01467 633322

est 1998

Privacy and Cookies - First Photographics

We respect your privacy and are committed to being a responsible custodian of the information you provide to us and the information we collect in the day to day running of our business and providing photography and visual services.

Who we are

First Photographics Ltd is the controller and responsib‍‍‍le for your personal data (collectively referred to as ["COMPANY"], "we", "us" or "our" in this privacy notice). Our contact details are, Head Office, The Square Kintore Inverurie AB51 0UA, company registration number SC 256005. Telephone 01467 63322 and registered as a data controller with the information commissioner’s Office (registration number ZA396450)

What data we collect about you

Personal data is information we collect which may include names, addresses, email addresses and phone numbers from which he or she can be identified either directly or indirectly through other data which the firm has or is likely to have in its possession. These individuals are sometimes referred to as data subjects.

We may also collect other information that you voluntarily provide to us, including when you communicate with us via email, post, telephone or other channels; and when you respond to our communications or requests for information.

We collect information about you when you sign up for or request that we send you alerts, or other legal or marketing materials; and when you sign up for an event. We also collect information when you voluntarily complete an enquiry form on our website. Website usage information is collected using cookies.

We may receive information about you from other sources, including third parties and publically available information that help us update, expand, and analyse our records; identify new customers; or prevent or detect fraud. We may also receive information about you from social media platforms, including but not limited to, when you interact with us on those platforms or access our social media content. Please note that the information we may receive from those third party sites is governed by the privacy settings, policies, and/or procedures of the applicable platform, and we strongly encourage you to review them before submitting any information to them.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

Why we collect your data

We collect data in order to carry our obligations arising from any services entered into between you and us and provide you with information, products and services that you request from us. We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.

Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

For example, if you’ve asked us to let you know if a place on one of our fully booked events comes available, we can’t do that if you’ve withdrawn your general consent to hear from us.

What are our responsibilities to you?

The company is the data controller of the personal data we process and is responsible for ensuring our systems, processes, people and suppliers comply with data protection laws in relation to the information we handle.

All of our people must abide by this Notice when handling personal data and must take part in any required data protection training. Any breach will be taken seriously and may result in disciplinary action.

We operate under GDPR. We ensure lawful processing of personal data by obtaining your consent; or where there is a contractual obligation to do so in providing appropriate products and services; or where processing the data is necessary for the purposes of our legitimate interests in providing appropriate products and services.

How we may use and share the information we collect

•To respond to your enquiries, booking/appointment requests

•To process payments, refunds

•To provide you with photography and other services that you request;

•To send you text alerts and other updates, marketing communications and other information or materials that may be of interest to you or     which you have expressed an interest in receiving;

•To send you survey and feedback requests to help improve our services

•To maintain our list of contacts;

•For the firm’s business purposes, including improving the provision of our photography services, data analysis; submitting invoices; detecting,   preventing, and responding to actual or potential fraud, illegal activities, or intellectual property infringement;

•To assess the effectiveness of our events, promotional campaigns and publications; and

•As we believe reasonably necessary or appropriate to: comply with our legal obligations; respond to legal process or requests for information issued by government authorities or other third parties; or protect your, our, or others’ rights.

How we may share the information we collect:

We do not sell, rent, or otherwise share any information with unaffiliated entities except as expressly described in this Notice, or with your prior permission. We may share anonymised information that does not reasonably identify you or your organisation only as permitted by applicable law.

We may also share information we collect with:

Our people, but their use shall be limited to the performance of their duties and in line with the reason for processing. Our employees are required to keep that information confidential and are not permitted to use it for any purposes other than to provide media services, to deal with requests which are submitted to us, or for the purposes of facilitating our use of that information in accordance with this Notice.

