Privacy policy

 

Last updated: 28 August 2026

VictorianPortrait is a trading name of Salehin Khan, a sole trader.

VictorianPortrait operates victorianportrait.com and the related products and services offered through the website (the “Services”). Our store is powered by Shopify, which enables us to provide the Services to you.

This Privacy Policy explains how we collect, use, disclose and retain personal information when you visit our website, place an order, upload photographs, participate in our referral programme, communicate with us or otherwise use the Services.

For the purposes of applicable data protection law, VictorianPortrait is the data controller of your personal information, except where another organisation acts as a separate controller for its own processing.

1. Personal Information We Collect

The personal information we collect depends on how you interact with VictorianPortrait and may include:

• Contact and delivery information, including your name, email address, telephone number, billing address and shipping address.
• Order and transaction information, including products and options selected, order history, payment status, discounts, refunds and other transaction information.
• Payment information. Payments are processed through Shopify and relevant payment providers. We may receive transaction details, payment method information and payment confirmations, but we do not ordinarily receive your full payment-card details.
• Account information, where you create or use a customer account, including your login details, preferences and settings.
• Photographs and portrait information, including photographs you upload, information you provide about your pet, your portrait previews and finished portrait artwork created in connection with your order.
• Communications with us, including information you provide when contacting us about an order, question, complaint or other enquiry.
• Referral and affiliate information, where applicable, including referral links or codes, referral identifiers, attributed purchases, discounts, commission records and information required to administer the referral programme.
• Device and technical information, including your browser, device, IP address and other technical identifiers.
• Usage information, including information about how you use and navigate our website.
• Marketing and cookie preferences, including choices you make about promotional communications and non-essential cookies or similar technologies.

2. Where We Obtain Personal Information

We may obtain personal information:

• directly from you when you place an order, upload photographs, create an account, contact us or otherwise provide information to us;
• automatically when you use our website, including through cookies and similar technologies;
• from Shopify and other service providers that help us operate the Services;
• through referral or affiliate links, codes or systems where you participate in or make a purchase through our referral programme; and
• from other third parties where permitted by law.

3. How We Use Your Personal Information

We may use your personal information to:

Provide Your VictorianPortrait

We use information including your contact details, order information and uploaded photographs to:

• review the photographs submitted with your order;
• contact you if we require a clearer or additional photograph;
• create your three portrait previews;
• provide those previews to you for review and approval;
• produce your approved Fine-Art Print or Framed Portrait;
• arrange fulfilment and delivery;
• deal with replacements, delivery problems, refunds and customer service; and
• otherwise perform our contract with you.

Process Orders and Payments

We use relevant information to process transactions, confirm orders, administer payments and refunds, maintain appropriate business records and prevent fraudulent transactions.

Communicate With You

We use your contact details to communicate with you about your photographs, portrait previews, approval, production, delivery, customer-support enquiries and other matters relating to your order.

Operate Our Referral Programme

Where you participate in or purchase through our referral programme, we may process referral identifiers, codes or links, transaction information, discounts and commission information in order to attribute qualifying purchases, provide referral discounts, calculate commission and administer the programme.

Operate and Improve Our Website

We may use usage, device and technical information to operate and secure the website, diagnose problems, understand how the Services are used and improve the customer experience.

Marketing

Where permitted by law, we may use your contact information to send you promotional communications.

You may unsubscribe from promotional emails at any time using the unsubscribe option contained in the email or by contacting us.

Opting out of marketing does not prevent us from sending necessary service communications relating to an order you have placed.

Legal, Security and Fraud Prevention

We may use personal information where necessary to comply with legal obligations, protect VictorianPortrait and our customers, prevent or investigate fraud or misuse, establish or defend legal claims and enforce our Terms & Conditions.

4. Customer Photographs, Portraits and Marketing Permission

Photographs you upload and portrait artwork created from them are used primarily for the purpose of providing your VictorianPortrait order.

We will not use photographs you provide, your portrait previews or your finished portrait in our public gallery, website, social media, advertising or other promotional material unless you have separately given us permission to do so.

Where you give us that permission, we will keep a record of the permission you have provided and the materials and uses it covers.

We may retain those specifically approved photographs or portrait materials for as long as reasonably necessary for the promotional purposes you agreed to and while that permission remains in place.

You may withdraw your permission at any time by contacting us at info@victorianportrait.com.

Withdrawal will not affect the lawfulness of any use that took place before your permission was withdrawn. Following withdrawal, we will stop future use based on that permission and take reasonable steps to remove the material from VictorianPortrait-controlled channels where appropriate.

5. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the purpose, we may rely on:

Contract

Where processing is necessary to enter into or perform our contract with you, including processing your order, uploaded photographs, portrait previews, payment, production, delivery and order-related communications.

Legal Obligation

Where we need to process or retain information in order to comply with applicable law, including tax, accounting, consumer-protection and other legal obligations.

Legitimate Interests

Where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.

This may include operating and improving our Services, maintaining appropriate business records, providing customer support, protecting our website, preventing fraud and establishing or defending legal claims.

Consent

Where we ask for and receive your consent for a particular purpose.

This includes, where applicable:

• permission to use your photographs or portrait artwork publicly for our gallery, website, social media, advertising or promotional purposes;
• certain electronic marketing;
• and non-essential cookies or similar technologies where consent is required.

