GDPR Privacy Policy

Your privacy is important to me

Kate Stevenson Photography takes your privacy and the handling of your data seriously.  In order to comply with the General Data Protection Regulation there may be times when you will be asked to specifically opt in to receiving communication from us and to sharing your data.

 

Any data collected, including, but not limited to, your names, email addresses and mailing address are used solely in the provision of photographic services, are stored securely on a purpose-built database and are never shared with any third parties.

 

In the case of an initial enquiry we will ask for details including your name(s), email addresses, wedding date and venue(s) in order to provide a quote and an indication of availability.  This will be stored for an initial period of 6 months in order to respond to enquiries promptly and to best serve potential clients.

In the case of a confirmed booking, as part of the contract between both parties, we will request certain information, including your mailing address and your signature in addition to the above.

 

In order to create and deliver photographic services and to deliver the comprehensive coverage seen in my portfolio, it is also necessary that we store images of your likeness, both of yourselves as signatories and, in the case of weddings, of your families and guests, as both jpg and RAW files on secure storage. These are stored separately from your full names and other data, and the two are never associated.

 

Your right to access

 

You are able to request, on demand, all data that Kate Stevenson Photography, as a business, holds on you. This will be provided as an electronic report.

 

Your right to be forgotten

 

You have the right to withdraw your consent to have your data stored at any time. If you choose to do this, please email info@katestevensonphotography.co.uk stating so.


Our GDPR Privacy Policy in full:

 

1. Introduction

 

    1.1 We are committed to safeguarding the privacy of Kate Stevenson Photography website visitors 

    and customers

 

    1.2 This policy applies where we are acting as a data controller with respect to the personal data of 

    Kate Stevenson Photography website visitors and customers

 

    1.3 In this policy, “we”, “us” and “our” refer to Kate Stevenson Photography

 

2. How we use your personal data

 

    2.1 In this Section 2 we have set out:

 

    (a) the general categories of personal data that we may process;

 

    (b) the purposes for which we may process personal data; and

 

    (c) the legal bases of the processing.

 

    2.2 We may process data about your use of our website and services (“usage data”). The usage data 

    may include your IP address, geographical location, browser type and version, operating system, 

    referral source, length of visit, page views and website navigation paths, as well as information 

    about the timing, frequency and pattern of your service use. The source of the usage data is Google 

    Analytics. This usage data may be processed for the purposes of analysing the use of the website 

    and services. The legal basis for this processing is our legitimate interests, namely monitoring and     

    improving our website and services.

 

    2.3 We may process your personal data that is provided as part of an enquiry about our services 

    (“enquiry data”). The enquiry data may include your name, contact telephone number and email 

    address. for the purposes of offering, marketing and selling relevant goods and/or services to you. 

    The legal basis for this processing is consent, namely taking steps, at your request, to provide 

    information about our availability and services.

 

    2.4 We may process your personal data that is provided in the course of the use of our services 

    (“service data”). The service data may include your name, contact telephone number and email 

    address. The service data may be processed for the purposes of providing our services, maintaining 

    back-ups of our databases and communicating with you. The legal basis for this processing is the 

    performance of a contract between you and us and/or taking steps, at your request, to enter into 

    such a contract.

 

    2.5 We may process information that you provide for publication on our website or social media 

    (“publication data”). The publication data may be processed for the purposes of enabling such 

    publication and marketing our website and services. The legal basis for this processing is consent.

 

    2.6 We may process information relating to our customer relationships, including customer contact 

    information (“customer relationship data”). The customer relationship data may include your name, 

    your contact details, and information contained in communications between us and you. The 

    customer relationship data may be processed for the purposes of managing our relationships with 

    customers, communicating with customers, keeping records of those communications and 

    promoting our products and services to customers. The legal basis for this processing is consent.

