Privacy Policy

Privacy Notice

Last updated: 29 June 2026

Kristos Kabiotis Photography respects your privacy and takes the protection of your personal information seriously.This notice explains what information I collect, why I use it, how long I keep it, who it may be shared with and the rights you have under UK data-protection law.

1. Who I am

Kristos Kabiotis Photography is operated by Kristos Kabiotis as a sole trader.I provide photography, film and drone services for private clients, couples, families, businesses, venues and organisations.For data-protection purposes, Kristos Kabiotis Photography is the data controller. This means I decide how and why personal information is used.You can contact me about privacy or data protection at:Email: info@kristoskabiotis.co.uk
Website: www.kristoskabiotis.co.uk

2. Information I may collect

The information I collect depends on how you interact with me and the service you request.It may include:Your nameEmail addressTelephone numberPostal or billing addressBusiness name and job titleWedding, event or project dateVenue, property or shoot locationDetails of your plans, requirements and creative briefContracts, quotations and invoicesPayment recordsCorrespondence between usTimings, schedules, shot lists and supplier detailsPhotographs, video and audio containing identifiable peopleImage and video metadata, including date, time and location informationWebsite usage, device and browser informationCookie preferencesMarketing preferencesAny other information you choose to provideYou may occasionally provide information about accessibility, health, dietary requirements, religious arrangements or other sensitive matters relevant to a wedding, event or production.Please only provide this information where it is genuinely necessary. I will use it only for the relevant purpose and restrict access appropriately.

3. How I collect information

I may collect information when:You complete a contact or enquiry formYou contact me by email, telephone, social media or postYou request a quotationYou enter into a booking agreementYou make a paymentYou take part in a photography or filming sessionA couple, business, venue, agency or organiser provides information needed for a commissionYou visit or interact with my websiteYou agree to receive marketing communicationsYou give permission for photographs or films to be used publiclySome information may also be provided by a person booking on behalf of others, such as a wedding couple, employer, parent, venue or event organiser.

4. Why I use your information

Enquiries and quotations

I use your details to:Respond to enquiriesCheck availabilityDiscuss your requirementsPrepare quotationsArrange consultationsTake steps towards a possible bookingThe lawful basis is usually taking steps at your request before entering into a contract or my legitimate interest in responding to genuine business enquiries.

Managing and delivering bookings

I use personal information to:Prepare and manage contractsPlan photography, filming and drone workCoordinate timings, locations and suppliersCommunicate before, during and after a projectDeliver galleries, photographs, films and other agreed workProvide support after deliveryDeal with amendments, cancellations or complaintsThe lawful basis is usually performance of a contract or taking steps before entering into a contract.

Photography, film and audio

When I provide a service, I may create photographs, video and audio containing identifiable people.I use this material to:Complete the commissioned workSelect and edit the final contentDeliver the agreed photographs or filmsMaintain working copies and backupsRespond to reasonable requests for replacement filesKeep appropriate business and creative recordsThe lawful basis may include performance of a contract and my legitimate interests in completing, protecting and managing commissioned work.

Portfolio, website and social media

I may use selected photographs or films in:My website portfolioSocial-media accountsPrinted marketing materialsPhotography directoriesAwards or competitionsEditorial or promotional featuresClient case studiesThe relevant booking agreement, consent form or other written communication will explain how public use is handled.Depending on the circumstances, I may rely on consent or legitimate interests. Where I rely on consent, you may withdraw it for future use by contacting me.Withdrawal of consent does not make earlier lawful use invalid.I take particular care when considering public use of photographs involving children, sensitive circumstances or private events.

Commercial licensing

For commercial clients, I may process information to manage:Image and film usage rightsLicensing termsPublication requirementsCampaign detailsAgreed restrictionsThird-party useExclusivity periodsThe lawful basis will normally be performance of a contract or my legitimate interests in managing and protecting commissioned work.

Payments, accounting and legal records

I use relevant financial and transaction information to:Issue invoicesRecord paymentsMaintain accounting and tax recordsPrevent fraudEstablish, exercise or defend legal claimsMeet legal and regulatory obligationsThe lawful basis is usually compliance with a legal obligation or my legitimate interests in managing and protecting the business.I do not normally store full payment-card details. Where a third-party payment provider is used, it processes payment information under its own privacy terms.

Website operation and security

I may use technical and website information to:Operate and secure the websitePrevent misuse or fraudDiagnose technical problemsUnderstand how the website is usedImprove its content and performanceThe lawful basis may be legitimate interests or consent, depending on the technology involved.

Marketing

I may send marketing emails or updates where you have requested them, provided consent or where another lawful basis and applicable electronic-marketing rules allow it.You can unsubscribe at any time by using the unsubscribe option in the message or emailing info@kristoskabiotis.co.uk.I do not sell personal information to third-party marketers.

5. Lawful bases

Depending on the circumstances, I may rely on:Contract: where information is needed to arrange or fulfil a bookingLegal obligation: where information must be retained or used to comply with the lawLegitimate interests: where use is reasonably necessary to operate or protect the business and does not override your rightsConsent: where you have been given a genuine choice and clearly agreedLegal claims: where information is needed to establish, exercise or defend legal rightsWhere special-category information is processed, I will also identify an appropriate additional legal condition where required.

6. Information relating to other people

Weddings, events, portraits and commercial productions often involve people who did not make the original booking.Where a client, business or organisation arranges for employees, customers, guests, models or other participants to be photographed or filmed, the commissioning client may be responsible for giving them appropriate information and obtaining any permissions required for the planned use.This does not remove my own responsibilities under data-protection law.

