This Privacy Notice explains in detail the types of personal data we may collect when you interact with us. It also explains how we’ll store and handle that data and keep it safe. It is fully GDPR compliant.
- Legal Processing
Data protection law states there are several legal reasons why a company may collect and process personal data.
Contract – We will process your personal data to fulfil an order, deliver a service, essentially comply with our contractual obligations.
Legal Compliance – If the law or government requires us to, we may need to collect and process your data. An example might be passing on details of fraud to law enforcement.
Legitimate Interest – In cases, where we require personal data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business. This does not impact your freedom or rights. Examples might be using your postal or email details to send direct marketing information on products that might interest you. We may also use your browsing or purchase history to send you or make available personalised offers.
- When do we collect, add to or amend your personal data?
- When you visit our website, speak us on the phone or enquire over email
- When you book a photo shoot, or enter into negotiations to do so
- When you engage with us on social media
- When you view your digital photo gallery
- When you purchase an image for digital download image or physical photography product such as a print, album, or wall art
- When you contact us by any means with queries, complaints etc.
- When you choose to complete any surveys we send to you
- When you’ve given a third-party permission to share with us the information they hold about you
- We may collect data from publicly-available sources where you have given your consent for them to share information publicly such as online directories or an event organiser
- What sort of personal data do we collect?
- Your contact details so that we can confirm shoot times, arrange delivery of final products, invoice and to notify you ahead of deleting the images we hold of your shoot – typically three months after the shoot date
- Details of your interactions with us through phone contact, email or online
- Details of your visits to our websites, and which site you came from to ours
- To deliver the best possible web experience, we collect technical information such as your internet connection and browser as well as the country where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback
- How and why do we use your personal data?
We want to give you the best possible experience and service. One way to achieve that is to practice good customer relationship management through storing data about our interactions to enable us to deliver your photographs in an efficient manner and to offer you content, products and services that are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and potential customer and providing the highest levels of service.
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 the best experience or fulfil your order.
Here’s how we’ll use your personal data and why:
- To process booking forms, order forms, release forms and to arrange postal delivery of hard copy prints. If we don’t collect your personal data during consultations or ordering, we won’t be able comply with our legal obligations. We would then keep those details for a reasonable period in order to fulfil contractual obligations
- To respond to your queries. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience
- To protect our business from fraud and other illegal activities. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
- To market our product and services. We will use your personal data, preferences and details of your transactions to keep you informed by email, web, telephone about relevant products and services including about like upcoming pop up studios, tailored offers and promotions. We market on the basis of legitimate interest and in a way which might reasonably be expected as part of running our business. This does not impact your freedom or rights. Our marketing will follow best practice laid out by the Information Commissioner’s Office (ICO) when dealing with customers under the PECR
These are the ways we’ll communicate with you.
Of course, you are free to opt-out of hearing from us at any time.
- To confirm the date and time of your shoot
- To let you know your order is ready and is being transferred / delivered via a secure link over email (digital downloads), through the post (prints, albums and wall art), by hand, or collection from 8 Barclay Avenue or other agreed mutually convenient location
- Send occasional relevant, personalised communications by post or email in relation to products, services and offers. We’ll do this on the basis of our legitimate business interest
- To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, marketing data misuse issues, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we will be unable to comply with our legal obligations.
- To comply with our contractual or legal obligations to share data with law enforcement.
- To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.
Again, you are free to opt out of receiving these requests at any time.
- How is personal data protected?
We treat your data with care and take appropriate steps to protect it.
- We secure access to our website using ‘https’ technology
- Access to your personal data is password-protected, and sensitive data is secured by SSL encryption
- Hard copy forms are destroyed prior to disposal
- We regularly monitor our system, regulations and data protection news to identify ways to further strengthen security
What specific information is obtained?
Our website does not collect specific, detailed information about you.
Where information is gathered, we will inform you of this along with the explanation of why it is required. This information will be for purposes such as responding to an enquiry made and we will ask for this information in order for us to get in touch and provide the relevant information which has been requested from you.
