Privacy policy
How we look after photographs of pupils and the details of the families we send them to.
Who we are
MySchoolPhotograph is a trading name of Mansfield Media Ltd, a company registered in England and Wales (number 16203737), of 62 Blackbridge Lane, Horsham, England, RH12 1RX. We're registered with the Information Commissioner's Office, registration number [ICO registration number]. For anything to do with your data, email info@myschoolphotograph.co.uk.
What we hold and why
- From your child's school, before photo day: your child's name, the school's reference for them, their year and form, and the email addresses and mobile numbers the school holds for their parents or carers. We use these only to photograph your child and send their photos to you, and your mobile number only to check it's you if you ask us for help reaching the photos (we don't send texts). The school tells families before it shares them, and you can ask the school not to share your details.
- Photographs taken on photo day, by arrangement with the school, so you can see and order them, and so the school has the photos it asked for, such as pupil photos for its records.
- When you sign in: your email address and a record of when you signed in, to keep your child's photos private.
- When you order: your name, email address, home address, phone number if you give one, and what you bought, so we can take your payment, fulfil and support your order. Prints currently go to your child's school to hand out, not to your address.
- If you send us a message or a request: your name, email address and what you tell us, so we can reply.
- Basic technical records, such as a scrambled version of your IP address and which downloads were used, to protect galleries from misuse.
We rely on our legitimate interests in providing the photo service your school has arranged, delivering your child's photos to you and keeping galleries secure; on our contract with you when you order; and on our legal obligations, such as keeping accounts. We never sell your details, and we don't send marketing emails unless you've asked to hear from us.
Who can see your child's photos
Only you: by signing in with the email address your school gave us, or with the private code on a printed card. An email address or phone number on its own never opens a gallery: a sign-in link only ever goes to the address your school gave us. Brothers and sisters appear together when they share your email address. Galleries are never public or listed by search engines. Full-size files are only released after you order them, or where your school's photo day includes free downloads. Form photos are only ever sold as prints.
Who we share data with
We use a small number of providers to run the service, each under its own data protection terms: Cloudflare (hosting, storage and a check that you're not a robot), Stripe (payments; we never see your card details), Resend (sending our emails) and DS Colour Labs (printing; it receives the photographs for prints you order). Where a provider processes data outside the UK, it's protected by safeguards approved under UK law. Your child's school receives the photos it asked for, such as pupil photos for its records.
How long we keep it
- Photographs and gallery records: kept as a lasting archive, so you can come back to every year's photos. You can ask us to take your child's photos offline at any time, and we'll consider any request to delete them under data protection law.
- Your email address and mobile number: while your child is at the school and on its lists. Each new list from the school updates them. If you ask us to remove your address, we remove your mobile number with it, straight away, keeping only a scrambled record so a later list can't add either back.
- Order records: six years, as UK accounting law requires. Checkouts that were never paid: 90 days.
- Messages and requests: 12 months after we've dealt with them. Records of emails we've sent: 90 days.
Your choices
Once you've signed in, you can, at any time:
- change the email address we use
- stop our emails, and still see the photos by signing in
- ask us to remove your email address and mobile number
- ask for your child's photos to be taken offline
You can also email info@myschoolphotograph.co.uk for any of these, or if you can't sign in. Sign in
Cookies
We use a small cookie to keep you signed in, remember which galleries you've opened on this device and what's in your basket. It lasts 30 days, or until you sign out. We don't use advertising or tracking cookies.
Your rights
You can ask to see, correct or delete the data we hold about you or your child, or to restrict or object to how we use it. Email info@myschoolphotograph.co.uk. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
We'll update this page if anything changes. Last updated 11 November 2026.