GDPR

PRIVACY POLICY

We take your privacy very seriously and we ask that you read this privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint. 

WHO WE ARE

Proffoto.co.uk is the operator of the website www.proffoto.co.uk and the host is https://www.ionos.co.uk/ and https://zenfolio.com/uk/. We collect, use and are responsible for certain information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as 'controller' of that personal information for the purposes of those laws. The person responsible for how we handle personal information is James Spawforth, info@proffoto.co.uk.

THE PERSONAL INFORMATION WE COLLECT AND USE

Personal information provided by you

In the course of operating our business, we collect personal information when you provide it to us, such as your name, postal address, email address, phone numbers and payment details.

We also collect personal information from you if you apply for a job with us or work for us for any period of time. In this context, personal information we gather may include: contact details, financial and payment details, details of education, qualifications and skills, marital status, nationality, NI number, job title, and CV.

Personal information provided by third parties

Occasionally we may receive information about you from other sources (such as references), which we will add to the information we already hold about you in order to help us provide services to you. If you apply for a job with us, we may receive information from the people who provide references.

Personal information about other individuals

If you give us information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that the other person has agreed that you can:

• give consent on his/her behalf to the processing of his/her personal data;
• receive on his/her behalf any data protection notices;

HOW AND WHEN DO WE COLLECT INFORMATION FROM YOU?

We gather information directly from you when you contact us via phone or email and when you take up our services. Our website also uses cookies (see our Cookie Policy) and collects IP addresses (which means a number that can uniquely identify a specific computer or other device on the internet). We also collect personal information when yousend us feedbackand enable us to post your photos on our site and our social media channels.  

To find out more about how we collect and process personal information click Reasons we can Collect and use your Personal Information. 

WHEN WE WILL CONTACT ANOTHER PERSON ABOUT YOU?

If you provide us with details of any other person we can contact to discuss your order, we may contact that person and discuss and share the details of your order with that person and deal with that person in relation to your order as if that person was you.  We may particularly want to do this if we are unable to get in touch with you for any reason. If you change your mind, you can email us at info@proffoto.co.uk. 

If you provide us the details of a person who we can contact for a job reference, we may contact that person in connection with your job application.

WHO YOUR INFORMATION MAY BE SHARED WITH

We may disclose your personal data to:

• any person or agency if we need to share that information to comply with the law or to enforce any agreement we may have with you or to protect the health and safety of any person;
• any person who you have named as a person we can contact to discuss your account;
• any person who we are negotiating with as a potential buyer of our business or property or if we are proposing to merge our business with another business;
• Credit card associations if specifically required.

If we use an outside party to process your information, we will require them to comply with our instructions in connection with the services they provide for us and not for their own business purposes.

KEEPING YOUR PERSONAL INFORMATION SECURE

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way.  We limit access to your personal information to those who have a genuine business need to know it.  Those people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.  For more information see Safeguarding your Personal Information.

TRANSFERS OF YOUR PERSONAL INFORMATION OUT OF THE EEA

Zenfolio.com who host our website are an international specialist in the production of photography websites and as such are recognised as the No1 provider. 

Based in San Francisco Zenfolio uses standard industry security practices to protect your personal information including Secure Socket Layer (SSL) transmission technology for all sensitive information exchanges. This technology encrypts information you send us to avoid it being intercepted before reaching our secure HTTPS servers.

They follow generally accepted industry standards, including physical, electronic and managerial safeguards to protect the personal information submitted to us from unauthorized access or disclosure, both during transmission and once we receive it. These safeguards are regularly reviewed to protect against unauthorized access, disclosure and improper use of your information, and to maintain the accuracy and integrity of that data. To find out more about Zenfolio and how they keep your information safe please go to their Privacy Policy here:https://en.zenfolio.com/uk/privacy and https://www.ionos.co.uk/.

