Privacy Policy

Last updated: 10 July 2026

1. Who I am

Gordon Baxter Photography is the trading name of Marek Czwojdrak, a sole trader based in Bedfordshire, England.

For the purposes of UK data protection law, I am the data controller responsible for the personal information described in this policy.

For privacy questions, requests or concerns, please use the contact form on this website and write Privacy request at the beginning of your message.

2. Information I may collect

Depending on how you interact with Gordon Baxter Photography, I may collect:

• Your name, email address and telephone number

• Your address, where required for a contract, invoice or delivery

• Your wedding or event date, venue, timings and plans

• Information about the photography or filming services you are interested in

• Messages, emails and other correspondence

• Signed contracts, booking information, invoices and payment records

• Photographs, video footage, audio recordings and other media created during a wedding, event or photography session

• Images uploaded by clients or guests through a gallery or guest upload service

• Information about guests, suppliers or family members where relevant to providing the service

• Technical website information such as IP address, browser type, device information, referral source and website activity

• Cookie preferences and analytics information collected through Wix

I do not collect or store card details. Payments are normally made by bank transfer.

Please avoid sending sensitive personal information unless it is genuinely relevant to the photography or filming service. This may include accessibility requirements, health information, family circumstances, religious or cultural details.

3. How I collect information

Information may be collected:

• Directly from you through the website contact form

• During email, telephone, video or in-person conversations

• Through contracts, questionnaires and invoices

• From your partner or another person involved in arranging the wedding or event

• From guests who upload images or contact me directly

• From wedding venues, planners or suppliers where necessary

• Automatically through Wix, cookies and website analytics

• Through Pic-Time and other gallery or delivery services used to provide your photographs and films

Where you provide information about another person, you should ensure that you are entitled to share that information.

4. Why I use your information

I may use personal information to:

• Respond to enquiries

• Check availability and prepare quotations

• Arrange consultations and bookings

• Provide photography and videography services

• Plan wedding or event coverage

• Communicate before and after the event

• Create, edit and deliver photographs and films

• Create and manage online galleries

• Process payments and maintain accounting records

• Manage cancellations, complaints or disputes

• Protect the security of the website and business

• Maintain a private archive of completed work

• Promote and develop Gordon Baxter Photography through portfolio images, films, social media, advertising, publications and other promotional material

• Comply with legal, tax, insurance and regulatory obligations

5. Lawful bases for using information

The lawful basis depends on how and why the information is being used.

Contract

Information is used where necessary to take steps before entering into a contract and to provide the services agreed in a signed contract.

This includes handling enquiries, arranging bookings, photographing or filming an event, editing, delivery, invoicing and client communication.

Legal obligation

Some information must be retained to comply with tax, accounting, insurance or legal requirements.

Legitimate interests

Information may be used where it is reasonably necessary for the legitimate interests of operating and protecting the business.

This may include:

• Managing enquiries and recognising returning clients

• Maintaining business and communication records

• Preventing fraud or misuse

• Protecting legal rights

• Maintaining a private archive

• Re-supplying photographs or films where possible

• Promoting Gordon Baxter Photography through selected portfolio images, films and other marketing material

• Improving and securing the website

These interests are considered alongside the rights and reasonable expectations of the people involved.

Consent

Consent may be used where required for optional cookies, analytics or another specific activity where genuine choice is appropriate.

Consent can be withdrawn at any time, although this will not affect processing that took place before it was withdrawn.

6. Weddings, events and guests

Wedding guests and other attendees may appear in photographs, films and audio recordings created as part of documenting an event.

Clients are responsible for informing their guests that photography and filming will take place. Any specific restrictions should be communicated before the event where reasonably possible.

It is not always possible to guarantee that a particular person will not appear in group photographs, background footage, ceremony coverage, speeches, dance-floor images or other documentary coverage.

Selected photographs and films may be used for the Gordon Baxter Photography website, portfolio, social media, advertising, publications, competitions, exhibitions, showreels and other business promotion.

Anyone with a specific concern about the use of an identifiable image may contact me through the website form. Requests will be considered according to the circumstances, the individual’s legal rights and the legitimate interests of the business.

7. Children

Photographs and films may include children attending weddings, events or family photography sessions.

