Privacy Notice

This notice explains how Art by Rachel uses personal information when you enquire, book, pay for or receive a portrait.

Last updated: 12 September 2026

1. Who is responsible for your information

Rachel Hague, trading as Art by Rachel, is responsible for personal information used to manage portrait enquiries and commissions.

2. Information collected

• Name and contact details, including email address.
• Commission details, such as portrait size, animal name, required date and notes.
• Reference photographs supplied for the portrait.
• Delivery address where postage is required.
• Payment and transaction information supplied by Stripe. Art by Rachel does not receive your full card number.
• Messages sent by email, Instagram or Facebook about a commission.

3. Why the information is used

• To respond to enquiries and provide quotes.
• To take bookings, create commissioned artwork and arrange delivery.
• To keep records of payments and orders.
• To deal with questions, complaints, refunds or delivery issues.
• To meet accounting, tax and other legal obligations.
• To protect the business from fraud or misuse.

4. Lawful bases

Information needed to quote, accept and complete a commission is used because it is necessary for the contract with you or steps taken at your request before a contract. Some records are kept to meet legal obligations. Limited information is also used for legitimate business interests, such as resolving disputes, preventing fraud and maintaining business records.

Marketing messages will only be sent where an appropriate lawful basis exists. You may ask for marketing messages to stop at any time.

5. Who information is shared with

• Stripe, for secure payment processing.
• Email and messaging providers used to communicate with you.
• The website hosting provider used to operate this website.
• Postal or courier services where artwork is delivered.
• Professional advisers or public authorities where required by law.

Personal information is not sold.

6. Reference photographs and finished artwork

Reference photographs are used to create the commissioned portrait. Rachel may keep working copies while the commission is active and for a reasonable follow-up period. Customer photographs containing identifiable people or personal information will not be used publicly without permission.

Rachel may photograph finished artwork for her portfolio or social media. Tell Rachel before completion if you do not want your finished commission displayed publicly.

7. How long information is kept

Information is kept only for as long as needed for the purpose it was collected. Accounting and transaction records are retained for the period required by UK law. Commission correspondence and reference material are reviewed periodically and deleted when no longer needed for customer service, dispute handling or legitimate business records.

8. Your data protection rights

Depending on the circumstances, UK data protection law gives you rights to request access to your personal information, correct inaccurate information, ask for deletion, restrict or object to certain use, and request transfer of information. Some rights depend on the lawful basis being used.

To exercise a right, email rachel_hague@hotmail.co.uk.

9. Complaints about privacy

Please contact Rachel first so the concern can be addressed. You also have the right to complain to the UK Information Commissioner's Office if you believe your personal information has been handled unlawfully.

10. Cookies and payment pages

This version of the Art by Rachel website does not intentionally use non-essential analytics or advertising cookies. Stripe's secure payment page operates separately and has its own privacy and cookie information. If analytics or marketing tools are added later, this notice and any cookie controls will be updated.

11. Changes to this notice

This notice will be updated when the way Art by Rachel handles personal information changes.