PRIVACY POLICY
Information in accordance with Articles 13, 14, and 21 of the EU General Data Protection Regulation (GDPR).
Introduction
This document provides details on how we process your personal data, as well as the rights and claims you are entitled to under data protection laws. The specific type of data we process and how it is used will depend on the services you have requested or agreed upon.
1. Who is responsible for data processing, and who can I contact?
The person responsible is:
James Hislop
School Pix Ltd
Coleraine, Northern Ireland
support@schoolpix.pro
2. What sources and data do we use?
We process personal data that we receive from you as part of our business relationship. Additionally, we process, where necessary for providing our services, personal data that we receive from other sources (e.g., schools and daycare centers where we conduct photography) in a legally permissible manner (e.g., to execute orders, fulfill contracts, or based on your consent). We may also process personal data obtained from publicly available sources (e.g., public records, press, media) in a legally permissible way. The relevant personal data includes contact details (name, address, phone number, email address), order data, and information from the fulfillment of our contractual obligations, such as marketing and sales data, documentation, and usage data related to our online offerings.
3. Why do we process your data, and on what legal basis?
We process personal data in accordance with the European General Data Protection Regulation (GDPR).
3.1 To Fulfill Contractual Obligations (Art. 6 (1) (b) GDPR)
We process personal data to provide our photography services, including the sale of images and their electronic transmission or production on photo products and delivery to customers. This also includes fulfilling contracts or pre-contractual measures with you and executing your orders. The primary purpose of data processing is to meet the obligations arising from the sales contract you enter into with us by placing an order in our shop.
3.2 Based on Legitimate Interests (Art. 6 (1) (f) GDPR)
Where necessary, we process your data beyond the fulfillment of the contract to protect our legitimate interests or those of third parties. This includes advertising, market and opinion research (unless you have objected), legal claim enforcement and defense, IT security, prevention and investigation of criminal activities, business management, and service development. We also process personal data when you contact us via our contact form to respond to your inquiries. If we take photographs during events, we process personal data based on our legitimate interest to fulfill the order and offer these images for purchase.
3.3 Based on Your Consent (Art. 6 (1) (a) GDPR)
If you have given us consent to process your personal data for specific purposes (e.g., publication or use of images), the legality of such processing is based on your consent. You can revoke your consent at any time with future effect. Note that revocation does not affect processing carried out before the revocation.
3.4 Based on Legal Requirements (Art. 6 (1) (c) GDPR) or in the Public Interest (Art. 6 (1) (e) GDPR)
We also process personal data in accordance with legal obligations, such as retaining invoice data (name, address) based on existing legislation.
4. