Ashby Shoots
unit stills, portrait and event photographer

Privacy

Privacy Policy

 

Ashby Shoots (from here on referred to as “we” or “our”) takes your privacy and the handling of your data very seriously. 

In order to comply with the General Data Protection Regulation there may be times when we will ask you to specifically ‘opt in’ to receive communication from us and for us to share your data. 

This Privacy Policy shows how we collect, store and use any personal data. As a Data Processor we are responsible for holding some of your personal data to ensure we can offer the necessary services we are contracted to.

1. HOW WE COLLECT YOUR PERSONAL DATA

Cookies / contact form: The Ashby Shoots website was built using a template hosted by Squarespace.  To contact us via the ‘Get In Touch’ page your name and email address may be saved using cookies. These are for your convenience so that you do not have to fill in your details again if you contact us more than once.

Third party software:  As mentioned Squarespace is the website company used to build the site and we use a company called Smugmug for client galleries.  Smugmug do use cookies for optimum performance of their sites.  All email correspondence with clients is via Gmail. 

Here are links to these 3rd party privacy polices –

Squarespace – https://www.squarespace.com/privacy/

SmugMug - https://www.smugmug.com/about/privacy

Gmail - https://policies.google.com/privacy

*Please note when visiting third party websites via our website that have their own privacy policies, it is your responsibility to verify these before visiting the sites.

2. WHY WE COLLECT YOUR DATA

We only use your personal data when legally permitted.  Reasons for this may include:

Internal record keeping.

In order to perform and fulfill a contract between us the photographer/s and you the client (for example communications to an email address or mobile number to arrange details for your shoot).

In order to fulfill an order or service, for example storing your contact details to send 'client gallery' links or send prints.

Where we need to comply to any legal obligations.

Any data collected, including, but not limited to, your names, email addresses and mailing address are used solely in the provision of photographic services, are stored securely. 

3. WHO WE SHARE YOUR DATA WITH

Third parties: We do not sell or rent your data to any third parties.  We may share your data with a third party for the purposes set out in section 2 (for example data may be stored by our online gallery platform such as your first name/s and location of the event / shoot).  To the best of our knowledge all the third parties we share your data with will respect your privacy and use the data lawfully. We only allow third parties to use your data in accordance for a specific purpose or in accordance with your instruction.

4. HOW WE PROTECT YOUR DATA

We have put measures in place to protect your data and keep it safe. Data is stored securely on a password protected database, and galleries are all password protected and comply with legal data protection guidelines. Any hard copies and paperwork showing personal information is stored in a locked location. 

Should a data breach we suspected the client will be notified by us via email.

 5. HOW LONG WE RETAIN YOUR DATA

Enquiries: In the case of an initial enquiry we will ask for details including your name(s), email address, shoot date and details in order to provide a quote and an indication of availability. This will be stored for a practical period of 2 months after the initial correspondence has been made.  If an order turns to a booking this will be stored for longer (see below). If a booking doesn’t take place we’ll delete all information about the enquiry no later than 2 months after the last correspondence has taken place.

Booking: In the case of a confirmed booking, as part of the contract between both parties, we will request certain information including your email address and details relating to the shoot.  All paper contracts will be stored for a maximum of 1 year before it is shredded securely.  Electronic copies will be deleted 2 years after the booking date. 

In order to create and deliver photographic services and to deliver the comprehensive coverage seen in my portfolio, it is also necessary that we store images of your likeness, both of yourselves as signatories and, in the case of event work, of guests attending events as both jpg and RAW files on secure storage. RAW & jpg files are stored actively for 2 years after the service date, after which jpgs may be stored indefinitely on a password protected online gallery and portable hard drive for purpose of proof of copyright.  Hard drives are stored securely and can only be used with a password protected computer.

Website comments: If you leave a comment, the comment and its metadata are retained indefinitely.

6. WHAT RIGHTS YOU HAVE OVER YOUR DATA

You can request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You are able to request all data from Ashby Weddings which will be provided as a report. 

7. COMMUNICATION PERMISSIONS

You will not be added to any mailing lists or third party offers.  Ashby Shoots doesn’t use these.