Privacy Policy & GDPR

Here at Smiles At School Photography, we take protection of your data very seriously, and  are committed to safeguarding your privacy. Below is our policy regarding the privacy of information we collect whilst providing services to our customers. Please read it carefully to understand how your personal information will be treated, and if you have any concerns or questions, feel free to get in touch via hello@smilesatschool.com.

DH Photography Ltd (trading as Smiles At School Photography) and the partners who manage our ordering websites, management systems and photo orders (Parker Franklin Ltd t/as Order My Photos, Symvolli, Instaproofs and The Image File) (collectively referred in this document as 'we' 'us' or 'our') will obtain customer data only for the purposes of delivering our photography services as required by our clients and customers. Data not required to deliver these services will not be taken nor stored.

Personal Information
Smiles At School Photography collect the following information from our clients (ie Schools or Nurseries requesting our services): Company name, address and contact phone numbers and email addresses, key contact personnel names and contact details. Data is only used in order to enable us to deliver our contracts, informing about deadlines and order processes, and to contact clients for future bookings. Data is kept during our working relationship, and for 7 years thereafter. Data is also held for our CRM systems by Symvolli Ltd, whose General Privacy Polcy can be found in the link below. Should any Client wish us to delete their information from our systems, they can do so by emailing us at hello@smilesatschool.com

We also collect personal information from our customers (ie parents who place orders to purchase photographs, either via the school or nursery or through our website www.smilesatschool.com and www.smilesatschool.co.uk and the ordering website www.ordermyphotos.co.uk, in order to correctly print and deliver their chosen photographs. When a user places an order the user will be required to provide information including the name of the customer ordering (usually parent or guardian) email address, delivery address and contact phone number, and to provide payment card information (number, type and expiration date), a telephone number and a billing address. Your name and address details will be retained on our database in order for us to deliver your order to you and to follow up on any issues regarding your order. Old data which is no longer required will be archived annually. Should any customer wish us to delete their information from our systems, they can do so by emailing us at hello@smilesatschool.com

Marketing
During your order process (either on order forms or online) you may be asked whether you would like to opt in to receiving marketing messages from us. Only those who choose to opt in will have their contact details stored for this purpose and can opt out at any time via links provided on all emails, or by contacting us directly. Customer details are not shared with third party companies for the purposes of marketing. Smiles At School Photography may include offers from relevant third parties within their marketing emails, but never share customer data. Data is held within GDPR compliant CRM software solutions, currently Symvolli.

Payment data
Customers who choose to order via a credit or debit card will be asked to provide their card details solely for the purposes of ordering their photographs. Those ordering via order forms will have their details destroyed immediately after processing payment. All payment card data is passed securely to one of our banking payment processing partners (Worldpay Ltd, Sagepay Europe Ltd, Square International Ltd, Stripe payments, GoCardless) all of whom adhere to the PCI Data Security Standard and operate fully encrypted payment platforms. No payment data is stored by us in any form.

Photographs
All photographs taken by us are stored and backed up on our systems for the purposes of delivering our services to you. No personal data is stored with images and any links between image files and customer ordering data is done so via a secure passcode which relates solely to each customer's photographs only. Where a School requires images for their internal systems, we will store children's names alongside some images on our secure systems, at their request. This data is only accessible via the school's internal SIMs systems and our internal management systems and is not shared. At no point can an image be identified by a student name or other data by us, our employees or partners.

Photographs are stored for a minimum of 7 years due to the possibility of customers requiring further copies of images in the future, after which time they may be archived or destroyed. You may request your images are removed from our systems at any time by contacting us directly. Images are stored on password protected and encrypted hard drives held securely at our business premises, and occasionally on GDPR compliant cloud storage systems.

On occasion, we may request permission from our customers for the right to use their photographs in our marketing and promotional materials, and will only use such images where express permission has been granted. No images are used alongside any other personal data, and remain anonymous, with the exception of the scenario in which an image posted on Social Media may be tagged or commented on by a parent or customer.

Disclosure and Transfer of Personal Information
We will never sell, trade or lease the personal information you entrust to us.

Changing or Removing Personal Information
We recognise that some of the information that we may have collected from you will change from time to time. You can change information that you have previously provided to us or request us to remove it from our records by emailing us at hello@smilesatschool.com or info@parkerfranklin.com or by telephoning us.

We use reasonable security methods to protect the data that resides on our servers. All servers and hard drives used for the storage of data are password protected, use encryption and and kept securely. However, no security system is impenetrable. We cannot guarantee 100% the security of our servers, nor can we guarantee that information that users supply will not be intercepted while being transmitted to us over the Internet.

For privacy statements and GDPR policies for our partners who we work with in order to deliver our photography services, please see the following links: https://ordermyphotos.co.uk/orders/gdpr.asp  - https://www.theimagefile.com/privacy - https://www.instaproofs.com/home/privacy.html - https://www.symvolli.com/internal-privacy-policy

Cookies on this website

This website uses cookies for a variety of different purposes. These include those that are "strictly necessary" for technical reasons; those that enable a personalized experience for visitors and registered users; and those that interact with selected third party networks. Some of these cookies may be set when a page is loaded, or when a visitor takes a particular action, such as clicking a "like" button. Below is a description of each category of cookies that are in use, along with specific examples.

Strictly Necessary

These are the cookies that are essential for websites to perform their basic functions. These include those required to allow registered users to authenticate and perform account related functions, as well as to save the contents of virtual "carts" on sites that have an e-commerce functionality:

sid - temporary session cookie identifier, used for login sessions and shopping cart

tif_cem - temporary session cookie for current email, used for secure albums requiring email login

tx1_EGS - temporary session cookie storing search term for album searches

tx1_fmm - temporary session cookie allowing viewing desktop site from mobile & vice versa

Unless otherwise noted below, we do not use persistent cookies, nor cookies for optional functionality, AB testing, performance, advertising and so on.

Third Party/Embedded Content

This website may make use of different third party applications and services to enhance the experience of website visitors. These include social media platforms such as Facebook and Twitter (through the use of sharing buttons), or embedded content from YouTube and Vimeo, or tracking services such as Google Analytics. As a result, cookies may be set by these third parties, and used by them to track your online activity. We have no direct control over the information that is collected by these cookies.

Controlling cookies

Visitors may wish to restrict the use of cookies, or completely prevent them from being set. Most browsers provide for ways to control cookie behaviour such as the length of time they are stored - either through built-in functionality or by utilizing third party plugins.

To find out more on how to manage and delete cookies, visit aboutcookies.org. For more details on advertising cookies, and how to manage them, visit youronlinechoices.eu (EU based) or aboutads.info (US based).

It's important to note that restricting or disabling the use of cookies can limit the functionality of sites, or prevent them from working correctly at all.

Web beacons and other tracking technologies

Both websites and HTML e-mails may also contain other tracking technologies such as "web beacons". These are typically small transparent images that provide us with statistics, for similar purposes as cookies. They are often used in conjunction with cookies, though they are not stored on your computer in the same way. As a result, if you disable cookies, the web beacons may still load, but their functionality will be restricted.