Privacy Policy

Last updated: 08/10/2026

We take looking after your details seriously. This policy explains what information we collect when you get in touch, book a session or buy a voucher, what we do with it, and the choices you have.

Who we are

Helen McDaniel Portrait Studio is run by Helen McDaniel Portrait Studio Limited, registered in Northern Ireland, company number NI683850. We are the "data controller" for the personal information described here.

Unit 401 Lisburn Enterprise Organisation, 6 Enterprise Crescent, Lisburn, BT28 2BY Email: hello@helenmcdaniel.co.uk Phone: 02894 600111

ICO registration number: C2053819

What we collect

Contact details: your name, email address, phone number and postcode, when you fill in a form, book online, ring us or enter one of our competitions.
Booking details: who is coming to your session (including children and pets), dates, preferences and any notes you give us.
Payment details: when you pay online, your card is processed securely by Stripe. We never see or store your full card number. Gift vouchers are sold through Gift Up, who handle that payment.
Your portraits: the photographs we take at your session.
Phone calls: calls to and from the studio may be recorded.
Website use: basic information about how visitors use our website. Our cookie policy explains this.

How we use it

To reply to your enquiry and arrange your session.
To take your booking and payment, and run your session and viewing appointment.
To produce and deliver the portraits you order.
To contact you about a competition or giveaway you have entered, including your prize or a session offer.
To train our team and check the quality of our service, using recorded calls.
To keep the records the law requires, such as for tax.

Our legal reasons for using it

Contract: we need your details to provide the session and portraits you have booked or bought.
Legitimate interests: running and improving our business, for example following up a competition entry or recording calls for training. We always weigh this against your rights.
Consent: for using your portraits on our website or social media. You can withdraw consent at any time.
Legal obligation: keeping financial records.

Your portraits

Your portraits belong to your family's memories, and we treat them that way. We will only share them on our website, social media or in competitions such as the PPANI awards with your permission. Just tell us if you would rather we didn't, or if you change your mind later.

Who we share it with

We never sell your information. We only share it with the trusted companies that help us run the studio:

Squarespace, who host our website and online booking
Stripe, who process card payments
Gift Up, who sell and deliver our gift vouchers
our studio management software, which stores client and booking records
our phone provider, who handle and record calls
the labs and framers who print and make your portraits

Some of these companies store data outside the UK. Where they do, they use approved safeguards to protect it.

How long we keep it

Enquiries that don't lead to a booking: up to 2 years.
Client, booking and payment records: 6 years, as required for tax.
Session images: we keep these on file so you can order more portraits in future. If you'd like yours deleted, just ask and we will.
Call recordings: 12 months.

Your rights

You can ask us to:

give you a copy of the information we hold about you
correct anything that's wrong
delete your information, where we don't need to keep it by law
stop or limit how we use it
give your information to you or another company in a usable format

Just email hello@helenmcdaniel.co.uk or ring 02894 600111. We will reply within one month.

If you're unhappy with how we've handled your information, please talk to us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.