Privacy Policy

Effective Date: 7 October 2026

Chelsea Photography (“we”, “our”, “us”) values your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, how we use it, who we share it with and how we keep it safe when you use our website, create an account, book photography services, or purchase products from our online shop.

By creating an account, placing an order, booking a service or otherwise providing us with your information, you confirm that you have read and understood this Privacy Policy and you consent to us collecting, using, storing and sharing your information as described below.

Website: chelseaphotography.org
Email: info@chelseaphotography.org
Phone / WhatsApp: (267) 76 103 665
Address: Plot 863 Shop 1, Northgate Mall, Francistown, Botswana

1. Information We Collect

We may collect the following information:

Parent / Guardian Details: full name, email address, phone number, physical or postal address, and your account login details.
Child Details: your child’s name, school, grade or class, and any other details you provide to help us link the correct photographs to your account.
Photographs: school, class, sports, cultural and studio photographs taken by Chelsea Photography, and any images or artwork you upload to your account for printing on products.
Order and Payment Information: products ordered, selected photographs, delivery or collection details, and payment records. Card payments are processed through secure third-party payment gateways; we do not store your full card details.
Communications: messages, emails, WhatsApp chats, call notes and any other correspondence between you and us.
Website Usage Information: IP address, device and browser type, pages visited and interactions on the website, collected through cookies and similar technologies.

2. How We Use Your Information

We use your information to:

Create, verify and manage your account, and confirm that you are the parent or guardian of the child linked to your account.
Link photographs to the correct child and make them available to you through your account.
Process, produce, deliver and follow up on your orders and bookings, including school batch deliveries and collections.
Process payments, confirm EFT and mobile payments, and follow up on unpaid or incomplete orders.
Communicate with you as set out in Section 3 below.
Provide customer support and resolve queries, complaints or problems with orders.
Improve our website, products and services.
Prevent fraud, misuse of our website or unauthorised access to photographs.
Comply with legal, tax and accounting obligations, and protect our legal rights.

3. How We May Contact You

By providing your contact details, you agree that Chelsea Photography may contact you, using the phone number, email address, WhatsApp number or address you have given us, whenever we reasonably consider it necessary, including to:

Verify or activate your account, or ask you to correct or confirm your details or your child’s details.
Confirm, update or follow up on your orders, bookings, payments, outstanding balances, deliveries and collections.
Resolve any query, error, delay or problem with an order, a payment or a photograph.
Inform you about your child’s photographs, upcoming photo days, re-takes, and ordering deadlines.
Send important service notices, such as changes to our services, website, terms or this Privacy Policy.
Respond to your enquiries, complaints or requests.
Where required by law, or where needed to protect our rights, our customers or our business.

We may also send you information about new products, promotions and upcoming photo sessions. You can opt out of these marketing messages at any time by replying “STOP” or by contacting us. Opting out of marketing will not stop the service-related messages listed above, as these are necessary for us to provide our services to you.

4. Children’s Information and Photographs

Photographs of children are taken in partnership with schools and are made available only to verified parent or guardian accounts linked to that child.
New accounts and changes to child details are checked before access is granted. We may contact you or the school to confirm details before giving access.
We will not use your child’s photographs for advertising, social media or our portfolio without your permission.
Class or group photographs show more than one child and are made available to the parents of the children in that class or group.
Parents and guardians are responsible for keeping their login details private and must not share their child’s photographs or another child’s photographs in a way that breaches anyone’s privacy.

5. How We Share Your Information

We do not sell your personal information. We only share it where needed, with:

Schools: to organise photo days, confirm learner and class details, and deliver orders through the school.
Service providers: such as payment gateways (e.g. DPO Pay), banks and mobile money providers, website hosting and IT support providers, printing partners, and couriers, who only use your information to perform services for us.
Legal requirements: where required by law, court order or a government authority, or to protect our legal rights.
Business transfers: if our business is sold, merged or restructured, your information may be transferred to the new owner, who will be bound by this Privacy Policy.

6. How Long We Keep Your Information

We keep your information for as long as your account is active and for as long as needed to provide our services, allow re-orders and reprints, handle queries, and meet our legal, tax and accounting obligations. Photographs may be kept for a reasonable period after each school photo session so that parents can order or re-order. You may ask us to delete your account and photographs at any time, subject to any records we are legally required to keep.

7. Data Security

We use reasonable technical and organisational measures to protect your information, including secure servers, encrypted connections (SSL) and restricted access to photographs and accounts. However, no method of transmitting or storing data over the internet is 100% secure, and we cannot guarantee absolute security. To the extent permitted by law, we are not responsible for any unauthorised access or loss caused by events beyond our reasonable control, or by you sharing or failing to keep your login details secure.

8. Your Responsibilities

Provide accurate and up-to-date information for yourself and your child, and update it when it changes (e.g. new class or school).
Keep your password private and let us know immediately if you believe your account has been accessed without your permission.
Check that your order, selected photographs and details are correct before placing your order.

9. Your Rights

Subject to the data protection laws of Botswana, you have the right to:

Ask what personal information we hold about you and your child.
Ask us to correct information that is wrong or incomplete.
Ask us to delete your information, where we are not required to keep it.
Opt out of marketing messages at any time.
Withdraw consent you have given us, for example for the use of a photograph in our marketing.

To make a request, contact us using the details in Section 13. We may need to confirm your identity before acting on a request.

10. Cookies

Our website uses cookies to keep you logged in, remember your cart, and understand how the website is used. You can disable cookies in your browser settings, but some parts of the website, such as logging in and the shop, may not work properly without them.

11. Third-Party Websites

Our website may contain links to other websites, such as payment pages or social media. We are not responsible for the privacy practices of those websites, and we encourage you to read their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new effective date. By continuing to use our website or services after an update, you accept the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your information, please contact us:

Chelsea Photography
Email: info@chelseaphotography.org
Phone / WhatsApp: (267) 76 103 665
Address: Plot 863 Shop 1, Northgate Mall, Francistown, Botswana
Business Hours: 8:15 – 18:00

This Privacy Policy is governed by the laws of the Republic of Botswana.