This Privacy Notice explains the types of personal data we may process about you when you interact with us or an event we are involved with.
“Processing” of data can refer to its collection, recording, organisation, storage, adaptation, retrieval, consultation or making available.
Please note that this Privacy Notice takes into account numerous types of interactions and so we may not process all types of personal data listed below for you as an individual.
It is likely that we will need to update this Privacy Notice from time to time. We encourage you to check back here as regularly as you wish.
What is Sussex Sport Photography?
Sussex Sport Photography is a race photography agency and commercial image library based in the UK. We are contracted by event organisers to photograph participants at their events in order to provide lasting memories that can be shared with family and friends, and to promote future events.
We tag photos with participants’ race numbers and upload them to an event-specific gallery so that images can be easily searched for and located. Dependent on the event, photos are available for free download, or for purchase.
Our marketing brand name is Sussex Sport Photography, however we operate under the limited company UK Sport Photo Ltd.
Throughout this notice, “we”, “us” and “our” refer to UK Sport Photo Ltd and its brand, Sussex Sport Photography.
What personal data do we process?
- Photographs of race participants, race volunteers, race marshals and event organisers.
- Details of the event you participated in, including the location and date of the event, along with your race number.
- Contact details such as name, email address, phone number, billing/delivery address.
- Order details, invoices and payment information.
- Social media user names and comments on our social media pages.
- Details of your visit to our website or gallery.
When do we collect your personal data and where does it come from?
- When you participate in an event that we are contracted to cover.
- When we are asked by event organisers to send out post-race emails.
- When you make an online purchase.
- When you contact us by phone or email.
- When you engage with us on social media.
- When you subscribe to our newsletter.
- When you visit our website or gallery.
What are the lawful bases we rely on for processing your data?
In certain situations we process your personal data with your consent.
For example: if you have opted to receive our email newsletter we require your email address in order to send you our newsletter.
You can withdraw your consent at any time.
In certain situations we process your personal data to fulfil a contractual obligation.
For example: if you place an order with us we require your billing and delivery address(s) and/or your email address to process the order for you to receive the product.
In certain situations we process your personal data to pursue our legitimate interests in a way that you may reasonably expect us to as part of running our business, provided it does not impact your rights, freedom or interests.
For example: we take photographs of race participants in order to pursue our legitimate interests of operating a race photography company. Some events use barcodes in addition to race numbers so that we can use software to tag photos with your race number faster as it is in our legitimate interest to provide you with your photos as quickly as possible.
How and why do we process your personal data?
- To process orders that you place via our website. Without your personal data, we cannot process your order and would therefore fail in our contractual obligation to provide you with a product.
- To provide you and event organisers with photographs of your participation in events. We have been contracted by the event organiser to take photographs of the event that they can use for PR purposes, and that you have access to for memorabilia.
- To respond to your queries, requests and complaints. Records of these interactions may be kept for reference purposes during future interactions. This is done as part of our legitimate interest to provide you with the best possible service.
- To send newsletters by email to subscribers once consent has been obtained. We cannot keep you updated on Sussex Sport Photography news if you do not provide your email address. You are welcome to unsubscribe at any time.
- To send post-race emails to participants as part of our contractual agreement with an event organiser.
- To send you emails required by law or which are necessary to inform you about our services, such as to inform you of updates to this Privacy Notice, or regarding status updates for your order. Such updates do not require your consent and are sent so that we meet our legal and contractual obligations.
- To assist with authorities when criminal activity or alleged criminal activity occurs at an event that may have been captured by our photographers. On rare occasions we may need to do this to comply with a legal obligation if a court order is submitted or for our legitimate interests as a business to be a cooperative organisation.
How do we protect your personal data?
We understand and appreciate how important personal data security is and so take appropriate steps to protect it.
We store your data on secure servers and all our devices are password protected and equipped with appropriate anti-virus software.
Staff are trained to process photographic data in accordance with our procedures, and access to any other data is restricted by access controls.
How long do we store your personal data for?
We keep your personal data for as long as required to fulfil our contracts or legitimate interests in order to provide the best level of service. In some cases, your personal data is archived for reference in the future.
For example: Photographs taken at events are backed up and archived on a secure server and stored indefinitely. We do not need to access these unless you place a request for us to search by race number or want to make a purchase at a later date.
Who do we share your personal data with?
We provide copies of photographs to race organisers in accordance with our contract with them. These organisations are data controllers in their own right and do not operate under our direction or control. For information about how they use the photographs we provide, please see their privacy notice.
In certain situations we share your personal data with our third party service providers. In these situations:
- Third parties are only provided with the information they require to perform their specific services.
- They may only use the data for the exact purposes we have specified.
- Data is watermarked where applicable to prevent misuse of data.
Examples of the types of our third party service providers who receive your personal data include:
- IT companies who provide and support our website, photo gallery and other business systems.
- Software companies who support our business objective of tagging event photographs with race numbers.
- Production companies such as printers who produce physical prints of your photos if you order them.
- Operational companies such as couriers to deliver physical product orders.
- Marketing companies who help us manage our electronic communications with you.
In certain situations we may be required to share your personal data with the police or other enforcement or regulatory body upon a valid request to do so. Such requests will be assessed on a case-by-case basis.
Where is your personal data processed?
We are a UK-based company and so the majority of our operations take place within the UK and therefore the European Economic Area (EEA). We may have the need to transfer your data outside of the EEA, for example to process an international order or to access support services. Where we transfer data to our service provides outside of the EEA, we put in place appropriate safeguards to protect that data in accordance with data protection legislation.
What are your rights regarding your personal data?
As an individual, you have the right to:
- Be informed regarding the personal data we are processing.
- Request access the personal data we hold about you for free in most cases.
- Request your personal data be corrected where it is incorrect, incomplete or out of date.
- Request your personal data be erased in certain circumstances if there is no compelling reason for its continued processing.
- Request your personal data be restricted in certain circumstances, i.e. stored but not used.
- Data portability in order to move, copy or transfer personal data easily and securely.
- Object to data being processed in certain circumstances.
- Object to automated decision making and profiling.
- Request that we stop consent-based processing after you withdraw your consent.
You have the right to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please email us at email@example.com, and include “GDPR” in the subject line.
Where you have provided consent for your personal data to be used, you have the right to change your mind and withdraw your consent. This can be done for free at any time. This does not make any processing of your personal data under the lawful basis of consent, before this point, illegitimate.
You have the right to request we stop processing your personal data for direct marketing activities if you no longer wish to receive marketing communication from us. We must always comply with your request.
Where we are processing your personal data on the lawful basis of legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must do so unless we believe we have a legitimate overriding reason to continue.
Checking your identity
To protect your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
How can you stop us using your personal data for newsletter distribution?
Click the “unsubscribe” link in any newsletter we send to you via email and we will stop any further emails from that particular division.
Please note that for a short period of time you may continue to receive newsletters from us after changing your preferences while our systems update.
Please note that this does not mean that you will stop receiving other emails from us that we send as part of our legal and contractual requirements, such as to inform you of updates to your order.
How can you contact the regulator?
If you feel that your personal data is not being handled correctly or you are unhappy with our response to any requests you have made regarding how we process your personal data, you have the right to make a complaint to the Information Commissioner’s Office.
Call: 0303 123 1113
Go online: www.ico.org.uk/concerns (please note we are not responsible for content on external websites)
Do you have any other questions?
If you have any questions that we have not covered above, please:
- Email us at firstname.lastname@example.org
- Include “GDPR” in the subject line.