Last updated September 1, 2026
Volkan Photography Inc. ("we", "us") is a photography studio based in Langley, British Columbia. This policy explains what personal information we collect, why we collect it, who we share it with, and how you can reach us about it. We handle personal information in accordance with British Columbia's Personal Information Protection Act (PIPA). A photograph of an identifiable person is personal information under PIPA, and we treat it that way throughout this policy.
Volkan Photography Inc. is a photography studio at 8050 204 St #27, Langley, BC V2Y 0X1, established in 2016. We can be reached at 604.716.5456 or volkan@volkanphotography.com.
Volkan Photography Inc. is a one-person company, so there is no privacy team, just one person accountable for this policy. Any question, concern or request about your personal information goes to:
Privacy Officer: Volkan Caglar, Volkan Photography Inc.
Email: volkan@volkancaglar.ca
Mail: 8050 204 St #27, Langley, BC V2Y 0X1
What we collect depends on how you interact with us.
Individual clients booking a session: name, email, phone, company and job title where provided, intended use of the images, session notes including any accessibility or comfort information you volunteer, number of people attending, ages of children attending, and the images produced.
Parents and guardians at a photo day: your child's first and last name, class or group, your contact details where you or the centre provide them, order and purchase history, and the images produced.
Childcare centres, preschools, schools and clubs: business contact details, staff names and roles for scheduling, and class lists as provided by the centre.
Guests at events and photo booths: name and email or phone where you provide it at the station, the images produced, and, where the facial recognition search feature is used, the facial data described in section 7.
Automatically, from this website: analytics, IP address, pages visited, referring source, and campaign tracking parameters.
Payments: card details are entered directly into Stripe's payment form and are processed by Stripe. We never receive or store your card details.
We collect personal information to respond to enquiries, quote and schedule sessions, deliver and support orders, match photo day images to the right family, run events and photo booths, process payment, meet our accounting and tax obligations, and, where you have agreed to it, send marketing communications. We do not sell personal information and do not share it with advertisers.
Photo days are arranged with the centre or school, which is responsible for notifying parents and obtaining parental consent to participate under its own policies. Children's names and class information are collected only to match images to orders. A parent or guardian may decline participation, or ask for a child's images to be deleted, by contacting the Privacy Officer.
Children's images are never used for marketing, portfolio, social media or advertising without a parent or guardian's separate written consent, which is always optional and can be withdrawn at any time. The facial recognition feature described in section 7 is never used on photo day images for preschools, daycares, schools, dance or sports. We do not sell children's personal information and do not share it with advertisers.
For family studio sessions, the adult who books confirms they are the parent or legal guardian of any children in the session.
A photograph of an identifiable person is personal information under PIPA. Every photograph we hold, whether from a studio session, a photo day or an event, is handled under the same principles as the rest of your personal information: collected for a stated purpose, protected, retained only as long as needed, and deleted or removed on request within the limits described in this policy.
When you attend an event or use a photo booth we are photographing, the gallery may include a search feature that lets you find your own photographs instead of scrolling through hundreds of images. To do this, the service analyses the faces in the gallery images and matches them to the person searching. This involves processing facial data, which is a sensitive category of personal information.
This feature is provided by SpotMyPhotos, and the processing takes place in the United States. We use it only for event photography and photo booth galleries. We never use it for preschool, daycare, school, dance, sports, family, portrait or headshot photography.
Using the search is optional. You can browse the gallery without it.
Facial data is used only to help you find your own photographs. It is not used to identify you for any other purpose, is not used for marketing, is not shared with the event host beyond the photographs themselves, and is not sold.
Event galleries are closed after 12 months. When we delete a gallery we also request deletion of any associated facial data.
You can ask us to remove your photographs and any associated facial data at any time by contacting our Privacy Officer. We will do this without asking you for a reason.
By booking a session, attending a photo day arranged by your centre or school, or using an event photo booth, you consent to the collection, use and disclosure described in this policy for the stated purposes. Where we ask for separate consent, such as portfolio use of your image or marketing text messages, that consent is optional and can be withdrawn at any time by contacting the Privacy Officer, subject to any legal or contractual limits (for example, we cannot recall a printed product already delivered). Withdrawing consent does not affect anything done before the withdrawal.
