Last updated: 18 October 2026

ACAI Studios (“ACAI Studios,” “we,” “us,” or “our”) operates our studio, website, and related services, including online galleries, booking tools, client communication systems, file delivery platforms, and digital asset management systems (collectively, the “Services”). We provide photography, videography, editing, creative direction, and related content production services to our clients.

This Privacy Policy describes how we collect, use, store, and disclose personal information when you visit our website, engage our studio, inquire about our services, sign a contract, participate in a photoshoot, or receive content from us.

If there is any conflict between our Terms and Conditions and this Privacy Policy, this Privacy Policy governs how we collect, process, and disclose your personal information.

By using the Services, you acknowledge that you have read and understand this Privacy Policy.

1. PERSONAL INFORMATION WE COLLECT OR PROCESS

“Personal information” means information that identifies, relates to, or can reasonably be linked to an individual. We may collect or process the following categories of personal information depending on how you interact with us and subject to applicable law:

A. CONTACT & IDENTITY INFORMATION

Name, email address, phone number
Postal address or billing address
Emergency contact details for on site shoots (where needed)

B. BOOKING, CONTRACT, AND TRANSACTION INFORMATION

Dates, times, and locations of your photoshoots
Signed contracts, model releases, and consent/usage forms
Payment method, transaction ID, invoices, and billing information
Records of services purchased or requested

C. VISUAL & MEDIA INFORMATION (CLIENT CONTENT)

As part of providing photography and videography services, we collect and store:

Photographs, videos, raw files, edited files, proofs, and deliverables
Metadata associated with images (time, date, camera settings)
Notes or creative direction relevant to your shoot

We treat all client imagery as highly sensitive and confidential unless you have explicitly granted usage rights or promotional consent in writing.

D. ACCOUNT & GALLERY INFORMATION

If you access online galleries or portals:

Login credentials, gallery password(s)
Download history
Image favorites, selections, and orders (e.g., prints)

E. COMMUNICATIONS

Emails, texts, social media messages and DMs
Consultation questions, creative briefs, and feedback
Customer support inquiries

F. DEVICE & USAGE INFORMATION

IP address, browser type, device information
Cookies and usage data when using our website
Interactions with our booking system, online galleries, or client portals

G. SOCIAL MEDIA AND MARKETING INTERACTIONS

Interactions with our social media ads
Information submitted through social media platforms
Tags/mentions of ACAI Studios (subject to platform privacy rules)

2. SOURCES OF PERSONAL INFORMATION

We collect personal information from the following sources:

Directly from you (inquiry, contract, booking, communication, during shoots)
Automatically when using our website or online galleries (cookies and technical data)
From service providers such as online gallery hosts (e.g., Pixieset, ShootProof, SmugMug), CRM or invoicing platforms, scheduling systems, and payment processors
From partners or third parties, when you interact with ACAI Studios through social media, referrals, or collaborative projects

3. HOW WE USE YOUR PERSONAL INFORMATION

We use your personal information for the following purposes:

A. PROVIDING AND MANAGING PHOTOGRAPHY & CREATIVE SERVICES

Booking and managing your session(s)
Preparing contracts, model releases, or usage agreements
Capturing, editing, delivering, and storing images and video
Making your online gallery available
Backing up files for archival or re delivery requests
Producing prints or physical goods when requested

B. CUSTOMIZING AND IMPROVING YOUR EXPERIENCE

Tailoring our communications and creative services
Improving our website, galleries, or tools
Enhancing shoot planning and client experience

C. MARKETING AND PROMOTIONS (WITH YOUR CONSENT WHERE REQUIRED)

Sending updates, newsletters, or promotional emails
Sharing studio news, offers, or portfolio highlights
If you grant promotional permission on your contract or release, using selected images or video for:
- Website portfolio
- Social media
- Print marketing
- Studio samples

We do not use client images for marketing unless you have explicitly provided written consent.

D. SECURITY & FRAUD PREVENTION

Maintaining secure online galleries and payment systems
Protecting client content from unauthorized access
Detecting or preventing fraudulent or harmful activity

E. LEGAL & CONTRACTUAL OBLIGATIONS

Complying with accounting, taxation, and legal requirements
Responding to valid legal requests
Enforcing our contracts or terms

4. HOW WE DISCLOSE PERSONAL INFORMATION

We may disclose personal information in the following circumstances:

A. WITH SERVICE PROVIDERS (NECESSARY FOR STUDIO OPERATIONS)

Examples may include:

Online gallery hosts
Cloud storage and file backup providers
Payment processors (e.g., Stripe, PayPal)
Scheduling or CRM platforms
Editing software or AI enhancement services
Print labs
IT and cybersecurity providers

These providers are contractually obligated to handle your information securely.

