Privacy & Cookies Policy

1. Who we are 

This Privacy Policy applies to The Photographers’ Gallery, London.  
 
Whether you visit our exhibitions, attend an event, become a Member or Patron, make a donation, buy from our Print Sales Gallery or Bookshop, apply to one of our open calls, sign up for email updates or engage with us online, we are committed to handling and protecting your personal data responsibly and transparently. 

This Policy explains how The Photographers' Gallery collects, uses, stores and protects personal information about our visitors, customers, members, donors, supporters, artists and website users.  

The Photographers' Gallery is committed to protecting your personal information and respecting your privacy.  

This Privacy Policy applies to:  

  • The Photographers' Gallery (Registered Charity Number 262548)  
  • The Photographers' Gallery Enterprises Ltd, including the Print Sales Gallery and Bookshop (Registered Company 986208). 

The Photographers' Gallery and The Photographers' Gallery Enterprises Ltd act as Data Controllers in relation to the personal data described in this policy. 

Together these are referred to in this policy as "The Photographers' Gallery", “the Gallery”, "we", "us" or "our".  

For questions about this Privacy Policy or the use of your personal data, please contact us:  

Email: info@tpg.org.uk  
Address: The Photographers' Gallery, 16-18 Ramillies Street, London W1F 7LW

2. Data protection

a. What is data protection

Data protection law exists to help ensure that organisations use personal information fairly, lawfully and transparently. It gives you rights over your personal information and places responsibilities on organisations that collect and use that information. 

Whenever we collect or use personal data, we must have a lawful basis for doing so. Under UK data protection legislation, there are six lawful bases that may apply to our activities. All of these are relevant to the types of processing that we carry out. This includes information that is processed on the basis of: 

  1. A person’s consent (for example, if you consent to receive our email updates) 
  1. A contractual relationship (for example, to provide you with goods or services that you have purchased from us, such as an exhibition ticket or Membership) 
  1. Complying with a legal obligation (for example to process a Gift Aid declaration, or carrying out due diligence on large donations) 
  1. The Gallery’s function as a publicly funded space (for example, in providing access to our building and programme) 
  1. Protecting an individual’s vital interests (for example, in matters of life and death) 
  1. The legitimate interests of the Gallery, you as an individual, or wider benefits to society 

Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, if its use is fair, and if it does not adversely impact the rights and freedoms of the individual concerned. 

When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information responsibly and in ways that are not unduly intrusive or unfair. 

If you would like more information on our use of legitimate interests, or to change our use of your personal data in this manner, please get in touch with us by contacting info@tpg.org.uk 

b. Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data: 

To request access to your personal data 
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

To request correction of your personal data 
This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

Every marketing email we send to you will include details on how to change your communications preferences or unsubscribe from future communications. Please keep us informed if your personal data changes during your relationship with us. 

To request erasure of your personal data 
This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

To object to processing of your personal data 
You have the right to object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 

At any time you have the right to ask the Gallery to amend or stop how we use your personal information including for marketing purposes. You can do this for example by opting out of emails when you receive them or can contact us by calling us, emailing or writing using our contact details below. 

To request restriction of processing your personal data 
This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

To request transfer of your personal data 
You can request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

The right to withdraw consent 
Where we are relying on consent to process your personal data, you have the right to withdraw this at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent 

c. Complaints policy

If you wish to make a complaint related to data protection, please send this to info@tpg.org.uk or +44 (0)20 7087 9300. Our visitor experience team receive all data protection complaints initially and will pass your complaint onto the most appropriate person.  

You should receive an acknowledgement of your complaint within five working days of receipt and a full response within a maximum of 30 working days. We may extend the response time by notifying you, if your complaint is particularly complex, explaining why we need more time. If we require more information from you in order to respond fully to your complaint, we will be in touch requesting such information.  

If you are unsatisfied with our final response, you can make a complaint to the Information Commissioner's Office here: https://ico.org.uk/make-a-complaint/data-protection-complaints/.  

What we may need from you if you wish to make a complaint 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

Time limit for us to respond 

We try to respond to all legitimate requests within 30 working days. Occasionally it may take us longer than this if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

If you wish to exercise any of the rights set out above, contact:  

By email: info@tpg.org.uk 
By phone: +44 (0)20 7087 9300  
By post: The Photographers’ Gallery, 16-18 Ramillies Street, London W1F 7LW.  

For independent advice, you also have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office: 

The Information Commissioner's Office 
Wycliffe House, Water Lane 
Wilmslow, Cheshire, SK9 5AF 

Phone: 0303 123 1113 or 01625 545 745 

3. What data do we collect from you?

We only collect your personal data that is necessary to run the Gallery, fulfil our obligations to you, and keep you informed about our activities.

