Privacy Policy

1. Who is responsible for information

Whitlock Capture operates this website and provides remote photo processing and digital image preparation. We are responsible for personal information we receive in connection with project discussions, client administration and the performance of agreed services. Our contact details appear at the end of this policy.

This policy covers visitors, people who contact us, clients and personal information included in images or project materials supplied to us. It does not describe independent websites or services that you choose to use outside our relationship. Those providers may have their own privacy notices.

2. The current website request form

The project request form in the supplied website displays an acknowledgement locally in your browser. Its fields include name, email address, service, image count, preferred format, project details and a permission confirmation. The form does not send those values to Whitlock Capture, upload files, save them in browser storage or create a paid order.

While you type, the values exist within the browser page so the required fields can be checked and the acknowledgement can be displayed. Closing or reloading the page removes that page state, subject to your browser’s own autofill and session restoration settings. Those browser features are controlled by you and your browser provider.

If the form is later connected to a submission service, this policy must be updated to describe that service, the information transferred, the purpose and the relevant retention. To contact us now about an actual project or privacy request, use the email shown below.

3. Information provided directly

If you contact us by email or otherwise arrange a project, we may receive your name, contact details, business details where relevant, correspondence, requested service, image count, technical instructions and quote or invoice information. We use these details to respond, establish the brief, administer the project and resolve questions.

Project files may contain identifiable faces, locations, object details, embedded metadata and other personal information. Supply only material necessary for the agreed edit. Remove unrelated metadata or sensitive material before transfer where it is not required. Do not send account passwords, full payment card details or identity documents for a routine editing project.

If billing takes place through a payment provider, that provider may process payment information under its own terms. We may receive payment status, transaction references and billing details needed for accounting, rather than complete card credentials. The payment method is agreed separately for an accepted project.

4. Website technical information

The website is intended to run on Shopify. The hosting platform, browser and any installed theme or applications may process technical information such as IP address, browser type, device characteristics, requested pages, time of access and security-related activity. This may be necessary to deliver the website, maintain reliability and protect against misuse.

The custom sections supplied for this website do not install advertising pixels or analytics trackers. They use locally hosted image and font assets, native browser controls and in-page animation. Shopify or additional apps configured by the store owner can have their own technologies; those settings must be assessed separately.

The Cookie Policy explains categories of browser technologies and how to manage applicable preferences. The exact cookies used by a live store depend on its hosting, apps and enabled features; the visual design alone is not a complete inventory.

5. Purposes of processing

Information actually received by us is used to answer enquiries, provide quotes, confirm instructions, process images, deliver completed files, review corrections, administer payments and maintain necessary business records. It may also be used to investigate misuse, resolve disputes or fulfil legal obligations.

We do not need image material for unrelated marketing simply because it was provided for editing. This policy does not authorise publication of your images or use of your identity as an endorsement. Any permission to publish a client image or testimonial should be obtained separately for that purpose.

Where a legal framework requires a lawful basis, the relevant basis may be steps taken at your request before a contract, performance of an agreed service, a legal obligation, a legitimate business interest such as security and administration, or consent for a separately agreed optional use. The basis depends on the specific purpose and applicable law.

6. Image rights and responsibilities

Only provide images you own or are authorised to have processed. If identifiable individuals appear in the files, you are responsible for obtaining any necessary permission for the intended processing and use. This includes material involving children or other people whose interests require special care.

We do not offer identification, biometric matching or identity verification services through ordinary photo processing. A portrait is handled as editing material under the project brief. If the material or intended use requires additional legal or confidentiality controls, discuss those requirements before transferring it.

7. Sharing and service providers

Information may be made available to providers who support website hosting, communications, agreed file transfer, storage, payment processing or other necessary business functions. Their access should relate to the task they perform and the safeguards appropriate to the information involved.

The provider used for source-file transfer or final delivery can vary by project and will be agreed during project discussions. Do not assume that a particular storage service, payment processor or software platform is used solely from the appearance of this website.

Information may also be disclosed where reasonably necessary to comply with law, respond to a lawful request, protect rights or investigate misuse. If business ownership changes, information may need to transfer with the relevant operations, subject to applicable law and safeguards. We do not treat client images as material to sell for unrelated advertising.

8. Retention and deletion

Personal information and project materials should be retained only for as long as reasonably necessary for their purpose, including active processing, delivery, agreed corrections, dispute handling and applicable business recordkeeping. Different categories of information may require different retention periods.

There is no universal permanent archive included with an editing service. Keep your own source files and download final deliverables. Ask about the retention or deletion arrangements for your project before transfer if a specific period is important to you.

A deletion request may be subject to legal obligations, unresolved disputes or necessary security records. Backup copies may be removed through the provider’s normal backup lifecycle rather than immediately from every backup. We will explain a relevant limitation when responding to a request.

9. Security and confidentiality

Reasonable safeguards should be proportionate to the information and processing involved. These include limiting access, using suitable transfer methods and avoiding unnecessary collection of sensitive information. Before sharing material that requires additional safeguards, agree how it will be handled.

No website, transfer method or storage system can be guaranteed completely secure. Do not include passwords, full financial credentials or unrelated sensitive information in project correspondence. If you believe information was sent to the wrong recipient or a transfer link has been exposed, contact us promptly so the issue can be reviewed.

10. Your choices and privacy requests

Depending on the laws applicable to you and the processing involved, you may have rights to request access, correction, deletion, a copy of information or restrictions on certain uses. Where consent is the basis for an optional use, you may withdraw that consent for future use. Any applicable right to object or opt out will be handled in accordance with law.

Send requests to the email listed below and describe the information or project involved. We may need reasonable information to verify your identity and authority before disclosing or changing records. We will seek only what is necessary for that verification and will respond within the timeframe required by applicable law.

Privacy laws have different scopes, exemptions and eligibility rules. This policy does not claim that every statutory framework applies to this business. Where a right does apply, we will not deny it merely because it is not named here. You may also contact the competent privacy authority if you believe an applicable right has not been respected.

11. International handling and third-party services

Online communications and service providers can involve information handled in locations different from yours. Where applicable law requires safeguards for a cross-border transfer, the relevant processing must use a lawful mechanism and suitable protections.

The website does not require you to create a social media account or use an external map. If you independently choose a third-party file transfer or payment service, review that provider’s privacy terms and consider whether the service is appropriate for your files.

12. Children, updates and contact

The website request interface is intended for adults arranging photo processing services. Children should not independently submit personal information or arrange paid services. An adult supplying images of a child must have the authority and permissions required for the intended use.

We may update this policy to reflect changes to website functions, actual service providers, information practices or applicable requirements. The last updated date identifies the current version. A change that materially affects an existing use of personal information will be handled with any notice or consent required by law.

Contact us if you need clarification about this policy or the handling arrangements for a proposed project. Please do not include the full image archive or sensitive personal documents in an initial privacy enquiry.