Privacy Policy

Last updated: 24 October 2026

Wren & I Photography is based in Ballarat, Victoria. Your photographs and the information you share deserve care. This policy explains how we handle personal information when you enquire, book a session, visit our website or use a client gallery.

What we collect and why

We collect the details needed to respond to enquiries and provide photography services: your name, contact details, session preferences, agreed locations, correspondence, questionnaire answers, contracts, invoices and payment records. Photographs may identify you and other people in your session. For family sessions, we may ask for children’s ages and relevant planning information from a parent or guardian.

Please share only what is relevant. Health, accessibility or other sensitive details are optional unless needed to arrange a particular request. We will explain why we need them and seek appropriate consent. If essential booking details are not provided, we may be unable to arrange or deliver the requested service.

We generally collect information directly from you through our website, email, questionnaires, booking documents and sessions. If you provide another person’s details or arrange photographs involving children, please ensure you have appropriate authority and make this policy available to them.

How information is used

We use information to plan and photograph your session, communicate with you, deliver galleries and orders, process payments, keep business records and respond to questions or complaints. We do not sell your personal information.

Permission to photograph you is separate from permission to promote our business using your photographs. Portfolio, website and social media use follows the consent agreed for your session, including restrictions on names or identifying children. Contact us to discuss or withdraw promotional permission for future use; we will explain what can reasonably be removed and any limits involving material already printed or distributed. Purchasing images, leaving a review or selecting gallery favourites does not itself give promotional permission.

Marketing emails are separate from essential booking and delivery messages. Where we send marketing, you can opt out using the message’s unsubscribe option or by contacting us.

Service providers and overseas processing

We use service providers to operate the business, including Pixieset for website, booking and gallery services, Stripe for payment processing, Zoho Books for bookkeeping, and email, cloud storage and print fulfilment providers. We share information needed for their role, such as delivery details with a print provider when you order products. Payment providers handle card details; please do not send full card details by email or through an enquiry form.

Some providers operate internationally, so information may be stored or processed outside Australia. Locations depend on the provider and service used. Contact us for current details about the providers involved in your booking and their processing locations. Their own privacy policies also explain how they handle information. We may disclose information where required by law or reasonably necessary to establish, exercise or defend legal rights.

Website information and links

Our website and hosting services may receive technical information such as IP addresses, browser details and activity logs, and use cookies needed for site functions. You can manage cookies in your browser, although some functions may be affected. Links to galleries, payment services and social platforms take you to services with their own privacy practices.

Storage, security and retention

We use account access controls, two-factor authentication and local and cloud backups to help protect information. No storage or internet service can be guaranteed completely secure. Keep private gallery access details confidential and contact us if you suspect unauthorised access.

For standard sessions, online galleries are available for six months from final delivery, delivered JPEGs are retained for five years and delivered-image RAW files with editing support for twelve months. For weddings or other agreed unrepeatable events, the extended periods are twelve months for galleries, ten years for JPEGs and two years for selected RAW files. Rejected frames may be deleted after ninety days once delivery and backups are verified. RAW retention does not include a promise to supply RAW files.

Core client records, including agreements, invoices, payments and relevant correspondence, are generally retained for seven years from the latest of session completion, cancellation or final payment. Session-planning information is reviewed after twelve months and removed when no longer needed. Consent records are retained while relevant photographs are retained or used. Records may be kept longer where required by law or needed for an unresolved claim. Information is securely deleted or de-identified when no longer required, including through normal backup-retention cycles.

Gallery expiry and archive deletion are separate. Please download and independently back up your delivered images before your gallery expires. Restoration may be available while the JPEG archive is retained; contact us to check availability.

Access, corrections and privacy concerns

To request access to or correction of your information, discuss promotional consent, ask about retention, or raise a privacy concern, email wrenandiphotography@outlook.com. We may need to verify your identity before releasing or changing private information. We will explain any lawful reason we cannot fulfil a request.

We aim to acknowledge privacy complaints within five business days and provide a substantive response within thirty days. If more time is needed, we will explain why and keep you updated. If you remain concerned, you can contact the Office of the Australian Information Commissioner at oaic.gov.au to ask about available assistance and whether your matter falls within its jurisdiction.

We may update this policy as our services or practices change. The date above identifies the current version. Changes do not retrospectively expand an existing promotional consent.