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Privacy Policy

Derbyshire School Photography

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Derbyshire School Photography

(“we”, “us”, “our”) is committed to protecting personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we process personal data in connection with our school photography services and our website: https://derbyshireschoolphotography.co.uk

Business Information:

1. Our Role

  • We act as a Data Processor when providing pupil photography services to schools under contract.

  • We act as a Data Controller for our website, direct enquiries, business administration, and marketing activities.

For privacy enquiries, contact:
Sarah Mann
sarah@derbyshireschoolphotography.co.uk

2. School Photography Services

We photograph pupils under agreement with schools.

  • We do not collect pupil names, class lists, or parent contact details.

  • Schools are responsible for determining the lawful basis for photography and obtaining any required parental consent.

  • Images are processed solely to deliver the agreed photography service.

3. Online Proofing and Ordering

We use Pics4Schools (One Vision Imaging Ltd) to host secure online galleries and manage orders.

  • Parent/guardian contact details and payment information entered during ordering are collected and processed by Pics4Schools under its own privacy policy.

  • We do not store or access full payment card details.

Parents should refer to the Pics4Schools Privacy Policy (here https://www.pics4schools.com/privacypolicy) for details of how their ordering data is handled.

4. Marketing Use of Images

We may use selected pupil images for marketing purposes (such as our website, social media or printed materials) only where we have received a signed parental model release form.

We never use pupil images for marketing without explicit written consent.

Consent may be withdrawn at any time.

5. Data We Collect Directly

We may collect personal data where individuals:

  • Contact us directly via email or website

  • Provide a signed model release

This may include name, contact details and information contained in the enquiry.

We use this information only to respond to enquiries, manage our business and maintain appropriate records.

6. Data Sharing

We may share data with:

  • Professional print laboratories

  • Product suppliers

  • Pics4Schools (online gallery provider)

  • IT and secure storage providers

  • Professional advisers where required

We do not sell personal data.

All third parties are required to process data securely and in accordance with UK GDPR.

7. Data Retention

We retain data only as long as necessary:

  • Financial and business records: 7 years

  • School contracts: up to 7 years

  • Unpurchased images: typically up to 12 months

  • Purchased images: securely archived for potential reorders

  • Model release forms: retained while images are used for marketing

Images are archived on encrypted storage devices with restricted access.

8. Data Security

We implement appropriate technical and organisational measures including encrypted storage, password-protected systems and restricted access to image archives.

9. Your Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data

  • Request correction of inaccurate data

  • Request erasure where applicable

  • Object to or restrict processing

  • Withdraw consent where processing is based on consent

Requests can be made by contacting us. We will respond within one calendar month.

10. Complaints

If you have concerns about how we handle personal data, please contact us first.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk

11. Updates

We may update this Privacy Policy from time to time. The most current version will always be available on our website.

12. Contact Information

If you have any questions or concerns about this Privacy Policy or our data handling practices, please contact:

Sarah Mann
Derbyshire School Photography
Tel: 07788 423203

Email: sarah@derbyshireschoolphotography.co.uk

Last updated: 28 February 2026