Privacy policy

Who is responsible

Martin Edwards trading as Clipbooth operates Clipbooth and is responsible for account, booking and service administration. Contact details are below. An event organiser controls how they use or share media they receive; ask them as well if your concern relates to a copy they downloaded or shared.

What we collect

From organisers we collect email addresses, account identifiers and verification status, event names and dates, customised messages, booking and payment references, and support correspondence. Authentication is handled by Google Firebase; your password is not stored in Clipbooth’s booth database. Stripe handles card information; Clipbooth does not store your full card number or security code.

Guests can submit photos and videos without creating an account. A submission contains the image or recording, including any faces and voices in it, together with its file type, size, upload time and booth identifier. Other people may appear in content someone submits. Hosting and service providers also process technical request and security information, such as IP addresses and browser details.

Camera permissions and sharing

The browser asks for camera access and, for video, microphone access. Recordings are previewed on your device and uploaded only when you choose to submit them. Free demo and customised preview captures are not uploaded. Closing the page may discard an unsent capture.

Submitted media is available to the organiser through their private gallery, not a public guest gallery. Anyone with the guest link can submit to that booth. Organisers can download and share copies; Clipbooth cannot recall copies already downloaded. Authorised service providers and Clipbooth may access stored information when necessary to operate the service, investigate problems or comply with law.

Why we use information

• To create and manage your booking and account, provide the booth and respond to service requests: performance of our contract with you, or steps you ask us to take before a contract.
• To deliver voluntarily submitted guest memories to their organiser and keep the service secure: legitimate interests in providing the requested event service, preventing misuse and resolving problems.
• To retain required payment and tax records or respond to binding legal requirements: legal obligations.

Providing an account email and event details is necessary to supply a paid booth. Guest participation is optional. We do not use private submissions in advertising without separate permission, and the website currently has no marketing sign-up or advertising pixels. We do not use face recognition or make solely automated decisions with legal or similarly significant effects on you.

You can object to processing based on legitimate interests. Email us and explain your circumstances. We will assess your request and explain our response.

Who helps us provide Clipbooth

Our providers include Google Firebase for authentication, Stripe for payment processing, Cloudflare for hosting, database and file storage, OpenAI Sites for the site platform and owner access, Resend for transactional email, and IONOS for our support mailbox. These providers receive the information needed for their part of the service. Payment providers may also have their own legal and fraud-prevention responsibilities.

Some providers operate internationally and process information outside the UK. Firebase Authentication processes authentication data in the United States. Their published data-processing terms describe international-transfer provisions, including standard contractual clauses and UK addenda where applicable. The arrangements that cover our accounts must be confirmed before paid bookings open. Contact us for details or copies of the relevant safeguards; we do not promise UK-only storage.

How long information is kept

Event access: guest uploads are available only on the event date and the following day, using UK time. Organiser viewing and downloads end at the booth’s stated expiry, 30 days after the event. Download your memories beforehand.

Current test media: access expiry does not erase stored files. Automatic deletion is not enabled during testing, so test uploads remain stored until removed. You can request removal by email, identifying the event and the content. For new paid bookings, uploaded files are scheduled for Cloudflare deletion at the next UTC midnight after booth expiry, normally completing within a further 24 hours, although provider delays can take longer. Access stays closed while removal completes. File identifiers and booking records are separate from the uploaded media.

Accounts and correspondence: account details remain while the account is open. You can request closure. We assess any further retention against outstanding support, fraud-prevention and legal needs; these are not reasons to retain all media indefinitely.

Financial records: where required for self-employed tax records, relevant transaction information is retained for at least five years after the 31 January submission deadline for the relevant tax year, and longer if an outstanding legal or tax matter requires it. That requirement does not mean all guest photos or videos must be kept for that period.

Cookies and browser storage

Sign-in and platform security use cookies or similar browser storage where needed for authentication and session management. Camera previews use temporary data on your device. Clipbooth currently has no optional advertising or audience-analytics tools installed. If that changes, this information and any required consent controls will be updated before those tools are used.

Your choices and rights

Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of your personal information, and object to certain uses. Where we rely on consent, you can withdraw it without affecting prior lawful processing. Contact us with enough information to identify your account or event; we may need to check your identity without collecting unnecessary information.

For a guest-media request, include the event name or guest link and a description of the item. Please do not email your password or full payment-card details. We will respond within the applicable legal time limit, normally one month. Some information may need to be retained to comply with law or handle a specific legal claim.

You can complain to us at hello@clipbooth.co.uk and to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Updates

We will update this notice when the service or its data handling changes. The date at the top identifies this version. Material changes affecting an existing booking will be communicated where appropriate.

Contact Clipbooth