Privacy Policy

Effective date: 25 October 2026 · Replaces: the policy dated 13 June 2024 · Website: frithimage.com

1. Introduction
FrithImage Ltd is committed to protecting your privacy in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

This notice explains how we collect, use, store, share and protect your personal information when you:

• visit our website;
• send us an enquiry, including through a LinkedIn or Facebook/Instagram lead form, our website, email, phone or WhatsApp;
• book a discovery call or our photography or videography services;
• use our booking pages, client portal or online galleries;
• attend an event or shoot where we are working;
• receive messages or marketing from us.

2. Who we are
FrithImage Ltd is a London-based photography and videography business specialising in corporate, commercial, events, branding and portrait work. We are the data controller of your personal information.

• Address: 90 Paul Street, London, EC2A 4NE, United Kingdom
• Email: info@frithimage.com
• Website: https://www.frithimage.com
• Company number: 15005351 (registered in England and Wales; registered office 86–90 Paul Street, London, EC2A 4NE)
• ICO registration number: ZC284044 (registered with the Information Commissioner's Office since 25 October 2026)

3. Information we collect
When you enquire or book

• Name, job title, company and contact details (email, phone, mobile)
• Event or project details: dates, venue, timings, services needed, budget
• Messages, call notes and the history of our conversations
• Your choices about marketing and about being contacted on WhatsApp
• Billing details, contracts, signatures, invoices and payment records

From LinkedIn and Facebook/Instagram lead forms

When you submit a lead form on one of our LinkedIn, Facebook or Instagram adverts or pages, the platform sends us the answers you submitted. Some answers may be pre-filled from your profile (such as your name, email, job title and company) before you choose to submit. We also receive which advert, campaign and form you responded to, so we know where enquiries come from.

Through WhatsApp

If you agree to be contacted on WhatsApp, or message our WhatsApp Business number, we receive your phone number, WhatsApp profile name and the messages and files you send. We add these to your enquiry record.

Through our booking pages, client portal and galleries

• Booking history, uploaded documents, signed agreements and project notes
• Who opened your portal and when (we verify access with a one-time email code)
• Gallery selections and download activity, and the email address you use to access a gallery

At events and shoots

• Photographs and video footage, and metadata attached to images
• Names linked to image delivery, and event attendance information

When you use our website

• IP address, browser, device and operating system
• Pages visited, how you arrived and how you use the site
• Cookies and similar technologies (see section 11)

4. How we use your information, and our legal basis
We do not sell your personal data.

• Reply to your enquiry, ask about your event, prepare a quote and arrange a discovery call: Steps you ask us to take before a contract; otherwise our legitimate interest in responding to enquiries
• Follow up on a quote we've sent you (normally after 2, 5 and 10 days), unless you reply, book, decline or ask us to stop: Our legitimate interest in following up an enquiry you made
• Deliver your booking: contracts, invoices, payments, scheduling, shoot planning, the client portal and galleries: Performance of our contract with you
• Message you on WhatsApp about your enquiry or booking: Your consent, which you can withdraw at any time
• Send marketing about our services: Your consent, or, for existing clients and business contacts, our legitimate interest where the law allows; you can opt out at any time
• Measure which adverts and campaigns bring enquiries, and improve our services: Our legitimate interest in running and improving our business
• Keep financial records and meet tax and legal duties: Legal obligation
• Protect our website and systems, and prevent fraud: Our legitimate interest in keeping our business secure

Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for details, and you can object at any time (see section 10).

4.1 Enquiries from LinkedIn and Facebook/Instagram

When you submit one of our lead forms, your answers go straight into our client records (Rapidbook) through our automation service (Make), so we can reply quickly, usually within minutes. We record which platform and campaign you came from, the next step we've agreed with you, and whether you've agreed to marketing or WhatsApp contact.

4.2 WhatsApp

We only start a WhatsApp conversation with you if you've told us you're happy to be contacted there, for example by ticking "Yes" on a lead form or telling us on a call. We may send an automatic first message confirming we've received your enquiry, with a link to book a call. After that, conversations are with us directly. Reply STOP at any time and we won't message you on WhatsApp again.

WhatsApp is provided by WhatsApp Ireland Ltd (part of Meta). Messages are end-to-end encrypted between devices, and Meta processes some information to deliver the service under its own terms. Copies of our conversation are kept in your enquiry record.

4.3 Marketing

We only send marketing emails or messages where you've agreed to them, or where you're an existing client or business contact and the law allows us to tell you about similar services. Every marketing email has an unsubscribe link. You have an absolute right to object to direct marketing: tell us at any time and we'll stop.

