In order to operate our business and supply the service we provide, we maintain electronic records of our clients and our suppliers. This can include, but is not limited to, name, organisation, address, telephone numbers and email addresses. We may keep copies of correspondence. We will not disclose this information to any third parties unless we have received consent to do so.
We hold personal data to fuﬁll our legal and regulatory requirements.
A photo that directly or indirectly identiﬁes a person constitutes personal information under the new General Data Protection Regulation. We share photos with the client that commissioned us to take the photo or video and any other person or organisation as instructed by them. Personal information of the person or people in a photo is embedded within the image or it accompanies the photo as text. The purpose of this is to identify them to the commissioning client and any subsequent publication. This is commonly known as a caption and more technically as metadata. Details such as name, age and the area in which the person or people live may be included in the caption. This information is usually obtained direct from the individual when they have been photographed. We do not use this data for any other purpose and it is not shared with any third party.
When we produce photos and associated personal data for journalistic purposes or the purpose of academic artistic or literary expression we are exempt from the GDPR under Article 85 'Processing and freedom of expression and information'.
The data we obtain is held in a way as to prevent unauthorised access. Our computers are password protected and our back up facilities are encrypted.
Data held as photos and the corresponding captions are retained indeﬁnitely. This is part of the service we provide to our clients for the purpose of providing them with copies of the photos should they be required in the future.
Under the Data Protection Act 1998, individuals have rights which you can exercise in relation to the information we hold. You can read more about these rights here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
We are registered with the Information Commissioners Oﬃce under reference Z2062603, which is the UK independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.