How we look after your information
Privacy Policy
We collect only what we need to scan your photos and get them back to you safely. This policy explains what we collect, why, who helps us, how long we keep it, and your rights.
1. Who we are
Bournemouth Photo Scanning is a trading name of Factory 97 Ltd (company number 06604793). We are the data controller for the personal information described here.
For any privacy question, use the contact form on our website.
2. What we collect
- Contact and order details: your name, collection address, postcode, phone number, email address, order number and what you ordered. If you order for someone else, we also hold their name and address.
- Payment information: payments are handled by Stripe. We see confirmation that you've paid and the last four digits of your card, but never your full card details.
- Booking details: the collection time you choose and any notes you give us.
- Contact form messages: your name, email, postcode if you give it, and your message.
- Messages: emails you send us, and records of the updates we send you.
- Your photos: see section 3.
3. Your photos
Your photos often show people, so the scans can contain personal information about you, your family and others. We handle them with particular care:
- We use your photos only to scan them, check the scans, and deliver them to you on USB and in your private online album.
- We never use them for marketing, never share or sell them, and never use them to train AI.
- We don't use face recognition or any automatic analysis of who or what is in your photos. The only automatic processing is colour correction and red-eye removal.
- Only our own team handles your original photos and views your scans, and only as needed to scan and check them.
4. Why we use your information
| What we do | Our legal basis |
|---|---|
| Taking your order, posting your pack, collecting, scanning and returning your photos, providing your online album | To perform our contract with you |
| Sending service updates by email, and replying to your messages | To perform our contract with you |
| Keeping order and payment records for tax and accounting | To meet our legal obligations |
| Checking your postcode is in our area, preventing fraud, improving our service | Our legitimate interests in running a safe, efficient business |
| Reminding you before your online album renews | To perform our contract with you |
| Asking for a review after your order | Our legitimate interests. You can ask us to stop at any time. |
We don't send marketing emails unless you've asked us to.
5. Who helps us
We use a small number of trusted service providers who process information on our behalf and only as we instruct:
- Stripe, for taking payments
- Cal.com, for collection bookings
- Royal Mail, for posting your collection pack
We may also share information if the law requires us to, or to protect people from harm (see section 12 of our Terms of Service).
6. Transfers outside the UK
Some of our providers, such as Stripe and Cal.com, may process information in the United States or elsewhere outside the UK. When this happens, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the UK–US data bridge.
7. How long we keep it
| Information | How long |
|---|---|
| Your scans, if you don't keep the online album | Deleted 90 days after we return your order |
| Your scans, if you keep the online album | Kept while the album is active, then deleted 30 days after it ends |
| Contact form messages | 2 years, unless they relate to an order |
| Order, payment and VAT records | 6 years, as required by law |
| Contact details and order history | 6 years after your last order, unless you ask us to delete them sooner where the law allows |
8. Keeping it safe
We use encrypted connections, password-protected albums with unguessable links, restricted access to our systems, and regular backups. Your original photos are kept in locked, fire-resistant storage while they're with us. No system is completely secure, but if something did go wrong, we'd tell you and the Information Commissioner's Office where the law requires.
9. Cookies
Our website uses only the cookies it needs to work. We don't use advertising or tracking cookies. When you pay, Stripe may use its own cookies to keep payments secure and prevent fraud. [Update if you add analytics.]
10. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that's wrong;
- ask us to delete your information, including your scans, where we don't need to keep it by law;
- ask us to restrict or stop using your information in some cases;
- object to us using your information for our legitimate interests; and
- ask for your information in a format you can take elsewhere.
To use any of these rights, use our contact form. We'll respond within one month. It's free in most cases.
If you're unhappy with how we've 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.
11. Changes to this policy
We'll update this policy if the way we handle information changes, and show the date of the latest version at the top.