Splaat Photo Limited: Customer Privacy Notice, Cookie Policy and Consent Form

 

Splaat Photo Limited, hereafter “Splaat”/”we”/”us” is committed to protecting your privacy and being open and clear about how we use your personal data.

​

This privacy notice is for our valued Splaat customers and its purpose is to let you know how and why we use and process the personal data you entrust us with, how we keep it safe, who we share it with and to explain the legal rights you have in relation to your personal data.

 

We may update this privacy notice from time to time and we’ll post the changes on this page. If we make an important change that we need to tell you about, we’ll email you to let you know.

 

If you have any questions about this notice, please contact team@splaatphoto.co.uk  or write to us at Splaat Photo Limited, Caxton Point, Caxton Way, Stevenage, Hertfordshire, SG1 2XY.      

 

Our commitment to you

 

We process your personal data in accordance with the overarching principles and requirements set out in the General Data Protection Regulation and the Data Protection Act 2018 (‘Data Protection Law’). This includes processing your data to send essential service communications necessary for providing our services to you. What this means is that Splaat processes your data in a way that is:

​

• Lawful, fair and transparent;

• Compatible with the purposes that we have told you about;

• Adequate and necessary—we only use the data we need to use for the reason we told you;

• Accurate and up to date;

• Not excessive—we only keep your data for as long as we need it; and

• Secure and protected.

 

How and why we use personal data?

 

Pupil Personal Data

Splaat provides photography services to schools. We are instructed by schools to photograph pupils individually and to provide photography coverage at school events. When we carry out this service for the schools we work with we process personal data when we capture images of school pupils. Where we capture images of your child, we rely on you providing your consent, via the attached form and this is our lawful basis for processing this personal data.

​

We may share photographs or videos that your child features in with your child's school.

 

We use facial recognition technology when carrying out our services to ensure that we can identify individuals when we process their images and assign the correct images to our photo galleries so that you can view the images of your child. Facial recognition technology is used by us for this purpose only and within our own secure systems. We require your consent to use our facial recognition technology.  

​

 

Parent or Guardian Personal Data

We collect personal data from you about you and your child when you engage with us to provide you with our photography services, to place orders for photographs via our website, or to download and share images directly from our online galleries. When you sign up to use our services, access the images that we hold in our photo galleries, and place an order with us to send you photographs, we ask you to provide us with personal data to set up a secure account.

​

Our lawful basis for processing this data under data protection law is contractual necessity—it is necessary for us to process your data to fulfill the terms and conditions of our agreement with you. This includes:
 

• Providing you with access information to your child's gallery.

• Informing you of any price changes related to our products or services.

• Notifying you when we will be deleting your child's photos.

We will only use your or your child’s personal data for the purposes for which we collected it. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

It is possible that images of your child may feature in group photographs captured at school events. These photographs may be shared with multiple parents or guardians through pupil galleries. All photographs are taken and shared in accordance with the school's policies and applicable data protection laws. We kindly ask all parents and guardians to consider the privacy and rights of other individuals before sharing images that feature other children. Please be aware that once images are downloaded from the Splaat Photo platform, we are unable to control their use or distribution by individuals. We cannot accept responsibility for any unauthorised use of these images by third parties after download.

​

Service Communications

​

We will use your personal data to send you essential communications related to the services we provide. This includes:
 

• Access Information: Details on how to access your child's photo gallery.

• Price Change Notifications: Updates regarding any changes in pricing for our products or services.

• Photo Deletion Alerts: Notices informing you of upcoming deletion dates for your child's photos.
   

Our lawful basis for processing your personal data for these purposes is contractual necessity, as these communications are essential to fulfill our agreement with you. These service communications are necessary for us to provide our services effectively and efficiently.

​

Even if you opt out of marketing communications, you will still receive these essential service-related messages.

 

What personal data do we use?

 

Account Data. To set up your account, we will ask you to provide your name, address, email address, phone number, and other information relevant to order processing and/or offers. We may use your contact information to get in touch with you about your account from time to time, including sending essential service communications as described in the "Service Communications" section.

​

Please note that when you place an order with us we do not collect or process your financial information. All payments are processed using the third party platform Stripe. Stripe’s privacy notices and terms can be accessed here:

https://stripe.com/gb/privacy

​

Website Data. If you enter information within our website contact forms, or contact us directly via the email address on our sites, we will process information about you to respond to your query. We rely on our legitimate interest to process your information for this purpose.

​

When you visit our site, we may automatically collect the following information:

​

• Technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page.

 

We also rely on our legitimate interest to process your information for this purpose.

 

Links to other websites

Our website may contain links to our social accounts and/or other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

​

Cookies. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good browsing experience and also allows us to improve our site. We also use cookies to measure the effectiveness of our advertising activities. Where we use cookies that are essential for the operation of our sites, we rely on our legitimate interest as our legal basis to process this information and we ask you to consent to our use of non-essential cookies.

 

How we use cookies

​

A cookie is a small file which asks permission to be placed on your system hard drive. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs and remember information about your preferences.

These cookies are necessary to provide you with services available through our website and to use some of its features, such as access to secure areas. However, these identifiers do not store any personal data.

​

Below are the cookies that may be used from our website.

​

PHPSESSID

Random value to start sessions

​

ms_session

A unique random identifier for user experience and actions such as saving contents of your shopping cart.

​

persid

An encrypted ID to automatically log you into your account if you choose the remember me option when creating an account or logging in.

