This policy will explain areas of this website that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR and DPA are adhered to.
You can use this website without the need to provide any personal data should you wish to. If you contact us to purchase photographic services or educational services, the processing of personal data will become essential.
THE DPA & GDPR MAY 2018
This website and the collection of data, to the best of our knowledge, complies with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation), effective from May 2018.
Our site does use Google Analytics. This is a service which provides information about how visitors use a website. S2 Images use the information from this service to understand how the site is used by visitors. This is essential for us to understand how our website runs. Please be assured that Google is fully GDPR compliant.
This website, www.s2-images.co.uk, collects private user data using the contact forms on the following pages:
These contact forms then generate an e-mail which sends to: firstname.lastname@example.org.
The data from these forms is emailed to the address listed above, which is then hosted on S2 Images website / e-mail host, Siteground https://www.siteground.co.uk/ and also a back up is sent to our Gmail account https://mail.google.com/. Both of these e-mail accounts are mainly accessed by Mail on our desktop and laptop computers, as well as our smartphone devices.
Any information added to the contact form’s listed above is then added to our account with Tave Business Management System https://tave.com/. This online management system is what helps us keep track of client accounts, invoicing, when payments has been made and any other information needed to keep a smooth transaction of business. This data is never shared or accessible to anyone, unless it is in direct relation to running S2 Images, i.e. an accountant or if there is any technical issues with the software or website.
If you wish to request for any email(s) containing your personal information or your personal file on our online business management system Tave to be deleted, please email email@example.com. Please know that keeping these accounts open only assist with us being able to track previous communication, should you wish to contact us later down the line.
By completing the contact form’s linked above, you agree to S2 Images contacting you about S2 Images’s wedding photography services or learning opportunities. You will not be added to any mailing lists and will only be contacted by Sonia Audhali or Simon Wainwright personally in relation to your enquiry. Your personal details will not be used for any marketing purposes nor will they be passed onto any third parties. With your details, we may contact you directly via e-mail, telephone call, text message, Whatsapp, social media and/or post.
S2 Images does not engage in email marketing specific to our services. Your personal details will not be used for any such marketing purposes nor will they be passed onto any third parties.
CLIENT GALLERIES & SLIDESHOWS
To visit a S2 Images client gallery you will be required to enter personal data (namely your email address) and a password. Your personal data (email address) will be stored within Shootproof’s system, on their servers and will be used to email you in regards to your gallery or ordering prints and only with information relevant to the client gallery you have accessed e.g. to inform you of a discount offer or in regards to gallery purchases. Gallery purchases are made through Shootproof and orders are linked to Loxley Colour https://www.loxleycolour.com/.
Any such emails sent to you will only be during the 6-12 month period for which the gallery is live. After this period has passed, it is deleted and your personal data (email address) is completely removed from Shootproof’s system, unless you are awaiting prints.
Only Sonia Audhali & Simon Wainwright will have access to your personal data (email address) stored on Shootproof’s system on behalf of S2 Images. It will only be used as detailed above, will not be used for any other marketing purposes and will not be passed onto any third parties. Shootproof’s technical support team will have the means to access to your personal data (email address) but will never access or share this data other than by request from S2 Images.
By logging into a S2 Images client gallery you are agreeing to opt in to receive relevant, gallery-specific emails as described above. Emails are automated so if you do not wish to receive such emails it is advised that you do not log into any S2 Images client galleries.
In regards to slideshows, S2 Images uses Smartslides https://smartslides.com/ to formulate the client slideshow. Images are uploaded and music is selected. This then enables the slideshow to be accessed via a link. It can also be downloaded to add to the USB and for the client to download should they wish. This is kept uploaded in a similar way to the galleries, usually 6-12 months.
If you wish to request for your personal data (email address) to be deleted from Shootproof and/or Smartslides’ servers, please email firstname.lastname@example.org.
S2 Images design your albums using Smartalbums, which is physical computer software, not online. We often send clients a PDF layout of the album pages via a Dropbox link. Once approved, it is then sent to Graphistudio https://www.graphistudio.com/en_GB/ who create the physical albums. From what we understand, Graphistudio keep a copy of the digital layout indefinitely, in case anything should happen to your album. This is essentially another back up of your album should the worst happen.
EXTERNAL WEBSITE LINKS & THIRD PARTIES
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.
We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note that they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.
CLIENT DATA HELD ON FILE
We take care over the processes around looking after personal data stored on our physical systems. S2 Images holds the following personal data of clients:
- phone numbers
- email address
- notes in regards to any consultation that we have
- Often clients share social media links
within soft copy and a hard copy contracts, as well as soft and occasionally hard copy wedding client ‘day plan’ documents. Soft copy contracts and day plans are stored within our e-mail servers as mentioned above, as well as on your Tave Business Management file. Hard copy contracts are filed in my secure home office and notes from any telephone or Skype consultations are in a notepad at the same location.
Client photos are safely stored within our password protected home office computers and backed up to two encrypted external hard drives. With wedding photographs being so precious, S2 Images aims to keep images stored on two hard drives indefinitely. This is just in case the worst should happen and the client needs a copy. We ask that clients do not rely on this and to back up many times themselves. This is due to the fact that technology changes so frequently, that we never know how things will be in the future. Occasionally we keep cloud copies of images on Shootproof.
CLIENTS AND WEDDING GUESTS CAPTURED IN PHOTOS
In terms of explicit GDPR compliance, wedding clients and guests are photographed within the parameters of GDPR legislation on the basis of ‘legitimate interests’. The taking of photographs of wedding guests when viewed as a form of processing personal data is necessary for the legitimate interests of S2 Images as a photography business unless there is a good reason to protect a given individual’s personal data which overrides those legitimate interests.
WITHDRAWL OF CONSENT
Anyone photographed by S2 Images, whether a client or wedding guest, and whether past or current may withdraw consent for a photograph in which they appear to be displayed. The process for this is to email S2 Images at email@example.com specifying the photo in question. Pursuant to the request, S2 Images will then remove the photo from online and printed display wheresoever it appears.
SOCIAL MEDIA POLICY & USAGE
We adopt a safe and responsible Social Media Policy. While we may have official profiles on social media platforms, users are advised to verify the authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.
DISPLAY OF IMAGES
We hope that we have been as clear as possible as to how we use your data at S2 Images. If you have any further queries please contact us directly on: firstname.lastname@example.org.