Privacy policy
Privacy Policy
Last updated: 21 October 2026
At Odelana, the trust people place in us matters. Whether you're browsing our work, getting in touch about a project, viewing a private gallery or ordering photographic prints, we want you to understand how your personal information is used and protected.
This Privacy Policy explains how we collect, use, store and share personal information across our websites, galleries, services and online ordering facilities.
1. Who we are
Odelana is operated by Odelana Group Limited, a company registered in England and Wales.
Company number: 12432204
Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
Websites:
For enquiries about this Privacy Policy or your personal information, please contact us through https://odelana.com/contact.
Privacy email: [Insert and verify monitored email address]
Odelana Group Limited is the data controller for the personal information it determines how and why to process. In some commercial projects, we may process information on behalf of another organisation under its instructions.
2. Information we collect
Depending on how you interact with Odelana, we may collect:
Contact and identity information: Your name, email address, telephone number, business or organisation, and the information you provide when contacting us.
Booking and project information: Details of your enquiry, event, location, preferences, requirements, contracts, invoices and communications.
Gallery information: Gallery access credentials or links, permitted access settings, selected favourites, download activity and other interactions with an online gallery, where these features are enabled.
Photographs, films and audio: Images, recordings and other media created or supplied as part of our work, which may contain identifiable individuals, voices, locations or contextual personal information.
Print ordering information: Your selected photographs, print sizes, quantities, cropping preferences, basket details, order history, delivery name and address, contact information, and payment status.
Account information: Where accounts are offered, authentication details, account preferences and associated activity.
Technical information: Information such as IP addresses, browser and device details, access logs, timestamps, security events and website interactions.
Payment information: Payment references, transaction status, amounts, refunds and related records. Payment providers may process your payment credentials directly. We do not require your full payment card details to be stored in our gallery database.
We may also receive relevant information from a client arranging photography or filming for other participants, or from someone who shares a gallery with you.
3. How we use your information
We use personal information to:
- Respond to enquiries and provide quotations.
- Arrange, manage and deliver photography, filmmaking and creative projects.
- Communicate with clients before, during and after a project.
- Create, edit, organise, store and deliver photographs and films.
- Provide and manage private online galleries.
- Enable authorised gallery viewing, image selection and downloads.
- Process print orders, payments, delivery and customer support.
- Manage invoices, refunds, accounting and business records.
- Maintain the performance, security and reliability of our websites.
- Investigate technical problems, misuse or security incidents.
- Comply with legal and regulatory responsibilities.
- Send promotional communications where permitted and subject to applicable consent and opt-out requirements.
We may use portfolio material to demonstrate our work where we have the necessary rights and lawful basis to do so, taking account of relevant agreements and privacy considerations.
4. Our legal bases for processing
Under UK data protection law, we rely on one or more of the following legal bases:
Contract: Where processing is necessary to provide services, fulfil an order or take steps you have requested before entering a contract.
Legitimate interests: Where necessary for proportionate business purposes, including customer communication, service improvements, fraud prevention, security, administration and protecting our legal rights, after considering individuals' interests and rights.
Legal obligation: Where we must retain information or process it to comply with applicable law, including tax and accounting requirements.
Consent: Where consent is required, including certain marketing communications, optional tracking technologies or particular uses of personal information.
We assess the appropriate lawful basis in the context of each activity. Where information is particularly sensitive, additional requirements and safeguards may apply.
You may withdraw consent at any time where consent is our legal basis. This does not affect processing already carried out lawfully.
5. Photography, filming and identifiable people
Our creative work frequently involves people, including families, wedding guests, event attendees, employees and members of the public.
Images and recordings may be personal data where individuals can be identified.
We handle this material according to the nature of the project, applicable agreements, reasonable expectations of participants and data protection requirements.
Some projects may include photographs or recordings of children. We take particular care with access permissions, publishing decisions and the protection of their personal information.
A client commissioning a project involving other individuals may also have responsibilities for informing participants and obtaining any permissions that are legally required.
Publication of photographs or films for promotional purposes is considered separately from their creation and delivery.
6. Private client galleries
Odelana provides online galleries for viewing, selecting, sharing and downloading photographs and other media.
Galleries may be private, protected by passwords or access links, or made accessible to a wider audience according to the settings chosen for a particular project.
We may process gallery access information, viewing and download activity, selections and related technical information to provide the service, manage access and maintain security.
People with a valid gallery link or access credentials may be able to view the material available through that gallery.
We encourage clients to share private links carefully and to contact us if access needs to be restricted.
Gallery access and retention arrangements may vary by project. Clients should download and securely back up any files they are entitled to retain.
7. Prints and photographic orders
Where print ordering is available, we use information necessary to process and fulfil purchases.
