Privacy Policy

When you submit an enquiry via our contact form or by email, we collect:

• Name, company, work email, telephone
• Event date, venue/location, event type, estimated guests
• Experience of interest, budget range and your message
• Marketing and privacy consent selections
• Source page, referrer, UTM parameters and submission timestamp (for analytics and lead attribution)

Lawful basis: Legitimate interest (responding to a B2B enquiry) and, where applicable, your consent for marketing communications.

Purpose: To respond to your enquiry, prepare proposals, deliver contracted services and — with consent — send occasional marketing communications.

• Business correspondence (proposals, contracts, logistics) is retained for the duration of the client relationship and up to 7 years after for legal, accounting and HMRC purposes.
• Marketing emails are only sent to contacts who have given explicit consent or where a soft opt-in applies under PECR. Every marketing email includes a one-click unsubscribe.
• Our email provider processes messages on our behalf. Emails may be scanned for spam and security by standard mail infrastructure.

At live activations we capture photographs and video of guests who choose to participate. This is a fundamental part of the service.

• Participation is voluntary — guests opt in by stepping into the booth or activation.
• Signage and on-screen notices at each activation inform guests of image capture, sharing options and the client's role as data controller.
• Images may be printed, emailed, sent by SMS, uploaded to a branded microsite or shared to social platforms — as configured by the client for that event.
• We do not sell guest images. We do not use guest images for our own marketing without written permission from both the client and the individuals shown.

Our AI experiences transform a guest photograph into a stylised output (e.g. astronaut, F1 driver). To do this:

• The source photograph is transmitted to a specialist AI image-generation provider acting as our sub-processor.
• Processing is transient — the source image is used to generate the stylised output and is not used to train third-party models.
• Generated outputs are returned to our on-site system, delivered to the guest and retained per the retention schedule in Section 8.
• We contractually require AI sub-processors to provide appropriate security, UK/EU-adequate transfer safeguards and to prohibit reuse of guest imagery for model training.

Guests who do not wish their image to be processed by AI should not participate in AI experiences. Alternative non-AI capture is typically available at the same event.

Where an activation includes lead capture, prize draws, competitions or gated content:

• The client is the data controller and is responsible for the lawful basis, privacy notice and marketing consent shown to guests.
• CAFIT LTD acts as data processor, handling data only on the client's documented instructions.
• Guest data captured on our behalf of a client is transferred to the client after the event and, unless otherwise instructed, deleted from our systems within 30 days.

We use trusted third parties to deliver our services. Categories include:

• Cloud hosting, database and file storage providers
• Email delivery and transactional messaging providers
• AI image-generation providers (for AI experiences)
• Analytics providers (see Section 7)
• Payment processors and accounting software
• CRM and business productivity tools

All sub-processors are bound by written agreements requiring appropriate security, confidentiality and UK GDPR compliance. A current list of key sub-processors is available on request from info@photoboothslondon.co.uk.

This website uses only essential cookies required to serve the site and process contact form submissions. We currently do not run non-essential advertising, retargeting or third-party analytics cookies on this site.

If we introduce optional analytics or marketing cookies in future, they will be loaded only after you provide consent via a cookie banner. Full detail lives in our Cookie Policy.

• Contact form enquiries: 24 months from submission (or longer if you become a client).
• Client contract and billing records: 7 years after the end of the relationship (HMRC / statutory requirement).
• Event images (client copies): 90 days on our systems after the event, unless a longer archive is agreed in writing.
• Guest data captured for a client (leads, entries): Handed to the client after the event and deleted from our systems within 30 days.
• AI source photos: Held only as long as required to deliver the guest output — typically deleted within 30 days.
• Marketing contacts: Until you unsubscribe or after 24 months of inactivity, whichever is sooner.

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data ("right to be forgotten")
• Restrict or object to processing
• Data portability
• Withdraw consent at any time
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, email info@photoboothslondon.co.uk. We respond within 30 days. Where guest data was captured for a client, we will forward the request to the relevant client (data controller) and assist as processor.

We use appropriate technical and organisational measures to protect personal data, including encrypted transport (TLS), access controls, secure backups and vetted sub-processors. No system is 100% secure, but we take breach obligations seriously and will notify affected individuals and the ICO where required by law.

Where sub-processors are located outside the UK, transfers are protected by UK adequacy regulations, the UK International Data Transfer Addendum or Standard Contractual Clauses, as applicable.

Our services are B2B. We do not knowingly collect data from children under 13. Where minors may attend a client event, the client is responsible for parental consent for image capture where required.

We may update this policy from time to time. Material changes will be reflected in the "Last Updated" date below and, where appropriate, communicated by email.

CAFIT LTD trading as Photobooths London
Company Number: 12642045 (England & Wales)
Registered Office: 76a Edgware Way, Edgware, England, HA8 8JS
Email: info@photoboothslondon.co.uk