Data Protection (GDPR) Policy for Jo Williams Photography
This policy communicates detailed information about how Jo Williams Photography collects, stores and uses personal data throughout the process of you using this website, enquiring about a shoot, booking a shoot, carrying out a shoot, editing and delivering a shoot, and adding data (image and written details) to Jo Williams Photography online and print portfolios (website, blog, newsletter, social media, printed brochures, price lists etc).
DATA CONTROLLER AND PROCESSOR DETAILS
Jo Williams Photography
14 Foxbeare Road
Ilfracombe
North Devon
01271 879236
enquiries@jowilliamsphotography.co.uk
WHAT WE NEED
We only collect the minimum amount of personal data about you for me to complete my work.
WHY WE NEED IT
We will not collect any personal data from you we do not need in order to provide and oversee my service to you. I need your contact information to arrange shoots with you, to edit your images, to create products for you (at your request) and to deliver your images. I will keep your images in a secure way, in case you lose your copies of your images, or you wish to purchase more prints or products with your images on. I will keep these for up to seven years, unless I have taken your image (or your child’s) through a school contract, please see below for more information.
CONTACT
If you contact me via my website the contact form will ask for your name, contact information and your query. If you call me or email me directly I will ask for your name and contact information. If you use an order form this will ask for your name and contact information in case of a query over your order.
To organise your photography session I will need to have your name, email address, phone number and possibly other details. I will save these in my email folder. After your shoot I may contact you in relation to your shoot, delivering your photos, and any further products you may purchase. I will keep this information in my archives. This will be cleared out every seven years.
SCHOOLS
If I have been asked by a school to take their pupils' school photos, I will do so on the basis the school has asked for permission from parents/carers for me to do this. I will not have access to children’s names and if I come to know any children’s names I will not record their name or keep a child’s image under their name. Parents/carers can order photographs or other products via my online ordering system which is run by Shootproof and these albums will be password protected. Proofs will be shared with parents via the school. Photographs or other products ordered will be delivered via the school. All images will be securely stored (see below) for just six months after which they will be securely deleted. If you order through my online order page you will be asked for your contact information and name so I can contact you with any issues and ensure the order reaches you via the school. I will only use these details in relation to your photo orders.
PHOTOS / DIGITAL IMAGE STORAGE
I will create a folder on my external hard drive with your name (apart from school photos, which will be stored under the date taken). I will keep all of the digital images from your shoot in this folder. The external hard drives are stored in my home office, are only accessed by me and are protected by antivirus software and firewall.
For family shoots I may also store your images on my Google Drive, for ease of sharing with you.
I use Shootproof for online sales, individual and sibling photos will be available to see and order on their site, password protected so only family members can access the images, as shared by the school.
PORTFOLIOS
I will only use yours or your families images in my portfolios (which could include my website, printed portfolio, my social media accounts, brochures, business cards and other printed products) with your explicit consent. I will ask for this via a Consent Form. The Consent Form will be kept in my files and you have the right to retract your consent at any time.
MY WEBSITE via Adobe Systems Software Ireland Limited (Adobe Ireland) and Shootproof for purchasing
MY FACEBOOK https://www.facebook.com/JoWilliamsPhotographer
MY INSTAGRAM https://www.instagram.com/jowilliamsphotography/
ARCHIVES - HOW LONG WE KEEP IT
I am required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of six years after which time it will be destroyed.
Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.
I may keep your email correspondence (and data contained) regarding your shoot in my electronic archives which are stored in my email software, phone and/or on external hard drives for no less than one year.
I may keep your portrait photos/ digital images connected with your shoot in my electronic archives which are stored on an external hard drive.
My desktop operates behind a firewall. My desktop and hard drives are protected by a password and are only used by me.
FURTHER USE
For any use unlisted here I will seek your permission in addition to this form, and will not proceed without express agreement in writing/ by email from you.
I will never sell photos from your shoot that may be identifiable as you to anyone else without your explicit permission.
I would however like to use your name and email address to inform you of my future offers and similar products. This information is not shared with third purposes and you can unsubscribe at any time via phone, email or website.
THIRD PARTY DATA
I may collect the data generated by website cookies. I may use the information to maintain various databases for Jo Williams Photography to enable me to fulfil photographic services for you and to provide you with information about products and services that may be of interest to you.
Jo Williams Photography endeavours to work with suppliers who have good privacy practices and who are GDPR compliant. Jo Williams Photography is not responsible for the privacy practices or the content of those other web sites. Click on supplier names to see individual privacy policies below:
Backing up my phone (contacts, apps, phone photos), hosting and archiving my emails and storing contacts from my phone and my hard drive.
An app for editing images on my phone before uploading them to social media.
The printing company Jo Williams Photography uses. Images are temporarily stored by Loxley Colour while preparing them for print and delivery.
WHAT ARE YOUR RIGHTS?
If at any point you believe the information we process on you is incorrect you request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
You have the right to withdraw your consent at any time.
You have the right to know what data I hold at any time.
You have the right to have the information I hold deleted at any time.
You have a right to complain to the ICO if you are concerned about how I, Jo Williams, (on behalf of Jo Williams Photography) handle your data.
Cookies Policy
My website collects small information files called cookies to help the viewer of the website. Where applicable my website uses a cookie control system allowing the user on their first visit to the website to allow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.
WHAT ARE COOKIES?
Cookies are simple text files that are stored on your computer or mobile device by a website’s server. Each cookie is unique to your web browser. It will contain some anonymous information such as a unique identifier, website’s domain name, and some digits and numbers.
WHAT TYPES OF COOKIES DO WE USE?
Necessary cookies
Necessary cookies allow us to offer you the best possible experience when accessing and navigating through our website and using its features. For example, these cookies let us recognize that you have created an account and have logged into that account to access the content.
Analytical cookies
These cookies enable us and third-party services to collect aggregated data for statistical purposes on how our visitors use the website. These cookies do not contain personal information such as names and email addresses and are used to help us improve your user experience of the website.
HOW TO DELETE COOKIES?
If you want to restrict or block the cookies that are set by our website, you can do so through your browser setting. Alternatively, you can visit www.internetcookies.org, which contains comprehensive information on how to do this on a wide variety of browsers and devices. You will find general information about cookies and details on how to delete cookies from your device.
CONTACTING US
If you have any questions about this cookie policy or our use of cookies, please contact us either at enquiries@jowilliamsphotography.co.uk or on my Contact Page.