Privacy Notice.

Introduction

Laura Maclean trading as ‘Copper and Olive Photo’ (“C+O”) takes the protection of your data and its data protection obligations seriously.

This Privacy Notice sets out information about C+O’s privacy practices and your rights. C+O may be required to amend this Privacy Notice from time to time for any reason. The updated version will be available by following the “Privacy” link on the website footer at www.copperandolivephoto.com. You may wish to consult the Privacy Notice regularly for updates.

The Law

C+O is bound by the European Union (“EU”) General Data Protection Regulation 2016/679 (“GDPR”) and by the GDPR as incorporated into the law the United Kingdom by virtue of the European Union (Withdrawal) Act 2018 (the “UK GDPR”). Unless otherwise indicated, references in this Privacy Notice to the GDPR include the UK GDPR.

In this Privacy Notice, the terms ‘personal data’, ‘controller’, ‘processor’, ‘data subject’, ‘consent’, ‘recipient’, ‘third party’, ‘processing’ and ‘profiling’ have the meanings given to them in the GDPR.

Controller and Data Protection Officer contact details

The controller for the processing of personal data under this Privacy Notice is:

Laura Maclean trading as ‘Copper and Olive Photo’
144 Georgia Avenue
Manchester
M20 1LX
Telephone: +44 7961 024 633
Email: laura@copperandolivephoto.com
Website: www.copperandolivephoto.com.

If you have any questions about this Privacy Notice or about C+O’s data processing practices; or if you wish to exercise any of your rights as a data subject, you may contact C+O’s Data Protection Officer, Laura Maclean, using the contact details above.

What is personal and special category data?

Personal data is defined in the UK GDPR as any information relating to an identified or identifiable natural person. It can include obvious data like your name but also identification numbers, online identifiers and/or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of a person.

Special category data includes data revealing race or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and genetic data, biometric data, data concerning health or data concerning a person’s sex life or sexual orientation.

Specific situations where C+O may process personal data

FOR CLIENTS

C+O will process certain personal data about clients who are individuals. This information also applies to officers, employees, or contractors of clients who are organisations.

Types of personal data collected

To engage and serve you as a client, C+O will need to collect personal data about you; including your name and names of your family members included in the shoot, address, contact details and (if applicable) any business details. C+O may also collect data about your personal interests for the purposes of conducting the shoot.

In the course of providing services to you, C+O may collect other personal data about you that is relevant to the matter (see further below for details). In most cases C+O will obtain this personal data directly from you. Sometimes, C+O may obtain personal data about you from third parties or public sources with your permission.

Purposes of processing and legal basis for processing

  • C+O will process data to provide photography and associated professional services (and to carry out administrative tasks related to those services). This is necessary for performance of your contract with C+O, or to take steps prior to entering into that contract; and/or for the purposes of C+O’s legitimate interests in providing photography and associated professional services to clients.

  • C+O will process data to comply with any applicable laws. This is necessary to comply with legal obligations.

  • C+O will process data to manage and develop a relationship with you and to send communications about services / events. This is necessary for C+O’s legitimate interests in developing/advancing its business - see further below.

Recipients

C+O may in certain situations disclose your personal data to third parties who provide administrative, storage, telecommunications, information technology and other services to C+O in support of its business. C+O will use reasonable endeavours to ensure suppliers are subject to obligations not to use or disclose that data.

Transfers

C+O will not transfer your data overseas.

Retention period

C+O will only retain personal data for as long as it has a legitimate purpose to do so, and it will need to retain such data for commercial and/or legal purposes. The duration of retention will depend on the specific personal data. C+O typically retains client data for 5 years after conclusion of the service(s), in the event that clients wish to return for additional services in the future and to expedite / facilitate those additional services.

C+O may be required to retain certain data for a specified period by business / tax laws or regulations, and for C+O’s insurance providers.

Once C+O has no legal or commercial reasons to retain personal data, it will be securely deleted or destroyed.

Requirement to supply data

As a client, it is mandatory to supply basic personal data such as your name and contact details. If you do not provide this data, C+O will not be able to act for you. It is optional to provide most other personal data. However, in many cases, if you do not provide that data, the services C+O can provide to you may be limited.

