--- title: Registration description: One secure link replaces printed proof cards, cutting admin for schools and making registration simpler for parents and guardians. image: https://www.gillmanandsoameclients.co.uk/hubfs/IMG_6003-Sep-29-2026-01-17-11-2330-PM.jpeg --- [![Gillman and Soame logo black png](https://www.gillmanandsoameclients.co.uk/hubfs/G%26S%20Logo%20Black-Sep-07-2026-02-32-48-2306-PM.jpg)](https://www.gillmanandsoameclients.co.uk/?hsLang=en-gb) - Services ▾ - [School](https://www.gillmanandsoameclients.co.uk/school-photography?hsLang=en-gb) - Photography ▾ - [Traditional Photography](https://www.gillmanandsoameclients.co.uk/traditional-photography?hsLang=en-gb) - [Complete School Groups](https://www.gillmanandsoameclients.co.uk/complete-school-groups-photography?hsLang=en-gb) - [Anniversaries](https://www.gillmanandsoameclients.co.uk/school-anniversary-photography?hsLang=en-gb) - [Marketing Photography](https://www.gillmanandsoameclients.co.uk/school-marketing-photography?hsLang=en-gb) - How We Work ▾ - [Registration](https://www.gillmanandsoameclients.co.uk/registration?hsLang=en-gb) - [Staging Safety](https://www.gillmanandsoameclients.co.uk/staging-safety?hsLang=en-gb) - [School Archive](https://www.gillmanandsoameclients.co.uk/school-photography-archive?hsLang=en-gb) - [Our Story](https://www.gillmanandsoameclients.co.uk/our-story?hsLang=en-gb) - [Contact Us](https://www.gillmanandsoameclients.co.uk/#contact) Smart Registration # Connect Every Family to Their Photographs With One Secure Link Smart Registration replaces printed proof cards with a single, secure link. Schools share it once. Parents register in minutes. Everyone's data stays protected from beginning to end. [Ask our Team](https://www.gillmanandsoameclients.co.uk/registration#contact) ![IMG\_6003-Sep-29-2026-01-19-04-8557-PM](https://www.gillmanandsoameclients.co.uk/hubfs/IMG_6003-Sep-29-2026-01-19-04-8557-PM.jpeg) ## Why Schools Are Moving to Smart Registration ### Less Work for Schools Share one link, with no individual student links to manage and no mail merges to run. We tell you exactly what we need, and our system handles the rest automatically. ### Security by Design No printed cards carrying sensitive details home in a school bag. Every step runs on a controlled, tested platform, with all information encrypted in our secure databases. ### Works With Any System Smart Registration is designed to sit alongside any Management Information System, so there is nothing new to install and nothing to change in how your office already works. ### A Better Experience for Families Parents and guardians register directly, so notifications are accurate and arrive the moment photographs are ready. They keep control of their preferences and lasting access to their family's photographs. ## How Smart Registration Works Onboarding is effortless, secure and completed in two simple steps. ### For Your School 1. #### Share Your Subject List You will receive a secure link to our upload portal. Download the simple template, paste in the information we have asked for, accept the standard compliance terms and upload. That is the setup done. 2. #### Share One Link We send you a single registration link for parents and guardians. Because it is universal, you can drop it into emails, your parent portal, newsletters, the website or new starter packs. ### For Parents and Guardians 1. #### Register Families follow the link and create a secure account. Our system quietly matches their email address to the details provided by the school. 2. #### Verify An automated verification email arrives straight away. One click confirms the account and protects access. 3. #### Explore Once verified, families can browse the collection right away, and a personal notification tells them the moment their photographs are ready. ## Proof Cards and Smart Registration, Side by Side | | Printed Proof Cards | Smart Registration | | --- | --- | --- | | Getting set up | Cards are printed, couriered to school, then tracked and handed out by staff. | One list shared through a secure portal, in two steps. | | Data security | Sensitive login details travel home on paper and can be lost or misplaced. | Encrypted from beginning to end, with access limited to verified parents and guardians. | | Speed to photographs | Families wait for the card to arrive before they can see anything. | Gallery preview access as soon as an account is verified. | | Notifications | Depend on the card reaching the right person. | Sent directly to the registered parent the moment photographs are ready. | | Ongoing access | Tied to a single printed card. | A permanent account, with data the family can edit or delete at any time. | ## Privacy and Data Protection, Handled Properly Under UK GDPR and the Data Protection Act 2018, we collect only a student's basic details and a parent or guardian's email address. That information is used for one purpose: to verify identity and restrict online access to authorised parents and guardians. ### Guided by ICO Best Practice Every step of the process was built to follow Information Commissioner's Office guidance and respect privacy law. ### No Spam, Ever We do not use school-provided details to contact families directly. Membership updates only ever reach those who choose to opt in during registration. ### Encrypted and Controlled All information is held in secure, encrypted databases on a fully tested platform, built to prevent data breaches. ### Families Stay in Control Parents and guardians can request access to their data, ask for corrections, or have it deleted from our records at any time. [Privacy Policy](https://shop.gillmanandsoame.co.uk/privacy-policy) ## Frequently Asked Questions Do we need to give a separate link to every parent? No. You share one universal registration link, and our system matches each family to their photographs behind the scenes. There are no individual student links to manage. What information do you actually collect? Only a student's basic details and a parent or guardian's email address, used solely to verify identity and control access to the photographs. We will never contact families without their consent. How long does onboarding take? Two steps. Upload your subject list through the secure portal, then share the registration link we send back. Most schools are set up in a single sitting. What if a family wants their data removed? They can ask us to edit, share or delete their data at any time, and we will action it. ![The Radcliffe Camera in Oxford in black and white, beneath the Gillman & Soame wordmark](https://www.gillmanandsoameclients.co.uk/hubfs/raw_assets/public/gs-official/images/gs-contact-form.jpg) ## Ready to Bring Smart Registration to Your School? Tell us a little about your school and we will get you onboarded. For anything else, our Registration Team is on registration@gillmanandsoame.co.uk and always happy to help. [![Gillman and Soame logo white png](https://www.gillmanandsoameclients.co.uk/hubfs/__logo_since_white%20SMALL-1.png)](https://www.gillmanandsoameclients.co.uk/?hsLang=en-gb) Since 1856, Gillman & Soame have been specialist photographers to schools and universities across the UK and beyond, capturing people, places and occasions with precision, creativity and timeless quality. ## Services - [School](https://www.gillmanandsoameclients.co.uk/school-photography?hsLang=en-gb) ## Photography - [Traditional Photography](https://www.gillmanandsoameclients.co.uk/traditional-photography?hsLang=en-gb) - [Complete School Groups](https://www.gillmanandsoameclients.co.uk/complete-school-groups-photography?hsLang=en-gb) - [Anniversaries](https://www.gillmanandsoameclients.co.uk/school-anniversary-photography?hsLang=en-gb) - [Marketing Photography](https://www.gillmanandsoameclients.co.uk/school-marketing-photography?hsLang=en-gb) ## How We Work - [Registration](https://www.gillmanandsoameclients.co.uk/registration?hsLang=en-gb) - [Staging Safety](https://www.gillmanandsoameclients.co.uk/staging-safety?hsLang=en-gb) - [School Archive](https://www.gillmanandsoameclients.co.uk/school-photography-archive?hsLang=en-gb) ## Learn More - [Our Story](https://www.gillmanandsoameclients.co.uk/our-story?hsLang=en-gb) ## Info - [Contact](https://www.gillmanandsoameclients.co.uk/#contact) © 2026 Gillman & Soame. 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