Privacy Policy
This Privacy Policy explains how Ms Kathryn Jean Kaars, trading as Ms Kathryn Jean Kaars (ABN 25 328 522 966) (“Katie Kaars”, “we”, “us”), collects, holds, uses and discloses personal information in connection with www.katiekaars.com, our photography and related services, and our other business operations.
Please read this Privacy Policy carefully. If you have questions about how your information is handled, please contact us using the details below.
Providing certain personal information is optional. However, if you do not provide information necessary for a service, we may be unable to respond fully to an enquiry, arrange a booking or provide the requested service.
1. Types of personal information we collect
The personal information we collect and hold may include:
Identity information, including names and other relevant identifiers.
Contact information, including email addresses, telephone numbers and billing details.
Booking and transaction information, including enquiries, photography contracts, invoices, payments and services purchased.
Information provided when arranging, preparing for or participating in photography sessions.
Photographs taken during photography sessions, and information needed to select, edit and deliver those images.
Photographs and related information submitted for Pix Fix personalised reviews.
Details about photography needs, preferences and camera-confidence goals.
Newsletter subscriptions and communication preferences.
Information supplied when joining or participating in the Confidence Club.
Information relating to customer communications and service enquiries.
Depending on the service, photographs may include clients, employees, models or other participants in a photography session.
Where practicable, you may contact us without identifying yourself; however, some information is necessary to prepare contracts, process payments and deliver services.
2. How we collect personal information
We may collect information directly from you when you:
Contact us by email, telephone or through the website.
Submit a photography enquiry or request a quote.
Arrange a photography session, review or sign a contract, or provide shoot details.
Make a booking or purchase through a linked checkout.
Submit photographs or information for Pix Fix.
Subscribe to newsletters or other communications.
Join or participate in the Confidence Club.
Communicate with us about an existing service or booking.
We may also collect or receive information through service providers supporting our business. These include Squarespace for website services, Stan Store for applicable bookings and purchases, Dubsado for photography client and contract administration, and Dropbox for delivery of completed photographs.
Other platforms, including Substack, Skool and ManyChat, may be involved where relevant to the service or communication requested.
Photography work may also involve specialist editing, recording, storage and delivery software, including AI-assisted editing tools and cloud-based services.
Our website and relevant third-party services may use cookies or similar technologies. Further information appears in Section 4.
3. Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information as reasonably necessary to operate our business and provide our services. This may include:
Responding to enquiries and communicating with customers.
Preparing quotes, booking details and photography contracts.
Arranging and providing photography sessions.
Managing bookings, invoices and payments.
Selecting, editing, enhancing, storing and delivering photographs.
Providing Pix Fix reviews and preparing, recording and delivering personalised feedback videos.
Administering newsletters and requested communications.
Providing photography resources and Confidence Club activities.
Maintaining necessary business, customer and transaction records.
Operating, securing and improving our website and services.
Complying with applicable legal obligations.
Photography editing and delivery
Photography services may involve professional editing software, AI-assisted editing tools, cloud-based editing services and specialist photography platforms. These tools may assist with selecting, editing, enhancing, storing and delivering images.
Dubsado is used for photography contract administration. Completed photography images are delivered through Dropbox, with the download link available for 30 days from the date it is provided.
The Dropbox download period is separate from Katie's retention of two backup copies of photography files for one year from the shoot date.
Photography promotional use
The signed photography contract may give Katie permission to use photographs taken during a photography session for reasonable general promotional purposes, including publication on her website and social media or entry into photography competitions. The applicable permissions are set out in that contract.
These arrangements are separate from the conditions governing photographs submitted by customers for Pix Fix.
Third-party providers, contractors and overseas processing
We may use third-party providers or independent contractors to assist with client administration, bookings, payments, editing, recording, storage, digital delivery, newsletters and communications.
Depending on the service, those providers and contractors may handle information necessary to perform their work. We may also disclose information where required or authorised by applicable law.
