WEBSITE PRIVACY POLICY
The policy: This privacy policy is for this website; www.lacey.photography and governs the privacy of its visitors. It explains how we comply with the EU’s GDPR (General Data Protection Regulation) legislation and the DPA (Data Protection Act). This policy will explain areas of this website that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR and DPA are adhered to. THE DPA & GDPR MAY 2018 This website complies with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation), effective from May 2018.
CONTACTING US:
This website, www.lacey.photography, collects private user data using the following form: Contact Form , which generates emails sent to: contact@lacey.photography The data from these forms is emailed to the address listed above and also stored on the website server, in most cases dating back to when each form was created. The website server is accessible by the website administrators at Wesley Lacey Photography (www.lacey.photography). Wesley Lacey will never share this data. By completing this contact form you agree to Wesley Lacey Photography contacting you about wedding photography services provided by Wesley Lacey Photography. You will not be added to any mailing lists and will only be contacted by Wesley Lacey Photography in relation to your enquiry. Your personal details will not be used for any marketing purposes, nor will they be passed onto any third parties. They will only be stored in the email generated by this contact form which will be filed in the email account for Wesley Lacey Photography which is hosted by www.squarespace.com and which can only be accessed by Wesley Lacey Photography. You can view Squarespace.com's privacy policy here; https://www.squarespace.com/privacy – If you wish to request for any email(s) containing your personal information to be deleted, please email contact@lacey.photography
CLIENT GALLERIES:
Wesley Lacey Photography creates a client gallery for each client to whom photos are delivered as part of the services contracted. Wesley Lacey Photography's client galleries are externally hosted by Pic Time. Their privacy policy can be found here: https://blog.pic-time.com/blog/users-privacy To visit a Wesley Lacey Photography client gallery you will be required to enter personal data (namely your email address) and a password. Your personal data (email address) will be stored within Pic Times system, on their servers and will be used to email you up to a maximum of four times and only with information relevant to the client gallery you have accessed e.g. to inform you of a discount offer on gallery purchases. Only Wesley Lacey Photography will have access to your personal data (email address) stored on Pic Time’s system on behalf of Wesley Lacey Photography. It will only be used as detailed above, will not be used for any other marketing purposes and will not be passed onto any third parties. Pic Time’s technical support team will have the means to access your personal data (email address) but will never access or share this data other than by request from Wesley Lacey Photography. By logging into a Wesley Lacey Photography client gallery you are agreeing to opt in to receive relevant, gallery-specific emails as described above. Emails are automated so if you do not wish to receive such emails it is advised that you do not log into any Wesley Lacey Photography client galleries. If you wish to request for your personal data (email address) to be deleted from Pic Time’s servers, please email contact@lacey.photography
EXTERNAL WEBSITE LINKS & THIRD PARTIES:
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note that they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned. CLIENT DATA HELD ON FILE We take care over the processes around looking after personal data stored on our physical systems. Wesley Lacey Photography holds the following personal data of clients: 1. Names 2. Addresses 3. Phone numbers Wesley Lacey Photography uses a client management system provided by Studio Ninja to store the above contact details collected at www.lacey.photography, this data is only used in order to respond to your enquiry for Wesley Lacey Photography to provide wedding photography services, and is accessed through 1 workstation, which is heavily password protected. If you decide to book the photography services of Wesley Lacey Photography, these details are held within soft copy and sometimes hard copy contracts, as well as soft copy and hard copy wedding client ‘day plan’ documents. Soft copy contracts and day plans are safely stored within my password protected office computer, and backed up to two encrypted external hard drives. Hard copy contracts are filed in my secure office, see below for security details. Client photos are safely stored within my password protected office computer and backed up to two encrypted external hard drives. An additional cloud copy of all images is stored on GDPR compliant Dropbox.
CLIENTS AND WEDDING GUESTS CAPTURED IN PHOTOS:
Under GDPR legislation, a photograph may in some instances constitute a form of personal data where they can be processed to allow “the unique identification or authentication of a natural person”. Wesley Lacey Photography will never photograph an individual as a means of unique identification or authentication unless consensually contracted to do so. Guests at weddings appear in photos taken by Wesley Lacey Photography as a part of the visual recording of the event in photos. Guests captured in portraits or in group photos do so as part of the event and their rights are protected by Wesley Lacey Photography as detailed in this privacy policy. In terms of explicit GDPR compliance, Wedding clients and guests are photographed within the parameters of GDPR legislation on the basis of ‘legitimate interests’. The taking of photographs of wedding guests when viewed as a form of processing personal data is necessary for the legitimate interests of Wesley Lacey Photography as a photography business unless there is a good reason to protect a given individual’s personal data which overrides those legitimate interests. Operating within the parameters of legitimate interests as laid out in GDPR legislation, the disproportionate effort involved in providing privacy policy information to all wedding guests at the event and the degree to which it would distract us from performing our job renders it infeasible to do. Wedding clients are therefore requested in their contract to direct their guests to read this privacy policy in advance of the event and to advise them to contact us in advance with any concerns around the processing of their personal data, namely being photographed.
