We are Covid ready 

In light of the UK government guidelines issued to all schools and nurseries following the outbreak of Covid-19, we are adapting the way that we work in order to be able to continue our service. As a priority Roz & Kirsty Photography is committed to keeping its staff members, the children we capture, and associated teaching staff safe.

We have been working very hard behind the scenes to develop a contactless workflow process which allows us a way to capture your children’s portraits

The photo day itself will be carried out with the UK Governments and Department for Education’s most up-to-date Guidelines relating to the safety of the students and staff involved.

The photo day will be the only time any member of Roz & Kirsty photography’s staff will need to be on site.

We can now offer a full contactless system by conducting the proofing, ordering process solely online. In order to achieve this, we will now need additional information

We are aware that GDPR plays a part in all data collection, we have a brand new ‘Photo Day Registration‘ page. The school/nursery will be required to send this link to parents ahead of the photo day so that they can register their child/children to be photographed. As this is an ‘opt-in’ option each parent/guardian will have to agree for us to process the relevant data in order for us to facilitate the contactless workflow within GDPR. We cannot photograph any children that we have not had prior consent

Each parent/guardian will then be contacted directly via e-mail with details of how they can view and purchase their child’s images through an online secure password protected gallery system.

All orders are then dispatched to the school for distribution

1. INTRODUCTION

Roz & Kirsty Photography Limited (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us as the data controller. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This policy may change and if it does, these changes will be posted on our website.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

2. THE DATA WE COLLECT ABOUT YOU

We may collect, use, store and transfer different kinds of personal data about you as follows:

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data (where used for identification purposes)). Nor do we collect any information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

 

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

 

4. COOKIES

Our website uses cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

 

5. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

 

6. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To provide our products and services to you, including to:

  • take photos of your child individually and/or in group settings (such as class or team photos);
  • edit photos of your child and upload them to an online gallery; and
  • send you a personal link to your child’s photos for you to view and purchase
Identity

Contact

  • Your consent
  • Performance of a contract with you
To provide our products and services to your child’s school, including to provide copies of your child’s photos to your child’s school Identity Necessary for ours and a third party’s legitimate interests (for running our business and for the school’s record-keeping purposes)
To process and deliver your order including managing payments and collecting money owed to us Identity

Contact

Transaction

Financial

  • Performance of a contract with you
  • Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you including:

  • notifying you about any changes to our products, services or privacy policy; and/or
  • asking you to leave a review or take a survey
Identity

Contact

Marketing and Communications

  • Performance of a contract with you
  • Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
  • Necessary to comply with a legal obligation (to inform you of any changes to our terms and conditions)
To administer and protect our business and our website (including troubleshooting, data analysis and system testing) Identity

Contact

Technical

Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security)
To deliver relevant website content and advertising to you and to measure or understand the effectiveness of the advertising we serve to you Identity

Contact

Technical

Marketing and Communications

 

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you, including sending you examples of products bearing your child’s photo we think might interest you, or sending you marketing that you have requested Identity

Contact

Technical

Marketing and Communications

  • Your consent
  • Necessary for our legitimate interests (to develop our products/services and grow our business)

 

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

7. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with the parties set out below for the purposes set out in the table above:

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

8. INTERNATIONAL TRANSFERS

We may transfer your personal data outside the European Economic Area (“EEA”) for the purposes set out in the table above. Whenever we transfer your personal data outside of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

 

9. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

10. DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of typical retention periods for different types of your personal data are set out in the table below:

Type of Personal Data Retention Period
Your Identity Data 6 years
Your Child’s Identity Data Images – 6 years

Other data – 6 years

Contact Data 6 years
Transaction Data 6 years
Financial Data 6 years
Technical Data Please see our Cookies Policy
Marketing and Communication Data 2 years from last contact

 

11. YOUR LEGAL RIGHTS

Under certain circumstances you have the following rights under data protection laws in relation to your personal data.

You can also ask us or third parties to stop sending you marketing messages at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase or other transactions.

You can exercise any of these rights at any time by contacting us using the details set out below.

 

12. CONTACTING US AND COMPLAINTS

If you have any questions about this privacy policy, please contact us using the details set out below.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.