 

    2.7 We may process information relating to transactions, including purchases of goods and services, 

    that you enter into with us. (“transaction data”). The transaction data may include your contact 

    details and the transaction details. The transaction data may be processed for the purpose of 

    supplying the purchased goods and services and keeping proper records of those transactions. The 

    legal basis for this processing is the performance of a contract between you and us and/or taking 

    steps, at your request, to enter into such a contract and our legitimate interests, namely the proper 

    administration of our website and business.

 

    2.8 We may process information contained in or relating to any communication that you send to us 

    (“correspondence data”). The correspondence data may include the communication content and 

    metadata associated with the communication. Our website will generate the metadata associated 

    with communications made using the website contact forms. The correspondence data may be 

    processed for the purposes of communicating with you and record-keeping. The legal basis for this 

    processing is our legitimate interests, namely the proper administration of our website and business 

    and communications with users.

 

    2.9 We may process any of your personal data identified in this policy where necessary for the 

    establishment, exercise or defence of legal claims, whether in court proceedings or in an 

    administrative or out-of-court procedure. The legal basis for this processing is our legitimate 

    interests, namely the protection and assertion of our legal rights, your legal rights and the legal 

    rights of others.

    2.10 We may process any of your personal data identified in this policy where necessary for the 

    purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional 

    advice. The legal basis for this processing is our legitimate interests, namely the proper protection 

    of our business against risks.

 

    2.11 In addition to the specific purposes for which we may process your personal data set out in this 

    Section 2, we may also process any of your personal data where such processing is necessary for 

    compliance with a legal obligation to which we are subject, or in order to protect your vital interests 

    or the vital interests of another natural person.

 

    2.12 Please do not supply any other person’s personal data to us, unless we prompt you to do so.

3. Providing your personal data to others

    3.1 We may disclose your personal data to our insurers and/or professional advisers insofar as     

    reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing 

    risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, 

    whether in court proceedings or in an administrative or out-of-court procedure.

 

    3.2 We may disclose your contact details to our suppliers or subcontractors insofar as reasonably 

    necessary to deliver sub-contracted services or product orders. The legal basis for this processing is 

    consent.

 

    3.3 Financial transactions relating to product orders are handled by our services provider, 

    colorworldimaging.co.uk

 

    3.4 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose 

    your personal data where such disclosure is necessary for compliance with a legal obligation to 

    which we are subject, or in order to protect your vital interests or the vital interests of another 

    natural person. We may also disclose your personal data where such disclosure is necessary for the 

    establishment, exercise or defence of legal claims, whether in court proceedings or in an 

    administrative or out-of-court procedure.

 

4. Transfers of your personal data

 

    4.1 In this Section 4, we provide information about the circumstances in which your personal data 

    may be transferred, including to countries outside the European Economic Area (EEA).

 

    4.2 The hosting facilities for our website are situated in USA.

 

    4.3 The location of our Image Hosting service is situated in USA. Access to this service will be GDPR 

    compliant

 

    4.4 You acknowledge that personal data that you submit for publication through our website or     

    services may be available, via the internet, around the world. We cannot prevent the use or misuse 

    of such personal data by others.

 

5. Retaining and deleting personal data

 

    5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help 

    ensure that we comply with our legal obligations in relation to the retention and deletion of         

    personal data.

 

    5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is 

    necessary for that purpose or those purposes.

 

    5.3 We will retain your personal data as follows:

 

    (a) Invoices, contact and contract details will be retained for a maximum period of 6 years (statute 

    of limitations) following final delivery of services

 

    (b) Planning information, wedding details and customer notes will be kept for a minimum of one 

    year and a maximum of two years

 

    5.4 Notwithstanding the other provisions of this Section 5, we may retain your personal data where     

    such retention is necessary for compliance with a legal obligation to which we are subject, or in     

    order to protect your vital interests or the vital interests of another natural person.

