Privacy policy

This notice explains what personal information Emma Danby Photography collects, why, and what your rights are. It is written to meet the UK General Data Protection Regulation and the Data Protection Act 2018.

Who is responsible for your information

Emma Danby Photography of [full trading address] is the data controller. For anything in this notice, contact [email address].

[If you are required to register with the Information Commissioner's Office, add your registration number here. Photographers who process personal data for business purposes usually need to register. Check at ico.org.uk.]

What I collect

When you enquire or book

• Your name, email address, telephone number and postcode, and your address if you provide it.
• Your contact preferences, the location and date you have in mind, and the package you are interested in.
• The names, approximate ages and relationships of the people attending, as you choose to give them.
• Anything you tell me in the free text box about the occasion.
• Date of birth for anyone under 18, where a parental consent form is completed. This is collected only to establish that consent is being given by the right person for the right child.

When I photograph you

• The photographs themselves, which are personal data because you are identifiable in them.
• Technical information embedded in the files by the camera, such as the date, time and camera settings.

When you use this website

This site does not set advertising or tracking cookies and does not use an analytics service. The hosting provider keeps standard server logs, including IP addresses, for security and to keep the site running.

Why I use it, and my lawful basis

• To answer your enquiry and deliver your session. Basis: performance of a contract, or steps taken at your request before entering into one.
• To take payment and keep accounting records. Basis: legal obligation, and legitimate interests in running the business.
• To store and deliver your gallery. Basis: performance of a contract.
• To use images in my portfolio, website and social media. Basis: your consent, given separately and freely, and never a condition of booking. For anyone under 18, consent must come from a parent or legal guardian.
• To keep a record of the consents given. Basis: legal obligation and legitimate interests in being able to demonstrate that consent was obtained.

Who I share it with

I do not sell your information and I do not share it for marketing. I do use a small number of service providers who process data on my behalf:

• The website host, which receives booking form submissions and stores them.
• The online gallery provider, which hosts your images and takes print orders.
• The professional printing laboratory, which receives your name and delivery address in order to fulfil print orders.
• Email, accounting and payment providers, in the ordinary course of business.
• [Name each provider explicitly before publishing, and confirm where each stores data.]

Some of these providers are based outside the UK. Where that is the case, transfers are made under the safeguards permitted by UK data protection law, such as the International Data Transfer Agreement or an adequacy decision.

How long I keep it

• Enquiries that do not lead to a booking: up to 12 months, then deleted.
• Booking and contact details: for the duration of the work and then for 6 years, to meet HMRC record keeping requirements.
• Your online gallery: at least 3 months, then closed. Tell me if you would like it kept open longer.
• Master image files: retained as part of my archive unless you ask for them to be deleted. You may ask at any time.
• Consent and model release forms: kept for as long as the images are in use, and for 6 years after they are withdrawn from use.

Your rights

You have the right to ask me to give you a copy of the information I hold about you, to correct anything that is wrong, to delete it, to restrict how it is used, to object to its use, and to receive it in a portable format. Where I rely on your consent, you may withdraw it at any time, and doing so does not affect anything done before you withdrew it.

To exercise any of these, email [email address]. I will respond within one month.

Children

Information about children is only ever collected from a parent or legal guardian, never from the child. Images of children are not used in my portfolio, on this website or on social media without separate written parental consent, which can be withdrawn at any time.

Complaints

If you are unhappy with how I have handled your information, please tell me first so I can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, by telephone on 0303 123 1113, or in writing to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.