The General Data Protection Regulation (GDPR) is a major change to data privacy protection laws in the European Union (EU). It is designed to ensure data privacy and increase control of personal data for EU residents. It became effective May 25, 2018. Below it is explained how we collect data, why it is collected and who we share data with within the business
What information is being collected?
1.1 – We collect a variety of information before, during and after you book with Playground Portraits and use any of our services. This includes:
• Names, Addresses and Contact Information of parent(s) placing an order with us.
• Names, Addresses and Contact Information of parent(s) using our services.
• Names (and in some cases ages and school year or class number) of school pupils at a school shoot.
• Details and notes taken throughout a photo session or service provided to help us operate our school phoot shoot.
1.2 – If you email us or send us messages via social media, these messages are stored within our email system or social media accounts. These messages are stored for as long as practicable to allow us to provide you with better future services.
Who is collecting the data?
2.1 – This data is being collected by Playground Portraits. Playground Portraits is co-owned by Ellie Cotton (of 25 Gleave Avenue, Bollington SK10 5LX) and Aurelie Kennedy (of 6 Bowden Lane Marple SK6 6LJ)
How is it being collected?
3.1 – All our contact data is collected directly from you, when you fill out a form for us online, or contact us via e-mail or message.
3.2 – All of our image data (photographs of the pupils) will be collected on school premises during the school photography day
Why is it being collected?
4.1 – The majority of the data we collect is solely for the purpose of providing you with a service you have ordered, or had ordered for you.
4.2 – Some of the data we collect is to help provide you with a better customer service experience
4.3 – We are required by law to collect and store certain information relating to any order you place with us.
How will it be used?
5.1 – Data we collect will be used by Playground Portraits to enable us to provide our services and products to you.
5.2 – Contact data (e-mail addresses) may be used to send you information about Playground Portraits, if you opted in for this on our online form. You may unsubscribe at any time.
5.3 – Playground Portraits may internally analyse data for business and forecast purposes.
5.4 – Playground Portraits has a legitimate interest to use images taken of a child on the school photography day, and may use these images - with the parent’s expressed consent - in the following ways:
• On social media for promotion & advertising purposes
• On our website for promotion & advertising purposes
• For marketing materials (business stationary, flyers, business cards etc)
5.5 - Playground Portraits will not use any images taken of a child on the school photography day if the parent did not give expressed consent.
Who will it be shared with?
6.1 – We take your privacy very seriously. We do not sell your data to third party organisations. There are a few scenarios where some of your data may be shared with third parties to allow us to provide our services to you.
• Postage service providers to allow us to send you orders you have placed, in the rare case that we are not able to deliver your order to school (Shared information will include Name, Address and in some case e-mail address / mobile number)
• Cloud backup server Backblaze based in the US, and iCloud based in the US.
• Law Enforcement and Legal Requirements – we will provide data to law enforcement agencies if issued with a court order to do so.
How will this affect you?
7.1 – We collect, store and process your data in such a way that should have no negative effect on you as an individual.
How long is the data stored?
8.1 – We are legally obliged to store some data for a minimum amount of time, for example sale order records, payment records etc.
8.2 – We will keep your contact information for a minimum period of 6 months to enable us to deliver the service we provide. At 3 months after the shoot shoot date, all photos from that shoot will be destroyed.
8.3 - We will keep the children’s photos after a shoot for a period of 6 months to enable us to deliver the service we provide. At 6 months after the school shoot date, all photos from that shoot will be destroyed.
Access to stored data.
9.1 – If you have any questions about data we hold about you, please feel free to contact us. As well as trying to help you directly.
9.2 – You may request a copy of any data we store about you – and we will comply with any requests as per the guidance of the Information Commissioner’s Office.
10.1 – If you would like any clarification on how we collect, store or process your data – please contact us directly.
10.2 – If you would like further information on the legal guidelines we operate within, or have any concerns about how we use your data, please check the ICO’s website at https://ico.org.uk
11.1 – This business is owned and operated by Ellie Cotton and Aurelie Kennedy
11.2 – You can contact us in writing to the above address, or by email to email@example.com