Privacy Policy ~ Luminary Legacy Portraits
1. Our commitment to your privacy
Luminary Legacy Portraits respects your privacy and takes care with the personal information entrusted to us. Discretion is one of our core values, and we recognise that the people, places and personal circumstances involved in a portrait commission may be deeply private.
This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, read our Journal, subscribe to our correspondence, contact us about a commission or access our private online content.
We handle personal information in accordance with the New Zealand Privacy Act 2020 and other applicable New Zealand laws.
2. Who we are
Luminary Legacy Portraits is operated by Sarahlee Cobb, trading as Luminary Legacy Portraits. The business is based in Marsden Cove, Northland, New Zealand, and serves clients from Kerikeri to Matakana, coast to coast.
For questions about this Privacy Policy or the handling of your personal information, contact:
Email: hello@luminarylegacyportraits.co.nz
We do not publish our physical business address on this website. You may contact us by email if you need to reach us regarding your personal information.
3. Personal information we collect
The information we collect depends on how you interact with Luminary.
Website enquiries
When you complete an enquiry form, we may collect your name, email address, telephone number, general location, preferred photography location and any other information you choose to provide.
Information submitted through our private invitation page may include details relevant to your interest in a portrait commission.
Email correspondence
If you contact us directly, we collect the information you provide so that we can respond to your questions and maintain our correspondence.
Newsletter subscriptions
If you subscribe to receive letters and updates from Luminary, we collect your email address and information necessary to manage your subscription and preferences.
Website usage and technical information
Our website is hosted on Squarespace and uses website analytics technologies, including Google Analytics. Depending on the features and settings enabled, these services may collect information such as IP addresses, browser and device information, approximate geographic location, pages visited, referral sources, interactions with forms and links, cookie identifiers and website usage patterns.
Cookies and similar technologies may be used to support website functionality, measure visitor activity and understand how people interact with our website.
We do not intentionally request sensitive personal information through our general website forms. Please avoid submitting information that is not necessary to your enquiry.
4. How we use personal information
We collect and use personal information for purposes connected with our business, including to:
Respond to enquiries and questions.
Discuss potential portrait commissions and determine whether our services are suitable.
Communicate with clients and prospective clients.
Send newsletters and correspondence where you have subscribed or otherwise consented.
Administer invitations and access to private website content.
Operate, maintain, protect and improve our website.
Understand website traffic and visitor interactions.
Maintain appropriate business records.
Meet legal obligations and address suspected misuse or security concerns.
We will not use personal information for an unrelated purpose unless we have a lawful basis to do so.
5. Our service providers
We use third party services to operate our website and business.
Squarespace provides website hosting, website forms, form submission handling, website analytics and email campaign services.
17hats supports customer relationship management, enquiry management and business correspondence.
Our email service providers supports the sending, receiving and management of business correspondence.
Google Analytics & Facebook/Meta Pixels help us understand website traffic and visitor interactions.
These providers may process information on our behalf or for their own purposes under their applicable terms and privacy policies. Depending on the service and its configuration, information may be stored or processed outside New Zealand.
Where required, we take reasonable steps to ensure that personal information disclosed to service providers or transferred overseas is handled in accordance with the Privacy Act 2020, including applicable requirements concerning overseas disclosures.
We do not sell personal information.
We may disclose information where required or authorised by law, or where necessary to establish, exercise or defend legal rights.
6. Cookies and website analytics
Our website may use cookies and similar technologies to support essential website functions, remember preferences, measure visits, identify referral sources and understand engagement with pages, forms and links.
Squarespace, Meta and Google Analytics may collect technical and usage information, depending on the settings enabled.
You can manage cookies through your browser settings and any cookie preference controls made available on our website. Disabling certain cookies may affect website functionality.
Where consent is required by applicable law, we will obtain the necessary consent before using non essential tracking technologies.
For further information about how these providers handle information, please consult their respective privacy policies.
7. Newsletter subscriptions
Luminary uses Squarespace Email Campaigns to manage newsletter subscriptions and send occasional correspondence.
If you subscribe, we will use your email address to send the letters and updates you have requested. You may unsubscribe at any time using the unsubscribe link provided in the footer of our emails.
Unsubscribing from marketing correspondence does not prevent us from sending communications necessary to respond to an enquiry or manage an existing business relationship.
We handle commercial electronic messages in accordance with applicable New Zealand law, including the Unsolicited Electronic Messages Act 2007.
