Privacy Policy - The Charles Gallery | Photography

Artist Portraits

Birthday Portraits

Event Portraits

Lifestyle Portraits

the charles gallery

0123456789

0123456789

100

Loading Gallery ...

Photographer & Filmmaker

Privacy Policy

The Charles Gallery | Photography
Effective Date: 17 March 2026
Last Updated: 17 March 2026

1. Introduction

The Charles Gallery | Photography (“we,” “us,” “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your personal information when you engage with our photography services, website, social media platforms, studio, or any related services.

By using our services, booking a session, visiting our website, or interacting with us, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We collect various types of personal and non-personal information in the course of delivering our photography services.

2.1 Personal Information

Full name and surname.
Email address.
Phone number.
Physical address.
Billing and payment details.
Identification details (if required for contracts or legal purposes).
Social media handles (if interacting with us online).

2.2 Photography & Media Content

Photographs, videos, and digital media captured during sessions.
Metadata associated with images (date, time, location, device information).
Visual likeness, appearance, and identifiable features.

2.3 Client Project Information

Event details (lifestyle events, corporate events, birthdays, baby showers, weddings etc.).
Preferences, mood boards, creative direction.
Shot lists and special requests.
Guest information (if applicable).

2.4 Technical & Usage Data

IP address.
Browser type and version.
Device type.
Pages visited and time spent on our website.
Cookies and tracking data.

3. How We Collect Information

We collect information through:

Direct interactions (booking forms, emails, calls, consultations).
Contracts and service agreements.
Website forms and enquiries.
Social media interactions.
On-site photography sessions and events.
Automated technologies such as cookies and analytics tools.

4. How We Use Your Information

We use your information for the following purposes:

4.1 Service Delivery

To plan, manage, and execute photography sessions.
To communicate before, during, and after your booking.
To deliver final edited images and media.

4.2 Business Operations

Processing payments and invoices.
Managing bookings and schedules.
Internal record keeping.

4.3 Marketing & Promotion

Showcasing selected images in portfolios, websites, and social media.
Creating promotional materials and advertisements.
Publishing testimonials and client feedback.
(We will always respect prior agreements regarding image usage.).

4.4 Customer Experience

Improving our services and offerings.
Personalising your experience.
Responding to inquiries and support requests.

4.5 Legal & Compliance

Enforcing contracts.
Complying with legal obligations.
Resolving disputes.

5. Media Usage & Rights

5.1 Ownership

All photographs and media captured by The Charles Gallery | Photography remain the intellectual property of the business unless otherwise agreed in writing.

5.2 Client Usage Rights

Clients are granted usage rights according to their package or contract, which may include:
Personal use.
Social media sharing.
Printing rights.
Commercial usage requires prior written consent.

5.3 Promotional Use

We reserve the right to use selected images for:
Portfolio display.
Website galleries.
Social media marketing.
Competitions and exhibitions.

Clients may request privacy or opt-out of promotional use in writing before or after the session.

6. Sharing Of Information

We do not sell your personal information. However, we may share data with:

6.1 Service Providers

Payment processors.
Cloud storage providers.
Editing and retouching partners.
Printing labs and album suppliers.

6.2 Legal Authorities

When required by law.
To protect our legal rights.
To prevent fraud or illegal activity.

6.3 Business Transfers

In the event of a merger, sale, or restructuring, your data may be transferred as part of the business assets.

7. Data Storage & Security

We implement appropriate technical and organisational measures to protect your data, including:

Secure cloud storage systems.
Password-protected databases.
Limited access to authorised personnel only.
Encrypted file transfers (where applicable).

Despite our efforts, no system is completely secure. We cannot guarantee absolute security.

8. Data Retention

We retain your data for as long as necessary:

Client information: up to 5 years for business and legal purposes.
Photographs and media: archived indefinitely unless requested otherwise.
Financial records: as required by law.

Clients may request deletion of their data, subject to legal and contractual limitations.

9. Cookies & Tracking Technologies

Our website may use cookies to:

Improve user experience.
Analyse website traffic.
Remember user preferences.

You can disable cookies through your browser settings, but some features may not function properly.

10. Third-Party Links

Our website and platforms may contain links to third-party websites (e.g., social media platforms). We are not responsible for their privacy practices. Users are encouraged to review their policies separately.

11. Client Responsibilities

Clients are responsible for:

Obtaining consent from individuals being photographed.
Informing guests or participants of photography coverage.
Ensuring legal compliance for events and public spaces.

12. Children's Responsibilities

We may photograph minors with the consent of a parent or legal guardian. We do not knowingly collect personal data from children without appropriate authorisation.

13. Your Rights

You have the right to:

Access your personal data.
Request corrections.
Request deletion (where applicable).
Withdraw consent for marketing use.
Object to certain data processing activities.

To exercise your rights, contact us using the details below.

14. POPIA Compliance
(South Africa)

As a South African business, we comply with the Protection of Personal Information Act (POPIA). We ensure:

Lawful and transparent data processing.
Minimal data collection.
Secure storage and handling.
Respect for data subject rights.

15. Changes To This Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with the updated effective date. Continued use of our services indicates acceptance of the updated policy.

16. Contact Information

For any questions, concerns, or data requests, please contact:

The Charles Gallery | Photography
Email: privacy@thecharlesgallery.co.za
Phone: +27 73 366 1128
Website: www.thecharlesgallery.co.za

17. Consent

By engaging with The Charles Gallery | Photography, booking services, or using our platforms, you acknowledge that you have read, understood, and agreed to this Privacy Policy.