Last updated: 24/07/2023

In very basic terms we totally respect your personal information and will only ask you for what information we really need from you.  We will look after it in the same way we would want our personal information looking after, keeping it secure! We will only share it with others where we need their help us deliver our service to you, or where we obliged to for legal reasons. Be assured that we will never share your information in any other circumstances – nor will we sell it on elsewhere! Here are more details –


PhotoHubs is the name given to events organised by the Guild of Professional Photographers Ltd (below referred to as the Guild) and we take your privacy very seriously. This privacy policy has been prepared in line with the UK’s General Data Protection Regulation (GDPR) and applies to all data we process. By using or interacting with Photohubs/the Guild you consent to our collection and use of such data. If you would like to get in touch about anything in this policy or about your personal data then please contact us at

  1. Data we collect

We collect personal data from you necessary to deliver our services to you, namely –

  1. Providing you with information that you have requested or that we think may be relevant based on your interest.
  2. Initiating and completing commercial transactions with you when making purchases 
  3. Fulfilling any contracts we enter into with you 
  4. Managing communication between you and us. 
  5. Finally to ensure the security and safe operation of our websites and business infrastructure.

We manage any personal data transparently, fairly and securely. We have provided further detail below about the specific types of data we collect and our reasons for doing so.

1.1. What data do we ask you to provide to us, and why?

We collect the following data: your first and last name, email, signup ip, emailclient and timezone plus location based information (address, postcode, latitude, longitude, gmtoff, dstoff and countrycode), as well as payment details if a purchase is made

  • We use this data to deliver our services to our customers and personalise your experience, as well as to market our services and those of Third Party suppliers plus for security and authentication purposes
  • We collect this data using the lawful basis of consent and/or for the performance of a contract or to take steps to enter into a contract

1.2. What data do we collect when you visit our website, and why?

We collect cookies. Cookies are small pieces of data that websites send to a user’s computer and are stored on the user’s web browser. They are designed to enable the website to remember information, such as what a user might have put in a shopping cart for example.

  1. What personal data do we share with third parties and who are they?

We share personal data with the following third parties in order to deliver our services or fulfil our obligations to you. In basic terms these are either email, newsletter or payment service providers, website or hosting service providers, social media, or they assist with our accounts and record keeping. These are those companies –

Vision Media Ltd, MailChimp, Scott Accounting Services, Gmail, FastMail, Facebook Ltd, Foo Events and WooCommerce.

There are certain situations in which we may share access to your personal data without your explicit consent; for example, if required by law, to protect the life of an individual, or to comply with any valid legal process, government request, rule or regulation.

  1. Why do we share data outside of the UK

We are a UK based organisation, and the majority of our websites and web applications are hosted in the UK and are accessed only by our UK staff and trusted outsourced UK working partners that assist us with this.

We may transfer however personal data to a country outside of the UK), for example if a third party we share data with has servers located outside of the UK (such as Mailchimp our Newsletter platform provider). Where this is the case, we will obtain your consent or otherwise ensure that the transfer is legal and your data is secure by following the GDPR guidelines and international security protocols.

  1. How do we keep your personal data secure?

We keep your data secure:

  • by the use of appropriate technical and organisational measures to keep personal date secure, and in particular to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage 
  • our ticket purchasing process is on a https connection and is secured by SSL and our payment processing partner is PCI level 1 compliant (the highest level of PCI compliancy you can get).
  • by having Back-Up provision
  • by using a host which is Cyber Essentials Plus Certified

In the unlikely event of a criminal breach of our security we will inform the relevant regulatory body within 72 hours and, if your personal data were involved in the breach, we shall also inform you.

  1. Changes to our privacy policy and control

We may change this privacy policy from time to time. When we do, we will let you know by changing the date on this policy, notifying customers of only significant changes. By continuing to access or use our services after those changes become effective, you agree to be bound by the revised privacy policy.

  1. Your rights
  • the right to be informed about the collection and use of your personal data
  • the right of access to your personal data and any supplementary information
  • the right to have any errors in your personal data rectified
  • the right to have your personal data erased
  • the right to block or suppressing the processing of your personal data
  • the right to move, copy or transfer your personal data from one IT environment to another
  • the right to object to processing of your personal data in certain circumstances, and
  • rights related to automated decision-making (i.e. where no humans are involved) and profiling (i.e. where certain personal data is processed to evaluate an individual).

We also give you the option to manage your data via:

  • email
  • telephone
  • by writing to us
  • can unsubscribe from Newsletters

While we do not hold personal data any longer than we need to, the duration will depend on your relationship with us.

  1. About us

We are The Guild of Professional Photographers Ltd and our address is 76 Moorland Road, Stoke-On-Trent, ST6 1DY, England. You can contact us at