Privacy Policy Terms and Conditions

In very basic terms Photographic Memories and the owner / operator thereof, totally respects your personal information and will only ask you for what information we really need from you. I will look after it in the same way I would want mine looked after.  I will only share it with others where I need their help to deliver our service to you (such as our professional printing laboratory who may need your name and address to post your purchases). Be assured that I will never share your information in any other circumstances – nor will I sell it on elsewhere! Here are more details:

Photographic Memories and the photographer Rowena Crowley takes your privacy very seriously. This privacy policy has been prepared in line with the EU’s General Data Protection Regulation (GDPR), which promotes fairness and transparency for all individuals in respect of their personal data. This privacy policy applies to all data we process, and by using the business Photographic Memories (or by using Rowena Crowley operating as an individual outside the business name of Photographic Memories) you consent to the collection and use of such data from said photographer.

It is taken as given that the photographer retains copyright on all images she produces under the name of Rowena Crowley or Photographic Memories.

1.              The Data I collect

As a data controller I collect a variety of data in order to deliver my services, and I will manage your personal data transparently, fairly and securely.

The information collected from you as a result of entering into:

• a wedding contract
• a studio / lifestyle / commercial contract

with Photographic Memories / Rowena Crowley

is as follows:

• Name of person commissioning the photographs
• Telephone numbers: both mobile numbers and landline numbers
• Email
• Password
• Account Creation Date
• Time, Location, and IP Address of Logins
• Order History
• Billing Address
• Postal Address
• Credit Card Info
• Email Subscriptions
  - email campaigns from the photographer (opt-out possible)
  - order-related emails
  - personal communication from the photographer
• Browser, Operating System and Device information

Not all of this information is not stored digitally.  That which is stored digitally (both on the website platform as well as through my email system) is:

• Name
• Email
• Password
• Account Creation Date
• Time, Location, and IP Address of Logins
• Order History
• Billing Address
• Credit Card Info
• Email Subscriptions
  - email campaigns from the photographer (opt-out possible)
  - order-related emails
  - personal communication from the photographer
• Browser, Operating System and Device information
• adults and children’s’ names on my home image cataloguing system (Lightroom)

Other information that is stored in paper format, for reference only is as follows;

• Name and mobile number of the bride’s maid of honour
• Name and mobile number of the of groom’s best man
• Name and address and mobile numbers of parents / mother / father of the bride
• Name and address and mobile numbers of parents / mother / father of the groom
• In photographing your wedding, it is assumed that all the attendees of said wedding, be that as a party working at the event or as a guest or as an attendee of the event itself, have given unwritten permission for their photograph to be taken by the photographer, as an extension of your contract with the photographer.

• Dates of birth for all persons I photograph under the age of 13 who require the parent or a legal guardian to consent to photography.

Obviously, being a photographic business I also create and manage images as per our contractual agreement(s).   These images are stored on my MAC, my external hard drive and an archive copy of all my photos, which is kept at a secure alternate location to my office.  When uploaded to my website, there are never any photos or galleries bearing a child’s full name.  Any photographs of children will be in a folder bearing only the family surname.

2.              Why do I collect this data from you?

I use the above data to enable me to

• make telephone contact with you
• send you information or products via the internet or via postal delivery
• be able to identify you when processing your photographic images that I have taken
• be able to contact key persons associated with you in my attempt to fulfil the requirements of our contract
• to provide account access
• to personalise your experience with me, as your photographer
• to deliver my service to you
• for marketing purposes
• payment preferences and details for PayPal

This data is collected from you, either via a booking form for a studio / lifestyle / commercial shoot or via the wedding contract that you are asked to fill in when booking a wedding with Photographic Memories / Rowena Crowley or when you enter your details into the Photographic Memories website (for login, payment processing etc.)

All of the information and data that I collect is on a lawful basis in order to be able to gain photographic consent in order to meet my legal obligation to photograph minors / to arrange fulfilment of a contract.

3.              Which third parties do I share Personal Data with?

You’re information, in the form of your address and or your email address and your phone number may also be shared with other suppliers, who are but are not limited to;

• printers - Data is not transferred outside of the European Economic Area.
• album suppliers - Data is not transferred outside of the European Economic Area.
• payment processors, like Paypal - Data is not transferred outside of the European Economic Area.

Non EU Suppliers

I may also share your information with MailChimp, whereby your data is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield.

The photographicmemories.biz website is hosted on a platform provided by an American company called Zenfolio – who provide a service to professional photographers.   Your is transferred outside of the European Economic Area to United States under the protection of EU/US Privacy Shield. Client and Photographer data stored on Zenfolio resides on our Zenfolio’s secure corporate servers located in the US. Certain banking and merchant information is shared with the respective financial institution in order to process payments and refunds.

