Privacy policy

We photograph children, so we take privacy and safeguarding seriously. This page explains what personal information we collect, why we collect it, and what we do with it.

Who we are

Roots & Bloom is a nursery photography business run by Marianne and Melanie, covering Bristol and surrounding areas. For the purposes of UK data protection law, we are the data controller for the information described on this page.

Business name and address: [legal business name and postal address]
ICO registration number: [ICO registration number]
Email: hello@rootsandbloom.uk

What we collect and why

When you get in touch

If you email us or use the enquiry form, we receive your name, your email address, the name of your nursery or setting, and whatever you tell us in your message. We use this to reply to you and, if you go ahead, to arrange your photography day.

Our lawful basis is our legitimate interest in responding to enquiries, and taking steps to enter into a contract with your setting.

When we photograph at a nursery

We take photographs of children at the request of their nursery, pre-school or Montessori setting. To make sure each family receives the right photographs, the setting may also give us children's names and room names.

No child is photographed without the appropriate parental or guardian consent. We agree the consent process with each setting before photography day, and the setting confirms which children may take part. Our lawful basis for taking and processing the photographs is that consent.

Photographs are used only for the agreed photography and ordering process. We do not use them for marketing, on social media or on this website without separate, additional permission from a parent or guardian.

When parents view and order photographs

Parents and guardians view their child's photographs and place orders through a secure online gallery. To process an order we need your name, contact details, delivery address and order details. Payment is handled by the gallery's payment provider; we do not see or store full card details.

Our lawful basis is the contract we have with you when you place an order.

Photographs shown on this website

The photographs of children on this website are shown with the permission of their parents or guardians. If your child appears here and you would like an image removed, email us and we will take it down promptly.

When you visit this website

This website does not use analytics or advertising cookies. Like most websites, it relies on a small number of outside services which receive technical information such as your IP address when your browser loads the page:

• Vercel, which hosts the website and keeps standard server logs.
• Google Fonts, which supplies the typefaces.

Who we share information with

We never sell personal information. We share it only where needed to provide our service:

• the nursery, pre-school or Montessori setting we are working with;
• our online gallery and ordering provider: GotPhoto;
• the print lab and delivery service that fulfil orders;
• our email and website hosting providers.

Some of these providers may store information outside the UK. Where they do, we rely on the safeguards UK law requires, such as adequacy regulations or standard contractual clauses.

How long we keep it

• Enquiries: kept for two years.
• Online galleries and photographs: [retention period after the ordering window closes].
• Order and payment records: six years, as required for tax and accounting.

Keeping information safe

We are both Enhanced DBS checked. Photographs are stored securely, galleries are private to each family, and access is limited to the two of us and the providers listed above.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you or your child;
• ask us to correct anything that is wrong;
• ask us to delete information or photographs;
• ask us to restrict or stop using your information;
• withdraw consent at any time, where we rely on consent;
• ask for your information in a portable format.

Parents and guardians can exercise these rights on behalf of their child. To do so, email hello@rootsandbloom.uk. We will respond within one month.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Changes to this policy

We may update this page from time to time. The date at the top shows when it was last changed.