Photoface Ltd is committed to protecting the privacy and personal information of the children, parents, guardians, schools and nurseries we work with.
This Privacy Policy explains how personal information and photographs may be collected, used and protected when using our photography services, website and online ordering facilities.
Information We May Process
Depending on the photography service being provided, information may include:
- Photographs of children
- A child’s name or other information required to identify their photographs
- School or nursery information
- Parent or guardian contact details where provided
- Order and transaction information
- Delivery information
- Communications sent to Photoface
- Technical information generated when using our website or online services
We only process personal information where it is necessary for providing our photography services, fulfilling orders, operating our business or meeting our legal obligations.
School and Nursery Photography
Photoface provides professional photography services to schools and nurseries.
The school or nursery manages its own photography permissions and opt-out arrangements and is responsible for informing Photoface where a child should not be photographed.
Photoface works within the instructions and safeguarding arrangements provided by the relevant school or nursery.
Online Galleries
Photographs are not made available through a publicly searchable gallery.
Parents and guardians are provided with individual access information, normally through a proof card, QR code or, in some circumstances, a proof envelope.
A unique access code is required to access the gallery associated with that code.
Where siblings have both been photographed, their galleries may be linked to allow a parent or guardian to view photographs of both children.
Parents and guardians should keep gallery access details private and should not share them with anyone who should not have access to the photographs.
Online Ordering
Photoface uses specialist photography and fulfilment systems to provide private online galleries and process photography orders.
GotPhoto is currently used as part of Photoface’s online gallery and ordering process.
Other specialist photography suppliers, including OneVision/Pics4Schools, may also be involved in the production or fulfilment of photography products.
Payments may be processed using GotPhoto and Stripe.
These organisations may process personal information where necessary to provide their respective services.
How We Use Information
Personal information may be used to:
- Provide school and nursery photography services
- Create and operate private photography galleries
- Allow parents and guardians to view photographs
- Process and fulfil orders
- Provide digital photograph downloads
- Produce photographic prints and gift products
- Take payments
- Deliver orders
- Respond to enquiries
- Resolve problems with orders
- Maintain the security of our services
- Meet legal and regulatory requirements
Children’s Photographs
We recognise that photographs of children require particular care.
Photographs are handled in accordance with our safeguarding procedures and are made available to parents and guardians through controlled gallery access.
Photoface does not permit children’s photographs to be freely browsed or searched through its private gallery system.
Marketing and Promotional Photography
Photoface may occasionally use photographs from photography sessions for its website, social media or other promotional material.
Identifiable photographs of children will only be used for Photoface promotional or marketing purposes where the appropriate permission has been obtained.
Sharing Information
We do not sell personal information.
Information may be shared where necessary with organisations involved in providing our photography and ordering services, such as online gallery providers, payment processors, photographic laboratories, fulfilment providers and delivery services.
We may also disclose information where required by law or where necessary to protect the safety or rights of an individual.
Keeping Information Secure
Photoface takes appropriate steps to protect photographs and personal information against unauthorised access, loss, misuse or disclosure.
Online galleries containing children’s photographs require the relevant access details.
Our photographers are DBS checked and are expected to follow Photoface’s safeguarding procedures and the safeguarding requirements of the school or nursery in which they are working.
How Long We Keep Information
We do not retain personal information for longer than is reasonably necessary for the purpose for which it was collected.
Specific retention periods for photography and gallery systems may depend on the service and supplier being used.
Your Data Protection Rights
Depending on the circumstances, individuals have rights under UK data protection law which may include the right to:
- Request access to personal information
- Request correction of inaccurate information
- Request deletion of information in certain circumstances
- Object to or restrict certain processing
- Withdraw consent where processing relies upon consent
Requests concerning personal information can be made using the contact details below.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO).
Contact Photoface
Photoface Ltd
15 Meadway
Barnet
EN5 5LG
Email: info@photoface.co.uk
Telephone: 020 8886 8685
This Privacy Policy may be updated periodically to reflect changes to our services, suppliers or legal requirements.