IMAGE5 - GDPR, PRIVACY POLICY AND SAFEGUARDING

IMAGE5 is committed to safeguarding and preserving the privacy of our customers.

The privacy policy explains what happens to any personal data that you provide to us in the operation of our business, or that we collect from you. IMAGE5 is owned and operated by myself, Paul Rubery from 15 School Walk, Yate, Bristol BS37 5PS.

I provide photographic services to meet a range of clients, primarily in the areas of Sports and Events.

I can be contacted on 07811226655 or info@image5.co.uk

This privacy Policy is for the website www.image5.co.uk and governs the privacy of its visitors as well as the business of IMAGE5. It explains how I comply with the EU's GDPR legislation and the DPA.

COLLECTING YOUR DATA

IMAGE5 will only collect Data that is given to us by you or agents acting on your behalf. IMAGE5 may collect your Data in several ways, for example: When you contact us through the Website, by telephone, post, e-mail or through any other means and when you use our services, in each case, in accordance with this privacy policy.

Data collected through this website is via the contact page. The form collects name, email address and message. Enquires sent using the form are sent to info@image5.co.uk which is an email address hosted by Google. The account is secured using two factor authentication and by using the contact form you agree that IMAGE5 can contact you in relation to your enquiry.

This website is hosted by Wix and their privacy policy can be found HERE.

OUR USE OF YOUR DATA

Any or all the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons: internal record keeping, improvement of our products and services, transmission by email of marketing materials that may be of interest to you and contact for market research purposes which may be done using email, telephone, or mail. Such information may be used to customise or update the website, in each case, in accordance with this privacy policy.

We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed “Your rights” below).

BUSINESS DATA

I hold the minimum of business data necessary to operate the business and care is taken to ensure that this data is treated securely. All data is stored electronically and dependent upon the type of booking may include:

Emails and contact information - Emails and contacts are stored electronically across password protected devices and hosted by Google.

Accounting information - invoices, estimates, and statements are secured electronically and password protected.

Media - All content shot in undertaking a commission is stored and catalogued by filename based on date and content, on a password protected desktop computer, laptop and external drive. Clients may at their request, receive a link to file sharing services such as Dropbox or WeTransfer if content is required to be shared by the client. Media, with consent may be listed on image5.co.uk for the purpose of sale, all media galleries can be protected, on request from the client, by password. This password will only be available to the client.

Media Deletion -  When requested by the client data (images) stored on memory cards, computer hard drives, external hard drives, websites and any other storage system will be deleted within the requested time limit. Media on portable storage will be transferred to secured storage, as noted above, as soon as practicable, once images have been transferred the portable storage will be reformatted.

Metadata - Where required images are stored with embedded information in the form of a generic caption describing the occasion. Names of the subject are included in the metadata where relevant and in gathering such information, consent is agreed. The metadata remains within the file and travels with the image if it is passed to further locations.

Consent Forms - Consent forms are provided by the client or by IMAGE5 on request and describe the intent for the image’s use. Such forms would require name, address, age and contact details. Forms are either passed to the commissioning agent on site or digitally scanned, shared with the agents' digital controller and then shredded.

EVENTS AND LEGITIMATE INTEREST

Guests at events may appear in images taken by IMAGE5 as part of the recording of the event. In such instance’s attendees are photographed within GDPR 'legitimate interests' guidelines. The taking of photographs when viewed as a form of processing personal data is necessary for the legitimate interest of the photography business, unless there is a good reason to protect an individual's personal data which supersedes the legitimate interest claim. Clients are requested where possible to minimise any potential risk by making clear that photography will be taking place, either verbally or visually, thereby allowing attendees the opportunity of making it known that they do not wish to be photographed.

THIRD PARTIES

In the day to day operation of the business IMAGE5 may use third party services, such as those listed below, with their respective GDPR policies:

Dropbox - https://www.dropbox.com/en_GB/security/GDPR

WeTransfer - https://wetransfer.zendesk.com/hc/en-us/categories/201270873-Security-Privacy

YOUR RIGHTS

The GDPR provides the following rights for individuals.

The right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

If you wish to exercise your rights, you can email me at info@image5.co.uk

INFORMATION COMMISSIONER'S OFFICE (ICO)

You have the right to lodge a complaint about our handling of your personal data with the supervisory authority, which in the UK is the Information Commissioner's Office. You can contact the ICO on 0303 1231113

SAFEGUARDING

Consent and permission;

IMAGE5 will seek consent of parents/carers (and children/young people of appropriate age) and permission given before any photograph of a child or young person is taken;

If IMAGE5 is working for a client, they will seek overall consent from its members for photographing children and young people; however the organisation's guidelines should be clear about the reason and purpose for seeking consent and how the overall consent will be used, i.e. the context in which such photographs will be used;

Children and young people should be made aware of the dangers that can arise from people taking photos or filming them. But It is key that children and young people feel happy with their achievements and have visual aids to reinforce their special moments. The photographing, video recording and filming Children taking part in activities, school events and other occasions should be a normal and essential part of their childhood.

Reason and purpose;

Photographs will only be taken by an authorised photographer;

Photographs will not be posted on the internet and not passed on to others unconnected with the child unless specified by the client;

In relation to schools' photographs at school events, parents/carers should be made aware that photographs are being taken at these events and will be beneficial to display on a client's notice board;

Appropriateness of images;

No images will be taken of children that capture them in what are commonly understood as non-public activities or which show body parts not usually visible in public settings or related to the particular activity e.g. a swimming gala, athletics, gymnastics etc;

Identification of subjects;

The client will be responsible for notifying the photographer on the day of any requirements or restrictions in photographing designated children;

Photography for public display;

The client will indicate if publicity photographs are required and give guidance to the photographer. It is worth noting that it is not illegal to take photographs at a public event even if asked not to do so, but if your event is private then you can insist that your own policy is followed.

Use of Mobile phones;

IMAGE5 will never use mobile phones to take or record images.

The Legal Position;

Photographs and video images constitute "data" and will be subject to IMAGE5 GDPR policy.

IMAGE5 follows the guidance given by NSPCC Child Protection in Sport the this can be found HERE

IMAGE5 follows the guidance given by NSPCC this can be found HERE