Privacy Notice

Last updated: 29 October 2026

This notice explains how Sports Frame-Studio handles personal information when you visit this website, contact us, register a player, view a gallery or place an order. We aim to keep player and family information private and use it only for the photography service and related administration.

Information we may use

• Enquiries: your name, email, phone number, club or team, location, preferred date, approximate player numbers, venue information and message.
• Registrations: information submitted through a private Sports Frame-Studio player registration link, including a parent or guardian’s contact details, a player’s name and age group, the selected Media Day and squad details, and separate choices for photography, private gallery and promotional use.
• Photography and orders: player portraits and event photographs, gallery access details, chosen products, delivery details, order communications and payment or transaction records. Card details are handled by the payment provider shown at checkout, not stored by this website.
• Website operation: basic technical information such as a request’s IP address, browser and time may be recorded by the website host to deliver and protect the site.

How we use it

• To reply to enquiries and discuss or arrange a booking.
• To organise the session, confirm permissions, photograph and edit players, and provide password-protected galleries.
• To process orders, arrange printing and delivery, answer questions and calculate a club’s eligible Club Cash Boost.
• To keep necessary business, payment and tax records, and to protect the service from misuse.
• To show a photograph as sample or promotional work only where the appropriate permission has been given. Public use of a child’s image is not required to take part in a session or place an order.

Depending on the activity, we rely on steps requested before a contract, performing an order or booking, a legal obligation, our legitimate interest in running and securing the service, or consent. Where consent is the basis, it can be withdrawn for future use by contacting us. This does not affect processing already carried out lawfully.

Enquiry form and messages

The home page asks you to choose a service and opens the detailed booking form with that service selected. That choice alone is not sent or stored. The booking form at /bookings submits your details to the Sports Frame-Studio Business Hub so we can review and respond to your enquiry. A postcode lookup sends the postcode to Postcodes.io to check the postcode area, or to Ideal Postcodes when full address suggestions are enabled. The postcode and any selected venue address are included with the enquiry so we can assess travel and plan the session. You can also enter venue details manually. A submitted enquiry is not a confirmed booking. Please do not include sensitive information in an enquiry. The direct email and WhatsApp links open those services if you choose to contact us that way.

Children’s photographs and galleries

A parent or guardian should complete a player registration and confirm they are authorised to provide the information and permissions requested. Registration details are reviewed in the Sports Frame-Studio Business Hub. After approval, the player’s existing ID and age group are linked to the Production Hub and its connected Windows companion for session folders, shoot-day attendance and photo-completion times; parent and guardian contact details stay in the Business Hub. Player galleries are password-protected; gallery access details are provided to the parent or guardian for sharing with the child’s family as appropriate. Club managers or coaches receive printed orders for handout only where that is the selected delivery arrangement.

We do not publish a child’s name alongside a photograph or use a child’s photograph in public promotion unless the appropriate permission has been provided. Please contact us if you have a question about a photograph or a permission previously given.

Who helps us provide the service

Only the providers needed for the relevant task receive information. These can include the Sports Frame-Studio website, private gallery, Business Hub and Production Hub, including their hosting and database providers, for enquiries, registrations, gallery access, approved player folders and order services; Microsoft 365 for email; WhatsApp for messages; the selected print laboratory for producing orders; and Stripe for secure payment processing. Payment card details are handled by Stripe and are not stored by Sports Frame-Studio. They may process information under their own service terms and privacy notices. Where a provider processes information outside the UK, we will use an appropriate transfer mechanism required by data protection law; you can contact us for details about a particular service.

We do not sell personal information. We only share it with a club where needed to coordinate the session or hand out club-delivery orders, or where the law requires it.

How long we keep information

Player galleries normally remain available for around six weeks from launch, as stated for that gallery. Master and working photograph files are held on a business-controlled hard drive and are normally deleted within 12 months after the relevant gallery closes. We may keep a file longer where needed to resolve an order issue or legal claim, or where separate permission has been given for continued portfolio use. Necessary order, payment and accounting records may be kept for the period required by law. Enquiry and registration details are reviewed and deleted when no longer needed for their purpose.

Your choices and rights

You may ask to access or correct your personal information, request deletion or restriction, object to certain uses, or withdraw consent. Some rights depend on the legal basis and circumstances, and we may need to keep information required by law or to resolve a claim. To make a request, email lee@sportsframe-studio.co.uk. You can also complain to the Information Commissioner’s Office.

Website analytics

The public website records aggregate page views to help us understand which pages are used and which external websites refer visitors. For each page view, it stores the page path, the date in UK time, the referring website host (if available) and a count. It does not use analytics cookies or send visitor names, email addresses, IP addresses, browser identifiers or a unique visitor ID to analytics. These totals cannot show who is on the website or reliably count individual people. You can exclude this browser from future page-view totals using the control below; the choice is saved in this browser only. The website host may still process technical connection data, such as IP address and browser details, to deliver and protect the site.

Cookies, links and changes

This website does not use advertising or analytics cookies. The private gallery is provided by Sports Frame-Studio and uses the Business Hub and Production Hub for gallery access, approved design uploads and order administration. Checkout is handled securely by Stripe. Links to Stripe and social media take you to those providers, whose own privacy and cookie notices apply. We may update this notice if the service or the way information is handled changes; the latest version will be posted here.