Privacy Policy

1. Who we are

Three Pod Studio is an independent creative business operated by Reka Peurala, based in Espoo, Finland.

• Data Controller: Reka Peurala – Three Pod Studio
• Website: https://www.threepodstudio.com
• Email: hello (at) threepodstudio (dot) com
• Location: Espoo, Finland

For the purposes of this policy:

• “We”, “us” and “our” refer to Three Pod Studio.
• “You” refers to visitors, prospective clients, clients, participants, subscribers and other individuals whose data we process.
• “Website” refers to threepodstudio.com and its associated pages.
• “Client Galleries” refers to password- or access-controlled online galleries used for image proofing, selection, delivery and file transfers.
• “Services” includes our photography, creative direction, styling, motion, creative guidance, workshops, portraits, print sales and associated activities.

Note:

• Our website, portfolio and Client Galleries are provided through Pixieset. We use Google services for email and business communications, Holvi for banking and invoicing, and Tally for online enquiry forms.
• We also maintain social media profiles under @threepodstudio. Personal data processed directly by social media platforms is additionally subject to their respective privacy policies.

2. What information do we collect?

We collect personal data necessary to respond to enquiries, provide our services, manage business relationships and operate our website.

Information you provide

• Depending on your interaction with us, this may include:
• Name, business or organisation, email address, telephone number and postal or billing address.
• Enquiry details, project briefs, service preferences, budgets, schedules and messages.
• Booking details, correspondence, agreements, permissions and feedback.
• Billing information, payment status and transaction records.
• Photographs, recordings, image selections and other materials associated with our services.
• Newsletter subscription information and communication preferences.
• Please avoid submitting sensitive personal information unless it is necessary for your request and we have agreed on an appropriate way to handle it.

Website usage and technical information

• Depending on your cookie preferences and the technology used, we may collect:
• IP address and approximate geographic location.
• Browser, device and operating-system information.
• Pages visited, navigation paths and interaction timestamps.
• Information about the duration and frequency of visits.
• Clicks on external links, including links to our Tally enquiry forms.
• Cookie identifiers and other technical data required for website functionality, security and analytics.

Cookies and similar technologies

• We use essential cookies and may use optional cookies for analytics, personalisation and advertising where the relevant features are active.
• Our cookie preferences distinguish between:
• Essential: Necessary for website functionality, security and remembering consent choices.
• Personalisation: Optional features that adapt the browsing experience.
• Analytics: Website traffic, performance and visitor interaction measurement.
• Advertising: Advertising measurement or personalisation, where such services are used.
• You can accept, decline or manage optional cookies through our cookie banner. You can also change your preferences later using the website's cookie settings.
• Optional tracking that requires consent is subject to your choices. Declining optional cookies should not prevent you from accessing the website's essential functions.

3. How do we collect information?

Directly from you

• We collect information when you:
• Submit a service enquiry or booking request through Tally or another form.
• Contact us by email, social media or another communication channel.
• Request an estimate, make a booking or purchase a service.
• Participate in a consultation, workshop or photography session.
• Use our Client Galleries or provide image selections and feedback.
• Purchase or enquire about photographic prints.
• Subscribe to our newsletters or other voluntary communications.
• Our Tally forms are used to gather enquiries and service-related information. Submitting a form does not, by itself, create a binding booking.

Automatically through our website

• We may collect technical and usage information through website functionality, cookies, Google Analytics 4 and similar technologies, subject to applicable consent requirements.

Through third-party services

• We may receive information from service providers involved in enquiries, invoicing, payments, website hosting, galleries, communications or marketing. We process this information only for relevant business purposes and in accordance with applicable law.

