Privacy Policy
Last updated: 1/10/2026
1. About this policy
This policy explains how Moller Portrait (“we”, “us”) collects, uses, stores and shares personal information. It applies to our website, our booking system, our Welcome Home voucher program and our photography services. We are an independent photography business operated by Beth and Ryan Moller, based in NSW.
2. What we collect
From people who book a session (including Welcome Home voucher holders):
Name, mobile number and email address
The address of the session
Names, relationships and ages or birth dates of family members, where you choose to give them, including children
Voucher number, code, and the name of your agent or agency
Your booking preferences and messages to us
Your choices on marketing and photo permission (see section 6)
Photographs and videos of you and your family taken during a session. These are personal information, and we take particular care with photos of children.
From real estate agents and agencies: business contact details, voucher and invoice records, and the details of vouchers issued, swapped or billed.
From visitors to our website: Basic information such as pages visited, device and browser type, through cookies or analytics tools.
3. How we collect it
Directly from you, when you book, email, message or phone us.
From your real estate agent. If you’ve said yes, your agent may email us your name and contact details so we can arrange your complimentary session. Your agent should only pass these on with your permission.
From our website and booking system.
4. Why we collect it
We use your information to:
arrange, confirm, remind you about, and deliver your session and photos
check and manage vouchers (for example, to confirm a voucher number is valid)
respond to your questions
manage our relationship with real estate agencies, including invoicing for completed sessions
send you marketing, but only if you’ve opted in (see section 6)
use your photos in marketing, but only if you’ve given permission (see section 6)
meet our legal, tax and insurance obligations
We don’t use your information for other purposes unless you agree, or the law requires it.
5. Who we share it with
We don’t sell your information. We share it only as needed:
Your real estate agent or agency. We tell your agent whether your voucher was booked and your session completed, so they can see how the program is working and we can invoice them. We don’t share your photos with them unless you’ve given permission (see section 6)
Authorities or professional advisers, where the law requires or permits it, or where we need legal or insurance advice.
Overseas storage. Some of our providers store data outside Australia. We choose providers carefully, but we can’t control where every provider keeps its data.
6. Your photos, permission and marketing
These choices are separate. You can say yes to some and no to others. Saying no doesn’t affect your voucher or your session.
Using your photos in marketing. At booking, you can tick a box to give permission for photos from your session to be used in marketing by:
Moller Portrait, and
your agent and their agency
If you give permission, we and your agent may use the photos to market and promote our businesses, in any way we choose that fits that purpose. This includes websites, social media, email newsletters, print, signage, advertising, portfolios, awards and similar marketing. Your permission covers photos from this session, including photos of children, and lasts until you withdraw it. If we give photos to the agency under your approval, the agency is responsible for how it uses them under its own privacy obligations.
Limits we apply:
We won’t use your photos in a way that misleads people about who you are or suggests you endorse anything other than our services.
[We won’t publish your full name or street address with your photos unless you separately agree.]
Photos of children are only used with permission from a parent or guardian.
Changing your mind. You can withdraw permission at any time by contacting us. We’ll stop using the photos from then on, and ask your agent to do the same. We can’t recall anything that has already been printed, sent, or shared by others, and we may not be able to remove photos from paid advertising already running.
Marketing messages. We only send you marketing emails or texts (photography tips, offers and events) if you tick the opt-in box at booking. Every message includes a way to unsubscribe, and we’ll act on it within 5 business days. Messages about your booking (confirmation, reminders, gallery delivery and changes) aren’t marketing, and we send them as part of providing the service.
Records. We record when you gave or withdrew each permission, so we can show what you agreed to.
7. Your gallery and photos
Your online gallery stays open for 7 days after delivery, and we’ll send reminders. Please download your photos within that time.
We don’t keep a backup of your edited photos , however we may have some images if you have approved us to use them for marketing.
We don’t supply unedited files.
Galleries are private, accessible by link [and password]. Please don’t share the link publicly if you’d like to keep your photos private.
8. How we protect your information
We take reasonable steps to protect personal information from misuse, loss and unauthorised access. These include [password-protected accounts, two-factor authentication where available, and secure, reputable providers]. If we believe a data breach is likely to cause serious harm, we’ll notify the people affected and the OAIC as the law requires.
9. How long we keep it
We keep information only as long as we need it:
Booking and contact details: 10 years after your session.
Business and tax records: [7 years] or as the law requires.
Marketing contacts: until you unsubscribe.
Photos used in marketing: until you withdraw permission, or we stop using them.
When we no longer need information, we delete or de-identify it.
10. Access and correction
You can ask to see the personal information we hold about you, or to correct it. Contact us (details below). We’ll respond within [30 days]. We may need to confirm your identity first.
11. Real estate agencies
Agencies passing buyer details or using photos are responsible for their own privacy obligations. Under our agency terms, agencies must only pass on buyer details with the buyer’s permission, and must only use photos in line with the permission the buyer gave and stop when a buyer withdraws it.
12. Our website
Our website may use cookies and similar tools to [help it work, measure visits and improve it]. You can set your browser to block cookies, though some features may stop working. Links to other websites (including our booking system) are covered by those sites’ own policies. [Edit to match what you use, for example Google Analytics, a Facebook pixel, or none.]
13. Complaints
If you’re concerned about how we’ve handled your information, please contact us first. We’ll look into it and reply within [30 days]. If you’re not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
14. Changes
We may update this policy. The current version is on our website, with the date at the top.
15. Contact
Moller Portrait | Beth and Ryan Moller
Phone: 0438 020 096 | Email: info@mollerportrait.com | mollerportrait.com