In very basic terms I totally respect your personal information and will only ask you for the information that I really need from you. I will look after it in the same way I would want mine looking after, keeping it secure!
I will only share it with others where I need their help to deliver my service to you (such as my professional printing laboratory who may need your name and address to post your purchases). Be assured that I will never share your information in any other circumstances – nor will I sell it on elsewhere! Here are more details:
The Data We Collect
As a data controller we collect a variety of data in order to deliver our services, and we will manage your personal data transparently, fairly and securely. We may ask you to provide us the following data:
- Personal Data - Here is a list of personal data we commonly collect to conduct our business activities
- Contact Details - (e.g. name, company name, job title, work and mobile telephone numbers, work and personal email and postal address).
- Financial Information - (e.g. bank details).
- Personal History - (e.g. notes of how you met, personal stories / anecdotes that you tell me).
Obviously being a photographic business we also create and manage images as per our contractual agreement(s).
We use the above data to:
- Contact You about your photography and wedding details (to make sure I am where I need to be!)
- Personalise your experience (I keep written notes rather than memorising them as my memory is awful!)
- To deliver our service to you
- Marketing purposes
We collect this data on the following lawful basis:
- Contract - We may process personal data in order to perform our contractual obligations.
- Consent - We may rely on your freely given consent at the time you provided your personal data to us.
- Legitimate Interests - We may rely on legitimate interests based on our evaluation that the processing is fair, reasonable and balanced. These include:
- Delivering services to our clients - To deliver the professional services our clients have engaged us to provide.
- Direct Marketing - To deliver timely market insights and speciality knowledge we believe is welcomed by our business clients, subscribers and individuals who have interacted with us.
- Legal Obligations and Public Interests - We may process personal data in order to meet regulatory and public interest obligations or mandates.
When you visit our website we also collect Cookies. These are small pieces of data that websites send to a user's computer and are stored on the user's web browser. They are designed to enable the website to remember information, such as what a user might have put in a shopping cart for example. This helps us to personalise your experience.
How do we collect personal data?
Directly - We obtain personal data directly from individuals in a variety of ways:
- From individuals who provide us with their information,
- Through our online forms,
- Through attendance to meetings or events,
- When we are establishing a business relationship,
- When we are performing professional services through a contract
Indirectly - We obtain personal data indirectly about individuals from a variety of sources. We may attach personal data to our customer relationship management records to better understand and serve our clients and individuals, satisfy a legal obligation or pursue our legitimate interests.
- Public Sources - Personal data may be obtained from public registers (such as Companies House), news articles and internet searches.
- Social and Professional Networking Sites - If you share your social media details with us (e.g. LinkedIn, Google, etc.) or if you have permitted your social media provider to display this information publicly. That information may include your name and email address and depending on your privacy settings, additional details about you. Please review the privacy controls on the applicable service to set how much information you want shared with us.
Which third parties do we share Personal Data with?
- Our email & productivity software - Data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.
- Our marketing software - Data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.
- Our customer relationship software - Data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.
- Our finance software - Data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.
- Our Print Lab - Data is not transferred outside of the European Economic Area.
- Our Album Creator - Data is not transferred outside of the European Economic Area.
There are also certain situations in which we may share access to your personal data without your explicit consent; for example, if required by law, to protect the life of an individual, or to comply with any valid legal process, government request, rule or regulation.
Why do we share your Personal Data with the above?
We share your data in order to:
- Deliver our service to you
- For marketing purposes
- Personalise your experience
- Create and share invoices / billing information with you
- To create the prints, albums and other products for you
We may transfer personal data to a country outside of the European Economic Area (EEA) if necessary eg if a third party we utilise could have servers located outside of the EEA. If this is the case, we will ensure that the transfer is legal and your data is secure by following the EU's guidelines. You can see above where we send data outside of the EEA and on what basis we do so.
How do we keep your personal data secure?
We have put appropriate technical and organisational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. We aim to ensure that access to your personal data is limited only to those who need to access it. Those individuals who have access to the data are required to maintain the confidentiality of such information. We may apply pseudonymisation, de-identification and anonymisation techniques in efforts to further protect personal data.
Some examples of the security we employ are:
- The use of 2 factor authentication for access to our systems
- The use of a strong password that is not shared with anyone
- The use of encryption software and secure backups
If you have access to parts of our websites or use our services, you remain responsible for keeping your user ID and password confidential. Please be aware that the transmission of data via the Internet is not completely secure. Our website uses Secure Socket Layer (SSL) technology when information is submitted to us online.
In the unlikely event of a criminal breach of our security we will inform the relevant regulatory body within 72 hours and, if your personal data were involved in the breach, we will also inform you.
You have the following rights
- The right to be informed about the collection and use of your personal data
- The right of access to your personal data and any supplementary information
- The right to have any errors in your personal data rectified
- The right to have your personal data erased
- The right to block or suppressing the processing of your personal data
- The right to move, copy or transfer your personal data from one IT environment to another
- The right to object to processing of your personal data in certain circumstances, and rights related to automated decision-making (i.e. where no humans are involved) and profiling (i.e. where certain personal data is processed to evaluate an individual).
We give you the option to manage your data by emailing firstname.lastname@example.org.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
How long do we retain personal data?
We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these uses, we retain personal data for seven years. We will dispose of personal data in a secure manner when we no longer need it.
After this time we will archive your photographs indefinitely along with your relevant details and consent forms. This is due to requests for replacement images being made several years after being taken. Note: this is not a guarantee that the images will be available indefinitely.