WITHDRAWL OF CONSENT:
Anyone photographed by Wesley Lacey Photography, whether a client or wedding guest, and whether past or current may withdraw consent for a photograph in which they appear to be displayed. The process for this is to email Wesley Lacey Photography at contact@lacey.photography specifying the photo in question. Pursuant to the request, Wesley Lacey Photography will then remove the photo from online and printed display wheresoever it appears within 30 days of request.
SOCIAL MEDIA POLICY & USAGE:
We adopt a safe and responsible Social Media Policy. While we may have official profiles on social media platforms, users are advised to verify the authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.
DISPLAY OF IMAGES:
We may display any photographs to promote Wesley Lacey Photography on the Wesley Lacey Photography website and blog, on social media, on wedding blogs, on wedding photography related websites, in advertising, brochures, magazine articles and other such material, providing that the images used are used lawfully and without damage to Wesley Lacey Photography’s client(s). The rights of the people captured in these photographs are protected by Wesley Lacey Photography as detailed in this privacy policy.
So to Summarise
1. What information is being collected?
1.1 – I will collect a specific set of information before, during and after your booking with Wesley Lacey Photography . This includes, but is not limited to:
• The names, addresses and telephone number of the person(s) using my service.
• Details provided by you, and notes taken by me throughout a meeting/photoshoot/wedding and your customer experience.
1.2 – If you email me or send me messages via social media, these messages are stored within my email system or social media accounts. These messages and contact details are stored for as long as needed to allow me to provide you with the services you engage us in as well as ongoing customer service.
2. Who is collecting your information?
2.1 – This data is being collected by Wesley Lacey Photography. I use a secure server to hold our email conversations including any personal data you choose to send me, including your email address.
2.2 – If you decide to order any printed/physical products, I may need to pass your delivery data (Name and address) to the album/print providers.
3. How is your information collected?
3.1 – The only personal data I collect is the data you choose to give me. If you choose to contact me, I will ask you to provide me with details such as your name, your partner’s name, wedding details and your email address.
3.2 – You may choose to share, via email, details such as your physical home or work address for use in delivering your images or albums.
3.3 – When committing to a booking, you will be required to fill out a booking form/contract hosted by a secure, private third party.
4. Why is your information collected?
4.1 – The data I collect is used solely in relation to providing the service(s) you have ordered, or have commissioned to be ordered on your behalf.
4.2 – Any additional data I collect is to help provide you with a better customer service experience.
4.3 – I am required by law to collect and store certain information relating to any order you place with me.
5. How will your information be used?
5.1 – Data I collect will be used by Wesley Lacey Photography to enable me to provide my services and products to you.
5.2 – Your data will not be shared with any third party without prior consent unless this is necessary for the execution or delivery of your service(s).
5.3 – Wesley Lacey Photography may internally analyse data for business and forecast purposes.
5.4 – Wesley Lacey Photography has a legitimate interest in using images taken in relation to your booking and may use these images in the following ways :
• On social media for promotion and advertising purposes.
• On our website for promotion and advertising purposes.
• For marketing materials (business stationery, flyers, business cards etc)
• For publications such as wedding blogs and wedding magazines.
5.5 – You will, at any point in time, be able to request the removal of these images from online sources if your personal circumstances change, or you feel that this is in violation of your professional agreement. For printed media I will seek your consent prior to sending for print as, once distributed, I will be unable to recall printed media.
6. Who will your information be shared with?
6.1 – I take the privacy of your information very seriously. I do not sell your information to third party organisations. I will not share your information with any third party unless the is necessary for the execution or delivery of your service(s) to you. These include:
• Delivery and Postage Service Providers; to allow me to send you documentation and orders you have placed. Information shared includes name and address. In some cases an email address or mobile number will be required by third party service providers.
• Manufacturers (for example our printing labs); if I are sending an order directly to you from a third party provider. Information shared includes name and address. In some cases an email address or mobile number will be required by service providers.
• Legal Requirements – I will provide data to law enforcement agencies if issued with a court order to do so.
7. How will this affect you?
7.1 – I collect, store and process your information in such a way that should have no negative effect on you as an individual.
8. How long is your information stored?
8.1 – Personal data collected for paying clients is stored indefinitely. This is to allow us to provide a better service to you as a customer in the event that you contact me again in the future.
8.2 – I am legally obligated to store some data for a minimum amount of time, for example sale and payment records and booking forms/contracts.
8.3 – If you choose to contact me and provide the personal data required to initiate an enquiry, but choose not to hire us – we will endeavour to delete your data in a timely manner.
9. Access to stored data.
9.1 – If, as an existing client, you have any questions about the data I hold about you, please contact me directly.
Note – upon my response to your first use of our contact form, you will be provided with my contact details which you may use to contact me directly at any time.
9.2 – You may request a copy of any data I store about you – and I will comply with any requests as per the guidance of the Information Commissioner’s Office.
10. More information.
10.1 – If you would like any clarification on how I collect, store or process your data – please contact me directly.
10.2 – If you would like further information on the legal guidelines I operate within or have any concerns about how I use your data, please consult https://ico.org.uk
11. My Details
11.1 – This business is owned and operated by Wesley Lacey Photography, trading as Lacey Photography. Please contact me through the contact form on the website or the contact information we have previously shared with you.