By sophie legal policies

By Sophie Photography
Busselton, Western Australia
bysophiephotography.com.au

Last updated: 29 August 2026

1. ABOUT BY SOPHIE PHOTOGRAPHY

By Sophie Photography is a photography business based in Busselton, Western Australia. This Privacy Policy explains what personal information I collect, why I collect it, how I use and protect it, and how you can contact me about your information.

2. INFORMATION I COLLECT

Depending on the service you enquire about or book, I may collect your full name; partner or co-parent's name; email address; phone number; residential or postal address; children's names and ages; session date, location and photography preferences; due date and intended birth location where relevant; information provided through client questionnaires, booking forms, contracts and communications; booking, invoice and payment information; photographs and videos taken during your session; and information voluntarily provided through my website, social media or other communication channels.

3. HOW I COLLECT YOUR INFORMATION

I may collect personal information when you submit an enquiry, contact me by email, phone, text message or social media, complete a booking form or questionnaire, make a payment, communicate about your session, subscribe to marketing, or provide information before, during or after a photography session. I generally collect information directly from you.

4. WHY I COLLECT YOUR INFORMATION

I collect and use your information to respond to enquiries; provide quotes; manage bookings; prepare for and conduct sessions; communicate with you; process payments and invoices; deliver photographs and galleries; provide customer service; maintain business and financial records; send requested or consented marketing communications; improve my services and website; protect my business and clients; and comply with legal and accounting obligations.

5. PHOTOGRAPHS AND IMAGES

Photographs may contain identifiable information about you, your children, partner, family members or other people photographed during a session. Photographs are primarily collected and held so I can provide the photography services you book, edit your images, create and deliver your gallery, and maintain appropriate business records.

Photographs are edited using Adobe photography software. Edited photographs may then be stored, backed up and delivered through the systems described in this Privacy Policy.

6. USE OF PHOTOGRAPHS FOR MARKETING

I will only use your photographs for my portfolio, website, social media, advertising, competitions, promotional material or other public-facing marketing purposes where you have provided the appropriate permission or consent under my booking terms or model release. You are not required to agree to marketing use of your photographs in order to book a session unless expressly stated otherwise for a particular promotion.

7. CHILDREN'S PHOTOGRAPHS

Because I specialise in maternity, newborn and family photography, many images feature children and babies. I treat photographs of children with particular care. Where photographs of children are used publicly for marketing purposes, I rely on permission provided by a parent or legal guardian where required.

8. BIRTH PHOTOGRAPHY AND SENSITIVE INFORMATION

Birth photography can involve information that is deeply personal and private. Birth clients may provide information relating to pregnancy, planned birth, birth location, support people, medical circumstances or other details necessary for the photography service.

I will treat this information confidentially and will only use or disclose it for purposes connected with providing my services, managing my business, complying with legal obligations, or where you have given permission.

9. WHO I MAY SHARE YOUR INFORMATION WITH

I use trusted third-party software and service providers to help me operate By Sophie Photography and provide photography services to my clients.

These providers may include:

Studio Ninja – I use Studio Ninja as my client relationship management (CRM) and booking system. Client information may be stored within Studio Ninja for purposes including enquiries, bookings, contracts, questionnaires, client communication and business administration.

Pixieset – I use Pixieset for online photography gallery delivery and image hosting. Your name, email address and photographs may be uploaded to Pixieset so that I can create and deliver your private photography gallery.

Flodesk – I use Flodesk for email marketing. If you subscribe to my marketing communications, your name and email address may be stored and processed through Flodesk for the purpose of sending newsletters, promotions and other marketing communications.

Xero – I use Xero for invoicing, accounting and financial record keeping. Information such as your name, contact details, invoice details and payment information may be stored in Xero where required for business and accounting purposes.

Google – I use Google services for business email and related business services. Your communications with me may therefore be processed or stored through Google services.

Dropbox – I use Dropbox for digital file storage and backup of business information and photography files.

Google storage services – I may use Google storage services for the storage and backup of business information and photography files.

External hard drives – I use physical hard drives to store and back up photography files and business information. These drives are kept under my control and reasonable security measures are taken to protect the information stored on them.

Adobe – I use Adobe software to edit and process photographs. Photography files may be processed through Adobe applications as part of providing the photography services.

Other service providers may be used from time to time where reasonably necessary to operate my business or provide services to you.

I may also disclose information to professional advisers, a second or associate photographer where relevant to your booking, or government agencies or authorities where legally required.

I do not sell your personal information.

10. OVERSEAS SERVICE PROVIDERS

Some of the third-party technology and service providers used by By Sophie Photography may store or process information outside Australia.

This may include personal information, client information and photographs. These providers may include Studio Ninja, Pixieset, Flodesk, Xero, Google, Dropbox and Adobe, depending on the service being used and the provider's current data storage and processing arrangements.

These third-party providers operate under their own privacy policies and terms. Where practical, I will take reasonable steps to use reputable providers and will update this Privacy Policy if there are significant changes to the providers I use.

11. HOW I STORE AND PROTECT YOUR INFORMATION

I take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure.

Depending on the information, this may include password-protected accounts, secure cloud storage, access controls, secure online galleries, device security, physical hard-drive backups and secure payment and accounting systems.

I maintain backups of photography files using a combination of cloud storage services, including Dropbox and Google storage services, as well as physical hard drives.

No electronic storage, online service or transmission method can be guaranteed to be completely secure.

12. HOW LONG I KEEP YOUR INFORMATION

I retain personal information for as long as reasonably necessary for providing services, maintaining business records, resolving disputes, protecting my business and meeting legal or accounting requirements.

Photographs may be retained after gallery delivery for purposes such as backup, gallery access, re-ordering or business records.

If you require photographs to be permanently deleted after delivery, you may contact me to discuss the request. Some information may need to be retained where I have a legal, contractual, insurance or legitimate business reason to do so.

13. WEBSITE COOKIES AND ANALYTICS

My website may use cookies, analytics tools and similar technologies to help the website function, understand how visitors use it and improve the user experience.

These technologies may collect information such as IP address, browser type, device information, pages visited, approximate location, time spent on the website and how you arrived at the website.

Third-party providers may handle information under their own privacy policies.

You can manage or disable cookies through your browser settings.

14. EMAIL MARKETING

If you choose to subscribe to my email list, I may collect your name and email address to send newsletters, promotions, booking information, photography updates and other communications.

I use Flodesk to manage and send marketing emails.

You can unsubscribe from marketing emails at any time using the unsubscribe link provided in the email or by contacting me. Unsubscribing will not affect communications necessary for an existing booking or contractual relationship.

15. YOUR PRIVACY RIGHTS

Depending on whether and how the Privacy Act 1988 (Cth) applies to my business, you may have rights relating to your personal information.

You may contact me to ask what personal information I hold, request access, ask for correction, ask questions about how information is used, raise a privacy concern, or withdraw consent where consent is the basis for a particular use.

I will respond to reasonable requests within a reasonable timeframe. Some requests may be limited by legal obligations or other lawful grounds.

16. PRIVACY COMPLAINTS

If you believe I have mishandled your personal information, please contact me first so I have an opportunity to understand and resolve your concern.

Please provide as much information as possible about what happened and the outcome you are seeking.

If the Privacy Act applies and you are not satisfied with my response, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

17. THIRD-PARTY WEBSITES

My website and social media pages may contain links to third-party websites or services.

I am not responsible for the privacy practices, security or content of third-party websites. I recommend reviewing their privacy policies before providing personal information.

18. CHANGES TO THIS PRIVACY POLICY

I may update this Privacy Policy from time to time to reflect changes to my business, technology, service providers or legal requirements.

The updated version will be published on my website with the updated date shown at the top.

19. CONTACT

If you have any questions about this Privacy Policy, want to request access to or correction of your personal information, or have a privacy concern, please contact:

By Sophie Photography
Busselton, Western Australia
Email: [email protected]
Website: www.bysophiephotography.com.au

Last updated: 29 August 2026

Important note: These Website Terms & Conditions are a general business template and are not legal advice. They should be reviewed by an Australian lawyer if you want them specifically tailored to your business, contracts, website, photography services and obligations under Australian law.