Last updated: September 2026

At Petal & Portrait, your privacy is important to us. This Privacy Policy explains what personal information we collect, why we collect it, how it is used and how we keep it safe.

If you have any questions about this policy or the information we hold about you, please contact us at events@petalandportrait.co.uk.

Information we collect

When you enquire with Petal & Portrait through our website, email or social media, we may collect information including:

• Your name

• Email address

• Event or wedding date

• Venue

• Guest numbers

• The package(s) you are interested in

• How you heard about Petal & Portrait

• Any other information you choose to provide as part of your enquiry

If you go on to make a booking, we may also collect and retain information relating to your booking, correspondence, invoice and payments.

We may ask for your postal address where this is needed to send completed illustrations or other items to you.

How we use your information

We use your personal information to:

• Respond to enquiries

• Check availability and provide information about our services

• Arrange and manage bookings

• Create booking forms and invoices

• Communicate with you before and after your event

• Deliver our live illustration service

• Complete and post illustrations following an event

• Process and keep records of payments

• Maintain appropriate business and financial records

We do not currently operate a mailing list or use enquiry details to send general marketing emails.

If you enquire for a date when we are unavailable, we may retain your enquiry for a reasonable period. This allows us to refer back to your enquiry if our availability changes and, where appropriate, contact you regarding the event and service you originally enquired about.

Our lawful basis for using your information. We process personal information where it is necessary to respond to your request before entering into a contract with you, and to fulfil our contract with you if you make a booking.

We may also process certain information where necessary to meet our legal obligations, including maintaining appropriate financial and tax records. In some circumstances, we may rely on our legitimate business interests, such as maintaining appropriate records of our work, managing our availability and operating and protecting Petal & Portrait effectively. Where we rely on legitimate interests, we consider the impact on your privacy and only use information where our interests do not override your rights.

Photographs and reference images

As part of our live illustration service, Petal & Portrait takes reference photographs of guests at events. These photographs are used to create illustrations and may be transferred between our dedicated work devices where necessary for this purpose.

Reference photographs are normally retained for no longer than three months before being deleted. Clients may also provide photographs by email for illustrations completed before or after an event. Where these photographs are required solely as drawing references, they will also normally be deleted within three months once they are no longer required.

Photographs or videos taken specifically to create content for Petal & Portrait’s portfolio or social media may be retained for longer.

Our booking terms provide further information about the use of imagery for promotional purposes. Where a client or guest specifically asks us not to use their image for promotional purposes, we will respect that request.

How your information is stored

Booking and business information may be securely stored in a number of ways as necessary to operate Petal & Portrait. This can include:

• Our email account

• Our business operations spreadsheet

• Booking forms and invoices

• Secure files stored on business devices

• Printed booking forms used for event administration

• Our business calendar

• Accounting software

• Secure cloud storage or backups

We take reasonable steps to protect personal information and limit access to information to those who need it for legitimate business purposes.

Payments

Our main payment method is bank transfer. We may also provide secure payment links which allow clients to pay by bank transfer or debit/credit card.

These payments are processed through third-party banking and payment providers. Petal & Portrait does not directly store your full debit or credit card details.

Payment and invoice information may also be recorded within our accounting software for bookkeeping, accounting and tax purposes.

Sharing your information

We do not sell your personal information. Where another illustrator is assisting Petal & Portrait with your event, we may provide them with limited information necessary to carry out the booking, such as the venue, timings and guest numbers.

Client contact information is not routinely shared with assisting illustrators.

We may also share or process information through trusted service providers that help us operate the business, such as our banking/payment providers, accounting software, email provider, website provider and cloud storage providers.

We may disclose information where required to do so by law or where necessary to establish, exercise or defend legal rights.

How long we keep your information

We only keep personal information for as long as it is reasonably required for the purpose for which it was collected, or where we are required to retain it for legal, accounting or tax purposes.

Reference photographs used for illustrations are normally deleted within three months.

Financial and accounting records are retained for the period required by applicable UK tax and accounting requirements. Certain limited information about completed bookings may be retained as part of Petal & Portrait’s long-term business and work history. Where personal information is no longer necessary for this purpose, we may remove identifying information while retaining non-personal information about the event and work completed.

Enquiries that do not result in a booking may be retained for a reasonable period where there is a legitimate business reason to do so, including where availability for the requested event date may subsequently change.

We regularly review the information we hold and will securely delete or anonymise personal information when it is no longer required.

Cookies and website analytics

Our website may use cookies and similar technologies to operate correctly and understand how visitors use the website. Further information about the specific cookies, analytics and tracking technologies used on this website, including any choices available to visitors, will be provided here once confirmed by our website provider.

Your rights

Under UK data protection law, you may have rights relating to your personal information, including the right to:

1. Ask for access to the personal information we hold about you

2. Ask us to correct inaccurate or incomplete information

3. Ask us to delete your personal information in certain circumstances

4. Ask us to restrict how we use your information in certain circumstances

5. Object to certain uses of your personal information

6. Ask for certain information to be transferred to you or another organisation where applicable

These rights do not apply in every circumstance, and we may sometimes be legally required or permitted to retain certain information.

To make a request or ask a question about your information, please email

events@petalandportrait.co.uk.

Complaints

If you have concerns about how Petal & Portrait handles your personal information, please contact us first at events@petalandportrait.co.uk so that we can try to resolve the issue.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Changes to this policy

We may update this Privacy Policy from time to time, particularly if our services, website or the way we use personal information changes. The latest version will always be available on our website.