8. Discretion and confidentiality
Discretion is one of Luminary's core values.
We understand that clients may be recognised within their community or known nationally or internationally, and that they may wish to keep their personal lives private.
We will not disclose your name, address or personal circumstances that you have asked us to keep confidential, except where disclosure is required or authorised by law.
Please tell us in writing if there is information you would like us to treat as confidential so that we can record and respect your preferences.
9. Photographs and image sharing
After you have selected and ordered your photographs, we will ask how you would prefer your images to be shared.
You may choose from three options:
Entirely private: Your photographs are not used in Luminary's portfolio or marketing.
Private gallery: Your photographs may be shared within Luminary's password protected private gallery with invited viewers.
Public sharing: Your photographs may be used in Luminary's public facing marketing, including our website, Journal and social media.
We will record and respect your stated preference. Permission to create or purchase photographs does not, by itself, give Luminary permission to publish them.
You may request a change to your image sharing preference at any time by contacting hello@luminarylegacyportraits.co.nz. We will update our records and take reasonable steps to implement your revised preference across channels and materials under our control.
We cannot guarantee the retrieval of printed materials already distributed or the removal of copies independently shared or reproduced by third parties. We will explain any practical limitations that apply to your request.
Our handling of photographs is also subject to any applicable portrait commission agreement and separate image use permissions.
10. Private gallery access
Access to Luminary's private gallery is by invitation. Passwords are issued directly by Luminary, either in person or through a printed Luminary invitation.
Passwords are updated monthly, and access may be withdrawn when appropriate. We take reasonable steps to restrict access to invited viewers, although no online security measure can guarantee that unauthorised access will never occur.
Please do not share access credentials without authorisation.
11. Storage, retention and security
We take reasonable security safeguards to protect personal information against loss, unauthorised access, misuse, modification or disclosure.
Personal information may be stored electronically through the systems we use to operate our business. We retain information for as long as reasonably necessary for the purpose for which it was collected, legitimate business requirements or legal obligations.
When personal information is no longer required, we take reasonable steps to securely delete it or de identify it.
If a privacy breach occurs, we will assess and respond to it in accordance with applicable legal requirements, including any obligations to notify affected individuals and the Office of the Privacy Commissioner.
Photographs and photographic files
Luminary Legacy Portraits retains clients' original and edited digital photographs on external storage devices that are not connected to the internet.
We do not routinely delete these photographic files. However, digital files and storage devices are susceptible to deterioration, corruption, hardware failure, accidental damage and other forms of data loss. For this reason, we cannot guarantee that photographs will remain accessible or intact indefinitely.
Although we take care in how photographic files are stored, their retention does not constitute a guarantee of permanent storage, future availability or the ability to recover files if they are lost or damaged.
Your selected image sharing preference governs whether your photographs may be used in Luminary's private gallery or public marketing, as described in Section 9. Retaining photographs for business purposes does not, by itself, grant permission to publish or display them.
If you request a change to your image sharing preference, we will update our records and take reasonable steps to implement that change across materials and channels under our control. Changing your image sharing preference does not automatically require deletion of the underlying photographic files.
If you have questions about the storage or retention of your photographic files, please contact hello@luminarylegacyportraits.co.nz.
12. Your privacy rights
Under the Privacy Act 2020, you have the right to request access to personal information we hold about you and to request correction of information that is inaccurate.
You may contact us at hello@luminarylegacyportraits.co.nz to exercise these rights. We may need to verify your identity before responding.
We will respond within the time required by applicable law. If we cannot provide access or make a requested correction, we will explain the reasons where required.
You may also request updates to your contact preferences or unsubscribe from marketing correspondence.
13. Privacy concerns and complaints
If you have a concern about how we have handled your personal information, please contact us first so that we can investigate and respond.
You also have the right to raise a complaint with the Office of the Privacy Commissioner in New Zealand. https://www.privacy.org.nz/
14. Changes to this policy
We may update this Privacy Policy when our business practices, website services or legal obligations change.
The latest version will be published on this page with its updated date.
15. Contact us
For questions about this Privacy Policy or your personal information, contact:
Luminary Legacy Portraits
Operated by Sarahlee Cobb, trading as Luminary Legacy Portraits
Email: hello@luminarylegacyportraits.co.nz
Based in Marsden Cove, Northland, New Zealand