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

We will usually hold your personal information as a customer or employee on our system for the period we are required to retain this information by applicable UK law, currently 12 years from the end of our contract (Customer) or 6 years (employee) or 6 months after any unsuccessful job application, unless you have told us you want us to delete the information earlier (For more information see“What rights do you have”). We do keep some photos longer than 12 years but most are deleted after 1 year, however they do not have any personal identifying factors linked to them.

CHANGES TO THE PRIVACY POLICY

This Privacy Policy was published on 14th June 2018 and is the most recent version.

DO YOU NEED EXTRA HELP?

If you would like this policy in another format (for example: audio, large print, braille) please contact us at info@proffoto.co.uk

Safeguarding your personal information

We will use technical measures to safeguard your personal data, for example:

•            access to your customer account is controlled by a password and user name that are unique to you;

•            we store your personal data on secure servers; and

•            payment details are encrypted on the secure server

We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.

While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us at info@proffoto.co.uk. 

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

We rely on a different lawful basis for collecting and using personal data in different situations.

Contracts

Where you make enquiries with us before you become a customer, we need to collect personal information about you so that we can take steps to enter into a contract with you.  Once you have become a customer, we need to collect and use personal information to provide services to you and to claim our right to be paid in return for our services under our standard terms of business/contract with you.  This includes collecting and using your personal information to:

• enable us to follow up on enquiries made by you in relation to our services in accordance with industry guidelines and to give you our quote;
• prepare an agreement with you;
• contact you for reasons related to the service you have signed up for or to provide information you have requested;
• deal with payment for our services;
• notify you of any changes to our website or to our services that may affect you; and 
• resolve disputes or collect overdue payments.

If you apply for a job with us, we will collect and use personal information to process your application and check references. If you take a job with us, we will collect and use your personal information to enter into an employment contract with you and to administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, monitoring absences and performance and conducting assessments.

Legal obligations

We collect and use personal information from our customers and staff to comply with our legal obligations.  For example, we will take copies of documents that identify you as eligible to live and work in the UK.

Legitimate business interests

Our priority is to make sure we give a high quality and secure service to customers and to follow up effectively on enquiries even though we accept that not all enquiries will lead to a business relationship or contract.  We collect personal information to:

• follow up on enquiries in accordance with industry guidelines and provide quotes for our services;
• conduct research and analyse website visitor behaviour patterns;
• customise our website and its content to your particular preferences;
• improve our services;
• detect and prevent fraud;
• prevent offensive, inappropriate or objectionable content being sent to or posted on our websites or to stop any other form of disruptive behaviour.

We will also communicate with you information about other services we can offer you and update you about our activities and promotions which may be of interest to you. If you would like to stop receiving these email newsletters, you can also click on the “unsubscribe” button at the bottom of the email newsletter. It may take a few days for this to take place, or If you do not wish to continue receiving these communications, you can opt out at any time. See What rights do you havefor further information. If you ask us to stop contacting you in this way, you can also ask us to start again at any time.

If we propose to use your information for any other uses we will ensure that we notify you first. If we need your consent to use your information for these other purposes, we will give you the opportunity to opt in or to refuse.  If you opt in, you will be able to opt out at any time.

WHAT RIGHTS DO YOU HAVE?

Under the General Data Protection Regulation, you have a number of important rights. These include the following rights:

• request a copy of your information which we hold (subject access request);
• require us to correct any mistakes in your information which we hold;
• require the erasure of personal information concerning you in certain situations
• require us to stop contacting you for direct marketing purposes;
• object in certain other situations to our continued processing of your personal information;
• restrict our processing of your personal information in certain circumstances;
• object to decisions being taken by automated means which produce legal effects concerning you or which affect you significantly; and
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.

Further information on each of these rights is available from the Information Commissioner’s Office. 

If you would like to exercise any of these rights, please:

• email, call or write to us;
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• let us know the information to which your request relates, including any account or reference numbers, if you have them

We will not charge any fee for any of these services in most cases.