4. How do we use the information we collect?

We process personal data for the following purposes and on the following legal bases:

• Responding to enquiries, preparing estimates and taking steps towards a booking - Contractual necessity or steps requested before entering into a contract
• Delivering services, managing bookings, licensing images and communicating with clients - Performance of a contract
• Invoicing, bookkeeping, tax records and other statutory duties - Legal obligation
• Maintaining business correspondence, handling disputes, securing our systems and protecting business interests - Legitimate interests, where applicable
• Optional analytics, advertising cookies and similar tracking - Consent, where required
• Sending newsletters and consent-based promotional communications - Consent
• Other permitted business communications - Legitimate interests or another applicable legal basis, subject to marketing and data protection rules
• We may also use information to:
• Understand clients' needs and improve our services.
• Coordinate creative production and provide client support.
• Administer consultations, workshops and other activities.
• Manage proofing, image delivery, permissions and licensing.
• Investigate technical problems or suspected misuse.
• Fulfil legal requests and protect our legal rights.
• Request feedback and assess service quality.

Google Analytics 4

• We use Google Analytics 4 to understand how visitors interact with our website and to improve its content, performance and usability.
• Where enabled, enhanced measurement records website interactions, including outbound-link clicks. These may include links to our external Tally enquiry forms. Analytics data may include the destination URL, source page, device information and interaction timestamps.
• An outbound-link click indicates that a visitor selected an external link. It does not necessarily mean that the visitor submitted an enquiry.
• Analytics tracking is subject to applicable cookie-consent preferences. We do not intentionally send names, email addresses or other directly identifying information to Google Analytics through event parameters or destination URLs.

Newsletters and marketing

• You may subscribe voluntarily to our newsletters or other marketing communications. Where consent is the applicable basis, you can unsubscribe through the link provided in the email or contact us directly.
• You can also ask us to stop sending direct promotional messages by emailing hello (at) threepodstudio (dot) com or replying to the relevant message.
• Unsubscribing from marketing does not prevent necessary communications about existing enquiries, bookings, contracts, licences, invoices or other business arrangements.

5. How do we share the information we collect?

• We do not sell personal data.
• We share information with service providers only where reasonably necessary to operate our business, deliver the requested services or meet legal obligations. These may include:
• Pixieset: Website hosting, online portfolio, Client Galleries, proofing and file delivery.
• Google: Email, business communications, analytics and related services.
• Tally: Service enquiries, booking requests and form submissions.
• Holvi: Banking, invoicing, payment administration and related financial services.
• Accounting and professional advisers: Bookkeeping, tax compliance, legal matters and business administration.
• Newsletter or communications providers: Subscription management and email communications, where used.
• Social media and advertising platforms: Where you interact with our profiles or where specific marketing and advertising features are active.
• These providers may process personal data according to their contractual arrangements and applicable privacy policies.
• We may also disclose relevant information where required by law, to protect legal rights, investigate suspected fraud or misuse, or respond to lawful requests from public authorities.
• In the case of a merger, acquisition, financing, re-organisation, or sale, information collected may be shared on the basis that it is subject to standard confidentiality arrangements.

International data transfers

• Some service providers may process or access personal data outside the European Economic Area (EEA), including in the United States.
• Where applicable, transfers are subject to recognised GDPR transfer mechanisms, such as an adequacy decision, the EU–US Data Privacy Framework for participating certified organisations, or appropriate contractual safeguards, including the European Commission's Standard Contractual Clauses.
• The applicable mechanism depends on the service provider and processing arrangement. You may contact us for further information about the safeguards relevant to your data.
• Visiting our website or submitting an enquiry does not, by itself, constitute consent to international data transfers.

6. How do we protect the information we collect?

• We take reasonable technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss or misuse.
• Depending on the service, these measures may include:
• Access-controlled accounts and service platforms.
• Password-protected or restricted Client Galleries.
• Secure website connections and provider-managed security systems.
• Limited access to business and client information.
• Appropriate storage, backup and retention practices.
• Confidential handling of client information and project materials.
• Third-party providers are responsible for maintaining appropriate safeguards within their own systems under their applicable agreements and legal obligations.
• No method of internet transmission or electronic storage can guarantee absolute security.

