.

If you have a concern about how we use your personal information, please contact us first so we can try to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk or by calling 0303 123 1113.