This may include:
- Selected photographs and print specifications.
- Customer contact and delivery information.
- Payment status and transaction references.
- Order confirmations and support communications.
- Information needed by print production and delivery providers.
We share the minimum relevant information with providers involved in fulfilling orders.
Print files may be prepared, transferred and retained temporarily for production, quality control, customer support and resolution of order issues.
Our print ordering terms explain applicable delivery, cancellation, replacement and refund arrangements.
8. Payments
Where online payments are enabled, payments may be processed through PayPal or another payment service identified at checkout.
The payment provider processes information according to its own privacy policy and applicable responsibilities.
We may receive payment confirmations, transaction identifiers, payer details, status updates and refund information needed to manage orders.
We do not intend to store complete payment card numbers or security codes within the Odelana gallery application.
9. Service providers
To operate our websites, galleries and services, we use specialist technology and fulfilment providers.
These may include:
Vercel: Website and application hosting.
Neon: Application database infrastructure.
Cloudflare R2: Media and file storage.
PayPal: Payment processing, where enabled.
SIMLAB: Photographic print production, where used to fulfil an order.
Email delivery providers: Transactional messages, enquiries, confirmations and service communications.
We may also use professional advisers, accounting platforms and delivery providers where necessary.
Providers receive information relevant to the services they perform. Some act as data processors on our instructions, while others act as independent controllers for particular activities.
We take appropriate steps to review service providers and protect personal information.
10. International transfers
Some of our service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we assess the applicable legal requirements and use an appropriate transfer mechanism where required, such as UK adequacy regulations or recognised contractual safeguards.
Information about relevant safeguards can be requested using our contact details.
11. Cookies and similar technologies
Our websites may use cookies and similar technologies to support essential functionality such as authentication, security, session management and shopping baskets.
We may also use analytics or embedded third-party content, where enabled.
Where consent is legally required for non-essential cookies or similar technologies, we will provide an appropriate choice before they are activated.
You can manage cookies through your browser and any cookie preference controls provided on our websites.
Disabling essential cookies may affect certain services.
12. How long we keep information
We retain personal information for as long as reasonably necessary for the purpose for which it was collected, taking account of legal requirements, contractual commitments, security, customer service and potential disputes.
Retention varies by type of information:
Enquiries and correspondence: Retained while relevant to an enquiry, potential project, ongoing relationship or related legal requirement.
Project records: Retained for the duration of the engagement and any appropriate subsequent recordkeeping period.
Financial and transaction records: Retained for the period required by applicable tax, accounting and other legal obligations.
Gallery photographs and videos: Retained according to the relevant project arrangements, storage policies and operational requirements.
Print production files: Retained only as needed for fulfilment, quality control, support and any applicable dispute or recordkeeping requirements.
Technical and security logs: Retained for a proportionate period relevant to security, troubleshooting and system administration.
Where specific retention periods apply, these should be communicated through the relevant service or agreement.
When information is no longer required, we delete it, anonymise it or securely restrict its continued processing as appropriate.
13. Security
We use appropriate technical and organisational measures intended to protect personal information against unauthorised access, alteration, loss or disclosure.
These may include access controls, restricted administration, secure connections, protected storage and monitoring of relevant security activity.
No online service can guarantee absolute security. If you believe a gallery or account has been accessed without authorisation, please contact us promptly.
14. Your data protection rights
Depending on the circumstances and applicable law, you may have the right to:
- Access personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of personal information.
- Request restriction of certain processing.
- Object to processing, including processing based on legitimate interests.
- Request transfer of certain information in a portable format.
- Withdraw consent where processing relies on consent.
- Raise concerns about how your information is handled.
These rights are subject to applicable legal conditions and exemptions.
You have the right to object to direct marketing at any time.
To exercise your rights, contact us using the details above.
You may also complain to the Information Commissioner's Office (ICO) at https://ico.org.uk.
15. Children
Our websites and services may include photographs and films featuring children as part of family, wedding and event photography.
We consider children's privacy and safety when managing access, sharing, publication and deletion requests.
We encourage parents, guardians and clients to contact us about any concerns relating to images of children.
16. External websites and embedded services
Our website may link to third-party websites or display content from platforms such as YouTube or Vimeo.
Those services may process information independently under their own privacy notices. We encourage you to review their policies when using those services.
17. Changes to this policy
We may update this Privacy Policy to reflect changes to our services, legal requirements or operating practices.
The latest version will be published on this website with an updated revision date. Where appropriate, we will provide additional notice of significant changes.
18. Contact
For privacy enquiries, data protection requests or concerns about images and gallery access:
Odelana Group Limited
71–75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email: contact@odelana.com