Privacy Policy
This privacy policy is for this website – www.portrayyourstory.co.uk – and governs the privacy of its visitors. It explains how we comply with the EU’s GDPR (General Data Protection Regulation) legislation and the DPA (Data Protection Act). 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.
THE DPA & GDPR MAY 2018
This website complies with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation), effective from May 2018.
DEFENITIONS
For the purposes of this Privacy Policy:
You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Portray Your Story, QUEEN ANNE AVENUE, BR2 0SD.
Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Account means a unique account created for You to access our Service or parts of our Service.
Website refers to Portray Your Story, accessible from www.portrayyourstory.co.uk/
Service refers to Portray Your Story.
Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analysing how the Service is used.
Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.
Personal Data is any information that relates to an identified or identifiable individual.
Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
CONTACTING US
This website, www.portrayyourstory.co.uk, collects private user data using the following contact form – www.portrayyourstory.co.uk/ contact/- which generates emails sent to saskia@portrayyourstory.co.uk. By completing the contact form you agree to Saskia Albers contacting you about Portray Your Story’s photography & videography services.
Your contact information will be recorded and retained in a password protected excel file on a protected Onedrive folder. You will not be added to any mailing lists unless you have opted in using the checkbox or otherwise given consent, and will only be contacted by Saskia Albers 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. They will be stored in the email generated by this contact form which will be led in the email account for Portray Your Story which is hosted by Gmail and which can only be accessed by Saskia Albers. If you wish to request for any email(s) containing your personal information to be deleted, please email saskia@portrayyourstory.co.uk.
EMAIL MARKETING
Email marketing messages sent after a visitor has supplied their contact information and specifically requested / consented to being added to the email mailing list may contain tracking beacons / tracked clickable links or similar server technologies in order to track reader activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data. Our email marketing service is Mailerlite and you can read their privacy policy here.
CLIENT GALLERIES
Portray Your Story creates a client gallery for each client to whom photos or videos are delivered as part of the services contracted. Portray Your Story client galleries are externally hosted by Dropbox and Pic-Time. The privacy policy for Drobbox can be found here and for Pic-Time here. To visit an Portray Your Story client gallery you will be required to enter your first name and email address. This personal data (email address) will be stored within Dropbox’s system, on their servers and will be used to email you only with information relevant to the client gallery you have accessed. Any such emails sent to you will only be during the period for which the gallery is live.
Only Saskia Albers will have access to your personal data (email address) stored on Dropbox’s system on behalf of Portray Your Story. 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. If you wish to request for your personal data (email address) to be deleted from Dropbox’s servers, please email saskia@portrayyourstory.co.uk.
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. Portray Your Story holds the following personal data of clients:
i) Names
ii) Addresses (including email addresses)
iii) Phone numbers
iiii) Social Media handles
v) Usage Data
within soft copy and sometimes hard copy contracts as well as soft copy client ‘shoot plan’ documents. Soft copy contracts and day plans are safely stored within my password protected home office Macbook Pro and backed up to two encrypted external hard drives. Hard copy contracts are led in my secure home office. Client photos are safely stored within my password protected home office Macbook Pro and backed up to two encrypted external hard drives. An additional cloud copy of all images is (temporarily) stored on GDPR compliant Dropbox.
USE OF YOUR PERSONAL DATA
The Company may use Personal Data for the following purposes:
To provide and maintain our Service, including to monitor the usage of our Service.
To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
To manage Your requests: To attend and manage Your requests to Us.
We may share your personal information in the following situations:
With Service Providers: We may share Your personal information with Service Providers to monitor and analyse the use of our Service, to show advertisements to You to help support and maintain Our Service, to contact You, to advertise on third party websites to You after You visited our Service or for payment processing.
For Business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honour this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
With Business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. If You interact with other users or register through a Third-Party Social Media Service, Your contacts on the Third-Party Social Media Service may see You name, profile, pictures and description of Your activity. Similarly, other users will be able to view descriptions of Your activity, communicate with You and view Your profile.
TRANSFER OF YOUR PERSONAL DATA
Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
DISCLOSURE OF YOUR PERSONAL DATA
Law enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Other legal requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability
SECURITY OF YOUR PERSONAL DATA
The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
CLIENTS CAPTURED IN PHOTOS OR FILM
Under GDPR legislation, a photograph may in some instances constitute a form of personal data where they can be processed to allow “the unique identification or authentication of a natural person”. Portray Your Story will never photograph or film an individual as a means of unique identification or authentication unless consensually contracted to do so. Guests/attendees at events appear in photos or film taken by Portray Your Story as a part of the visual recording of the event in photos or videos. Guests/ attendees captured in portraits, in group photos or on film do so as part of the event and their rights are protected by Portray Your Story as detailed in this privacy policy.
In terms of explicit GDPR compliance, clients and guests/attendees are photographed and filmed within the parameters of GDPR legislation on the basis of ‘legitimate interests’. The taking of photographs or film footage of guests/attendees when viewed as a form of processing personal data is necessary for the legitimate interests of Portray Your Story as a photography & videography business unless there is a good reason to protect a given individual’s personal data which overrides those legitimate interests.
Operating within the parameters of legitimate interests as laid out in GDPR legislation, the disproportionate effort involved in providing privacy policy information to all event guests at the event and the degree to which it would distract us from performing our job renders it infeasible to do. Clients are therefore requested to direct their guests/attendees to read this privacy policy in advance of the event and to advise them to contact us in advance with any concerns around the processing of their personal data, namely being photographed.
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 may display any photographs or videos to promote Portray Your Story on the Portray Your Story website and blog, on social media, on Vimeo and YouTube, on 3rd party blogs, on photography of film related websites, in exhibitions, film festivals, in advertising, brochures, magazine articles and other such material, providing that the images and videos used are used lawfully and without damage to Portray Your Story’s client(s). The rights of the people captured in these photographs are protected by Portray Your Story as detailed in this privacy policy.
CHANGES TO THIS PRIVACY POLICY
We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.
We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.