Clients, parents or guardians should tell me about any specific privacy or safeguarding concern before the photography takes place where reasonably possible.

Images of children will not knowingly be used in an inappropriate, misleading or harmful context.

8. Who information may be shared with

Personal information may be shared where necessary with:

• Wix, which hosts the website and contact forms

• Google services used for business email and communication

• Pic-Time and other gallery or media delivery providers

• Second photographers, videographers, assistants, editors or other people working under my direction

• Professional advisers, insurers, accountants or legal representatives

• HM Revenue and Customs, courts, regulators or law enforcement where legally required

• Wedding venues, suppliers, publications or creative partners where selected images are provided for agreed promotional or editorial use

Only information reasonably necessary for the relevant purpose will be shared.

I do not sell personal information or provide client contact details to unrelated businesses for marketing.

9. International data processing

Some service providers, including website, email and gallery platforms, may process or store information outside the United Kingdom.

Where this happens, I use established service providers that state they apply appropriate legal and security safeguards for international data transfers.

10. How long information is kept

Different information is retained for different periods.

Enquiries

Enquiry information may be retained for as long as reasonably necessary to respond, recognise returning clients, maintain appropriate business records and deal with possible complaints or disputes.

Enquiry information is not used for unrelated email marketing without permission.

Contracts, invoices and business records

Contracts, invoices, payment records and relevant client correspondence are normally retained for approximately seven years after the service has been completed.

Paper records are securely destroyed when they are no longer required.

Online galleries

Pic-Time galleries and other online delivery galleries are normally available for approximately three months unless an extension has been agreed.

Clients are responsible for downloading and maintaining their own copies before a gallery expires.

Photographs, films and working files

RAW photographs, edited photographs, video footage, audio, completed films and project files may be retained in a private long-term archive.

These files may be kept indefinitely for:

• Possible future re-supply

• Business archiving

• Portfolio and promotional use

• Evidence of completed work

• Resolving future questions or disputes

• Protecting legal rights

Long-term storage is not guaranteed. Files may become unavailable because of storage failure, corruption, accidental damage, technical change or another event outside reasonable control.

Clients remain responsible for creating and maintaining their own backups after delivery.

Portfolio and promotional material

Selected photographs and films may remain in the business portfolio, archive, website, social media accounts, printed material or other promotional use indefinitely, subject to applicable legal rights.

11. Website cookies and analytics

This website is hosted by Wix and may use essential cookies required for security, website operation, forms and basic functionality.

Wix’s built-in analytics may collect information about visits, devices, pages viewed and how visitors find the website.

Google Analytics and Meta Pixel are not currently installed on this website.

Where consent is required for non-essential cookies, visitors will be given a choice through the website cookie banner. Cookie choices can be changed through the cookie settings available on the website.

The privacy policy will be updated if additional tracking, advertising or analytics services are introduced.

12. Security

Reasonable steps are taken to protect personal information, including:

• Limiting access to client information

• Using password-protected accounts

• Using established website, email and gallery providers

• Keeping archived photography and video files on offline storage when not being accessed

• Storing paper contracts and records securely

• Securely disposing of records that are no longer required

No internet service, storage device or communication system can be guaranteed to be completely secure.

13. Your rights

Depending on the circumstances, you may have the right to:

• Ask what personal information is held about you

• Request a copy of your information

• Ask for inaccurate information to be corrected

• Request deletion of information

• Ask for processing to be restricted

• Object to certain uses of your information

• Request transfer of information in a usable format

• Withdraw consent where consent is being relied upon

These rights are not absolute and may not apply in every situation. Information may sometimes need to be retained because of a contract, legal obligation, dispute, insurance requirement or another legitimate reason.

Requests should be made through the website contact form and marked Privacy request. I may ask for information needed to confirm your identity.

Requests will normally be answered within one month.

14. Complaints

Please contact me first through the website form so I have an opportunity to investigate and resolve the issue.

You also have the right to complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

15. Third-party websites

This website may contain links to social media platforms, gallery services, venues, suppliers or other third-party websites.

Those websites operate under their own privacy policies. Gordon Baxter Photography is not responsible for how unrelated third parties collect or use information after you leave this website.

16. Changes to this policy

This policy may be updated when services, technology, legal requirements or business practices change.

The current version will always be published on this page with the date of the latest update.