Your photograph is personal
Privacy, without the fog.
The short version: your photograph is here to make your portrait, not to become somebody else’s content.
Who controls the data
HELD is the trading name responsible for deciding how customer data is used. The legal controller name, geographical address and registration details must be inserted here before live checkout is enabled. Privacy questions can be sent to studio@heldportraits.co.uk.
The photograph and artwork
We use the uploaded photograph to identify the property, create the private preview, run architecture and safety checks, produce an order and provide support. Embedded metadata, including GPS information, is removed before storage where the upload pipeline supports it. We do not use a customer home in advertising without separate permission.
Contact and order information
We use the email address to secure and return you to a private preview, send essential service and order messages and answer support requests. An order also needs a delivery name, address, product choices and payment status. If you send directly to someone else, we use their name and address only to deliver the parcel; an optional gift message is used to produce the enclosed note. Marketing is separate and optional.
Why we are allowed to use it
Creating a requested preview is necessary to provide the service you asked for. Order processing is necessary for the contract. Fraud prevention, service security and product improvement use legitimate interests where those interests do not override your rights. Accounting and consumer records may be kept to meet legal obligations. Consent is used where the law requires it, including optional marketing.
Specialist providers
The service relies on hosting, private storage, image analysis and generation, email, payment, support and print-fulfilment providers. Each receives only the data needed for its job and must be covered by appropriate data-processing terms before live trading. Some processing may occur outside the UK using a lawful transfer safeguard.
Retention and deletion
Unpurchased previews should be kept only for a defined return window, then deleted or anonymised. Order and tax records must be kept for the applicable legal period. The exact production retention schedule and automated deletion job must be finalised before live checkout; until then you can ask for deletion of data we are not required to keep.
Security and private links
Private previews are accessed through a secret browser session and non-public storage. No online service can promise absolute security, so do not share a private preview link publicly and contact us if you think somebody else has accessed it.
Your UK data rights
Depending on the circumstances, you can ask for access, correction, deletion, restriction, portability or an objection to certain processing. You can withdraw consent without affecting earlier lawful use. Email studio@heldportraits.co.uk; you may also complain to the UK Information Commissioner’s Office.
Children
The service is intended for adults placing or considering an order. Do not submit a child’s personal information in an inscription or photograph unless you have the authority and a proper reason to do so.
Version dated 25 July 2026. This page is a plain-English working draft and must be reviewed alongside the final controller details, retention schedule, international-transfer safeguards and processor agreements before live trading.