Privacy Policy for GrassrootsXL
At GrassrootsXL, we are committed to protecting your personal data and respecting your privacy. This Privacy Policy outlines how we collect, use, and safeguard your information in accordance with the UK General Data Protection Regulation (UK GDPR).
Who We Are
GrassrootsXL
Website: www.grassrootsxl.co.uk
Email: hello@grassrootsxl.co.uk
Based in the North West of England
We specialise in bespoke portrait photography for grassroots sports clubs across the region.
What Information We Collect
We may collect and process the following types of personal data:
- Personal details (e.g. name, email address, phone number)
- Club or team information
- Photographic images (of players, teams, and events)
- Order details and preferences (via our platform partner GotPhoto)
- Marketing preferences and correspondence history
We do not collect or store payment card details directly—these are securely handled by our third-party provider, GotPhoto.
How We Collect Your Data
We collect personal data when you:
- Contact us via our website, email, or social media
- Make a booking or purchase through our photography platform (GotPhoto)
- Appear in a photo session organised through a club or school
- Sign up to receive marketing communications or newsletters
Why We Collect Your Data
We use your information to:
- Provide our photography and design services
- Process orders and deliver products
- Communicate with you about bookings, proofs, and orders
- Improve our services and customer experience
- Comply with legal obligations
- Send you updates or marketing (only with your consent)
Legal Basis for Processing
We only process your data when we have a lawful basis, including:
- Consent – when you explicitly agree to receive communications
- Contractual – to fulfil a booking or provide services
- Legal obligations – such as safeguarding or financial records
- Legitimate interests – to run and grow our business responsibly
How We Store and Share Your Data
We store personal data securely using encrypted services and work only with trusted third parties. Our primary processing partner is:
- GotPhoto – for managing bookings, orders, and photo delivery
- (Privacy Policy: [insert GotPhoto privacy policy link])
We do not sell or share your data with third parties for marketing purposes.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction or deletion of your data
- Object to or restrict certain processing activities
- Withdraw consent at any time (where applicable)
- Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise your rights, contact us at hello@grassrootsxl.co.uk
Children’s Privacy
Photos of children are only taken with the permission of clubs, schools, or parents/guardians. We ensure all sessions follow appropriate safeguarding measures, and we are DBS-checked.
Cookies
Our website may use cookies to improve your experience. You can choose to accept or decline cookies via your browser settings.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date.
Contact Us
If you have questions or concerns about your data or this policy, please contact:
Email: hello@grassrootsxl.co.uk
