I, Paul Hudson of Paul Hudson Photography, take data protection very seriously and I am fully committed to ensure the privacy of your personal information at all times. This page provides information about how I collect, use and store any information that you provide.
What are the new privacy guidelines?
The guidelines for the General Data Protection Regulations (GDPR) have been introduced to give people an honest account of how and when companies and organisations collect, store and process your personal data, removing any transparency of its use and intentions. In a nutshell, it’s to give you the peace of mind that any information I hold about you, is used only for the purpose that it’s intended for and that it’s safe and secure.
What information do I collect and how is this information used?
Your personal information is used for administration and communicating with you in order to provide an efficient service and to fulfil any contractual obligations. I may ask and hold the following information:
- Your full name
- Contact telephone number(s)
- Contact email address
- Emergency contact details
- Names of other people involved in any arranged photographic event.
I may need to use the information to:
- Return a call or email if you contacted me
- Contact you to discuss your photographic arrangements and requirements
- Arrange meetings with you.
- Discuss the production and delivery of your images.
- Internal record keeping for accounting, audit and other legal requirements
- I may contact you with information about future products and services and that may be of interest and relevant to you.
- Contact someone in the event of an emergency
The information will not be used for any other purpose unless you have agreed otherwise in writing. I will not contact you regarding products or services outside of that I provide.
I will never ask you directly for financial information. Payments are made via Paypal or via Bank transfer only that I have no control over.
How and when will I collect your personal details?
I will collect and record your personal information when:
- You contact me to make an enquiry by phone, email, text, internet messenger services or my contact web-note.
- When you make a booking and sign a contract for my services
- Signing a model or copyright release form
- Invoices and receipts
Where is my data stored and is it secure?
The following procedures are in place to prevent unauthorised access or disclosure of this information to others. This is necessary to ensure the safeguarding and privacy of your personal information
All paper documents including personal information is stored in a locked cabinet that only I have access to.
Personal information recorded digitally is stored on my Microsoft Office cloud account. This information is only accessed with the correct user name and password login combination known only to me. In addition, the account is also secured using Two Stage Authentication from my Smart phone. I always logoff this account when not in use. No personal information is stored on a PC.
I may store your contact details on my smart phone so that it’s easier to conduct business on the move, tis will certainly be the case on any pre-arranged photoshoot..
All images are stored on a physical hard drive on my home PC. These images are backed up daily to secondary physical hard-drive on the same PC and periodically to an external physical hard drive. The external hard drive is locked and stored in a cabinet that only I have access to.
Delivery of your images will be sent to you via a secure online storage unless agreed otherwise. You will be sent an email containing a personal and secure link to access your images. Only those with this link have access to these images. It is up to you if you choose to share or pass on this information to others.
Images provided on a USB drive or other device will always be contained within an encrypted Zip file that is password protected.
My home PC uses Windows 10 and is securely password protected and updated with latest security patches. The PC is used by other members of my family but each has their own logon account to access the PC but do not have the required permissions to view or access your information.
My smart phone is an iPhone6 protected with fingerprint recognition and is updated with latest iOS security patches. The phone is also used to authenticate access to the Microsoft Office cloud services.
Sharing of your information and images
I will never share or sell your personal information without your written permission.
Unless you have purchased and have an agreement in place for the outright copyright of an image(s), then I may share and use your images for publicity and marketing purposes at any time without prior notice or consent. This includes any social media service, web sites, presentations, public galleries and photographic competitions. However, you will not be named or tagged unless I have your written consent from you to do so.
If you do not wish your images to be used in this way, please let me know before taking your images or in writing at any time if you wish them to be removed.
Removal & control of your information
There is no set date or time period for the removal and disposal of your personal information and your images. I can remove your personal information and images at any time my discretion when they are no longer needed without prior notice or consent.
When your personal information is removed:
- Physical paper copies of personal information are shredded.
- Electronic data of personal information will be deleted from all devices, including backups.
Please note, I may need to retain contracts and accounting information for legal and statutory accounting purposes.
When your images are removed from my PC, they are deleted from the physical hard drive, backups and from any cloud delivery folders. Images are not removed were used for publicity and marketing purposes such as social media services, my own web site, portfolio presentations and public galleries.
If you decide you would like to have your personal information or images removed from my records, please let me know in writing at any time.
You will not be notified when the removal of personal information and/or images takes place unless you have requested me to do so.