Last updated: 12 November 2026

1. Who we are

Svenja Captures is a photography and videography business based in Amsterdam, the Netherlands.

The business is operated by:
Svenja Loretan, trading under the name Svenja Captures
Business address: Jan van Zutphenstraat 557, 1069 RS Amsterdam
KVK number: 42166442
Email: svenja.loretan@outlook.com
Website: www.svenjacaptures.com

Svenja Loretan is the data controller responsible for the processing of personal data described in this Privacy Policy.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, book our photography services or appear in photographs taken during our assignments. We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch data protection legislation.

2. What personal data do we collect?

Depending on your interaction with Svenja Captures, we may collect the following categories of personal data:

Contact and inquiry information: Name, email address, phone number, event date and location, type of photography or videography requested, estimated budget, additional information or personal messages you provide
Booking and client information: Contact details, booking details and event information, correspondence and agreements, payment and invoicing information
Photographic and visual information: Photographs and videos taken during event or booking, images uploaded to or delivered through client galleries, selected photographs used for portfolio and marketing purposes
Website information: technical information such as IP addresses, browser type and device information, website usage and analytics information, depending on your cookie preferences and website settings

We only collect personal data that is relevant and necessary for the purposes described in this Privacy Policy.

3. Why and on what legal basis do we process personal data?

We process personal data for the following purposes: Responding to inquiries and preparing quotations, Providing photography and videography services, Delivering photographs through private galleries, Accounting and administration, Website operation and analytics, Portfolio and marketing

4. Contact forms and communication

Our website may contain a contact form through which you can request information or a quotation. Information submitted through the form is used exclusively to respond to your inquiry and manage any subsequent booking.

We also communicate with clients through: Email (Microsoft Outlook), WhatsApp, phone, Instagram direct messages

Please avoid sending sensitive personal information through these communication channels unless it is genuinely necessary. If an inquiry does not result in a booking, we generally retain the associated personal data for up to 12 months after our last meaningful contact, unless a longer retention period is legally required or justified.

5. Photography, videography and client galleries

During weddings, events and other assignments, we may photograph or film clients, guests and other individuals present. These images are processed to provide the photography and videography services agreed with our clients. Photographs are edited using Adobe Lightroom and stored on our computer and external hard drives.

For photo delivery, we use Picdrop. Client galleries are generally available online for 12 months after delivery. Galleries can be password-protected upon request. After the gallery retention period, the online gallery will be removed. This does not automatically mean that all copies of the photographs held in our separate storage systems are deleted.

We generally retain original and edited photographs for up to two years after delivery, subject to the exceptions described in this Privacy Policy.

6. Portfolio and marketing use of photographs

Svenja Captures would like to showcase selected photographs to demonstrate its work and promote its photography services.
Photographs may be used on:
- The Svenja Captures website and portfolio
- The Svenja Captures Instagram account
- Other promotional and marketing materials

Identifiable photographs of clients will only be used for these purposes where an appropriate legal basis exists, normally through separate, voluntary consent.

We do not make portfolio and marketing permission a condition of booking our services.

For photographs featuring wedding guests or other individuals, we take care not to publish recognisable images without an appropriate legal basis. Where an individual is recognisable, we will seek their permission before using the photograph for public promotional purposes.

We will avoid publishing identifiable images of guests without appropriate permission. Photographs in which individuals cannot reasonably be identified may be used for portfolio purposes, subject to applicable privacy and other legal requirements.

If you have previously given consent and wish to withdraw it, you can contact us at svenja.loretan@outlook.com. Following withdrawal, we will stop using the relevant photographs for future marketing purposes and remove them from channels under our control within a reasonable period, unless another legal basis applies. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

7. Website hosting, cookies and analytics

Our website is hosted and operated through Squarespace. Squarespace may process technical information and use cookies or similar technologies to provide website functionality, maintain security and collect website analytics.

We intend to use Squarespace Analytics to understand website traffic and visitor behaviour. Strictly necessary cookies may be used to ensure that the website functions correctly. Non-essential analytics and tracking cookies will only be used where the required consent has been obtained. Our website will include a cookie consent mechanism allowing visitors to manage their preferences.

For more information about cookies and the technologies used on our website, please refer to our Cookie Policy. We currently provide a link to our Instagram profile rather than embedding an Instagram feed directly into our website.

8. Third-party service providers

To operate Svenja Captures and provide our services, we use selected external service providers. These may process personal data on our behalf or independently for their own purposes.

Our current service providers include: Squarespace (Website hosting, website functionality and analytics), Picdrop
(Online galleries and delivery of photographs to clients), Adobe Lightroom / Adobe Creative Cloud (Editing and processing photographs), Microsoft Outlook (Business email and client correspondence), Meta / Instagram (Social media communication and, where applicable, public portfolio and marketing content).

We only share personal data with these providers where necessary for the relevant service or where otherwise legally permitted. Where a provider processes personal data on our behalf, we will enter into an appropriate data processing agreement where required by the GDPR.

Some providers may process personal data outside the European Economic Area (EEA). Where this occurs, we will ensure that the transfer is supported by an appropriate GDPR transfer mechanism, such as an adequacy decision or Standard Contractual Clauses, where required.

9. How long do we retain personal data?

We do not retain personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is required by law.

Our intended retention periods are:
Unsuccessful inquiries > Up to 12 months after last meaningful contact
Contracts and relevant accounting records > At least 7 years, where required by Dutch tax law
Original and edited photographs > Generally up to 2 years after delivery
Picdrop client galleries > 12 months after delivery
Client correspondence> Generally up to 2 years after completion of the project
Marketing photographs> Until consent is withdrawn or another applicable legal basis ends

Some information may need to be retained longer to comply with legal obligations or to establish, exercise or defend legal claims.

Photographs retained separately for portfolio and marketing purposes are treated independently from the general two-year photograph retention period.

10. How do we protect your personal data?

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure or alteration.

These measures include:
- Restricting access to personal data
- Using password-protected devices and accounts
- Storing photographs on local devices and external hard drives
- Using secure online galleries for photo delivery
- Limiting access to personal data to what is necessary for our business operations

Although we take reasonable steps to protect personal data, no method of electronic storage or transmission can be guaranteed to be completely secure.

11. Your rights under the GDPR

Under the GDPR, you have several rights regarding your personal data.

Depending on the circumstances, you have the right to:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete information.
- Erasure: Request deletion of your personal data.
- Restriction: Request that we restrict the processing of your personal data.
- Data portability: Receive certain personal data in a structured, commonly used and machine-readable format.
- Object: Object to processing based on our legitimate interests.
- Withdraw consent: Withdraw consent at any time where processing is based on consent.

These rights are subject to the conditions and exceptions provided by the GDPR. For example, we may need to retain certain accounting information even if you request its deletion.

To exercise your rights, contact us at: svenja.loretan@outlook.com. We will generally respond to requests within one month of receiving them. Where permitted by the GDPR, this period may be extended for complex or numerous requests.

12. Complaints

If you have concerns about how we process your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the Dutch Data Protection Authority: Autoriteit Persoonsgegevens, Website: https://autoriteitpersoonsgegevens.nl/

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, website functionality, service providers or applicable legislation. The latest version will always be published on our website, together with the date of the most recent update.

14. Contact

If you have any questions about this Privacy Policy or the way Svenja Captures processes personal data, please contact:

Svenja Loretan – Svenja Captures
Jan van Zutphenstraat 557
1069 RS Amsterdam
The Netherlands
Email: svenja.loretan@outlook.com