7. How long do we keep your data?

• We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, or where a longer period is required or permitted by law.
• Our retention decisions take into account:
• Whether an enquiry or business relationship is still active.
• The need to fulfil bookings, contracts, licences and ongoing services.
• Applicable bookkeeping, accounting and tax obligations.
• The need to maintain records of permissions, agreements, transactions and intellectual-property rights.
• Legal limitation periods and the handling of disputes.
• Applicable cookie, analytics and service-provider retention settings.
• Enquiries that do not result in a booking are retained only while there is a relevant business or administrative need.
• Newsletter subscription details are retained while you remain subscribed, subject to any limited records needed to demonstrate and respect subscription preferences.
• Client galleries, working files and delivered photographic materials may have separate retention arrangements depending on the service and agreement.
• Information that has been effectively anonymised may be retained for statistical or business analysis without identifying individuals.
• You may request information about the retention of your personal data by contacting hello (at) threepodstudio (dot) com.

8. Links to other sites 

• Our website may contain links to external services, including Tally forms, social media platforms, portfolio galleries and other third-party websites.
• We may also display embedded content, such as photographs, videos or social media materials. Embedded content may collect data and use cookies according to the third-party provider's practices.
• When you follow an external link, the destination service may process your data under its own privacy policy.
• We recommend reviewing the applicable privacy policies before submitting personal information to external services.
• Our privacy policy does not replace the policies of independent third-party websites or platforms.

9. Children's Privacy

• Our services and website are primarily intended for adults and business customers. We do not knowingly solicit personal data directly from children under 18.
• However, certain photography services or events may involve minors with appropriate arrangements made by a parent, guardian or authorised representative.
• If you believe that personal data relating to a child has been provided or processed inappropriately, please contact hello (at) threepodstudio (dot) com so that we can review the matter and take appropriate action.

10. Changes To This Privacy Policy

• We may update this Privacy Policy to reflect changes in our services, technology, business practices or legal requirements.
• The current version will be published on this website, with the revision date displayed at the top of the page.
• We recommend reviewing the policy periodically for any changes. We are not responsible for notifying you about changes or updates via email or any other way.
• Previous versions may be retained for recordkeeping and reference purposes.

11. Your Rights

• Under applicable data protection law, including the GDPR, you may have the right to:
• Access: Request information about the personal data we process concerning you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of personal data where the relevant legal conditions are met.
• Restriction: Request that certain processing activities be restricted.
• Portability: Receive certain personal data in a structured, commonly used, machine-readable format and request its transfer where applicable.
• Objection: Object to processing based on legitimate interests, and object to direct marketing.
• Withdrawal of consent: Withdraw consent at any time where processing relies on consent, without affecting the lawfulness of earlier processing.
• Automated decision-making: Exercise applicable rights concerning qualifying automated decisions.
• These rights are subject to applicable conditions and exceptions. We may need to retain some information for statutory obligations, contractual records or legal claims.
• To exercise your rights, contact hello (at) threepodstudio (dot) com. We may request reasonable information to verify your identity before responding.
• We will respond within the time limits required by applicable law.
• You also have the right to lodge a complaint with the Finnish Data Protection Ombudsman: Office of the Data Protection Ombudsman: https://tietosuoja.fi/en/home

12. Contact Us

• For questions, privacy requests or concerns about how your personal data is handled, please contact:
• Reka Peurala – Three Pod Studio
• Espoo, Finland
• Email: hello (at) threepodstudio (dot) com
• Website: https://www.threepodstudio.com
• We aim to handle privacy-related enquiries promptly and in accordance with applicable law.

13. Consent

• This Privacy Policy applies to personal data processed by Three Pod Studio through its website, Client Galleries, enquiry forms, electronic communications and related online or offline business activities.
• Where processing relies on consent, such consent is requested separately where required and may be withdrawn using the available preference controls or by contacting us.
• Other processing may take place under contractual necessity, legal obligations or legitimate interests, as explained in this policy.
• This Privacy Policy is provided for transparency and does not replace any separate Service Terms & Conditions, contractual agreements or third-party privacy policies.