Last updated: {25 Nov 2025)
This Privacy Notice explains how Five River Studios (a trading name of The Headshot Studio Ltd) (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website: www.fiveriverstudios.co.uk.
We are committed to safeguarding your privacy and complying with all applicable data protection laws in the UK, including the UK GDPR and the Data Protection Act 2018.
1. Identity & Contact Details
The data controller is:
The Headshot Studio Ltd
Unit 16-17, Moor Place Farm, Plough Lane, Bramshill, RG27 0RF
Email: sunny@fiveriverstudios.co.uk
If you have any questions about this notice or how we use your data, please contact us using the details above.
2. The Data We Collect
While using our website, we may collect and process the following categories of personal data. The type of information and legal basis depends on how you interact with us.
a. Website Usage Data
Information Collected:
IP address
Browser type and version
Device information
Pages you visit
Time spent on pages
Referral sources
Technical data related to website performance
Purpose:
To understand how visitors use our website
To diagnose and fix technical issues
To detect and prevent fraudulent or malicious activity
Legal Basis:
Legitimate interests (website performance, security, improvements)
b. Contact Form & Enquiry Data
Information Collected:
Name
Email address
Phone number (if provided)
Information you submit through enquiry forms, booking forms or quizzes
Purpose:
To respond to your enquiry
To provide information you request
To send resources, guides or follow-up communication
Legal Basis:
Consent (when you submit a form requesting information)
c. Marketing Communications
Information Collected:
Name
Email address
Phone number
Marketing preferences
Purpose:
To send you marketing messages about our services, offers or updates
To manage email lists, opt-outs and preferences
Legal Basis:
Legitimate interests (to grow our business)
You may opt out at any time by clicking “unsubscribe” or contacting us.
d. Comments, Testimonials & Reviews
Information Collected:
Any comments or posts you leave on our website or social pages
Testimonials you voluntarily provide
Purpose:
To display feedback or allow public interaction where applicable
Legal Basis:
Consent
e. Order & Payment Information
Information Collected:
Billing details
Address (if relevant)
Products/services purchased
Payment confirmations from third-party processors (we do not store card details)
Purpose:
To process orders and deliver services
Legal Basis:
Necessary for contract
Important Note
This notice covers your interactions with our website.
If you work with us as a photography client, additional information relating to contracts, image usage, bookings, and studio policies will also apply and will be provided at the relevant time.
3. Data Sharing
We only share your personal data with trusted third parties when necessary to operate our business or fulfil the purposes listed above. These may include:
Website hosting and maintenance providers
Email marketing and CRM platforms (e.g., GoHighLevel, Perspective Funnels, etc.)
Booking and scheduling tools
Payment processors (e.g., Stripe, PayPal)
Professional advisers (lawyers, accountants)
IT and security support providers
Other companies within our group (if applicable)
All third parties are required to keep your data secure and use it only for the intended purposes.
We never sell your personal information.
4. International Data Transfers
Some of the tools we use may transfer data outside of the UK/EEA.
When this occurs, we ensure all data is protected through one of the following safeguards:
The country has an adequacy decision from the UK Government or EU
The company is certified under a recognised data protection framework
We use Standard Contractual Clauses (SCCs) approved by the ICO
The company follows approved binding corporate rules or codes of conduct
These safeguards ensure your information is protected to UK GDPR standards.
5. Data Retention
We will retain your information only for as long as necessary to fulfil the purposes for which it was collected, including:
Providing services
Maintaining records
Meeting legal or tax obligations
Handling complaints or disputes
If you would like specific details on how long certain categories of information are kept, please contact us.
6. Your Rights
Under UK GDPR, you have the following rights:
Right to be informed – about how your data is used
Right of access – to the personal data we hold
Right to rectification – to correct inaccurate data
Right to erasure – in certain circumstances
Right to withdraw consent – where processing is based on consent
Right to object – to direct marketing or legitimate-interest processing
Right to restrict processing – in certain cases
Right to data portability – to receive a copy of your data
You can exercise your rights by contacting us at sunny@fiveriverstudios.co.uk.
You can also adjust email preferences via the unsubscribe link in any email we send.
7. Complaints
If you have concerns about how we handle your data, please contact us and we will do our best to resolve the issue.
You also have the right to raise a complaint with:
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/concerns/
Helpline: 0303 123 1113
8. Cookies
Our website uses cookies to provide functionality, improve performance, and analyse visitor behaviour.
Cookies may be used to:
Remember display preferences (font size, contrast, etc.)
Remember if you have responded to surveys or consent banners
Support the functioning of embedded content (e.g., videos)
Provide anonymised analytics through tools like Google Analytics
These cookies do not personally identify you.
Managing Cookies
You can control or delete cookies through your browser settings.
However, disabling certain cookies may affect website functionality.
For more information, visit:
https://www.aboutcookies.org/
9. Changes to This Notice
We may update this Privacy Policy from time to time. The latest version will always be available on our website with the updated date shown at the top.