What is the GDPR?
GDPR is the General Data Protection Regulation laws that come into effect on 25th May 2018, the law is to ensure that business are compliant and have strict practices in place for managing and handling peoples data.
Concept Photography has conducted a full audit of our working practices which will be ongoing and reviewed regularly. This includes collection, handling, documentation, processing, storage and deletion procedures.
1.WHO'S PERSONAL DETAILS ARE YOU STORING?
We hold details filled out by customers on their order forms by parents/guardians of the children we have photographed. These details are only supplied to us by customers that make an order.
Other data we hold are images that are taken of the children/staff members in the setting we have visited. There is no personal data linked to any images. They are identified by a designated image number, this is due to safe guarding and data protection. This applies at all stages of the process, including photographers not categorising/ organising by any held personal data.
2. WHAT PERSONAL DETAILS ARE WE STORING?
Our order forms ask for details such as the Customers Name, Address and Contact Number.
Images held are of Staff members and children that attend the sites we visit and shoot.
3. WHY DO YOU NEED PERSONAL DETAILS?
We ask for details such as the above to be filled out so that we can contact our customers in regards to any issues/queries with their orders. Also to be able to identify their order if they were to contact us. At no point are these details ever passed/sold onto any other third party and we may only use these details for in-house marketing from time to time.
The images kept are to sell to the parents for the children we photograph and staff members photographs are provided for use at the Nursery/Pre-School.
4. WHEN ARE THE DETAILS NO LONGER NEEDED?
We hold these details in office for 6 months then they stored out of office for up to 6 years for accounts purpose only. We shred proof sheets after 6 months.
Images are kept indefinitely unless requested otherwise by the parent of the child or Nursery manager. This action will be followed up of a confirmation letter informing the parent it has been dealt with.
5.WHERE ARE YOU STORING PERSONAL DETAILS?
For the first 6 months these details are stored in house in a secure locked office on private premises. Then after this period they are stored for up to 6 years in an extremely secure storage property that can only be accessed by minimal persons within the company.
All images are stored at all times on an in office encrypted device behind a firewall.
EMAILS: All parents wishing to communicate via email will have to log their email online through the website expressing their consent that they are happy for us to contact them through this channel.
6. INHOUSE MARKETING/ WEBSITE
All images that are used for marketing, from leaflets to the website gallery are all signed off by the parent of the child who’s photograph we use.