B. WITH YOUR EXPLICIT CONSENT

For example:

Sharing images with collaborators (makeup artists, stylists)
Submitting your images to publications (magazines, contests)
Posting your photos on social media or our portfolio

C. BUSINESS OR LEGAL SITUATIONS

As part of a business transition or acquisition
To comply with legal obligations (e.g., subpoenas)
To enforce agreements, protect rights, or prevent harm

5. PHOTOGRAPHY SPECIFIC DATA PRACTICES

A. STORAGE AND RETENTION OF CLIENT IMAGES

We store digital files using secure systems. Retention periods vary:

Raw files: typically retained for a limited time (e.g., 3 to 12 months) unless your contract specifies otherwise
Final edited images: retained for longer for re delivery purposes
Printed orders: retained only as needed for fulfillment

B. CONFIDENTIALITY

All client photos and media remain confidential unless:

You explicitly grant us promotional rights
A legal obligation requires disclosure

C. COPYRIGHT

Unless otherwise stated in writing:

ACAI Studios retains copyright in all images we create
Clients receive usage rights as defined in their contract or license agreement

6. THIRD PARTY WEBSITES AND LINKS

Our website or communications may link to third party platforms. Their own privacy policies govern your interactions with them. We do not control and are not responsible for their privacy or security practices.

7. CHILDREN'S DATA

Our Services are not intended for minors without parental or guardian involvement. We do not knowingly collect personal information of children under the age of majority unless:

It is necessary for a family photoshoot or event
A parent or guardian provides all necessary information and consents

We do not “sell” or “share” minors’ data as defined by applicable law.

8. SECURITY AND RETENTION

While we take industry standard measures to protect your personal information and image files, no system is 100% secure.

Retention varies based on:

Legal requirements
Contractual obligations
Operational needs
Studio archival policies

You may request deletion of your data or images unless we must retain them for legal or contractual reasons.

8A. CCTV and video surveillance

ACAI STUDIOS LTD is the controller responsible for CCTV at ACAI Studios, Ivy Mill Business Centre, Crown Street, Failsworth, Manchester, M35 9BG. Contact hello@acaistudios.co.uk about CCTV or your personal information.

Purpose and lawful basis

We collect identifiable video images of people in monitored areas to protect people, premises and property; deter and investigate theft, damage and unlawful activity; and establish relevant facts concerning security incidents and associated claims.

We rely on legitimate interests under Article 6(1)(f) of the UK GDPR, assessed against individuals’ rights and reasonable expectations.

Operation and coverage

Recording operates continuously, 24 hours a day, including outside bookings. The system combines a movable pan and tilt camera head, a wide angle view and automatic digital tracking and zoom. Audio recording is disabled.

CCTV monitors the entrance and main studio space. The changing room interior is excluded from recording and live viewing, although its entrance archway may be visible. This exclusion applies across both camera views and all movement, tracking, presets and zoom, including reflections.

Toilets are outside the studio and are not covered by ACAI Studios’ CCTV system.

Additional privacy arrangements are assessed for activities such as undressing or intimate photography in the main studio. These may include restricting coverage or suspending recording and live viewing where necessary.

Storage, access and retention

Routine footage is stored locally on a memory card. Access to live images, recordings and exported copies is restricted to authorised persons where necessary, with appropriate security safeguards.

Routine recordings are deleted or overwritten within 30 calendar days and may be overwritten sooner.

Relevant extracts may be kept longer where necessary for a specific incident, insurance claim, ongoing or reasonably anticipated legal proceedings, legal obligation or information rights request. We document and review that retention and securely delete footage when no longer necessary.

Sharing

Necessary extracts may be shared lawfully with police, courts, insurers, legal advisers and appropriately contracted service providers. Additional legal requirements apply where footage is processed as suspected criminal offence information.

CCTV footage is not used for advertising, promotional content or social media publication.

Your right to object

You may object to processing based on legitimate interests for reasons relating to your particular situation. Contact hello@acaistudios.co.uk so we can assess your objection.

Other rights

You may request access, erasure, restriction or correction where applicable. We respond within statutory timescales, protect other people’s information and apply lawful exemptions where relevant.

Booking or entering the studio does not waive your data protection rights or constitute consent to unrestricted surveillance.

You may complain to the Information Commissioner’s Office at https://ico.org.uk/.

Further operational information appears in section 21A of our Terms and Conditions.

9. YOUR RIGHTS AND CHOICES

Depending on your jurisdiction, you may have some or all of the following rights regarding your personal information:

Right to Access / Know
Right to Delete
Right to Correct
Right to Data Portability
Right to Withdraw Consent (especially image usage consent)
Right to Opt Out of Marketing Communications
Right to Object to Processing
Right to Restrict Processing
Right to Opt Out of Sale/Sharing of Personal Information (if applicable)

You may exercise these rights by contacting us using the information at the end of this policy.

We may require identity verification before processing certain requests. We will not discriminate against you for exercising your rights.

10. INTERNATIONAL TRANSFERS

If you reside outside the country in which we operate, your information may be transferred and stored in jurisdictions with different privacy laws. We use appropriate legal mechanisms (such as Standard Contractual Clauses) when transferring data from the EEA/UK.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. When we do:

We will update the “Last updated” date above
We will notify you where legally required

12. CONTACT US

If you have questions about this Privacy Policy, your personal information, or your rights, you may contact us at:

ACAI Studios
Email: hello@acaistudios.co.uk

For purposes of applicable data protection laws, ACAI Studios is the data controller of your personal information.

Privacy policy.