Privacy Policy
Last updated: 10 January 2026
1. Who We Are
Toadstock.com (“we”, “us”, “our”) operates toadstock.com (the “Site”), a stock photography platform where photographers can license their images and buyers can purchase image licences.
We are the data controller for personal data collected through this Site. You can contact us at:
Toadstock.com
Email: sales@toadstock.com
2. What This Policy Covers
This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We may update this policy from time to time. Significant changes will be notified by email or a prominent notice on the Site. The date at the top of this page indicates when it was last revised.
3. Data We Collect
3.1 Contributors (Photographers & Videographers)
When you register as a contributor, upload content, or receive payment, we may collect:
Full name, display name, and contact details (email address, postal address, phone number) Payment details, including bank account or PayPal information for royalty payments
Tax information (e.g. National Insurance number or VAT number)
Government-issued ID for identity verification where required
Portfolio content and associated metadata (titles, descriptions, keywords, EXIF data) Account credentials (username, hashed password) Communications you send us.
3.2 Buyers & Licence Holders
When you browse, purchase, or download images, we may collect:
Name and business name
Email address and postal address
Billing details (we use a PCI-DSS compliant payment processor; we do not store full card numbers
Licence purchase history and download records
Account credentials
Communications you send us
3.3 All Users
When you visit or use the Site, we automatically collect:
IP address and approximate location
Browser type and version
Device type and operating system
Pages visited, time spent, and referring URL
Cookies and similar tracking data (see Section 9)
4. How We Use Your Data
We use your personal data for the following purposes and lawful bases
Creating and managing your account Contract
Processing purchases and issuing licences Contract
Paying contributor royalties Contract
Verifying contributor identity and tax compliance Legal obligation
Providing customer support Contract / Legitimate interests
Sending transactional emails (receipts, account notices) Contract
Sending marketing emails (with your consent) Consent
Preventing fraud and ensuring platform security Legitimate interests
Improving and developing the Site Legitimate interests
Complying with legal and regulatory obligations Legal obligation
We will never sell your personal data to third parties.
5. Marketing Communications
If you opt in, we may send you newsletters, promotional offers, and updates about new content or features. You can withdraw consent at any time by:
Clicking “Unsubscribe” in any marketing email
Updating your preferences in your account settings
Contacting us at sales@toadstock.com
Withdrawing consent does not affect the lawfulness of processing carried out before Withdrawal.
6. Who We Share Your Data With
We may share your personal data with:Payment processors (e.g. Stripe, PayPal) to handle transactions securely
Cloud hosting providers for storing the Site and its data
Email service providers for transactional and marketing communications
Analytics providers (e.g. Google Analytics) to understand how the Site is used
Fraud prevention and identity verification services
Legal and regulatory authorities where required by law
Professional advisers (accountants, solicitors) bound by confidentiality obligations
All third-party processors are required to handle your data in accordance with UK GDPR and are subject to appropriate data processing agreements.
We will not transfer your personal data outside the United Kingdom or European
Economic Area without ensuring adequate safeguards are in place (such as Standard Contractual Clauses) or an adequacy decision.
7. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes described in this policy, or as required by law:
Active accounts: Data is held for the lifetime of your account.
Inactive accounts: We will contact you after [24 months] of inactivity and may delete accounts and associated data if there is no response.
Financial records: Retained for 7 years in accordance with HMRC requirements.
Licence records: Retained indefinitely to demonstrate the validity of image licences issued.
Marketing data: Until you withdraw consent or we determine the data is no longer needed.
When data is no longer required, it is securely deleted or anonymised.
8. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
Right of access — You may request a copy of the personal data we hold about you.
Right to rectification — You may ask us to correct inaccurate or incomplete data.
Right to erasure — You may request deletion of your data in certain circumstances.
Right to restrict processing — You may ask us to pause processing of your data.
Right to data portability — You may request your data in a structured, machine-readable format.
Right to object — You may object to processing based on legitimate interests or for direct marketing.
Rights related to automated decision-making — You have the right not to be subject to solely automated decisions that have a significant effect on you.
To exercise any of these rights, please contact us at sales@toadstock.com
We will respond within one calendar month. We may need to verify your identity before processing your request.
If you are unhappy with how we handle your data or a rights request, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
9. Cookies
We use cookies and similar technologies to operate the Site, remember your preferences, analyse traffic, and deliver relevant content.
Cookie
Type Purpose Duration
Essential Login sessions, security, shopping cart Session / up to 1 year
Analytics Understanding Site usage (e.g. Google Analytics) Up to 2 years
Marketing Retargeting and advertising personalisation Up to 1 yearPreferences Saving your settings and display preferences Up to 1 year
You can manage cookie preferences via our cookie consent banner or your browser settings. Disabling non-essential cookies will not prevent you from using the Site, though some features may be affected.
10. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include:
SSL/TLS encryption for all data in transit
Encrypted storage for sensitive data at rest
Access controls and staff training
Regular security assessments
No method of transmission over the internet is completely secure. If you believe your account has been compromised, please contact us immediately.
11. Third-Party Links
The Site may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.
12. Children’s Privacy
Our Site is not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
13. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes by posting a notice on the Site or sending an email to the address associated with your account. Your continued use of the Site after any changes constitutes acceptance of the updated policy.
14. Contact Us
For any privacy-related queries, to exercise your rights, or to raise a concern, please contact our Data Protection contact:
Email: sales@toadstock.com
This Privacy Policy was prepared in accordance with the UK General Data Protection
Regulation (UK GDPR) and the Data Protection Act 2018.