Privacy policy
What we collect, why, who sees it and how long we keep it.
Last updated 11 October 2026.
Who we are
London Headshot is a trading name of A9K Media Limited (company number 14554659), registered in England and Wales. We decide how the personal information described here is used, which makes us its “controller” under UK data protection law.
For anything about your information, email hello@londonheadshot.co.uk.
What we collect and why
When you send an enquiry
The contact form asks for your name, email address, phone number, the service you are interested in, a preferred date and a message. We use these to reply to you and prepare a quote. Each enquiry is emailed to us and also kept in our website’s admin, so nothing is lost if an email goes astray.
Alongside the enquiry we store your IP address and browser details. We use them only to spot automated submissions and to stop the form being flooded.
Legal basis: taking steps at your request before entering into a contract, and our legitimate interest in answering enquiries and keeping the form free of spam.
When you book a session
If you go on to book, we keep the details needed to deliver the shoot and invoice for it: contact details, booking dates, correspondence and payment records. The photographs themselves are covered by our terms and conditions.
Legal basis: performing our contract with you, and our legal obligation to keep financial records.
If you are photographed
We may show photographs from our sessions in our portfolio, on this website and on social media, to show the work we do. If you appear in one and would rather you didn’t, email hello@londonheadshot.co.uk and we will take it down. Your organisation can also ask us not to use any images from its session.
Legal basis: our legitimate interest in showing examples of our work.
Analytics, only if you agree
If you accept analytics cookies, Google Analytics records which pages are visited, roughly where visitors are in the world, and what kind of device they use. We use this to understand which pages are useful. If you reject them, Google Analytics is not loaded at all. You can change your mind at any time on our cookie page.
Legal basis: your consent.
Server logs
Like almost every website, our hosting provider keeps short-lived technical logs of requests, including IP addresses, to keep the site secure and working.
Legal basis: our legitimate interest in running a secure website.
Who we share it with
We do not sell your information or use it for advertising. A small number of providers handle it on our behalf:
- Our web and email hosting provider stores the website, its database and our email.
- Cloudflare runs Turnstile, the spam check on our contact form. It receives technical information about your browser to confirm you are a person.
- Google provides Google Analytics (only if you accept it) and the typeface the site uses. Your browser fetches the typeface from Google, which means Google receives your IP address.
We may also share information where the law requires it, for example with HMRC.
Transfers outside the UK
Cloudflare and Google may process information in other countries, including the United States. Where they do, the transfer is protected by safeguards recognised under UK law, such as UK adequacy regulations or the approved international data transfer agreement.
How long we keep it
- Enquiries: two years, then deleted automatically. The IP address and browser details stored with an enquiry are deleted after 30 days.
- Booking and invoicing records: six years after the end of the financial year they relate to, as required for tax purposes.
- Analytics data: no longer than 14 months, then deleted by Google.
Your rights
You have the right to ask for a copy of the information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on your consent, you can withdraw it at any time.
To use any of these rights, email hello@londonheadshot.co.uk. We will reply within one month.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
If we change how we use your information, we will update this page and the date at the top.