Privacy policy

Last updated 12 November 2026

Who I am

Forever Visuals is a wedding photography business run by Ethan, based in Stoke-on-Trent, Staffordshire. I’m the “controller” of the personal information described here, which means I decide how and why it’s used. If you have any questions about this policy or your information, get in touch through the enquiry form or reply to any email I’ve sent you.

What I collect, and why

When you send an enquiry. Your names, email address, phone number (optional), wedding date, venue and anything you tell me about your day. I use it to reply to you, check my availability and talk about working together.

When you book and use your private portal. Your names, email address, a password (stored securely, never in plain text), and the details of your wedding: dates, venues, timeline, shot list, guest and vendor details you choose to add, questionnaire answers, documents you upload, messages and requests, and your signed agreement. For a signed agreement I also keep the name you typed, the date and time, and the IP address it was signed from, as proof of agreement. I use this to deliver the photography you’ve booked, keep your plans in one place and keep records of our agreement.

Emails. I send emails that are part of working together, such as your invite, password resets, reminders about your booking, and your gallery. I don’t send marketing newsletters.

Photographs. The photos I take of you and your guests are personal information too. I use them to deliver your gallery. I only share them publicly, for example on this website or social media, with your permission as set out in your agreement.

My lawful reasons

• Contract: to talk to you about, and then deliver, the services you’ve asked for.
• Legitimate interests: to run and secure my business, keep sensible records and answer questions.
• Legal obligation: to keep accounting and tax records.
• Consent: where I ask for your permission, for example to feature your wedding publicly. You can withdraw it at any time.

Who else handles your information

I never sell your information. To run the website and portal I use a small number of trusted services, which process information on my behalf:

• Vercel: hosts this website and portal (servers in London).
• Supabase: stores the database and uploaded files (in London).
• Resend: sends the emails from this website.
• Apple (iCloud Mail): handles email you send to me.
• Pic-Time: hosts your wedding gallery when it’s ready.
• Cloudflare: manages the website’s domain name.

Some of these providers may process information outside the UK. Where they do, they rely on approved safeguards such as the UK’s International Data Transfer Agreement or adequacy arrangements. I may also share information if I’m legally required to.

How long I keep it

• Enquiries that don’t lead to a booking: up to 12 months, then deleted.
• Bookings, agreements and payment records: around 6 years, for tax and legal reasons.
• Portal planning details such as your timeline and guest lists: kept after your wedding for a reasonable time in case you need them, then deleted on request.
• Photographs: kept as an archive to deliver and re-supply your gallery. Tell me if you’d like anything removed.

Cookies

This website doesn’t use advertising or analytics cookies, and doesn’t track you across other sites. If you log in to the client portal, a single essential cookie keeps you signed in and keeps your account secure. It’s needed for the portal to work, so it doesn’t need your consent, and it’s removed when you sign out or it expires. Links to other sites, such as Facebook or your Pic-Time gallery, have their own cookies and policies.

Your rights

Under UK data protection law you can ask me to:

• tell you what information I hold about you and give you a copy,
• correct anything that’s wrong or out of date,
• delete your information, where I don’t need to keep it,
• limit or stop how I use it, or object to it, and
• give you your information in a portable format.

Just ask and I’ll respond within a month. If you’re unhappy with how I’ve handled your information, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

Keeping it safe

Your portal is private and password-protected, connections to this website are encrypted, and files you upload are stored privately. Only I can see the information in your portal. No system is perfectly secure, so please choose a strong, unique password and don’t share it.

Changes to this policy

If I change how I use your information I’ll update this page and the date at the top. For anything significant I’ll let current clients know.