When you reach out, we keep whatever you tell us — typically a name, email address, phone number, and sometimes a postal address if you place an order. That information sits on file so we can reply, send what you bought, and answer follow-up questions. Nothing else happens with it. We do not run advertising, we do not feed it to analytics dashboards, and we do not give it to third parties beyond what's strictly required to deliver an order (a shipping carrier, a payment processor). We hold records for as long as the relationship is active plus the period required by tax or accounting rules. After that we delete or anonymise them. You can email us at any time to see what we have, fix what's wrong, or remove yourself entirely from our records.
A booking usually means a name, an email, a phone number, and whatever brief you write us. Corporate headshot days add one more thing: the staff roster your HR team sends so we can match files to names. We treat that roster as confidential, use it only for file naming and delivery, and delete it once the gallery is approved.
Finished galleries live on our delivery platform for 60 days; originals are kept on two encrypted drives in the studio for one year in case you need retouching or larger files. After that we ask whether you want an extension — otherwise the set is wiped. Nothing is uploaded to social platforms or model-training datasets, full stop.
smartpeninsula.com works without tracking. There is no analytics script, no ad pixel, and no social embed. If you arrive from a link a friend sent, that is between you and your friend — our server logs record only the request itself, and we rotate those logs monthly for security review.
Ask us any time what personal data we hold, have it corrected, or have it erased — hello@smartpeninsula.com reaches the two of us directly, or write to the studio at 5-210-11 Ishikawacho, Naka Ward, Yokohama. We reply within a week and there is never a fee for asking.
Inquiry threads that never turn into a booking are deleted after a year of silence. Booking correspondence is kept alongside the job record for the statutory accounting period, then purged together with the invoices. We do not maintain a newsletter list, so there is nothing to unsubscribe from — every email you get from us was written by a person about your shoot.
Three outside services touch fragments of your data: the gallery-delivery platform (your email, so it can send the link), the print lab (name and shipping address on physical orders), and the payment provider (billing details). Each is contractually limited to that single purpose, and none of them may use your information for marketing.
Working drives are encrypted, the archive lives on two disks in separate rooms, studio computers lock automatically, and account access uses two-factor authentication. No system is perfect, but if a breach ever affects your data we will tell you directly and promptly, not bury it in a notice.
Family bookings often include children, and their images get extra care: no appearance in our portfolio without both parents signing off separately from the booking form, encrypted storage like everything else, and immediate deletion on request without a reason required. Notes parents give us about a child — a nap window, a shyness we should work around — are discarded as soon as the gallery ships.
When this policy changes, the update lands on this page with a fresh date at the top, and anything that meaningfully alters how existing client data is handled gets an email to the clients it affects before it takes effect. Silent retroactive edits are exactly the kind of thing we became photographers to avoid doing.