The Gill Payne Partnership Ltd retain copyright
and intellectual ownership over all Privacy Framework documents however,
organisations registered with The Gill Payne Partnership Ltd for free,
retained, or paid support, can make free use of these documents within their
organisation only. They must not be resold, used for commercial gain, or provided
free to other organisations without the prior explicit and documented consent
of The Gill Payne Partnership Ltd.
Some parts of these documents are the
copyright or intellectual property of other organisations e.g., legislation,
regulations, etc. The information provided from those sources is correct at the
time of production of these documents and no liability will be accepted by The
Gill Payne Partnership Ltd for consequences arising from that information or
the use of these documents.
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The
Photo Booth Company (UK) Ltd (herein ‘Company’ or ‘we’
or ‘us’ or ‘our’) gather and process your personal information in
accordance with this privacy notice and in compliance with the relevant Data
Protection Legislation. This notice provides you with the necessary information
regarding your rights and our obligations, and explains how, why, and when we
process your personal data.
This privacy notice
applies to all personal data processed by our Company including under our
brands such as Photo Booth Vending and PixNow.
Photo
Booth Company (UK) Ltd’s registered office is at Friary Business Centre, 18 Friary Road,
Newark, NG24 1LE and we are a
company registered in England and Wales under company number 07806271. We are registered on the Information Commissioner's Office
Register under registration number ZB056961,
and act as the data controller when processing your data. Our designated Data Protection
Officer can be contacted at the above address or by calling our Head Office
using +44 (0)1522 306 551 or by
emailing dataprivacy@photoboothvending.com.
Our Company your personal information to meet
our legal, statutory, and contractual obligations and to provide you with our
products and services. We will never collect any unnecessary personal data from
you and do not process your information in any way, other than as specified in
this notice.
Depending
upon the purpose, the personal data that we may collect and process may include,
but not limited to:
·
Name.
·
Date of birth.
·
Home address.
·
Personal and/or business email.
·
Contact telephone number.
·
Personal identification number
e.g., national insurance number, workplace, or a location ID number, etc.
·
Photographs.
·
Special category data e.g., health,
religion, etc.
Where the personal data is required for a
specific purpose and service, supplemental information in the form of a short
privacy notice will be provided at that point and should be read with this full
privacy notice.
We collect information in the following
ways:
Via online enquiry forms on our website,
via emailed enquiries and correspondence, via the delivery point of our
products and services, via information provided by clients, via applications
for employment, via RFIs (Requests for Information) and Tender Submission
Requests.
Our Company takes your privacy very
seriously and will never disclose, share your data to third parties outside our
group, or sell your data without your consent unless required to do so by law.
We only retain your data for as long as is necessary and for the purpose(s)
specified in this notice. Where you have consented to us providing you with
promotional offers and marketing, you are free to withdraw this consent at any
time.
The purposes and reasons for processing
your personal data include:
·
We collect and store your
personal data when responding to your enquiry via our website, through social
media, the telephone or in person.
·
We collect and store your
personal data as part of fulfilling a contract with you e.g., in providing our
Photo Booth or PixNow products and services.
·
We collect and store your
personal data a part of fulfilling a contract with you as a contractor, third
party, or service provider working with us.
·
We collect and store your
personal data a part of your recruitment and/or fulfilling a contract with you
as a staff member, and as part of our legal obligations.
·
We collect and store your
personal data as part of our legal obligation for business accounting and tax
purposes.
·
We may occasionally send you
marketing information where we have assessed that it is beneficial to you as a
client and in our interests. Such information will be non-intrusive and is
processed on the grounds of legitimate interests.
You have the right to
access any personal data that our
Company processes about you and to request information about:
·
What personal data we hold
about you.
·
The purposes of the processing.
·
The categories of personal data
concerned.
·
The recipients to whom the
personal data has/will be disclosed.
·
How long we intend to store
your personal data for.
·
If we did not collect the data
directly from you, information about the source.
