Privacy Policy

Last Updated: January 2025

Harbor Ledger Field ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website harborledgerfield.online or use our professional photography services.

1. Information We Collect

1.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out contact forms or inquiry forms on our website
• Subscribe to our newsletter
• Book photography services
• Communicate with us via email or telephone
• Participate in photography sessions

This information may include:

• Name (first and last)
• Email address
• Telephone number
• Postal address
• Event date and location details
• Payment information
• Photographs and images captured during sessions

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Referring website addresses
• Pages viewed and time spent on pages
• Access times and dates

1.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and understand where our visitors are coming from. You can control cookie settings through your browser preferences.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and deliver photography services you request
• To process payments and maintain transaction records
• To communicate with you about bookings, appointments, and services
• To send newsletters and marketing communications (with your consent)
• To respond to your inquiries and customer service requests
• To improve our website functionality and user experience
• To analyze website usage and trends
• To comply with legal obligations
• To protect against fraudulent or illegal activity

3. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA) and United Kingdom, we process your personal data based on:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for the performance of a contract with you
• Legal Obligation: Processing is necessary for compliance with legal obligations
• Legitimate Interests: Processing is necessary for our legitimate business interests

4. Image Rights and Usage

Photographs and images created during our photography sessions are subject to the following:

• Copyright in all photographs remains with Harbor Ledger Field unless otherwise agreed in writing
• Clients receive usage rights as specified in their service contract
• We may use selected images for portfolio, marketing, and promotional purposes unless you opt-out
• You may request removal of your images from our marketing materials at any time
• We will obtain separate consent before using images featuring identifiable individuals in advertising

5. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

5.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Payment processing
• Website hosting and maintenance
• Email marketing services
• Cloud storage for image delivery
• Analytics and website optimization

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes or government requests
• Enforce our terms and conditions
• Protect our rights, privacy, safety, or property
• Prevent fraud or illegal activities

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• SSL encryption for data transmission
• Secure servers and encrypted databases
• Regular security assessments
• Limited access to personal information by authorized personnel only
• Secure backup systems

However, no method of transmission over the internet is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

• Client contact information: Duration of business relationship plus 7 years for tax purposes
• Transaction records: 7 years in compliance with UK tax law
• Marketing communications: Until you unsubscribe or request deletion
• Website analytics data: Up to 26 months
• Photography images: As specified in service contracts, typically 1-5 years

8. Your Rights

Under data protection laws, including GDPR, you have the following rights:

• Right to Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Request transfer of your data to another organization
• Right to Object: Object to processing of your personal data
• Rights Related to Automated Decision-Making: Not be subject to automated decisions

To exercise any of these rights, please contact us using the information provided below.

9. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

10. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. International Data Transfers

Your information may be transferred to and processed in countries outside of your country of residence. We ensure appropriate safeguards are in place to protect your data in compliance with applicable data protection laws.

12. Marketing Communications

With your consent, we may send you marketing communications about our services, special offers, and photography tips. You can opt-out at any time by:

• Clicking the "unsubscribe" link in our emails
• Contacting us directly
• Updating your communication preferences

13. Google Analytics and Facebook Pixel

We use Google Analytics and Facebook Pixel to analyze website traffic and user behavior. These tools may collect information about your visits, including pages viewed, time spent, and browsing patterns. You can opt-out of Google Analytics using the Google Analytics Opt-out Browser Add-on.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Information

16. Supervisory Authority

If you are located in the EEA or UK and believe we have not addressed your privacy concerns adequately, you have the right to lodge a complaint with your local data protection supervisory authority.