Third-party service providers engaged by us to perform services on our behalf, such as web-hosting companies, contractors, information technology providers, analytics providers, marketing and communications services, event hosting services and business partners for the purpose of delivering services to you as well as for purposes related to services administration and operation. When sharing information for the purpose of providing you with the services you request, we will share your information only as necessary for the third party working on our behalf to complete its work for us. For example, if you use a credit or debit card to complete a transaction on the Services, we will share your credit or debit card number with a payment processing company in order to complete your transaction.

Law enforcement, courts or tribunals, other government authorities, or third parties (within or outside the jurisdiction in which you reside) as may be permitted or required by the laws of any jurisdiction that may apply to us; as provided for under contract; or as we deem reasonably necessary to provide our legal services. In these circumstances, we take reasonable efforts to notify you before we disclose information that may reasonably identify you or your organisation, unless giving prior notice is prohibited by applicable law or is not possible or reasonable in the circumstances.

Service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a transaction in which we are acquired by or merged or amalgamated with another company or we sell, liquidate, or transfer all or a portion of our assets.

The measures we have in place to protect and safely store the information we collect

The company implements reasonable administrative, physical, and technical security measures to help protect your data from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction. However, no information system can be 100% secure. So, we cannot guarantee the absolute security of your information. We are not responsible for the security of information you transmit to us over networks that we do not control, including the Internet and wireless networks.

We use a small number of suppliers in connection with the operation of our business and they may have access to the personal data we process. For example, an IT supplier may see our personal data when providing software support, or a company which we use for a marketing campaign may process contacts' personal data for us. When contracting with suppliers and/or service providers, the company takes appropriate steps to ensure that there is adequate protection in place and that the principles are adhered to.

Retention of data we collect

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

OR

By law we have to keep basic information about our customers (INCLUDING CONTACT, IDENTITY, FINANCIAL AND TRANSACTION DATA) FOR [SIX] YEARS AFTER THEY CEASE BEING CUSTOMERS FOR [TAX] PURPOSES.]

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your Choices and rights in respect of the data we hold

Personal data must be processed in line with individuals' rights, including the right to:

•The right to request a copy of the personal data which we hold about you;

•The right to request that we correct any personal data if it is found to be inaccurate or out of date;

•The right to request your personal data is erased where it is no longer necessary to retain such data;

•The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

•The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);

•The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;•The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

You have the right to request a copy of the information that we hold about you.

If you would like a copy of some or all of your personal information,

please email [email protected]

or write to us at:

Emma Smith

Data Protection Leader

First Photographics Ltd

The Square

Kintore AB51 0UA

When making your request please provide:

your full name and address,details of the information you want.

Please be as specific as possible, and if it is not obvious, it would be helpful if you could explain why you expect us to hold your personal information.

We may also ask you to provide further information in certain circumstances including to clarify the terms of your request or to confirm your identity.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

We do not use cookies for any other reason and do not store any personal information during or after your use of our website for any reason other than to collect standard internet log information and visitor behaviour information.

You can adjust the settings in your web browser not to accept cookies. If you've visited our website before, there may be previously set cookies on your computer. Visit www.allaboutcookies.org or www.aboutcookies.org to find out how to remove cookies from your browser. In a few cases, some of our website features may not function as a result.

You can also opt out of being tracked by Google Analytics across all websites by installing Google’s opt-out browser add-on.

Our website may contain links to other websites. This privacy policy only applies to this website. When you link to other websites you should read their own privacy policies.

CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

We keep this Notice under regular review and we will notify you by posting notice of the changes in a clear and conspicuous manner on our website www.firstphotographics.co.uk This Notice was last updated on 28 May 2018.

How to contact us

If you have any queries concerning your personal data or any questions on our use of that, please contact our data protection leader Emma Smith at [email protected] or write to us at:

Emma Smith

Data Protection Leader

First Photographics Ltd

The Square

Kintore AB51 0UA

More information about your rights under data protection legislation can be found on the website of the United Kingdom Information Commissioner, the address of which is (as at the date of this Notice) www.ico.org.uk.