Some third-party services may process or store information outside Australia. Where applicable, overseas processing or disclosure will be handled in accordance with relevant Australian privacy-law requirements.
Marketing communications
We may send information about photography services, resources, newsletters or relevant activities where permitted by applicable law. We will seek consent where required.
You can unsubscribe from marketing communications or contact us to update your preferences.
4. Use of cookies
Cookies and similar technologies may help websites operate, support security, remember preferences and provide information about website use.
Our website and relevant third-party services may use these technologies for functionality, security, analytics or advertising-related purposes, depending on the actual services and settings in use.
You may manage certain cookies through your browser settings and any cookie controls available on our website. Disabling cookies may affect some website functions.
5. Links to other sites
Our website may include links to third-party websites and services, including booking and payment platforms, newsletter services, community platforms and external resources.
These third parties may have their own privacy policies and information-handling practices. We encourage you to review their policies before providing personal information.
This Privacy Policy describes information handled by Katie Kaars through our website and business operations. Information handled independently by third parties may also be subject to their privacy policies.
6. How you can access and correct your personal information
Access
You may contact us to request access to personal information that we hold about you. We will consider your request and respond in accordance with applicable legal requirements.
Correction
If you believe information we hold is inaccurate, incomplete or out of date, please contact us. We will take reasonable steps to assess and correct the information where appropriate.
Deletion
You may contact us to request deletion of personal information. We will consider requests in accordance with applicable law and our legal, financial, contractual and operational obligations.
Some information may need to be retained for legitimate business purposes or legal requirements. Where information is held by third-party service providers, their storage, backup and deletion processes may also apply. We may need to coordinate with those providers when responding to requests.
7. How we maintain the security of your information
We take reasonable steps to protect personal information we hold from misuse, interference, loss and unauthorised access, modification or disclosure.
Personal information may be processed or stored through third-party services used in our business. We take reasonable steps to manage information and access within the systems under our control.
Electronic communications and storage systems can carry security risks. We will assess and respond to relevant incidents in accordance with applicable legal obligations.
Photography files and storage
Photography files may be processed or stored through the editing, storage and delivery tools used in our workflow.
Clients receive completed photographs through a Dropbox link and must download and back up their images within the agreed 30-day period. Separately, Katie retains two backup copies of photography files for one year from the shoot date.
Other retention arrangements depend on the applicable photography agreement, operational requirements and relevant legal obligations.
Photographs submitted for Pix Fix
Photographs and related information submitted for Pix Fix are used to prepare and deliver the personalised review requested by the customer.
Preparing the review may involve displaying submitted photographs within a recorded feedback video. Submitted photographs and completed feedback videos may be handled through the services used to receive, prepare, record, store and deliver the review.
Copies of submitted photographs may appear within the finished feedback video or be stored in recordings, third-party services and backups, subject to the relevant providers' retention and deletion arrangements.
Customers may contact us to ask about information we hold, including their submitted photographs, and to request access, correction or deletion where applicable.
Photographs submitted for Pix Fix will not be used in public marketing, social media or promotional examples without the customer's separate permission.
8. How you can make a privacy complaint
If you have a concern about how we collect, hold, use, disclose or otherwise handle personal information, please contact us using the details below and provide enough information for us to understand the issue.
We will review the matter and respond within a reasonable timeframe.
If you are not satisfied with our response, you may be able to raise the matter with the Office of the Australian Information Commissioner, where applicable.
9. How you can unsubscribe or opt out
We may send newsletters, invitations, service updates and other communications where permitted by applicable law. Our newsletter is currently managed through Substack.
You can unsubscribe from marketing emails using the unsubscribe link included in those messages or contact katie@katiekaars.com for assistance with your communication preferences.
You may manage certain cookies and tracking settings through your browser or available website controls.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, business operations or applicable legal requirements. Any revised version will be published on our website.
11. Contact details
If you have questions about this Privacy Policy or how we handle personal information, please contact:
Last updated: 22 October 2026