PRIVACY POLICY The S.P.A.C.E
The Southend Photographic And Creative Environment
Graham Cann
Last updated: 17th February 2026
1. INTRODUCTION
The S.P.A.C.E - The Southend Photographic And Creative Environment (we, us, our) is committed to protecting your privacy and personal data.
This Privacy Policy explains how we collect, use, store, and protect your information when you use our services, visit our website, or interact with us.
Business Details: Name: The S.P.A.C.E - The Southend Photographic And Creative Environment
Owner/CEO: Graham Cann Address: 23 Rutherford Close, Southend-on-Sea, Essex, SS9 5LQ
Email: hello@the-s-p-a-c-e.co.uk
Phone: 07902 107313
Website: www.the-s-p-a-c.e.co.uk
2. INFORMATION WE COLLECT
We may collect the following types of personal information:
Contact Information: • Name • Email address • Phone number • Postal address
Booking and Service Information: • Booking details for studio hire, darkroom hire, or photography sessions • Service preferences and requirements • Appointment dates and times • Special requests or accessibility needs
Payment Information: • Billing address • Payment card details (processed securely through our payment processors) • Transaction history • Purchase records
Photography and Creative Services: • Images captured during portrait or branding photography sessions • Usage preferences for photographs • Model release forms and consent documentation • Film developing specifications and preferences
Technical Information: • IP address • Browser type and version • Device information • Pages visited on our website • Cookies and similar technologies
Marketing and Communications: • Email subscription preferences • Communication history • Event attendance records • Newsletter engagement data
3. HOW WE COLLECT INFORMATION
We collect information through:
Direct Interactions: • When you book studio hire, darkroom facilities, or photography services • When you submit enquiry forms on our website • When you attend our workshops or events • When you purchase gift vouchers or products • When you subscribe to our mailing list • When you contact us by email, phone, or in person • When you drop off or post film for developing
Automated Technologies: • Cookies on our website • Analytics tools (Google Analytics) • Booking system data (Acuity Scheduling)
Third-Party Sources: • Social media platforms when you interact with our content • Payment processors (Squarespace Payments, Stripe, Square) • Google Business Profile reviews and interactions
4. HOW WE USE YOUR INFORMATION
We use your personal data for the following purposes:
Service Delivery: • To process and manage your bookings for studio hire, darkroom facilities, or photography sessions • To develop and scan your film • To communicate about your appointments and services • To send you booking confirmations and reminders • To provide customer support
Payment Processing: • To process payments for services, products, and gift vouchers • To manage deposits and outstanding balances • To issue invoices and receipts • To prevent fraud
Marketing and Communications: • To send you newsletters about upcoming events, workshops, and services (with your consent) • To inform you about new services or facilities • To send you promotional offers or special events information • To gather feedback about our services
Business Operations: • To improve our services and customer experience • To maintain our booking calendar and prevent double-bookings • To manage our studio facilities and equipment • To analyse website usage and improve our online presence • To comply with legal obligations
Photography Services: • To edit and deliver your portrait or branding photographs • To create your online gallery • To fulfill your photography session requirements • To obtain necessary permissions for image usage
5. LEGAL BASIS FOR PROCESSING (GDPR)
We process your personal data under the following legal bases:
Contract Performance: Processing necessary to fulfill our contract with you for studio hire, photography services, film developing, or other services you have booked.
Consent: When you have given explicit permission for marketing communications, photography usage, or other specific purposes.
Legitimate Interests: For business operations, fraud prevention, and improving our services, where not overridden by your rights.
Legal Obligation: To comply with tax, accounting, and other legal requirements.
6. DATA SHARING AND DISCLOSURE
We may share your information with:
Service Providers: • Acuity Scheduling (booking system) • Squarespace (website hosting and e-commerce) • Payment processors (Stripe, Square, Squarespace Payments) • Email marketing platforms • Google Analytics • Cloud storage providers
Legal Requirements: • When required by law, court order, or governmental authority • To protect our rights, property, or safety • To enforce our terms and conditions
Business Transfers: • In the event of a sale, merger, or acquisition of our business
Event Collaborators: • Workshop instructors or event facilitators (with your consent) • Other participants in group workshops or networking events (names only, with consent)
We do not sell your personal data to third parties.
