Privacy Statement

Exmouth Photo Services Data Privacy Statement Pursuant to Art. 13 & 14 EU General Data Protection Regulation (GDPR)

This notice explains how your data will be collected and dealt with, and your rights concerning that data. In this notice, ‘we’, ‘us’ or ‘our’ refers to Exmouth Photo Services. ‘You’ or ‘your’ refers to the individual whose personal data we are processing.

Exmouth Photo Services is a photography and photographic printing firm based in Exmouth, United Kingdom. As a company we provide photographic services to Commercial customers, Dance Studios, Schools, Clubs and the General Public. Please see: www.exmouthphotoservices.com

In order to provide the best service for our customers, Exmouth Photo Services will use your details to provide our photography and photographic printing services.

Please read this policy carefully.

What is the GDPR?

The GDPR is the General Data Protection Regulation which replaced the Data Protection Act when it came into force on 25th May 2018. Its purpose is to ensure that organisations have strict policies and practices in place for managing and handling personal data.

The data we process includes:

For business enquiries

Name
Company name
Company address
Telephone number
Email address
Invoice address

For Schools, Dance Studios and Clubs

We ask for the following contact details so that we can process your orders and to ensure that your photographs are secure and only accessed by those with permission.

Student or Dance/Club Member Name
Parent Name
Telephone number
Parent email address
Invoice address
Delivery address
School
School Year
Club or Dance studio
Individual Photos of each child
Any class photo the child may have been in
Address

We do not store bank/debit/credit card details nor do we share customer details with any third parties.

Why do we require this information?

The exact type of data that is processed and how it is used is determined by the services you have requested or that have been arranged with you but here is a summary of the use of your data.

We require your name, address, telephone number, email address for secure identification and correspondence during your purchase of photos. Consent for photography to take place, would have been given by the parent to the school, club or dance studio prior to our involvement. All information is held securely to ensure nothing can inflict harm on any personal data we hold.

Should we be engaged in events where our photographic services have been used to take pictures, we process the personal data obtained on the basis of the justified interest to fulfil the order given to us and to offer it for purchase. If this is the case, we shall refer to the photographs of the persons present during the event, as well as to a right of objection. Please note that an objection only takes effect in the future. All processing carried out until then remains unaffected.

This information will be used only for legitimate interests

We process personal data when you contact us via email or phone. We process any data you provide. This data is needed to process and respond to your inquiry or request. This data is for us to correspond whilst providing quotes, invoicing and photography for commercial businesses, schools, dance schools, clubs and individuals.
For identification and correspondence during the purchase of photographs. To send email communication between yourselves and Exmouth Photo Services, such as confirmation of orders and payment.

We also process personal data on the basis of legal requirements. For example, we store invoice data (name, address) on the basis of existing legislation, such as the retention obligations for HMRC.
Legal and Accounting records. For: advertising, insofar as you have not objected to the use of your data; the enforcement of legal claims and defence in legal disputes; ensuring IT security; prevention and investigation of criminal offences; measures for business management and further development of services and products.
Special Categories of Personal Data: We do not store or collect ‘special’ personal data such as driving license, passport, or national insurance numbers.
We may ask to ‘view’ an item of ‘special’ personal data if being asked to hand over sensitive data and we are required to identify an authorised recipient in order to prevent a data breach.

If you have given us consent to the processing of personal data for certain purposes (e.g. publication or use of images), the legality of such processing is based on your consent. You may revoke your consent at any time with effect for the future. Please note that the revocation only takes effect in the future. Processing carried out before the revocation remains unaffected.

Disclosure

Exmouth Photo Services does not pass on any personal data information without first obtaining your consent, unless we are legally required to do otherwise.

Retention Policy
Exmouth Photo Services will process personal data for a maximum of 7 years to coincide with HMRC, Legal and Accounting records. The exception being special case data which, in the event of a client requesting for photographic data to be deleted for security reasons, accounting data will still be held for 7 years.

Your Rights as a Data Subject

As a data subject, you will have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – you can request removal your data at any time
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing, this can be easily removed at your request
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review - in the event that Exmouth Photo Services refuses your request under rights of access, we will provide you with a reason as to why.

You have the right to complain as outlined in our terms of purchase.

All of the above requests will be in line with a Subject Access Request Procedure and Subject Access Request Form, which we can provide. To request a form please email exmouthphoto1@yahoo.co.uk

Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Exmouth Photo Services (or its third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority which is the ICO (www.ico.org.uk).

You can report a concern directly with the ICO, if Exmouth Photo Services fails to handle your complaint in an appropriate manner: https://ico.org.uk/concerns/

What forms of ID will I need to provide in order to access this?

Exmouth Photo Services accepts any of the following forms of ID when information on your personal data is requested:

Passport
Driving licence
Another form for ID which leaves no doubt of the data owner

Consent