 

6. Amendments

 

    6.1 We may update this policy from time to time by publishing a new version on our website.

 

    6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

 

    6.3 We will notify you of significant changes to this policy by email.

 

7. Your rights

 

    7.1 In this Section 7, we have summarised the rights that you have under data protection law. Some 

    of the rights are complex, and not all of the details have been included in our summaries. 

    Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a 

    full explanation of these rights.

 

    7.2 Your principal rights under data protection law are:

 

    (a) the right to access;

 

    (b) the right to rectification;

 

    (c) the right to erasure;

 

    (d) the right to restrict processing;

 

    (e) the right to object to processing;

 

    (f) the right to data portability;

 

    (g) the right to complain to a supervisory authority; and

 

    (h) the right to withdraw consent.

 

    7.3 You have the right to confirmation as to whether or not we process your personal data and,     

    where we do, access to the personal data, together with certain additional information. That 

    additional information includes details of the purposes of the processing, the categories of personal 

    data concerned and the recipients of the personal data. Providing the rights and freedoms of others 

    are not affected, we will supply to you a copy of your personal data. The first copy will be provided 

    free of charge, but additional copies may be subject to a reasonable fee. You can request your 

    personal data by contacting us.

 

    7.4 You have the right to have any inaccurate personal data about you rectified and, taking into     

    account the purposes of the processing, to have any incomplete personal data about you 

    completed.

 

    7.5 In some circumstances you have the right to the erasure of your personal data without undue     

    delay. Those circumstances include: the personal data are no longer necessary in relation to the

    purposes for which they were collected or otherwise processed; you withdraw consent to consent-    

    based processing; you object to the processing under certain rules of applicable data protection 

    law; the processing is for direct marketing purposes; and the personal data have been unlawfully 

    processed. However, there are exclusions of the right to erasure. The general exclusions include 

    where processing is necessary: for exercising the right of freedom of expression and information; 

    for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

 

    7.6 In some circumstances you have the right to restrict the processing of your personal data. Those 

    circumstances are: you contest the accuracy of the personal data; processing is unlawful, but you 

    oppose erasure; we no longer need the personal data for the purposes of our processing, but you 

    require personal data for the establishment, exercise or defence of legal claims; and you have 

    objected to processing, pending the verification of that objection. Where processing has been 

    restricted on this basis, we may continue to store your personal data. However, we will only 

    otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; 

    for the protection of the rights of another natural or legal person; or for reasons of important public     interest.

 

    7.7 You have the right to object to our processing of your personal data on grounds relating to your 

    particular situation, but only to the extent that the legal basis for the processing is that the 

    processing is necessary for: the performance of a task carried out in the public interest or in the 

    exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by 

    us or by a third party. If you make such an objection, we will cease to process the personal 

    information unless we can demonstrate compelling legitimate grounds for the processing which 

    override your interests, rights and freedoms, or the processing is for the establishment, exercise or 

    defence of legal claims.

 

    7.8 You have the right to object to our processing of your personal data for direct marketing 

    purposes including profiling for direct marketing purposes. If you make such an objection, we will 

    cease to process your personal data for this purpose.

 

    7.9 You have the right to object to our processing of your personal data for scientific or historical 

    research purposes or statistical purposes on grounds relating to your particular situation, unless the 

    processing is necessary for the performance of a task carried out for reasons of public interest.

 

    7.10 To the extent that the legal basis for our processing of your personal data is:

 

    (a) consent; or

 

    (b) that the processing is necessary for the performance of a contract to which you are party or in 

    order to take steps at your request prior to entering into a contract, and such processing is carried 

    out by automated means, you have the right to receive your personal data from us in a structured, 

    commonly used and machine-readable format. However, this right does not apply where it would 

    adversely affect the rights and freedoms of others.

 

    7.11 If you consider that our processing of your personal information infringes data protection laws, 

    you have a legal right to lodge a complaint with a supervisory authority responsible for data 

    protection. You may do so in the EU member state of your habitual residence, your place of work or 

    the place of the alleged infringement.

