Privacy & Cookie Policy

GrassrootsXL ("we", "us", "our") is committed to protecting your privacy and handling personal data responsibly and transparently. This Privacy & Cookie Policy explains how we collect, use, store, and protect personal information when you engage with our photography services, website, and events.

1. Who We Are

GrassrootsXL provides bespoke football portrait photography for grassroots clubs, events, and public venues.

Business name: GrassrootsXL Ltd
Website: www.grassrootsxl.co.uk
Email: hello@grassrootsxl.co.uk

For the purposes of UK data protection law, GrassrootsXL Ltd is the Data Controller.

2. What Information We Collect

We may collect and process the following personal data:

Children (via parent/guardian consent)

  • Player’s first name and surname

  • Team name and playing position

  • Photographic images

Parents / Guardians

  • Name

  • Email address

  • Marketing consent preferences

Website & Orders

  • Email address and contact details

  • Order information and purchase history

  • Technical data such as IP address, browser type, and device information

We only collect children’s data with explicit parental or guardian consent.

3. How We Use Personal Data

We use personal data to:

  • Deliver and manage photography services

  • Provide access to online image galleries

  • Process orders and payments

  • Communicate important information about images or orders

  • Improve our services and customer experience

Where consent is given, we may also use images for:

  • Our website

  • Social media

  • Promotional and marketing materials

You can withdraw marketing consent at any time.

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Consent – for photographing children and using images for marketing

  • Contract – to fulfil photography services and orders

  • Legitimate Interests – to operate and improve our business (without overriding your rights)

  • Legal Obligation – where required by law

5. How We Store and Protect Data

We take data security seriously and:

  • Store data securely using trusted systems

  • Restrict access to authorised personnel only

  • Retain personal data only for as long as necessary

Images and personal data are never sold or shared with unauthorised third parties.

6. Sharing Personal Data

We may share limited data with trusted service providers where necessary, including:

  • Online gallery and ordering platforms (e.g. image delivery services)

  • Payment processors

  • Professional advisers (e.g. accountants)

All third parties are required to handle data in accordance with UK GDPR.

7. How Long We Keep Data

  • Client and order data: retained for accounting and legal purposes

  • Images: retained for a reasonable period to allow re-orders

  • Marketing images: retained until consent is withdrawn

You may request deletion of data at any time, subject to legal requirements.

8. Your Rights

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Withdraw consent at any time

  • Object to or restrict processing

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact: hello@grassrootsxl.co.uk

9. Cookies Policy

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help the site function properly and improve your experience.

Cookies We Use

GrassrootsXL uses:

  • Essential cookies – required for website functionality

  • Analytics cookies – to understand how visitors use our site (e.g. page visits, traffic sources)

We do not use cookies to track individual behaviour across other websites.

Managing Cookies

You can control or delete cookies through your browser settings. Please note that disabling cookies may affect website functionality.

10. Changes to This Policy

We may update this Privacy & Cookie Policy from time to time. The latest version will always be available on our website.

11. Contact Us

If you have any questions about this policy or how we handle personal data, please contact:

GrassrootsXL
Email: hello@grassrootsxl.co.uk
Website: www.grassrootsxl.co.uk

This policy is written in line with UK GDPR and the Data Protection Act 2018.