What information is retained?
Cookies and tracking software are used for purposes such as website improvement. Google Analytics is the main tool we use for website improvement. This information is not shared with anyone.
The personal information we collect and hold is typically:
- Browser used (Bing, Chrome, Internet Explorer etc.)
- Location (based on IP address)
- Age group
- Site searches
- Device(s) used
- Frequency on Site
- Session duration (time spent on the site)
- Page(s) visited
- Page session duration (time spent on specific page)
- Web Surfing Behaviours
We currently use the following companies that may process your personal data through website usage. Facebook, Twitter, Instagram, Pinterest, Dropbox, Flickr, Google, Mail Chimp and Survey Monkey.
If you need to contact us then please find the relevant details on our contact page here.
- Customers / Enquirers
We hold information about customers/ enquirers as it is necessary for us to conduct our business activities.
What personal information is held?
The personal information we collect and hold about private customers is the following: –
- Full Name
- Home Address
- Email Address
- Phone Number
- Shoot details
- Order details
This information may be linked together with what has already been gathered (as stated in the “what information is retained?” section) via tracking software.
How is this information gathered?
We gather this information through lead generation forms on our website and tracking software as mentioned in the “what information is retained?” section, as well as when we speak to you over the phone, on email, or in person.
How long will the data be kept for?
For a reasonable period of time after you have stopped being an active customer, we may continue to contact you with information relating to our products and services. We deem a reasonable period of time to be three years after an order has been completed. After this time, the data we hold will either be deleted, anonymised or retained providing you have asked us to do so.
Who will the data be passed to?
This information will not be passed on to anyone other than authorised employees of Tim Hewage Photography and relevant processors, for example a photo laboratory processing prints, or a company managing marketing on behalf of Tim Hewage Photography.
Additionally, if a legal matter were to arise, then we may need to provide this information for those purposes.
- In this instance, we provide only the information required to perform the service
- The data will only be used for that exact purpose
- Partners are required to protect and respect your privacy
- If we stop using a partners’ service, your data will be deleted or rendered anonymous.
Examples of third parties we work with are:
- Website and SEO (search engine optimisation) companies who help us manage our presence online.
- Google/Facebook/LinkedIn to show products that might interest you. This is based on consent or your acceptance of cookies on our website.
- Financial accounting companies who support our book-keeping and business operations systems
What is the reason for holding/using the information held?
While you are a customer of Tim Hewage Photography, the basis for processing your data is ‘contract’. When you are not or no longer an active customer of Tim Hewage Photography the basis is ‘legitimate interest’ as we would like to offer you products/services from us.
- Data Subject Rights (Subject Access Request, Erasure, Rectification)
- You have the right to ask for information we hold for you (Subject Access Request) which will be provided free of charge and if requested, can be presented in a spreadsheet-based format within 30 days of your request.
- The data we hold will be corrected when we are notified of errors.
- Information we hold for you will no longer be processed if requested to do so.
- Information we hold for you will be deleted if requested to do so. It is possible we may contact you again at a later date, as we will hold no record of you.
- You have the right to withdraw consent at any time.
- You have the right to stop the use of your personal data for direct marketing through selected or all channels.
- You have the right to stop processing your personal data under legitimate interest for individual reasons. We will comply unless we believe there is a legitimate overriding reason to continue processing.
- To stop the use of personal data for direct marketing:
Click Unsubscribe in any email communication we send you. We will then stop sending emails.
Write to: Tim Hewage, Owner, 8 Barclay Avenue, Tonbridge, Kent, TN10 4LN.
- Our Details
If you need to contact us then please find the relevant details on our contact page
- To contact the regulator, please see below:
0303 123 113 or go to www.ico.org.uk
- Code of Conduct and Child Protection
I and any camera operators I collaborate with on shoots where children are present are fully DBS checked. We adhere to the highest standards of professional conduct at all times and will cooperate fully with any requests from law enforcement agencies.