 

    7.12 To the extent that the legal basis for our processing of your personal information is consent, 

    you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness 

    of processing before the withdrawal.

 

    7.13 You may exercise any of your rights in relation to your personal data by written notice to us.

 

8. About cookies

 

    8.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web 

    server to a web browser and is stored by the browser. The identifier is then sent back to the server 

    each time the browser requests a page from the server.

 

    8.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be 

    stored by a web browser and will remain valid until its set expiry date, unless deleted by the user 

    before the expiry date; a session cookie, on the other hand, will expire at the end of the user 

    session, when the web browser is closed.

 

    8.3 Cookies do not typically contain any information that personally identifies a user, but personal 

    information that we store about you may be linked to the information stored in and obtained from 

    cookies.

 

9. Cookies that we use

 

    9.1 We use cookies for the following purposes:

 

    (a) analysis – we use cookies to help us to analyse the use and performance of our website and 

    services

 

10. Cookies used by our service providers

 

    10.1 Our service providers use cookies and those cookies may be stored on your computer when 

    you visit our website.

 

    10.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers 

    information about website use by means of cookies. The information gathered relating to our 

    website is used to create reports about the use of our website. Google’s privacy policy is available 

    at: https://www.google.com/policies/privacy/.

 

11. Managing cookies

 

    11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for 

    doing so vary from browser to browser, and from version to version.

 

    11.2 Blocking all cookies will have a negative impact upon the usability of many websites.

 

12. Our details

 

    12.1 This website is owned and operated by Kate Stevenson Photography

 

    12.2 Our office is at 38 Strathbrock Place, Uphall, EH52 6BN

 

    12.3 You can contact us:

 

    (a) by post, to the postal address given above;

 

    (b) using our website contact form;

 

    (c) by email, using the email address published on our website.

 

 

13. Data protection officer

 

    13.1 Our data protection officer’s contact name is: via Kate Stevenson

 

    CLIENTS AND WEDDING GUESTS CAPTURED IN PHOTOS

    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”. Kate Stevenson Photography will never photograph an individual as a means of unique 

    identification or authentication unless consensually contracted to do so. Guests at weddings appear 

    in photos taken by Kate Stevenson Photography as a part of the visual recording of the event in 

    photos. Guests captured in portraits or in group photos do so as part of the event and their rights 

    are protected by Kate Stevenson Photography as detailed in this privacy policy.

 

    In terms of explicit GDPR compliance, Wedding clients and guests are photographed within the 

    parameters of GDPR legislation on the basis of ‘legitimate interests’. The taking of photographs of 

    wedding guests when viewed as a form of processing personal data is necessary for the legitimate 

    interests of Kate Stevenson Photography as a photography 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 wedding guests at the 

    event and the degree to which it would distract us from performing our job renders it infeasible to 

    do. Wedding clients are therefore requested to direct their guests 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 photographs to promote Kate Stevenson Photography on the Kate Stevenson 

    Photography website and blog, on social media, on wedding blogs, on wedding photography related 

    websites, in exhibitions, in advertising, brochures, magazine articles and other such material, 

    providing that the images used are used lawfully and without damage to Kate Stevenson 

    Photography’s client(s). The rights of the people captured in these photographs are protected by 

    Kate Stevenson Photography as detailed in this privacy policy. Potential clients will be asked to give 

    permission for this as part of the contractual agreement before any work is undertaken.

 

    WITHDRAWL OF CONSENT

 

    Anyone photographed by Kate Stevenson Photography, whether a client or wedding guest, and 

    whether past or current may withdraw consent for a photograph in which they appear to be 

    displayed. The process for this is to email Kate Stevenson Photography at             

    info@katestevensonphotography.co.uk  specifying the photo in question. Pursuant to the request, 

    Kate Stevenson Photography will then remove the photo from online and printed display 

    wheresoever it appears at the earliest opportunity.

Kate Stevenson Photography
Edinburgh and Lothians Wedding Photographer

07771523396

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