Plain English TL;DR summary:

Here’s the simple version: I only collect the information I need to run The Photogs VA smoothly, like your name, email, and details you share when working with me. I use trusted tools (MailerLite, Studio Ninja, NordPass, PayPal/Stripe) to do this but your data stays safe and I never sell it.

Passwords are stored securely in NordPass and you get to decide whether I delete them straight after working together or keep them safely for up to a year in case you want my help again, or you can change your passwords. You’re always in control of your information and you can contact me any time at hello@thephotogsva.co.uk

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Privacy Policy for The Photogs VA

Last updated: 1st Oct 2025

This website is owned by Jo Robertson, The Photogs VA. You can contact me directly at 📧 hello@thephotogsva.co.uk anytime and I’ll get back to you within 48 hours.

I care about your privacy and want you to feel confident about how your information is used when you visit my website, interact with me or work with me. This policy explains what I collect, why I collect it, and how you can take control of your data.

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1. About This Policy

I respect your privacy and comply with data protection laws (including UK GDPR). This policy applies whenever I’m the “data controller,” meaning I decide how and why your personal data is collected and used.

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2. Information I Collect

Depending on how you interact with me, I may collect:

• Website usage data – things like your IP address, browser type, and how you use my website (via tools such as Google Analytics).
• Contact details – your name, email, and business information if you get in touch or sign up to my newsletter.
• Client information – details you provide when working with me through my CRM (Studio Ninja).
• Payment details – processed securely by trusted payment providers (I don’t store your full card details).
• Marketing preferences – if you choose to join my mailing list via MailerLite.
• Correspondence – emails or messages you send me.

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3. How I Use Your Data

I use your information to:

• Deliver the services you’ve booked with me.
• Reply to enquiries and keep in touch about projects.
• Send newsletters, updates, or promotions (only if you’ve opted in).
• Improve my website and services by analysing usage data.
• Keep accurate records for tax, legal, and business reasons.
• Protect my website, services, and clients from fraud or misuse.

I will never sell or rent your data.

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4. Cookies

Like most websites, mine uses cookies (small text files saved on your device). These help the site run smoothly, remember your preferences, and track performance.

You can block or delete cookies in your browser settings if you prefer. Just be aware that some parts of the site may not work properly without them.

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5. Affiliate Links & Advertising

Occasionally, I share affiliate links or sponsored content. If you click through and make a purchase, I may earn a small commission — at no extra cost to you.

Any paid partnerships or sponsorships will always be clearly marked, and I only recommend things I genuinely believe are helpful.

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6. Sharing Your Data with Third Parties

To run my business smoothly, I work with a few trusted providers:

• MailerLite – for email sign-ups and newsletters. Their privacy policy: https://www.mailerlite.com/legal/privacy-policy
• Studio Ninja – my client management system. Their privacy policy: https://www.studioninja.co/privacy
• NordPass – for securely managing passwords and login details when clients share them with me. Their security policy: https://nordpass.com/security
• Payment processors (like PayPal or Stripe) – to handle transactions securely.

These providers only process data as needed to provide their services and cannot use it for anything else. I may also share information if required by law or to defend my legal rights.

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7. Passwords & Sensitive Information

As part of setting up or managing systems for you, it will be necessary for you to share login details or other sensitive credentials with me. I take this responsibility extremely seriously.

All passwords are stored securely using NordPass, a password manager that uses zero-knowledge architecture and advanced encryption. This means that even NordPass cannot access the information stored in your vault.

Once our work together is complete, you can choose whether:

• All passwords are deleted immediately from my system, or I securely retain them for up to one year in case you’d like me to continue supporting you in the future.
• After one year, unless you’ve asked me to keep them longer, all stored passwords will be permanently deleted.

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8. International Data Transfers

Some providers (such as MailerLite) may store data outside the UK/EEA. When that happens, they use lawful safeguards to keep your information safe.

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9. Data Retention

I only keep personal data for as long as it’s needed for the purposes outlined here, unless the law requires longer (for example, I must keep tax records for six years).

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10. Security

I use reasonable technical and organisational measures (like encryption and secure servers) to protect your information. That said, no system is 100% secure, and I can’t guarantee complete protection against data breaches.

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11. Your Rights

You have rights under data protection law, including:

• Accessing the data I hold about you.
• Asking me to correct inaccurate details.
• Requesting deletion of your data.
• Restricting or objecting to processing.
• Receiving your data in a portable format.
• Withdrawing consent (if processing is based on consent).

If you want to exercise any of these rights, just email me. You can also lodge a complaint with the UK Information Commissioner’s Office (ICO) if you’re concerned.

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12. Children’s Privacy

My services are for adults. I don’t knowingly collect data from anyone under 16. If you believe I have, please contact me so I can delete it.

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13. Third-Party Websites

My website may contain links to other sites. I’m not responsible for the privacy practices of those websites, so please check their policies too

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14. Updates to This Policy

I may update this privacy policy from time to time. Changes will be posted on this page, and if they’re significant, I may notify you by email.

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15. Contact Me

If you have any questions about this policy or how I handle your data, you can reach me at: hello@thephotogsva.co.uk or via the contact page on my website.