Privacy Notice

For the Photographers known as : Michael J Mawby Photographer

For reference : The GDPR / ICO Website : GDPR / ICO Guidance Site

Introduction :
Hi - we are Mike & Fiona Mawby - a husband & wife team providing various styles of photography as outlined with the business name noted above as Freelance photographers generally working in these areas e.g. Norfolk Photographer, Suffolk Photographer, Cambridgeshire Photographer. Here at our photography businesses your personal details have always been very important to us and we have always been very aware of protecting customers personal data. In response to the new European GDPR requirement we have updated our documentation & procedures to help ensure we are compliant and to ensure we remain vigilant with all your personal information & data.

Contract :
We have updated our customer & client contracts so that it is very clear before we start your photo-shoot what information we need to capture including : Names, Addresses and Contact information, who is having photographs taken during the shoot, Names & ages of Children, the Date & Time of the Photo-shoot, the Terms & Conditions we work with, How you would like us to communicate with you, How long you would like us to keep your images, and of course signatures confirming the contract. Please note : No photo-shoot can be carried out until a signed contract has been completed.

Your Personal Details & Data :
Images : As you may be aware under GDPR images are now classed as ‘ Personal Data ‘, therefore we are extremely careful with the security of your images. From the time the images are captured in camera they are stored on high quality memory cards in camera. Back at our studio the images are transferred to our computer systems in preparation for processing. Our systems automatically create a ‘ Backup ‘ of your images to help ensure that they are secure & not lost. Please note : Our Image Backup facilities are all in-house system disc drives - we do NOT use Cloud or any off-shore services for customer data backups.

We capture images in camera in a format called RAW – we process these using industry standard Adobe applications ( Lightroom and Photoshop ), and when editing is completed they are output as final images in JPEG format. From processing images in RAW to JPEGs the images are normally very large files and are not therefore easily moved to Web galleries for you to view – therefore a smaller size version is created which is easily uploaded to our website for you to view and select.

We therefore normally may have more than one copy of your images e.g. The original RAW files from camera ( these are not in a format that may be printed or displayed on websites ), The processed JPEG Version, The lower size version to be loaded to website galleries for your selection, Your selections made via your website gallery, The final edited / photoshopped version that we provide to you as prints or electronic versions. These would also all be automatically backed up by our systems.

When we delete images ALL copies on all storage media are deleted – so once deleted we are not able to go back and retrieve any of your images.

Personal Details in Text Format :
Your details from your contract such as Name, Address, Phone/Mob Numbers, Email address and where applicable Children’s names are loaded to the system we use for Invoicing. This allows us to easily create an accurate invoice and to make sure it is relevant to you. This allows us to provide the invoice to you using a modern electronic method, also enabling our customers to pay the invoice without ever having to provide your payment details ( such as card numbers etc ), to us.

However if you do choose to provide the payment card details for us to process the payment for you, we do NOT store or keep these payment details in anyway.

We do need to keep your invoicing information for accounting and HMRC purposes within the time guidelines noted by HMRC.

Sharing Your Information :
We do NOT share any of your information with any other people or organisations at anytime, this includes requests for images from your family members or your friends. We would only provide your images to another person with your explicit consent gained in writing from you, or where you have provided the protection password for your gallery to others not known to us. This is totally the customers choice to provide passwords to others that protect customer images whilst on our galleries as we will NEVER pass these on without the Customer consent in writing.

Social Media - We will not load onto any Social Media Platform your images or data without the customers explicit consent as noted at the section in this document headed ( Exceptions to Storage Timelines ), where the customer has provided Client / Model release as noted on the Contract, or other authorisation in writing.

Websites - Our Website includes Image Galleries - where customers can select ' View your Pictures ', this is purely for customers to easily view, select & purchase their images. When purchasing directly from our website it will be necessary to provide the purchasers details including Name & Address and payment information to allow us to process and deliver the order. Payments may be made using the Paypal service provided ( we do not maintain or store any payment information ), or the purchaser can opt for an invoice sent via email where the customer can pay direct with the link provided on the invoice. Again we do not store any payment information. We do maintain the order details via the website if ordered this way which includes Name & Address, contact information and products ordered. As noted elsewhere in this document we maintain these for the period required for accounting and HMRC records.

Timelines for Storing your Data ( Images ):
On our contract various timelines for storage are offered ( 60 days is the minimum – 2 years is the maximum). These selections are the customers choice at the time the contract is created, either from the standard offering or to enter another period of time.

We monitor your choices for storage timelines and contact you when the timeline is coming to an end. We offer you the choice to maintain the storage for longer or if not required the images will be deleted from all website galleries and storage systems.

Exceptions to Storage Timelines ( Images ):
The ONLY exception to managing the storage of your images is where a customer or client may have granted us Client / Model Release. This means that we are then able to utilise some images as outlined in your contract. On these occasions some of your images may be kept in use for longer periods for the purposes of marketing our business.

Lawful basis for capturing, documenting, processing your personal data :
The basis for us to carryout our lawful activities within the nature of our photography business is the contract as noted at the top of this notice. We will not capture and process any element of your information and data without a signed contract in place.