7. PHOTOGRAPHY AND IMAGE USAGE
Portrait and Branding Photography: • All images remain your property • We retain images only for the purpose of delivering your order • We will not use your images for marketing without explicit written consent • We delete session images from our systems after delivery unless you request otherwise
Marketing Images: • If we wish to use any photographs for our portfolio, social media, or marketing materials, we will obtain your explicit written consent • You may withdraw consent for image usage at any time • We respect your right to control how your image is used
Workshop and Event Photography: • Group photos may be taken at events for marketing purposes • Attendance implies consent for group photography unless you notify us otherwise • Individual portraits will only be used with explicit consent
8. DATA RETENTION
We retain your personal data for the following periods:
• Booking Information: 7 years (for accounting and legal purposes) • Payment Records: 7 years (HMRC requirements) • Photography Session Images: Until delivery + 30 days (unless you request longer retention) • Film Developing Records: 12 months • Marketing Consent: Until you withdraw consent or become inactive (3 years of no engagement) • Website Analytics: 26 months • Email Communications: Until you unsubscribe or request deletion
After these periods, we securely delete or anonymise your data unless required to retain it by law.
9. YOUR RIGHTS UNDER GDPR
You have the following rights regarding your personal data:
• Right to Access: Request a copy of the personal data we hold about you • Right to Rectification: Request correction of inaccurate or incomplete data • Right to Erasure: Request deletion of your personal data (subject to legal obligations) • Right to Restriction: Request limitation on how we process your data • Right to Data Portability: Receive your data in a structured, machine-readable format • Right to Object: Object to processing based on legitimate interests or for marketing purposes • Right to Withdraw Consent: Withdraw consent for marketing or other consent-based processing at any time • Right to Complain: Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, contact us at hello@the-s-p-a-c-e.co.uk
10. DATA SECURITY
We implement appropriate technical and organisational measures to protect your personal data:
• Secure encrypted payment processing through certified payment providers • Password-protected systems and restricted access to personal data • Regular security updates and backups • Secure cloud storage with encryption • Staff training on data protection • Secure physical storage for paper records
However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
11. COOKIES AND TRACKING TECHNOLOGIES
Our website uses cookies to: • Enable essential website functionality • Remember your preferences and settings • Analyse website traffic and usage (Google Analytics) • Improve user experience
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
Cookie Types We Use: • Essential Cookies: Required for website operation • Analytics Cookies: Help us understand how visitors use our site • Booking System Cookies: Enable appointment scheduling functionality
12. THIRD-PARTY LINKS
Our website may contain links to third-party websites, social media platforms, or services. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before sharing personal information.
13. CHILDREN’S PRIVACY
Our services are not directed at children under 16. We do not knowingly collect personal data from children without parental consent. If you are a parent or guardian and believe we have collected information about a child, please contact us immediately.
14. INTERNATIONAL DATA TRANSFERS
Your data may be transferred to and stored in countries outside the UK/EU where our service providers operate. We ensure appropriate safeguards are in place to protect your data in accordance with GDPR requirements.
15. MARKETING COMMUNICATIONS
With your consent, we may send you: • Email newsletters about events, workshops, and services • Promotional offers and special events • Updates about our studio facilities
You can unsubscribe from marketing communications at any time by: • Clicking the unsubscribe link in any email • Emailing hello@the-s-p-a-c-e.co.uk • Contacting us by phone on 07902 107313
We will never share your email address with third parties for their marketing purposes.
16. FILM DEVELOPING SERVICES
When you drop off or post film for developing: • We store your contact details to return your negatives and scans • We handle your film with care and professional standards • We do not view or share your images except for quality control purposes • We securely delete digital scans after delivery unless you request retention • We return or securely dispose of negatives as per your instructions
17. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The Last Updated date at the top of this policy indicates when it was last revised.
We will notify you of significant changes by: • Posting the updated policy on our website • Sending an email to registered users (where appropriate)
18. CONTACT US
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:
Email: hello@the-s-p-a-c-e.co.uk
Phone: 07902 107313
Post: The S.P.A.C.E, 23 Rutherford Close, Southend-on-Sea, Essex, SS9 5LQ
19. COMPLAINTS
If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the UK’s supervisory authority:
Information Commissioner’s Office (ICO) Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Phone: 0303 123 1113 Website: www.ico.org.uk
By using our services, visiting our website, or providing your information to The S.P.A.C.E, you acknowledge that you have read and understood this Privacy Policy.