Last updated: 24 January 2026
Wards Photo Booths (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share personal data when you visit our website, contact us, book our services, or use our event features.
1) Who we are
Business name: Wards Photo Booths
Location: Wolverhampton, England
Email: mark@wardsphotobooths.co.uk
Phone: +44 1902 288256
Data controller: Wards Photo Booths (the organisation responsible for your personal data)
2) The personal data we collect
We may collect and process the following:
Website enquiries and bookings
- Name
- Email address
- Phone number
- Event details (date, venue/location, event type, times)
- Any information you include in messages or forms
Event services (photo booth)
Depending on the service booked, we may process:
- Photos and/or videos taken at your event
- Names/notes you provide for booking and event coordination
- Delivery details (where we send galleries/files)
Capture Every Memory (QR uploads)
If your event uses QR uploading, we may collect:
- Photos/videos uploaded by guests
- Optional captions/messages added by guests
- Basic device/technical info needed to upload (e.g., file type, upload time, IP address for security/fraud prevention)
Automatically collected website data
When you browse our website, we may collect:
- IP address (or a shortened/anonymised version where possible)
- Device and browser information
- Pages viewed and interactions (via cookies or similar technologies)
3) How we use your personal data
We use your data to:
- Respond to enquiries and provide quotes
- Confirm bookings and deliver our services
- Manage event logistics and customer support
- Deliver galleries/files and any digital content included with your booking
- Improve our website and services
- Protect our website and services from fraud or misuse
- Comply with legal or accounting obligations
4) Our legal bases for processing (UK GDPR)
We process personal data under one or more of these lawful bases:
- Contract: to provide a quote, manage your booking, and deliver services you request
- Legitimate interests: to run and improve our business, prevent fraud, and provide customer support (balanced against your rights)
- Consent: where you choose to opt in (e.g., marketing emails, certain cookies)
- Legal obligation: where we must keep records for legal/tax reasons
5) Photos, videos, and event content
Photo booth content
Photos/videos captured at events can be personal data. We process this content to deliver the service booked and provide event memories to the booking customer.
Capture Every Memory (QR uploads)
For events using QR uploads:
- Guests choose what to upload.
- Uploaded content is intended for the event and is typically shared with the event organiser/booking customer.
- The event organiser/booking customer is responsible for letting guests know about the QR upload and how the content will be used at that event.
Important: Guests should only upload content they have the right to share and that they are comfortable sharing within the event gallery.
Marketing use of images
We will not use identifiable event photos/videos for our own marketing (website/social media) unless we have permission from the relevant person(s) or the booking customer confirms they have obtained permission where required.
6) Who we share personal data with
We may share data with trusted service providers who help us run our website and deliver services, such as:
- Website hosting provider Hostinger
- Email provider
- Gallery/file delivery or cloud storage
- Review widgets/embeds (e.g., Trustindex/Google reviews)
- Payment provider (if you take online payments)
- QR upload/gallery provider (if third-party)
We only share what is necessary and expect providers to protect your data.
We may also share data if required by law or to protect our rights, customers, or services.
7) International transfers
Some providers store or process data outside the UK. Where this happens, we take steps required by law to protect your data (for example, using appropriate safeguards such as international data transfer agreements).
8) How long we keep your data (retention)
We keep personal data only as long as needed:
- Enquiries: typically up to [6–12 months] after last contact
- Bookings and invoices: typically [6 years] to meet UK tax/accounting obligations
Set timeframes that match how you actually operate.
9) Cookies and similar technologies
Our website may use cookies (and similar tools) to:
- Make the site work properly
- Understand how visitors use the site
- Improve performance and user experience
Some embedded content (like maps, videos, or review widgets) may set cookies through third-party providers.
10) Marketing
If we send marketing emails, we will only do so where permitted by law. You can opt out at any time by using the unsubscribe link in emails or contacting us at mark@wardsphotobooths.co.uk
11) Your data protection rights
You may have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion (in certain cases)
- Restrict or object to processing (in certain cases)
- Request data portability
- Withdraw consent (where we rely on consent)
To exercise your rights, contact mark@wardsphotobooths.co.uk
12) Keeping your data secure
We use reasonable administrative, technical, and organisational measures to protect personal data. No system is 100% secure, but we work to prevent unauthorised access, loss, or misuse.
13) Children’s privacy
Our services are designed for events and general audiences. If you believe a child has provided personal data through our website without appropriate permission, please contact us and we will address it.
14) Complaints
If you have concerns, please contact us first, and we will do our best to resolve them.
You also have the right to complain to the UK supervisory authority: the Information Commissioner’s Office (ICO).
15) Changes to this Privacy Policy
We may update this policy from time to time. The latest version will always be posted on this page with the updated date.