If you believe that we hold any incomplete
or inaccurate data about you, you have the right to ask us to correct and/or
complete the information and we will strive to do so as quickly as possible;
unless there is a valid reason for not doing so, at which point you will be
notified.
You
also have the right to request erasure of your personal data or to restrict
processing (where applicable) in
accordance with the data protection laws; as well as to object to any direct
marketing from us. Where applicable, you have the right to data portability of
your information and the right to be informed about any automated
decision-making we may use.
If we receive a request
from you to exercise any of the above rights, we may ask you to verify your
identity before acting on the request; this is to ensure that your data is
protected and kept secure.
We do not share or disclose any of your
personal information without your consent other than for the purposes specified
in this notice or where there is a legal requirement. Our Company uses some
third parties to provide services to our business functions that enable us to
deliver our services to you.
All third-party processors acting on our
behalf only process or access your data in accordance with instructions from us
and comply fully with this privacy notice, data protection laws and any other
appropriate confidentiality and security measures.
These third parties include equipment and
software providers; legal and accountancy professionals; employment related
services; our networking and infrastructure support providers.
Our Company takes your privacy seriously
and takes every reasonable measure and precaution to protect and secure your
personal data. We work hard to protect you and your information from
unauthorised access, alteration, disclosure, or destruction and have several
layers of security measures in place, including:
·
SSL, TLS, encryption,
pseudonymisation, restricted access, IT authentication, firewalls,
anti-virus/malware etc.
Personal data in the United Kingdom is
protected by the United Kingdom General Data Protection Regulation (UK GDPR)
but some other countries may not necessarily have the same high standard of
protection for your personal data. UK GDPR permits the unrestricted transfer of
personal data to processors based within the European Union (EU) and our
Company use data processors and data centres who are based within the EU, in
Ireland for most of our internal data storage, and servers based in the UK for
our PixNow service.
Where we transfer personal information for
the above reasons, we utilise the below safeguarding measures and mechanisms to
ensure that your personal data is always safe and secure:
·
Either encrypted email or
secure file transfer systems and encrypted when in motion.
You are not obligated to provide your
personal information to our Company however, as this information is required
for us to provide you with our services or respond to your enquiries, we will
not be able to offer some or all our services without it.
Our Company only ever retains personal
information for as long as is necessary and we have strict review and retention
policies in place to meet these obligations. As an example, we are required
under UK tax law to keep your basic personal data (name, address, contact
details) for a minimum of 6 years plus the current year, after which time it
will be destroyed.
Where you have consented to us using your
details for direct marketing, we will keep such data until you notify us
otherwise and/or withdraw your consent.
Personal data processed through our PixNow service
is retained for the maximum period of 90 days.
As some of our processing internally may
involve biometric information e.g., photos for identification and
authentication of staff for use when visiting clients, this means that we are
processing information classified as Special Categories of Personal Data and as
such, we only process the minimum required to for that specific purpose and
retain that personal data for a minimum period.
The lawful basis for processing this
personal data is our legitimate interest.
Our Company does not target any person
under the age of 13 however, in contracting our PixNow service, we recognise
that families may use this service to send family group photos and/or an
individual child’s photo to another person, usually another family member. The
decision to contract (use) our Company’s PixNow service for this purpose rests
with the adult member of the family with parental responsibility for taking and
sending the photos and in using the PixNow service, and that their photos will
be processed by our Company for the minimum period as specified with supplementary
information provided at each services point.
Our Company only processes your personal
information in compliance with this privacy notice and in accordance with the
relevant data protection laws. If, however you wish to raise a complaint
regarding the processing of your personal data or are unsatisfied with how we
have handled your information, you have the right to lodge a complaint with the
supervisory authority.
For Photo Booth and PixNow Services:
The Photo Booth Company (UK) Ltd
Friary Business Centre, 18 Friary Road,
Newark, NG24 1LE, UK
Tel: +44 (0)1522 306 551
Email: dataprivacy@photoboothvending.com
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625
545 745 if you prefer to use a national rate number.
Fax: 01625 524 510
Website Complaint Submission: https://ico.org.uk/concerns/handling/