This means any data about an individual from which that person can be identified. This does not include anonymised information unless mentioned below: 

We may collect, store and use the following personal information about you: 

  • Personal details (name, title, gender and date of birth) 
  • Contact details (email address, phone number and postal address) and contact preferences 
  • Family and spouse/partner details (in the case of patrons and other supporters), relationships to other Gallery supporters, and/or Members 
  • Current interests, preferences and previous activities with the Gallery, such as ticket purchase, event registration/attendance, product selections and purchase of goods or services 
  • Feedback submitted related to Gallery services and products and responses to our visitor surveys 
  • Participation in a competition or promotion operated by us or one of our partners 
  • Donations made to the Gallery 
  • Financial information: credit card or other payment information (we only store this for as long as we need to process payment), bank details for setting up a regular direct debit, billing and delivery address 
  • Details of Gift Aid declaration (if applicable to any donation made) 
  • Details provided in correspondence sent or received 
  • A password for your online account, if you have one  
  • Any other information provided by you to the Gallery 
  • Images recorded on our CCTV cameras 
  • Images captured on film or photography taken in the Gallery and at Gallery events

4. How we collect the data

a. Direct data

We collect personal information that is provided to us directly by you, for example when you: 

  • Buy or book tickets for exhibitions or events (online or in-person) 
  • Subscribe to our email updates 
  • Purchase a membership 
  • Become a patron 
  • Purchase a product from the shop online or in-person 
  • Make a donation online or in-person 
  • Visit The Photographers’ Gallery and we take photographs & videos in the Gallery and at events 
  • Email us directly 
  • Apply for a role with the Gallery 
  • Are invited to a private event 
  • Submit an application to an open call 
  • Participate in competitions or promotions 
  • Are part of our collaborative academic partnerships and wider learning and research programmes 
  • Enter into a contract with us where either you or we provide goods or services, or you enter into a donation agreement with us or you otherwise intend to create a binding legal obligation with us. 
  • Engage with us professionally or undertake tasks for the Gallery (information on how we process staff personal data can be found in the staff privacy policy). 

b. Indirect data

We collect information about the services you use and how you use them, for example: 

  • When you use our websites 
  • Information about contact you have with us 
  • Through the use of CCTV in and around our premises for monitoring and security purposes 

c. How we receive your data from third parties or publicly available sources

We receive personal data about you from various third parties and public sources as set out below: 

  • We use a number of different sources to aid us in our fundraising activities, including newspaper websites and archives and the electoral roll as well as official websites of companies, charities and other arts organisations. In addition to general use of the internet we also make use of company, director and shareholder information from publicly available information providers 
  • From time to time, we may also get data about you from third parties – please see the ‘How we may use your data’ section for more details. This could include international museums or galleries we work with and partners that we have run competitions with 
  • We use Google Analytics, other Google Suite products and social media platforms (eg Meta, TikTok) to collect information about how our visitors use and navigate this website and our social channels. This information is pseudonymous and cannot be used to identify you personally. For more information, please see our Cookie section of this policy 

d. Other websites

Our website contains links to other third-party websites, plug-ins and applications not owned by us which are outside our control. These are not covered by this privacy policy. If you access other sites using the links provided in our website, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policies, which may differ from ours. When you leave our website, we encourage you to read the privacy notice of every website you visit. 

5. How we may use your data

We will only process your information if we have a legal basis for doing so under current UK data protection law, including: 

a. Processing your data to provide a service or fulfil a contract to you

  • Process payment(s) 
  • Fulfil orders for exhibition tickets or other events, goods or services 
  • Contact you with important information relating to a booking or purchase, such as confirming your order, reminding you of an upcoming booking or letting you know about changes that may affect your visit 
  • Provide Membership or Patrons' benefits and communications, which you are contractually entitled to receive. 

b. Where we are required by law to process your information, for example to:

  • Make a Gift Aid claim. 

c. Where we have your consent to process your information, for example when:

  • You have agreed to receive email updates (including about exhibitions, offers, news, fundraising, membership, talks & events, courses & workshops, education and shop, in accordance with your preferences) and recommend products and offers that we think you might be interested in 
  • Contact you if we need to obtain or provide additional information 
  • Create invitation lists for events, including private views and opening receptions 
  • Credit donors in publications, in the Gallery and online
  • Film or take photographs of workshops or other small group activities taking place at The Photographers’ Gallery. Parents or guardians will be asked to sign approval forms for children 
  • You have asked to receive information about our education events for teachers and / or our research events 
  • Where adequate measures have been taken to anonymise your personal data and share it with third parties, including Meta, Google and TikTok, to improve personalisation and targeting 

Where you have given consent to the processing of your data you may withdraw it at any time as stated in Your Rights in this policy. 

d. Where we need to comply with a legal or regulatory obligation

  • To undertake due diligence to detect and reduce fraud and credit risk 
  • To comply with our duty to assess that money given to The Photographers’ Gallery has been generated lawfully, and that accepting the support will not expose the organisation to unacceptable levels of reputational risk 
  • To submit a claim to HM Revenue and Customs (HMRC) for Gift Aid 
  • The use of CCTV recording equipment in and around our premises for monitoring and security purposes 
  • Comply with Health and Safety requirements. 

e. Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests, to:

  • Learn about your interests and preferences so that we are able to personalise your experience and contact you with programme or product information that is relevant to you 
  • Assess potential level of support and identify individuals who might be interested in receiving information about particular projects. It is also used in aggregate to inform an overall strategy for securing donations 
  • Take photographs in public and gallery spaces and at events. Location warning notices for filming or photography are always put in place. If you do not want to be photographed or filmed, you can let a member of staff know at any time 
  • Brief The Photographers’ Gallery staff on existing relationships 
  • Recognise those who have provided support and thank them 
  • Provide the best possible customer services and to help us with internal administration 
  • Use your pseudonymised details, to protect your personal data, to show you advertising on social media platforms as Facebook, Instagram and TikTok or via other third-party advertising that may appear on other websites you use. This includes using specific services offered by some sites and social networks, such as Facebook’s Custom Audience service. We also use cookies provided by Facebook, Google and TikTok to provide you with information on products and offers that are relevant to you on social media. You can limit the advertising you see and the kind of profiling and tracking that Facebook undertakes by going to your Facebook account settings and selecting ‘Ads’ 
  • Use booking and publicly available information to classify our audience into groups or segments. These segments help us to understand our audience better and ensure we’re sending relevant messages to each group 
  • Analyse and continually improve the services we offer, including by using appropriate electronic systems to ensure effective service delivery 
  • Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective 
  • Contact you to ask you to participate in consumer research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, The Photographers’ Gallery will inform you how any further information will be used 
  • Help us run the test version of our website that we use internally to pilot new features and ensure the smooth running of our web services 
  • Ensure the security of our website and information systems 
  • Answer your queries or complaints.

f. Where it is necessary to protect your vital interests

  • To ensure that when attending an event held at The Photographers’ Gallery your individual needs are met

6. Who do we share your data with?

We will never sell your personal data to any other organisation outside The Photographers’ Gallery.  

Some of our service providers may have access to your data in order to perform services on our behalf. We require all third parties to respect the security of your personal data and comply with UK data protection laws. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.  

We share personal data with the following parties for the purposes set out in this policy: 

  • Security service providers which supply security services for all building visitors 
  • Other organisations such as competition organisers if you choose to take part in such activities that need administration by third parties and you choose to opt-in for contact from those organisations 
  • Third-party providers (e.g. Illuminate) to segment and understand our audience by providing additional information so that we can send the most relevant and targeted communications possible 
  • Third-party advertisers (such as Facebook or Google) to help us identify customers similar to our audience or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data 
  • Event and project organisers and co-ordinators who partner with The Photographers’ Gallery 
  • Professional advisers including lawyers, bankers and auditors 
  • Where required to do so (for example, if required to do so by the ‘know your donor’ principles under charity law or a court order), or regulators and other authorities who require reporting of processing activities in certain circumstances (such as HMRC), or when requested by the police (e.g. in the event of a security incident) or a regulatory or government authority investigating illegal activities 

The Photographers’ Gallery is not responsible for the privacy notices and practices of other websites and recommends that you check the notices of each website you visit and contact its owner or Data Protection Officer if you have any concerns or questions. 

7. How do we protect your personal data?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will notify you and any applicable regulator of a breach where we are legally required to do so. 

Data sharing contracts and agreements are in place with all our suppliers, who will only process data under data processing regulations. However, despite all our precautions, no data transmission over the internet is 100% secure. As a result, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk. 

a. Data security

The Photographers’ Gallery takes the care of your information seriously and protects your personal information in a range of ways including secure servers, firewalls and SSL encryption. We follow payment card industry (PCI) security compliance requirements when processing credit card payments. We operate a policy of restricted, password controlled, access to any of your information which is stored on our systems. 

b. International transfers

The Photographers’ Gallery primarily uses suppliers in the UK/EU who fall under the same regulations. We understand that organisations in countries outside of this have different approaches to data privacy laws.  

Organisations we work with who process personal information in the USA have certified their data processing standards meet the UK Extension to the EU-U.S. Data Privacy Framework and the IDTA which sets out clear safeguards and transparency responsibilities for US-based organisations processing personal information from EU citizens. 

c. Data retention

We will only retain your personal data for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will not keep more information than we need. 

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests. 

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 
 
CCTV footage is kept for a maximum of 30 days.  

d. Archiving personal data for research purposes

Records with archival value will be selected and retained for permanent preservation for research purposes and archiving in the public interest. Any personal or sensitive information will be withheld from the public in line with applicable legislation.

8. Cookies

We use cookies to personalise content and ads, to provide social media features and to analyse our website traffic. We also share information about your use of our site with our social media, advertising and analytics partners who may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services.  

Cookies help us operate the website, improve website functionality, understand website usage, measure marketing effectiveness and refine targeting.  

Cookies may be categorised as: Strictly Necessary Cookies (required for the website to function); Analytic Cookies (used to understand how visitors use our website); and Marketing Cookies (used to measure campaign effectiveness and deliver relevant content). Where required by law, analytics and marketing cookies will only be set following your consent.

You can manage your cookie preferences through our cookie banner and your browser settings.  

For further information about what cookies are, visit: https://www.allaboutcookies.org

9. Changes to this policy

We regularly review this privacy policy. You are advised to visit this page periodically in order to keep up to date with any updates. By continuing to use our services you are accepting these regular changes.

This privacy policy was last updated on 10 August 2026.