7. Drone photography and filming

Drone photography or filming may incidentally capture identifiable people, vehicles, buildings or neighbouring areas.I take reasonable steps to:Plan flights responsiblyFollow applicable aviation and safety rulesMinimise unnecessary captureAvoid filming people where it is not relevantAvoid publishing incidental identifiable information where it is unnecessaryDrone work is also subject to weather, airspace, location and safety restrictions.

8. Who I may share information with

I may share personal information with trusted suppliers where necessary to operate the business and provide services.These may include:Website and hosting providersEmail and office-service providersClient-management and booking systemsOnline gallery and image-delivery servicesCloud-storage and backup providersPhotography, video and editing software providersPayment processors and banksPrinting laboratories and album manufacturersAccountants, bookkeepers and professional advisersSecond photographers, videographers, editors or subcontractorsVenues, planners or relevant suppliersSocial-media platforms where work is publishedInsurersLegal advisersCourts, regulators, police or other authorities where required by lawExamples of services I may use include Squarespace, Google Workspace, Studio Ninja, Pic-Time and Adobe.Suppliers are only permitted to use personal information as necessary to provide their services or comply with the law.

9. International transfers

Some service providers may store or process personal information outside the United Kingdom.Where this happens, I use providers that apply recognised legal safeguards for international transfers, such as adequacy arrangements or approved contractual protections.You may contact me for more information about the safeguards used in relation to a particular provider.

10. How long I keep information

I keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, contractual, tax, accounting, customer-service and backup purposes.My usual retention approach is:Unsuccessful enquiries: normally deleted after two yearsClient correspondence and booking records: normally retained for up to six years after completionContracts, invoices and accounting records: normally retained for six years after the relevant accounting periodInformation connected with disputes or legal claims: retained for as long as reasonably necessaryOnline client galleries: retained for the period stated in the booking agreement or delivery informationWorking files and unselected images: retained for a reasonable period after delivery and then deleted when no longer requiredFinished photographs and films: may be retained in a secure archive for customer service, backup, portfolio and business-record purposesMarketing records: retained until you unsubscribe, withdraw consent or the information is no longer requiredWebsite analytics and cookie information: retained according to the relevant service settings and cookie noticeAlthough I may retain an archive, permanent storage is not guaranteed unless this is expressly agreed in writing.Clients should download and securely back up delivered photographs and films.When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of where reasonably possible.Copies may remain temporarily in protected backups until the normal backup cycle removes them.

11. Security

I take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.These measures may include:Password-protected accounts and devicesMulti-factor authentication where availableRestricted accessSecure storage and backup proceduresAppropriate encryptionUp-to-date software and security toolsEstablished professional service providersNo online or storage system can be guaranteed to be completely secure, but I take reasonable precautions appropriate to the information being handled.If you believe your information has been lost, misused or accessed without authorisation, contact me immediately at info@kristoskabiotis.co.uk.

12. Children

My work may include children during weddings, family and portrait sessions, events, hospitality projects and commercial productions.Where appropriate, booking arrangements, permissions and public use will be agreed with a parent, guardian, school, organisation or commissioning client.I take additional care when storing, sharing or publishing identifiable photographs or footage of children.

13. Your rights

Depending on the circumstances, you may have the right to:Ask for access to the personal information I hold about youAsk for inaccurate information to be correctedAsk for information to be deletedAsk for the use of information to be restrictedObject to certain uses of your informationAsk for information you provided to be transferredWithdraw consent where consent is the lawful basisComplain about how your information has been usedThese rights are not absolute and may be subject to legal exceptions.To exercise a right, email info@kristoskabiotis.co.uk.I may need to verify your identity before completing the request.I will normally respond within the period required by law. I will not usually charge a fee, although a reasonable fee may be permitted where a request is manifestly unfounded, excessive or repetitive.

14. Data-protection complaints

If you are concerned about how I have used your personal information, please contact me so I can investigate.Send complaints to:Email: info@kristoskabiotis.co.uk
Subject: Data-protection complaintPlease include:Your name and contact detailsA description of your concernRelevant dates or booking informationCopies of any useful correspondenceThe outcome you are seekingI will acknowledge receipt of a data-protection complaint within 30 days.I will investigate appropriately, keep you informed where necessary and communicate the outcome without undue delay.You also have the right to complain to the UK regulator:Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113Contacting me first does not affect your right to contact the ICO.

15. Cookies and similar technologies

My website may use cookies and similar technologies for:Essential website operationSecurityRemembering preferencesMeasuring website performanceUnderstanding website useEmbedded contentMarketing or advertising, where enabledWhere consent is legally required, non-essential cookies will not be used until you make a choice through the cookie banner or settings.You can change or withdraw your cookie preferences through the website’s cookie settings where available.You can also control cookies through your browser, although blocking some cookies may affect how the website works.Further information about the cookies currently used should be available through the cookie banner or cookie-settings panel.

16. Links and embedded content

The website may contain links to other websites or content embedded from services such as Instagram, YouTube, Vimeo or Google Maps.Those services may collect information under their own privacy and cookie policies.I am not responsible for the privacy practices of third-party websites or platforms.

17. Changes to this notice

I may update this privacy notice when:My services changeI begin using new systems or suppliersMy use of personal information changesLegal or regulatory requirements changeThe latest version will be published on the website with the updated date shown at the top.

18. Contact

For privacy questions, rights requests or complaints, contact:Kristos Kabiotis Photography
Email: info@kristoskabiotis.co.uk
Website: www.kristoskabiotis.co.uk