Privacy Policy

The type of personal information we collect:

Your name and your email address (if you have contacted us by email).
Digital photographic images of event participants.
The age and/or gender group of participants.

We do not collect any payment information from you.

How we get the personal information, why we have it and what we do with it:

We get your name and email address from you and we need it to communicate with you.
We collect the digital photographic images of event participants in order to fulfil our contractual obligations with the event organisers to provide photographic images. Original images can be accessed by our staff and photographers.
We are given details of age and/or gender groups from the event organisers and we use it to make it easier for you to find your images on our website.
We share small thumbnail watermarked photographic images on our website to enable you to view them and to purchase high resolution digital downloads of these images from our website during the event and for a limited time after the event. Some events which are considered to be ‘sensitive’ either by us or by the event organisers may be password protected.

To access our website, please scan the QR code displayed at multiple locations at the event and in the event program. The password will be displayed with the QR code.

UK General Data Protection Regulations

Under the UK General Data Protection Regulations (UK GDPR), we must have a valid lawful basis in order to process personal data. There are six lawful bases for processing: Consent, Contract, Legal Obligation, Vital Interests, Public Task and Legitimate Interests.

No single basis is ’better’ or more important than the others. The lawful bases we rely on for processing this information are:

Consent:

It is not possible to identify or obtain prior consent of all participants and spectators at an event. We use our best endeavours to ensure that the event organiser has advised all participants and spectators attending an event that we are official photographers taking photographic images at the event and that by participating and/or attending the event you have given your consent to be photographed.

You are able to withdraw your consent at any time. You can do this by contacting us during the event or after the event.

Contract:

We collect digital photographic images of participants in order to fulfil our contractual obligations with event organisers to provide photographic images for event participants and spectators to view and purchase.

Public Task:

It is in the public interest that event participants and spectators have the ability to view and purchase photographic images of an event that they are attending.

Legitimate interests:

We are taking photographs in a place where privacy would not be expected, where we have been invited to do so by the event organiser and where the participants or their guardians are aware that photographs of those attending the event are being taken

How we store your personal information :

Your information is securely stored:
We keep your name and email address for as long as it is necessary for us to communicate with you.
Digital photographic images of participants are temporarily stored in camera on memory cards by our photographers, before being delivered to Photofone staff for download. Once downloaded to our onsite computer drive, the images are then deleted from the camera memory cards by formatting.
The downloaded images are then stored on our onsite computer hard drive before being uploaded to our website. Backups of the images are temporally retained in case of computer hard drive failure during the event and for a limited period thereafter determined by the agreement between us and the event organisers.
The images will be retained within our website servers during the event and for a limited period thereafter determined by the agreement between us and the event organisers.
Once the limited period determined by the agreement between us and the event organisers has expired, the images will be removed from our computer hard drives and website servers.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. However, where more than one participant appears in an image, a request to erase may contradict another individual’s right to be included.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights.

If you make a request, we have one month to respond to you, but will endeavour to do so a quickly as possible.

Please contact us if you wish to exercise these rights:

During an event, in person at our on-site location.

After an event, at photofone@mail.com

Please note that during an event, we will not be monitoring our email and we are therefore only available to be contacted in person at our on-site location.

Please also note that our photographers are unable to deal with any request or enquiry.

If you have any concerns about our use of your personal information, you can make a complaint to us:

Data Protection Officer: Richard Perriman

Email: photofone@mail.com

You can also complain to the ICO if you are unhappy with how we have used your data:

ICO website: https://www.ico.org.uk

ICO address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Links to Third Party Websites:

To enable you to purchase a digital download of our photographic images, you will be linked to third party websites (Pixieset Store and Stripe) over which we have no control.

We do not have access to your payment information and therefore we do not store and are unable disclose your payment information.

Any personal or financial information you provide to a third-party online payment system is subject to that third party’s privacy terms. Our Privacy Policy does not apply to such third-party websites. You assume all privacy, security, and other risks associated with providing any data, including personal information, to third parties. We do not take any responsibility for the content (or information contained within) any linked third party website.