GDPR and Our Privacy Policy
Our privacy policy, in line with GDPR regulation, can be seen here;
Oak Photo Privacy Policy – April 2018
Oak Photo upholds the highest importance of looking after client’s data and images. In line with EU GDPR regulations, from May 2018 our privacy policy and use of data and images will be as specified in this privacy policy.
Client Data
Oak Photo will, in the course of handling queries and customer orders, collect some customer data, Should the service being purchased involve photographs being captured, personal images of the customer or their family whilst a person will be taken and stored for a time whilst a photography customer of Oak Photo.
Personal Data is stored digitally on a spreadsheet and stored on encrypted storage media. Collected data may include name, address, telephone numbers, email address. Client information is entered onto a spreadsheet and paper customer forms, along with paper copies of order information, are stored in a locked filing cabinet. All data is retained for a minimum of 1 year.
Data Security
The client spreadsheet is stored on a separate external hard drive and is password protected. The spreadsheet is backed up onto a memory stick used exclusively for this reason and stored in a locked filing cabinet.
Access to Client Data
Access is restricted to employees of Oak Photo. All employees and sub-contracted staff are required to read and sign a document to say they understand and will adhere to this privacy policy.
Transfer of Data
Any transfer of data will be recorded on the data transfer record.
Marketing Data
Oak Photo requires permission from clients to add their details to our marketing spreadsheet. This is done using the relevant section on the New Customer Form. Clients agreeing to receive marketing information from us will have their name and email address added to our mailing service.
Client data is never sold, shared or passed on to third parties. We will only use it to complete your orders unless you indicate to us you wish to be kept updated on our new offers and news.
Clients always have the right to remove their details from marketing lists either by contacting us or by using the ‘Unsubscribe’ link on the bottom of marketing emails and newsletter.
Please note, marketing contact is different from general contact by Oak Photo in connection with the day to day client & supplier relationship.
Storage of Client Images
Images are our business so it’s vital we store and create back-ups of client’s photos.
Images are stored on a server in folders with client names and are kept for a minimum of 12 months. All images are backed up to a separate external hard drive which is only connected to the network in order to back-up image files. This is kept in a safe in a secure area.
Other forms of back-up for images may include CD, DVD or memory stick USB. Back–up drives and disks are also stored securely.
Once orders are completed, images are removed from our main storage server and moved to external hard drives or DVD. All images kept in this way are recorded on an archive record spreadsheet.
Images may also be back-up to cloud storage and this is hosted by a specialist, professional host company which is GDPR compliant.
Ordering and Transfer of Images
Oak Photo use some external suppliers for products. Images are transferred for production purposes only via secure means. Should this happen family names will be removed from file names. External print & product companies and other suppliers are GDPR compliant.
Use of Client Images for Marketing
Client permission is required for Oak Photo to use clients’ images for marketing purposes and this should be indicated on the relevant section of the Customer Form. We will contact you prior to the use of your images so you know how they will be used and for how long. Should you disagree we will of course adhere to your wishes.
Images may be used in the following way;
Display in our retail space, website use, social media use, portfolios, marketing or other literature, exhibitions, competitions, slideshows and general advertising.
As the client you have the right to change your mind at any time and this can be done by contacting us by phone, email or in writing.
Children aged 13 years and above will also be asked for permission for their images to be used and this should be completed on the new customer form.
Images may be used for other reasons, for example entry into competitions. In this case, a separate permission form may be required.
Client Data Collected via Competitions, Exhibitions, Promotions or Other Methods
Client data collected from other methods will be treated with utmost care. Data may be collected from entry to competitions, sign-ups for promotions, at events. The data collected is entered onto a spreadsheet for data management purposes.
Clients will be contacted via email and/or telephone. The information stored will be kept for 3 months and then destroyed. Customers who become clients of Oak Photo will then be entered onto the spreadsheet and the above system will be used for their data (see Client Data section).
There is a section on all sign up forms online or promotional printed forms to agree or decline being contacted for marketing purposes. Clients who have agreed to be contacted in future for marketing purposes will be added to the spreadsheet for marketing purposes.
Client Rights to Data Information & Removal
Clients can request to be informed of the details of any data & images held by Oak Photo. Please feel free to make your request by email, telephone, in writing, or in person to the following contact point;
Oak Photo, 12 Sunderland Road, Horden, SR84BH – 07956109526 – [email protected]
We will respond within 5 working days of receipt of the enquiry.
Removal of Client Data
Clients can request that their data is removed by contacting us via the above methods.
Data will be removed within 5 working days unless, for contractual reasons, it cannot be removed until the statutory period of storage has passed. Clients will be informed accordingly and notified when data has been removed.
Contact for Enquiries about Oak Photo’s Privacy Policy:
Oak Photo, 12 Sunderland Road, Horden, SR84BH – 07956109526 – [email protected]