The simple version is this – let's say you email / call me to find out about a photoshoot, then you book a photoshoot, ace! That's the idea and that's what I'm all about!
To shoot said photoshoot, I need to know a few things. Just simple stuff, like your name (you're welcome to make one up as long as you answer to it when I call you by it), a phone number (to talk to you), your email (to email you details of your shoot, ask for your address, email you to say hello and ask how your weekend away to Barmouth was and whether you can recommend any good restaurants for kids etc.. ), I'll need your address ( so I don't turn up in the wrong place for your photoshoot, for my tax records and so I know where to send your frames, canvases, prints etc.). It's also pretty handy to know the names and ages of your kids so I can try to remember them and not have to refer to them as “thing 1” and “thing 2” when I get there. I also do things a little differently if your little loves are 32 and 44 and not 2 and 3. After that, and with your permission, I might like to contact you another time to see if you would like another photoshoot. This is because I've already met you and now know you're all good eggs and I want work with you again! Second, third and forth photoshoots for the same families are always even more fun because we all know what to expect, it's like anything you practise, they just get better!
So far, I think I manage about 5 emails a year to my mailing list. If you don't want to be on it, unsubscribing is easy and there's a link in every email just for that. The only details I ever keep about photoshoots are for those occasional emails, and to help me remember you if you ring me in five years time and ask if I can get you a copy of a print your dog just ate.
I like to share my work on my website, blog, Facebook and Instagram. (I've given up with Twitter.) But I'll always ask you first. (It'll be in our agreement.) I'll never, ever post anything that is in anyway going to make anyone feel uncomfortable or look or feel silly. I'm only doing this to make people happy! I'll never sell your images on, unless you want me too. (Like, if a magazine or stock library or similar wanted to buy it, for example). I'll also always ensure that any photos I do share can't be linked directly to you in any way unless you are happy for them to be. (As in, tagging on Facebook/Insta, or using full names on blog posts etc.).
I may also enter images in competitions or use them for advertising, in print, or online. (Because I want to win! Or otherwise show them off!) Again, I'll ask you about this first. At the end of the day, I want happy customers, and lots of them, if you ever have any concerns or questions about use of your images or your privacy, please just get in touch and I'll be happy to help.
I totally respect your personal information and will only ask you for what information I really need from you and will look after it in the same way I would want my own looking after, securely! I will only share it with others where we need their help us deliver our service to you (such as our professional printing laboratory who may need your name and address to post your purchases). Be assured that we will never share your information in any other circumstances – nor will I sell it on elsewhere! Here are more details -
1. 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 –
First and Last Name
Address + Postcode
Contact Telephone Number
Contact Email Address
Names and ages of those being photographed
I.P. address and other information related to visiting our website/social media pages that enhances your visit.
We also record a date of birth for all persons we photograph under the age of 13 and require the parent or a legal guardian to consent to photography. (See consent/model release form for more details.)
Obviously being a photographic business we also create and manage images as per our contractual agreement(s).
We use the above data to:
To deliver our service to you
For marketing purposes
Personalise your experience
To provide account access etc for any online services (access to galleries) and to ensure that they work efficiently and fully
We collect this data on the following lawful basis:
In order to carry out the work contracted as per our contracted agreement or other legal obligation other than a Contract.
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:
Personalise your experience
Deliver our service to you
Contact you for relevant marketing purposes
Ensure our website works as fully as possible
2. Which third parties do we share Personal Data with?
We share data/personal data with the following third parties:
Google, Squarespace and Facebook (for analytics/advertising)
Gmail or 123-reg (for Email)
Mailchimp (For newsletters/email provider service),
Paypal (To process some payments)
Website manager or Hosting company (Squarespace)
Back Up Providers (Crashplan)
Gallery Service Provider (Pixieset)
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.
3. Why do we share your Personal Data with the above?
We share your data in order to:
Provide services and fulfil contracted obligations.
In many cases there is no personally identifiable information. Analytics collection, as with every website you use, may collect data such as your IP address, browser, approximate location, times and dates of visits etc., but not your name or actual residential address unless you share it (as in for delivery via PayPal or via message.)
Printing labs never have any personally identifiable information about you, unless they are posting images out to you, in which case, they will need your address.
The above companies all have their own GDPR compliance policies readily available.
We may transfer personal data to a country outside of the European Economic Area (EEA) if necessary e.g. if a third party we utilise could have servers located outside of the EEA. If this is the case, we will either obtain your consent or otherwise 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.
4. How do we keep your personal data secure?
We keep your data secure at all times. I will never share any information without your consent. The only information I have stored will be your name, contact number, email address, details of shoot dates etc and any other information strictly relevant to the photoshoot and to delivering your goods.
Images are stored in an securely in both a cloud location and on a hard drive attached to my computer. They may also be stored temporarily in an on-line gallery in order to show them to you, or with permission, used for advertising/display publicly in print or digitally.
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.
6. 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 also give you the option to manage your data via:
Email, Telephone or writing to us.
While we do not hold personal data any longer than we need to. The duration will depend on your relationship with us, and whether it is ongoing. We may keep some of your personal data for:
Up to 7 years after our working contract with you has finished for Tax legislation purposes.
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.