Where we rely on consent, you may withdraw it at any time.

6. How Long We Keep Your Information

We do not keep personal information for longer than is reasonably necessary for the purposes for which it was collected.

Uploaded Source Photographs

Photographs supplied by you for creation of your portrait are normally retained for up to 6 months after your order has been fulfilled.

Finished Production Artwork

Finished portrait and production files associated with your order are normally retained for up to 12 months after your order has been fulfilled.

This allows us to deal with matters such as replacements, delivery problems, customer service and reasonable follow-up relating to your order.

Materials Approved for Marketing

Where you have separately given us permission to use particular photographs or portrait artwork for our gallery, website, social media, advertising or other promotional purposes, those specifically approved materials may be retained for longer for that purpose while the permission remains in place and we continue reasonably to require them for that purpose.

Other Business Records

Order, transaction, accounting, tax, customer-service and legal records may be retained for longer where reasonably necessary or required by law.

We may also retain information for longer where necessary to resolve a dispute, establish or defend legal claims, prevent fraud or comply with a legal obligation.

7. How We Disclose Personal Information

We may disclose personal information where reasonably necessary to organisations that help us provide and operate VictorianPortrait.

These may include:

• Shopify, which hosts and provides our ecommerce platform;
• payment-processing providers;
• fulfilment, printing, framing, shipping and delivery providers;
• cloud-storage, email and customer-support providers;
• portrait-production and image-processing technology providers used in creating and preparing your portrait;
• referral or affiliate programme providers;
• website, analytics, security and technical service providers;
• professional advisers where necessary; and
• government authorities, regulators, courts or law-enforcement bodies where required by law.

We disclose only information reasonably necessary for the relevant purpose.

We may also disclose information where you specifically ask us to do so or give us permission.

If VictorianPortrait or its business assets are transferred, sold or reorganised in the future, personal information may be disclosed where reasonably necessary in connection with that transaction and subject to applicable law.

8. Relationship With Shopify

VictorianPortrait uses Shopify to provide and operate the online store.

Shopify collects and processes certain information about your access to and use of the Services in order to provide its platform and related services.

Information submitted through our store may therefore be transmitted to and processed by Shopify and relevant service providers, including in countries outside the United Kingdom.

Shopify may also process information for purposes for which it acts as a separate data controller. Where this occurs, Shopify is responsible for that processing and for responding to applicable requests concerning its own processing activities.

You can review Shopify's own privacy information for further details about how Shopify processes personal information.

9. Cookies and Similar Technologies

Our website and the services used to operate it may use cookies and similar technologies.

These technologies may be used for purposes including:

• essential website and checkout functionality;
• security and fraud prevention;
• remembering preferences;
• analytics and understanding use of the website;
• marketing and advertising where applicable; and
• referral or affiliate attribution.

Where cookies or similar technologies are not strictly necessary and consent is required by law, they should not be used until the required consent has been obtained.

You can manage available cookie preferences through the cookie controls provided on the website.

10. Third-Party Websites and Services

Our website may contain links to websites, social-media platforms or other services operated by third parties.

If you follow a third-party link, that organisation's own privacy practices and terms will apply.

VictorianPortrait is not responsible for the privacy or security practices of independent third-party websites or services.

11. Children's Information

VictorianPortrait is not intended for use by children and we do not knowingly seek to collect personal information from children.

If you believe a child has provided personal information to us without appropriate authority, please contact us so that we can review and, where appropriate, delete it.

12. Security

We take reasonable organisational and technical measures designed to protect personal information.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Please do not send highly sensitive or confidential information to us through insecure communication channels.

13. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights including:

• Access — to request information about the personal information we hold about you and obtain a copy.
• Correction — to ask us to correct inaccurate or incomplete personal information.
• Erasure — to ask us to delete personal information in certain circumstances.
• Restriction — to ask us to restrict processing in certain circumstances.
• Data portability — to receive certain personal information in a portable format or have it transferred where applicable.
• Objection — to object to certain processing based on legitimate interests.
• Withdrawal of consent — where processing is based on consent, to withdraw that consent at any time.

Direct Marketing

You have the right to object to the use of your personal information for direct marketing.

You can unsubscribe from promotional emails using the unsubscribe link contained in them or contact us at info@victorianportrait.com.

These rights are not absolute in every circumstance, and we may need to verify your identity before responding to a request.

14. International Transfers

Some of the organisations that provide services to VictorianPortrait, including Shopify and other technology providers, may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will rely on appropriate safeguards or other lawful transfer mechanisms where required by applicable data protection law.

15. Complaints

If you have a concern about how VictorianPortrait handles your personal information, please contact us first so that we can try to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, or another competent data protection authority where applicable.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, Services, technology or legal requirements.

When we make changes, we will publish the updated Privacy Policy on our website and update the “Last updated” date.

17. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or wish to exercise your data-protection rights, please contact:

Email: info@victorianportrait.com

VictorianPortrait
The Bristol Office, 2nd Floor
5 High Street
Westbury-on-Trym
Bristol BS9 3BY
United Kingdom

For the purposes of applicable data protection law, VictorianPortrait is the data controller of your personal information.