We may transfer personal data to a country outside of the European Economic Area (EEA) if necessary, e.g. if a third party we utilise could have servers located outside of the EEA. If this is the case, we will either obtain your consent or otherwise ensure that the transfer is legal and your data is secure by following the EU's guidelines. You can see above where we send data outside of the EEA and on what basis we do so.

The photographic data that you pay me to produce for you is uploaded onto my photographicmemories.biz website.  Unless otherwise agreed, all your photographs will be put into a password protected gallery on this website: this prevents other people from viewing your photos online.  I will inform you of the password for your gallery.  Your gallery of photos will be displayed on my website titled with your surname, unless instructed otherwise.  A photo taken at the shoot / wedding will be chosen by the photographer as a cover photo from the album.  If you have any specific requirements as to who should or should not figure in this photo, please advise the photographer at time of booking.  All photographs taken at a commissioned photographic event have inferred consent to photograph all persons present as a result of the photographer being booked for said event.

No parental consent is required for photography of minors at a wedding, as consent is inferred through the contract with the bride and groom.

I do not upload photographic files to the Cloud, the data that you enter into my website is stored on my MAC, my external hard drive (both located at my home office) and additionally, stored on an external hard drive which is stored off premises.

Your email address is similarly shared with my email service provider.

I do provide a printing service for photographs up to the size of A3, so I do not use outside printing labs on a regular basis.

There are also certain situations in which we may share access to your personal data without your explicit consent; for example, if required by law, to protect the life of an individual, or to comply with any valid legal process, government request, rule or regulation

4.              Why do we share your Personal Data with the above?

The reason for sharing any information about you with anyone outside the Photographic Memories organisation is in order that my services to you can be fulfilled, according to our agreed contract.  Additionally, I may share information regarding my services and associated fees with my accountant.  All of my suppliers, unless specified otherwise, are based within the EU.

We share your data in order to

• deliver our service to you
• personalise your experience
• provide account access

5.              How do we keep your digital personal data secure?

We keep your data secure by:

• following internal policies of best practice and training for staff
• digital encryption
• by using Secure Socket Layer (SSL) technology for all pages that have credit card info and personal data on them – (an https page).
• I do not use an image Back-Up service provider(s)

In the unlikely event of a criminal breach of our security we will inform the relevant regulatory body within 72 hours and, if your personal data were involved in the breach, we will also inform you.

6.              Cookies

When you visit our website we also collect Cookies. These are small pieces of data that websites send to a user's computer and are stored on the user's web browser. They are designed to enable the website to remember information, such as what a user might have put in a shopping cart for example. They are designed to be informative, personal, and as user-friendly as possible, and cookies help us to achieve that goal.

These cookies are essential to ensure that you can navigate and use all features of the site. This includes browsing pages, remembering your preferences, saving favourite images, secure registration, placing orders, and other essential features. These cookies don't gather any information about you that could be used for marketing or remembering where you've been on the Internet.  Cookies help Photographic Memories;

• to personalise your experience,
• to deliver our service to you
• with our marketing program

If you don't want to receive cookies, you can modify your browser so that it notifies you when cookies are sent to it or you can refuse cookies altogether. You can also delete cookies that have already been set. Please refer to the help function within your browser for specific instructions.

7.              Changes to our privacy policy and control

We may change this privacy policy from time to time. When we do, we will let you know by changing the date on this policy, notifying customers of only significant changes. By continuing to access or use our services after those changes become effective, you agree to be bound by the revised privacy policy.

8.              You have the following rights;

• the right to be informed about the collection and use of your personal data
• the right of access to your personal data and any supplementary information
• the right to have any errors in your personal data rectified
• the right to have your personal data erased
• the right to block or suppressing the processing of your personal data
• the right to move, copy or transfer your personal data from one IT environment to

another

• the right to object to processing of your personal data in certain circumstances, and
• rights related to automated decision-making (i.e. where no humans are involved)
• and
• profiling (i.e. where certain personal data is processed to evaluate an individual).

We also give you the option to manage your data by contacting us both through email and through telephone.

Should you wish to exercise any of your legal rights, as listed above, please contact Rowena at Photographicmemories either via email or via her mobile phone, as listed on the www.photographicmemories.biz website.

9.              Holding personal data

While we do not hold personal data any longer than we need to. The duration will depend on your relationship with us, and whether it is ongoing. We may keep some of your personal data for a period of over 7 years after our working contract with you has finished for Tax legislation purposes.  After this time we will archive your photographs indefinitely along with your relevant details and consent forms. This is due to requests for replacement images being made several years after being taken.