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Last updated: 13 September 2026
 

Natasha Haynes Gallery respects your privacy and is committed to protecting your personal information. This policy explains what information is collected, why it is collected, how it is used and the rights you have regarding your personal data.

For the purposes of UK data protection law, the data controller is:

Natasha Haynes, trading as Natasha Haynes Gallery
Website: www.natashahaynesgallery.com
Email: info@natashahaynesgallery.com
 

1. Information I Collect

I may collect and process the following information:

• Your name, email address, telephone number, billing address and delivery address.

• Information you provide when making an enquiry, placing an order or requesting a commission.

• Photographs, reference images and personal details supplied for commissioned artwork.

• Information about the person or people featured in a commissioned artwork.

• Order information, payment status, invoices and transaction records.

• Correspondence exchanged through email, social media, website forms or other communication methods.

• Technical information collected through the website, including your IP address, browser type, device information and website activity.

• Your marketing preferences where you have chosen to receive news or promotional communications.

Payment card details are processed securely by the relevant payment provider and are not normally collected or stored directly by Natasha Haynes Gallery.
 

2. How Your Information Is Used

Your personal information may be used to:

• Respond to enquiries and provide quotations.

• Discuss, create and complete commissioned artwork.

• Process orders and payments.

• Package and deliver original artwork, prints and other products.

• Provide progress photographs and request approval during a commission.

• Contact you about your order or commission.

• Manage returns, refunds, complaints and delivery claims.

• Maintain financial, tax and business records.

• Improve the website, services and customer experience.

• Prevent fraud, misuse or unlawful activity.

• Send marketing communications where you have given your consent.
   

3. Lawful Bases for Processing

Your personal information will only be used where there is a lawful reason to do so. Depending on the circumstances, this may include:

• Contract: Where processing is necessary to provide a quotation, fulfil your order or complete a commission.

• Legal obligation: Where information must be retained for tax, accounting or other legal purposes.

• Legitimate interests: Where necessary to operate, protect and improve the business, provided those interests do not override your rights.

• Consent: Where you have agreed to receive marketing communications or have given permission for photographs or commissioned artwork to be publicly displayed.

You may withdraw your consent at any time by emailing info@natashahaynesgallery.com.
 

4. Commission Reference Photographs

Photographs supplied for commissioned artwork will only be used to discuss, plan and create the commissioned piece.

Please ensure that you have permission to provide any photograph you did not take yourself and permission from the person featured where appropriate.

Reference photographs will not be published, shared on social media or used for promotional purposes without permission. Particular care will be taken with photographs of children and vulnerable individuals.

Reference photographs will be securely deleted when they are no longer reasonably required to complete the commission or resolve a related query, unless you have asked me to retain them for future work.
 

5. Sharing Finished Commission Artwork

Photographs or videos of completed commissions will only be shared on the Natasha Haynes Gallery website, portfolio, social media pages, at exhibitions or within promotional materials where permission has been obtained.

Permission to display a finished commission is optional and is not a condition of placing an order. You may withdraw permission for future use by contacting me. Withdrawal will not affect material that was lawfully published before permission was withdrawn or printed material that has already been produced.

Identifiable commissioned portraits of children will not be used for marketing without permission from a parent or legal guardian.
 

6. Who Your Information May Be Shared With

Personal information may be shared where necessary with trusted service providers, including:

• Wix, which hosts and operates this website.

• Payment-processing providers.

• Banks and payment platforms.

• Printing and fulfilment providers.

• Royal Mail, couriers and other delivery providers.

• Email, cloud-storage and website-service providers.

• Accountants, bookkeepers and professional advisers.

• Etsy or another marketplace when you purchase through that platform.

• Government authorities, regulators or law-enforcement bodies where legally required.

These organisations will only receive the information needed to provide their particular service. They may also process information under their own privacy policies.

Natasha Haynes Gallery will never sell your personal information to third parties.
 

7. Cookies and Website Analytics

This website may use essential cookies to function correctly and optional cookies to understand how the website is used, remember preferences or support marketing.

Where required, optional analytics and marketing cookies will only be used after you have provided consent through the website’s cookie banner. You can change or withdraw your cookie choices through the website’s cookie settings.

Some third-party features, including embedded social-media content and payment services, may place their own cookies. Further information should be available through the website’s cookie notice or cookie settings.
 

8. Marketing Communications

You will only receive email marketing where you have chosen to subscribe or where another lawful basis permits contact.

You can unsubscribe at any time by selecting the unsubscribe link within a marketing email or by emailing info@natashahaynesgallery.com.

Unsubscribing from marketing will not prevent me from contacting you about an active order, commission, payment or delivery.
 

9. International Data Transfers

Some website, payment, email, cloud-storage or marketplace providers may process information outside the United Kingdom.

Where personal information is transferred internationally, reasonable steps will be taken to ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations or approved contractual protections.
 

10. How Long Information Is Kept

Personal information will only be retained for as long as reasonably necessary for the purpose for which it was collected.

As a general guide:

• Unsuccessful enquiries will normally be retained for up to 12 months.

• Order, invoice and transaction records may be retained for up to six years, or longer where required by law.

• Commission correspondence and approval records may be retained for up to six years in case a query or dispute arises.

• Reference photographs will normally be deleted after the commission has been completed and any reasonable query period has passed.

• Marketing information will be retained until you unsubscribe or withdraw your consent.

Information may be retained for longer where reasonably necessary to establish, exercise or defend a legal claim.
 

11. Data Security

Reasonable technical and organisational measures are used to protect personal information against accidental loss, unauthorised access, alteration, disclosure or misuse.

However, no website, email service or internet transmission can be guaranteed to be completely secure. Please avoid sending unnecessary sensitive information.
 

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to the personal information held about you.

• Ask for inaccurate or incomplete information to be corrected.

• Request deletion of your personal information in certain circumstances.

• Ask for the use of your information to be restricted.

• Object to certain uses of your information.

• Request the transfer of information you provided in a portable format.

• Withdraw consent where processing is based on consent.

• Complain about how your personal information has been handled.

To exercise any of these rights, please email info@natashahaynesgallery.com. You may be asked to provide information confirming your identity before a request is completed.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
 

13. Third-Party Websites

This website may contain links to third-party websites, including social-media platforms and online marketplaces. Natasha Haynes Gallery is not responsible for the privacy practices or content of external websites. You should review their privacy policies before providing personal information.

14. Changes to This Policy

This privacy policy may be updated occasionally to reflect changes to the business, website, services or legal requirements. The latest version will be published at www.natashahaynesgallery.com with the date it was last updated.

15. Contact

If you have any questions about this privacy policy or how your personal information is handled, please contact:

Natasha Haynes
Natasha Haynes Gallery
Website: www.natashahaynesgallery.com
Email: info@natashahaynesgallery.com