Data we collect
To let you claim and order your school photos, we hold: your account details (name, email, password); the reference, password, and photo metadata linked to your school photo session, supplied to us by your school's photographer; delivery addresses you save; usage data such as IP address, browser type, and pages visited; and order and payment records (payment card details are handled by our payment provider — we never see or store full card numbers).
How we use it
We use this data to let you find and claim your photos, build and pay for orders, deliver prints and digital downloads, provide customer support, and monitor and improve the shop. We process this on the basis that it's necessary to perform your contract with us when you order, and our legitimate interest in running the shop securely (for example, watermarking and access-logging previews to prevent misuse) where you haven't placed an order.
Who we share it with
We share data only where needed to provide the service: our payment providers (Stripe and Worldpay), to process payments in line with their own privacy policies and PCI-DSS standards; our photo studio/lab systems, to fulfil and print your order; and our hosting and storage providers, to store account and photo data securely. We do not sell your personal data. We may also disclose data where required by law, to respond to a valid request from a public authority, or to protect the rights, property, or safety of Academy Photography, our customers, or others.How long we keep it
We keep account and order data for as long as your account is active, and afterwards only as long as needed for legal, tax, or fraud-prevention purposes. Photo access is normally available for a limited window after each photo session — the closing date is shown on your proof slip and in your account. Usage data is generally kept for a shorter period unless we need it for security or legal reasons.
Your GDPR rights
If you're in the UK or EEA, you have the right to access, correct, delete, restrict, or object to our processing of your personal data, and to request your data in a portable format. You can ask to see, correct, or delete the personal data we hold about you, and you can delete your account at any time from your profile settings. Where we rely on your consent, you can withdraw it at any time. If you have concerns about how we handle your data, you can also contact the UK Information Commissioner's Office (ICO).
Account deletion and data retention
You can delete your account at any time from your profile settings. When you confirm deletion, we remove your customer account and sign you out immediately.
What we delete
Deleting your account removes or detaches the following customer data where it is linked only to you:
- Your account details (name, email address, and sign-in credentials)
- Saved delivery addresses
- Linked social sign-in connections
- Your claimed photo links and customer photo groups (school, class, and student details you entered)
What may be retained
We delete or detach your customer account data where possible. Some records are retained where required for legal, accounting, fraud prevention, school fulfilment, support, or security reasons. This may include:
- Shared proof photo records and media held for the school or shoot (these are not owned by a single customer account)
- Reference and credential data needed for other authorised family members to claim or order the same photos
- Operational, security, or support logs that do not identify you after account deletion
- Records we must keep to meet legal, tax, or payment obligations
Because photo references can be shared within a family, another authorised person may still be able to claim or order the same proof set after your account is deleted.
Before you delete
Download or save any information you want to keep before deleting your account. Account deletion cannot be undone.
Contact
Questions about this policy or your data? Email support@academyphotos.co.uk, call 01782 566100, or write to Academy Photography Ltd, Studio One, Lymedale Court, Dalewood Road, Newcastle-under-Lyme, Staffordshire, ST5 9QH. Company registration number 04413834, VAT number GB 824418436.