4.4 Automation and AI

We use automation (Make) to move enquiries between our forms, adverts, WhatsApp and our client records, and to remind us when a follow-up is due. We use AI writing tools (such as Claude by Anthropic and ChatGPT by OpenAI) to help draft replies, quotes and proposals from the details you give us.

A person at FrithImage always reviews and decides on quotes, prices, availability and bookings. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. We use AI providers' business services, which do not use our data to train their models.

5. Photography, video and image use
Our work involves photographs and video of identifiable people. Depending on the project and what has been agreed, images may be used for delivery to our client, private galleries, our portfolio, website and social media, and marketing or editorial use.

Where needed we obtain model releases or consent. If you appear in images from an event or shoot and would like specific content removed from our own channels, contact us and we'll review your request promptly.

6. Who we share your information with
We share personal data only with providers who help us run the business, under contracts that require them to protect it, and only as much as they need.

• Rapidbook (operated by FrithImage Ltd), hosted by Render: Client records, enquiries, booking pages, client portal, contracts and invoices
• Make (Celonis): Automation that moves enquiries and messages between our systems
• Meta Platforms (Facebook, Instagram, WhatsApp): Lead forms, advertising and WhatsApp messaging
• LinkedIn: Lead forms and advertising
• Google: Email, calendar and file storage
• Stripe and our bank: Card and bank payments (we never see your full card details)
• AI providers (such as Anthropic and OpenAI): Help drafting replies, quotes and proposals
• Gallery hosting and cloud storage providers: Delivering and backing up images
• Second shooters and crew: Only the job details they need to work at your event
• Accountants, legal advisers and insurers: Professional advice and compliance

Meta and LinkedIn act as independent controllers for data they collect on their own platforms, under their own privacy policies. We may also disclose information where the law requires it or to protect our legal rights.

7. International transfers
Some providers store or process data outside the UK, including in the European Union and the United States. Where that happens we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8. Security
We take appropriate technical and organisational measures to protect your data, including encrypted connections, password-protected systems with restricted access, email verification for the client portal, private API keys for our integrations, and regular review of our providers. No system is completely secure, but we work to keep risks low and will tell you and the ICO about any serious breach where the law requires it.

9. How long we keep your information
• Enquiries and leads that don't become bookings, including lead-form answers, notes and WhatsApp conversations: 2 years after our last contact, then deleted
• Client records, contracts, invoices and payment records: 6 years after the end of the financial year the work finished in, for tax and legal purposes
• Files you share through the client portal: Removed automatically 6 months after the job
• Marketing preferences and opt-outs: Until you unsubscribe; we keep a minimal record of opt-outs so we don't contact you again
• Photographs and video: As agreed for each project; otherwise kept for portfolio, archive and backup unless you ask us to remove specific content
• Website analytics: Not collected at present; if we add analytics, up to 26 months

10. Your rights
Under UK data protection law you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data deleted;
• restrict how we use your data;
• object to processing based on our legitimate interests, including lead follow-ups;
• object to direct marketing at any time (an absolute right);
• withdraw consent at any time, including for WhatsApp messages and marketing;
• receive your data in a portable format;
• not be subject to decisions based solely on automated processing.

To use any of these rights, email info@frithimage.com. We'll reply within one month, and may ask you to confirm your identity first. On WhatsApp, reply STOP to stop messages; in emails, use the unsubscribe link.

11. Cookies
Our website uses only the essential cookies our website platform (Wix) needs to run the site securely and remember basic settings. We don't currently use analytics, advertising or tracking cookies. If we add any in future, we'll ask for your consent first through a cookie banner, and update this notice. You can also block or delete cookies in your browser settings.

12. Children
Our services are aimed at businesses and adults. We don't knowingly collect personal data from children under 13 without consent from a parent or guardian. Where children appear at events or shoots, we follow the client's and venue's arrangements, and obtain parental consent where required.

13. Links to other websites
Our website, galleries and messages may link to other websites and services. We aren't responsible for their privacy practices, so please read their privacy notices.

14. Changes to this notice
We may update this notice when the law, our services or the tools we use change. We'll post the new version here with a new effective date, and tell clients about significant changes.

15. Contact us and complaints
FrithImage Ltd, 90 Paul Street, London, EC2A 4NE, United Kingdom · info@frithimage.com · https://www.frithimage.com
Registered with the Information Commissioner's Office (ICO), registration number ZC284044.

If you're unhappy with how we've handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.