​

vid

A visitor ID number used for our statistical system.

​

lv

The date of your last visit for our statistical system.

​

emview

Set if you have viewed our mailing list popup offer (value of 1). Required so it does not show to you each time you visit our site.

​

How Can I Control the Use of Cookies?

If you don’t want us to use cookies in your web browser, you can remove them from your computer or change your browser settings so that it either blocks cookies altogether or asks you if you’d like to accept them from some websites.

 

You can use your web browser settings to:

​

• delete, block or allow all cookies;

• block cookies set by 3rd parties (i.e. cookies set by online services other than the one you are visiting);

• clear cookies when you finish your browsing session;

• view in a ‘private browsing’ session, which allows you to browse the web without recording your browsing history; and

• install add-ons and plugins to extend browser functionality.

 

A trusted source which gives information about how to delete and control cookies is https://www.aboutcookies.org . Alternatively, you can contact us at team@splaatphoto.co.uk to ask us to change your cookie preferences.

 

Please note, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

​

Marketing Communications.
 

When you create your account with us, we ask you to set your marketing preferences to confirm whether you consent to receiving marketing materials from us about similar products and services that we think will be of interest to you. You may choose to receive marketing communications by email or text message, and we will communicate with you in your preferred way. Our lawful basis under data protection law for processing your personal data for marketing purposes is consent.

​

Opting Out of Marketing Communications

​

You may opt out of receiving promotional marketing messages from us at any time. To do so, you can:

​

• Email us at team@splaatphoto.co.uk requesting to opt out.

• Follow the unsubscribe instructions provided in our marketing emails.

 

Please note that due to space constraints, some text messages may not include opt-out instructions. However, you can always opt out of receiving marketing communications by contacting us directly using the details above.

​

Opting out of marketing communications does not affect your ability to receive essential service communications from us.

​

Service Communications

​

Please be aware that even if you opt out of marketing communications, we will still send you essential service communications necessary for the performance of our contract with you. These include:

​

• Providing you with access information to your child's gallery.

• Informing you of any price changes related to our products or services.

• Notifying you when we will be deleting your child's photos.

 

Our lawful basis for processing your personal data for these essential communications is contractual necessity.

​

Managing Your Preferences

​

You may also send requests about your contact preferences and changes to your information, including requests to opt out of marketing communications, by emailing team@splaatphoto.co.uk.

 

Who do we share your data with?

 

We employ third parties to assist us with the development and maintenance of our website and to provide our services to you. These third parties may have access to your personal information in the course of providing us with their services. Where third parties process data on our behalf, they will not use your personal information for their own purposes, and we only permit them to use it in accordance with our instructions and the law. Our lawful basis for sharing your data with these service providers is contractual necessity, as it is necessary to perform our contract with you.

​

We do not share your information with any other third parties without your consent. This includes third-party marketing companies or advertising agencies.

​

How do we keep your data safe?

 

We have put in place appropriate security measures to protect your personal information and prevent it from being lost, destroyed, damaged, used, altered or disclosed. Our data is hosted on cloud servers by Amazon AWS within the EU.

​

How long do we keep your data for?

 

We will only keep your data for as long as necessary for the purposes for which we collected it, including to satisfy any legal, accounting, or reporting requirements. Our lawful basis for retaining and processing your data during this period is contractual necessity and, where applicable, legal obligation.

​

If you close your account, we will retain your data for a reasonable amount of time after you leave us to allow you the opportunity to retrieve information from us. If your account becomes dormant, we may contact you to ask if you wish to keep your account open.

​

Data Deletion When Your Child Leaves the School

 

Once we have been notified that your child has left the school, we will:

• Send you an email to inform you of this notification.

• Provide you with a deadline to download or purchase any photographs of your child.

• Permanently delete all data relating to your child from our systems after the deadline has passed.

 

Our lawful basis for processing your personal data during this period is contractual necessity, as it allows us to fulfil our obligations to you. We are committed to ensuring that personal data is securely deleted when it is no longer needed.

 

Your legal rights

You have a number of rights under data protection law in relation to your personal information. If you wish to exercise any of these rights, please contact us at team@splaatphoto.co.uk, and we’ll be happy to assist you. These rights include:

​

• Right to request access to your personal information – you can request a copy of the personal information we hold about you.

• Right to request correction of your personal information – if any personal information we hold about you is incorrect, you can request to have it corrected.

• Right to request erasure of your personal information – you can ask us to delete your personal information in certain circumstances.

• Right to object to processing or restrict processing of your personal information – you may object to our processing of your personal data in certain circumstances, such as when we are processing your data based on our legitimate interests.

• Right to request the transfer of your personal information – you can request to have your personal information provided to you or a third party in a structured, commonly used, and machine-readable format.

• Right to withdraw consent – where we are relying on your consent to process your personal data (for example, for marketing purposes), you have the right to withdraw your consent at any time.

 

Please note: Even if you exercise your right to object to processing for marketing purposes or withdraw your consent, we may still process your personal data to send you essential service communications that are necessary for the performance of our contract with you (as outlined in the "Service Communications" section).

​

If you have any data protection complaints, you may contact the Information Commissioner's Office (ICO) by post at:

​

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

Telephone: 0303 123 1113

​

We’d like to try and help with any concerns you may have before you contact the ICO, so please get in touch with team@splaatphoto.co.uk in the first instance.