We use the service providers below to run the business. Each acts on our instructions and only for the purposes we engage them for.
| Provider | Used for | Handles | Operates from |
|---|---|---|---|
| GotPhoto | Photo day image delivery and parent ordering (preschool, daycare, school, dance, sports) | Children's names and class, parent contact details, images, order history | Germany |
| Pixieset | Private gallery delivery and ordering (family, portrait, headshot, corporate, event, wedding) | Client name, email, images, order history | Canada, with processing that may occur in other countries |
| SpotMyPhotos | Searchable galleries for events and photo booths, including facial recognition search | Images, facial data, guest name and contact details where provided | United States |
| GoHighLevel | Booking, scheduling, client records, email and SMS | Name, email, phone, booking details, communication history | United States |
| Stripe | Payment processing | Payment card details, billing information | United States |
| Google Workspace | Email and file storage | Correspondence and documents | United States |
| Evoto | AI-assisted image editing | Images | United States |
| QuickBooks Online | Accounting | Client name, invoice and payment records | United States |
Volkan Photography Inc. decides what personal information is collected and why. These providers act on our instructions, not their own. If you want to access, correct or delete personal information, direct that request to our Privacy Officer rather than to any of these platforms.
Some of the service providers we use store or process personal information outside Canada, including in the United States and Germany, and may process it in other countries where they or their infrastructure providers operate. Information held in another country may be accessible to the courts, law enforcement and national security authorities of that country under its laws. We select providers on the basis of their security and privacy practices, and we require them to handle information only for the purposes we have engaged them for.
| Information | Retained |
|---|---|
| Booking and client records | 7 years, to meet Canada Revenue Agency requirements |
| Financial and payment records | 7 years, same reason |
| Photo day images and order data in GotPhoto | 12 months after the photo day |
| Original image files, photo days (children) | 24 months after the photo day, then permanently deleted |
| Original image files, family, portrait, headshot, commercial and event | Retained indefinitely, unless deletion is requested |
| Online galleries (Pixieset) | Available for a minimum of 12 months. Galleries frequently remain available longer, but availability beyond 12 months is not guaranteed. Original files are retained and images can be re-supplied on request. Deletion on request at any time. |
| Event and photo booth galleries | 12 months, per the booking terms |
| Facial data (SpotMyPhotos) | Deleted when the gallery closes. We are confirming the exact retention schedule with SpotMyPhotos and will update this row once that is settled. |
| Marketing contact records | Until unsubscribe. A suppression record is kept indefinitely so the unsubscribe continues to be honoured. |
We limit access to our studio equipment and storage, use encrypted transmission where available, and select service providers on the basis of their security practices. Access to client images is limited to the Privacy Officer and any contracted editor working under our direction.
We maintain a process for identifying and responding to a privacy breach. Where a breach creates a real risk of significant harm, we will notify affected individuals without unreasonable delay. We will also notify affected institutional clients, and notify the Office of the Information and Privacy Commissioner for British Columbia where required.
You have the right to access the personal information we hold about you, to request correction of inaccurate information, and to withdraw consent, subject to legal and contractual limits. To make a request, write to our Privacy Officer. We will respond within 30 days, as PIPA requires. If you are not satisfied with our response, you may complain to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.
We send marketing email to people who have booked a session or purchased photographs, and to people who have asked to be added. Consent may be express, or implied through an existing business relationship. Every marketing email carries an unsubscribe link, actioned immediately. SMS is used for booking confirmations and session reminders, not for marketing, and STOP works at any time. Our mailing address, matching the address used in our email footers, is 8050 204 St #27, Langley, BC V2Y 0X1.
This site uses the following tracking technologies.
| Technology | Operator | Purpose |
|---|---|---|
| Google Analytics | Measuring how visitors find and move through the site | |
| Google Ads tags | Advertising technology: measuring advertising performance and delivering advertising | |
| Meta pixel | Meta (Facebook, Instagram) | Advertising technology: measuring advertising performance and delivering advertising. This pixel belongs to Volkan Photography Inc. |
| LeadConnector tracking script | GoHighLevel | Attributing bookings and enquiries to their source |
The Google Ads tags and Meta pixel are advertising technology: they help build audiences and deliver targeted advertising, not just measure traffic. You can opt out of ad targeting directly through the ad networks: Google's ad settings and Meta's ad settings. British Columbia's Personal Information Protection Act does not require a cookie consent banner; this table is how we meet our disclosure obligation.
If you give us your mobile number and tick the marketing consent box in the chat window on this site, we may send you promotional text messages. Message frequency varies, generally no more than four messages per month, and message and data rates may apply. Reply STOP to unsubscribe or HELP for assistance at any time. Consent to receive texts is never a condition of booking with us. Full details of the program are in our Terms of Service.
We may update this policy as the business or our services change. The revised version applies from the date shown at the top of this page.
If you have a concern about how we have handled your personal information, contact our Privacy Officer first so we can address it directly. If you are not satisfied with our response, you may complain to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.
Volkan Photography Inc.
8050 204 St #27, Langley, BC V2Y 0X1
604.716.5456 · volkan@volkancaglar.ca
Volkan Photography Inc.
8050 204 St #27, Langley, BC V2Y 0X1
604.716.5456 · volkan@volkanphotography.com
Established 2016
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