1. Who Romilia is
This website is operated by Romily Beadell, trading as Romilia.
Under United Kingdom data protection legislation (including the UK General Data Protection Regulation and the Data Protection Act 2018), Romily Beadell is the data controller responsible for the personal information collected through this website.
Data Controller Contact
Business name: Romily Beadell t/a Romilia
Contact email: romiliawear@gmail.com
2. Information collected
When you interact with the website or submit a project enquiry form, Romilia may collect and process the following personal details:
- Your name: To identify you and address your enquiry.
- Email address: To correspond with you regarding your request.
- Phone number (optional): To call or message you if preferred for booking details.
- Service selection & budget range: To evaluate your requirements and prepare appropriate service proposals.
- Preferred booking date: To verify calendar availability.
- Project details & message content: Information you choose to provide about your shoot goals, location, or creative ideas.
- Submission timestamp & enquiry ID: Generated automatically at form submission to manage administrative workflow and security verification.
3. Why it is used
Your personal information is processed exclusively for legitimate photography business operations, including:
- Responding to your direct enquiries and messages.
- Preparing cost estimates, quotations, and service proposals.
- Discussing, scheduling, and arranging studio or on-location photography sessions.
- Managing client bookings, invoicing, and ongoing communications.
- Protecting website forms from automated spam, misuse, and security threats.
4. Lawful basis for processing
UK data protection law requires a valid lawful basis for processing personal information. Romilia relies on the following legal bases:
Pre-contractual steps
Enquiries & Quotes
Processing is necessary to take steps at your request prior to entering into a contract (UK GDPR Article 6(1)(b)) when you submit an enquiry form or ask for a price estimate.
Contract performance
Confirmed Bookings
Processing is necessary for the performance of a contract (UK GDPR Article 6(1)(b)) to fulfill agreed photography bookings, image deliveries, and client services.
Legitimate interests
Security & Administration
Processing is necessary for legitimate business interests (UK GDPR Article 6(1)(f)) in protecting website forms from abuse and maintaining basic correspondence records.
Legal obligation
Tax & Accounting
Processing is necessary for compliance with legal obligations (UK GDPR Article 6(1)(c)) to maintain financial and transaction records required under UK revenue and tax laws.
5. Who receives your information
Your personal information is treated with strict confidentiality. It is never sold, rented, or traded to third parties. Data submitted via the website form is transmitted securely to trusted technical service providers for form processing and notification delivery:
- Supabase: Used for secure form data processing.
- Resend: Used to securely route notification messages.
6. International processing & safeguards
Third-party cloud infrastructure providers (such as Supabase, Resend, and Google) may store or process information on servers located outside the United Kingdom or European Economic Area (EEA), including in the United States.
Where international processing occurs, appropriate legal safeguards are enforced under UK GDPR, including standard contractual clauses (SCCs), the UK International Data Transfer Addendum, and rigorous provider encryption standards.
7. Data retention policy
Personal information is retained only for as long as necessary to fulfill the purpose for which it was collected or to satisfy statutory UK legal and financial requirements:
- Unsuccessful or unanswered enquiries: Retained for up to 12 months from the date of submission, after which the record is deleted.
- Confirmed client work & bookings: Relevant contract details, financial records, and invoices are retained for 6 years following the end of the relevant UK tax year in accordance with HMRC tax rules.
- Early deletion: Information is deleted earlier if it is no longer required or upon valid request where erasure rights apply.
8. Your data protection rights
Under United Kingdom data protection laws, you have rights regarding your personal information:
- Right of access: You can request a copy of the personal information held about you.
- Right to rectification: You can ask to correct inaccurate or incomplete details.
- Right to erasure ("right to be forgotten"): You can request deletion of your personal data where there is no legal requirement to keep it.
- Right to restriction: You can ask to restrict processing under specific circumstances.
- Right to object: You can object to processing based on legitimate interests.
- Right to data portability: You can request transfer of data you provided directly to another provider where technically feasible.
Lodging a complaint with the ICO
If you have concerns about how your information is handled, please contact Romilia first so the matter can be addressed. You also have the right to lodge a complaint with the UK data protection supervisory authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
9. Marketing & communications
Information submitted via enquiry forms is used strictly to respond to your specific request. Romilia does not add your contact details to marketing subscription lists, send marketing newsletters, or sell information to third-party advertisers.
10. Automated decision-making
Romilia does not use personal information collected through this website for automated decision-making or profiling.
Contact regarding privacy
To exercise any of your data protection rights or to ask questions about this privacy notice, please write to Romily Beadell at:
Email romiliawear@gmail.com