QUERIES / INITIAL ENQUIRIES

C+O may process certain personal data about you if you contact C+O with a query / enquiry, by mail, email or through the website.

Types of personal data collected

C+O may collect your name and contact details, and any other personal data you include in your correspondence.

Purposes of processing

C+O may use your personal data to respond to your query.

Legal basis for processing

When you contact C+O with a query that requires or requests a response, C+O accepts that as a voluntary, specific, informed and clear indication that you want C+O to process your personal data to the extent necessary to respond to your query (unless you indicate otherwise). Accordingly, C+O relies on your consent to process your personal data to respond to the query. You can withdraw this consent at any time, but then C+O may be unable to respond to your query. C+O also has a legitimate interest in processing such data (see below).

Recipients

C+O may disclose your personal data to third parties who provide administrative, storage, telecommunications, information technology and other services to C+O in support of its business. C+O will use reasonable endeavours to ensure suppliers are subject to obligations not to use or disclose that data.

Transfers

C+O will not transfer your data overseas.

Retention period

C+O will only retain personal data for as long as it has a legitimate purpose to do so and for commercial and legal purposes. The retention duration will depend on the specific personal data. C+O may retain your personal data for as long as it takes to respond to your query. Following that, C+O may retain your personal data for follow up and/or record-keeping purposes.

Once C+O has no legal or commercial reasons to retain personal data, it will be securely deleted or destroyed.

Requirement to provide personal data

You may choose what personal data you provide when you send C+O a query or initial enquiry.

Legitimate interests

As noted above, in some situations C+O may process your personal data on the basis of its “legitimate interests”. Based on C+O’s business model, it has a legitimate interest in:

  • providing photography services and other professional services to its clients; ensuring those services are of a high standard; and complying with all laws/regulations which apply to the provision of those services; and

  • developing its business and relationships, understanding the needs of clients (and potential clients), and providing insights on photography and related topics.

C+O will only rely on those legitimate interests to process personal data where the processing is necessary for the purposes of said interests; and those said interests are not overridden by the data subject’s interests or fundamental rights and freedoms.

Automated decision-making including profiling

C+O does not engage in any automated decision-making or profiling.

Cookies

C+O’s website uses cookies. You can manage your cookies by following the steps outlined on the website.

Cookies are harmless text files placed on a computer’s hard drive. Cookies help make websites work. They also provide C+O with information about how users interact with the website and C+O applies this information to try to improve your experience and the quality of service provided. Cookies help this by allowing C+O to remember personal settings you have chosen on C+O’s website.

C+O does not use cookies in any other way to collect information that identifies you personally (they are anonymous). Most of the cookies are automatically deleted from your computer when you leave the website or shortly afterwards. C+O will seek your consent before storing any cookies on your computer. You can refuse to accept cookies, however doing so may affect the functionality you can access on C+O’s website.

Your rights

This information assumes you will be located in the EU or the UK, in which case you have certain rights in relation to your personal data as follows:

  • Access: You have the right to obtain access to and a copy of any personal data C+O holds about you. You also have the right to find out whether your personal data has been transferred outside the EU and any safeguards relating to this transfer.

  • Rectification: If you consider that any personal data C+O holds about you is incorrect or incomplete, you have the right seek correction or to complete that personal data.

  • Erasure: In certain situations, you have the right to ask C+O to erase any personal data held about you.

  • Restriction of processing: In certain situations, you have the right to ask C+O not to process your personal data for certain purposes.

  • Objection to processing: In certain situations, you have the right to object to C+O processing your personal data for certain purposes.

  • Data portability: In certain situations, you have the right to request a copy of your personal data in a structured, commonly used, and machine-readable format.

  • Withdrawing consent: If C+O is processing your personal data based on your consent, you have the right to withdraw that consent at any time.

For more information about these rights, visit https://ico.org.uk/for-the-public/.

To make a request pursuant to these rights, please contact C+O’s Data Protection Officer (see above) setting out your request clearly.