1.1 Beaumont Photography Group is committed to safeguarding the privacy of our website visitors and service users.
1.2 This policy applies where we are acting as a data controller or data processor with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data to ensure that we comply with GDPR.
2.1 This document was created using a template from SEQ Legal.
3. How we use your personal data - To comply with Article 13, 14 and 6(1)(f) of the GDPR
3.1 In this Section 3 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal basis of the processing.
3.2 We may process data about your use of our website and services ("usage data"). The usage data may include information about the timing and frequency of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
3.3 We may process the schools account data ("account data"). The account data may include the schools name, address, telephone number and email address. The source of the account data is what the customer provided on account creation. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
3.4 We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, telephone number, email address, and employment details. The profile data may be processed for [the purposes of enabling your use of our website and services. The legal basis for this processing is the performance of a contract between the school and us.
3.5 We may process personal data that is provided in the course of the use of our services ("service data"). The service data may include photography booking dates, photography booking types and numbers of orders placed. The service data may be processed for the purposes of providing our services and communicating with you. The legal basis for this processing is namely the proper administration of our business to perform the service that the school has requested us to complete.
3.6 We may process information that you post for publication on our website or through our services ("publication data"). The publication data may be processed for the purposes of enabling such publication and administering our services. The legal basis for this processing is consent through our Data Processor Agreement.
3.8 We may process information that you provide to us for the purpose of email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is the performance of the service we have been requested to complete by the school.
3.9 We may process student and staff data provided in the course of providing our services ("student and staff data"). The student and staff data may include the name, class/form and admission number of the student or member of staff. The source of the student and staff data is the school. The student and staff data may be processed for the purposes of providing the services that school have requested. The legal basis for this processing is consent from the school with the agreement that they have the permissions to give this consent.
3.10 We may process photograph data created in the course of providing our services ("photograph data"). The photograph data may be processed to provide the service we have been contracted to complete. The photograph data will not be used for any other purpose. The legal basis for this processing is consent.
3.11 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
3.12 Please do not supply any other person's personal data to us, unless we prompt you to do so.
4.Providing your personal data to others - To comply with Article 13(1)(e) and 14(1)(e) of the GDPR
4.1 There is no specific disclosures of personal data , however, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
5. International transfers of your personal data - To comply with Article 13(1)(f), 46, 47 and 49 (1) of the GDPR
5.1 There are no circumstances in which your personal data will be transferred to countries outside the European Economic Area (EEA).
6. Retaining and deleting personal data - To comply with Article 5(1)(e) and 89(1) of the GDPR
6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 We will retain your personal data as follows:
(a) account, service, publication and notification data will be retained for a maximum period of 5 years following the last date of account activity.
(b) school student and staff data will be retained for a minimum period of 2 months and for a maximum period of 6 months following the received date.
6.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
(a) the period of retention of usage data will be determined based on its remaining usefulness for analysis.
(b) the period of retention of profile data will be determined based on whether the member of staff is still within employment at the school, when we are notified that they no longer work at the school the profile data will be deleted.
(c) the period of retention of photographic image data will be indefinitely, as a part of our archive, as this is important intellectual property of the company.
6.5Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
7.1 We may update this policy from time to time by publishing a new version on our website.
7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
8. Your rights - To comply with Article 13(2), 6(1), 7(3), 9(2), 14, 15, 16, 17, 18(1), 21 and 77 of the GDPR
8.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
8.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access your personal data by visiting the 'Your Account' section when logged into our website.
8.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
8.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
8.8 To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
8.10 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
8.12 You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified in this Section 8.
9. Our details
9.1 This website is owned and operated by Beaumont Photography Group.
9.2 We are registered in England and Wales under registration number 09579202, and our registered office is at Penrose House, 67 Hightown Road, Banbury, Oxfordshire, OX16 9BE.
9.3 Our principal place of business is at Beaumont Close, Banbury, OX16 1TG.
9.4 You can contact us:
(a) by post, to the postal address given above;
(b) by telephone, on 01295 250812; or
(c) by email, using email@example.com
10. Data protection officer - To comply with Article 37(1), 13(1)(b) and 14(1)(b) of the GDPR
10.1 Our data protection officer's contact details are: firstname.lastname@example.org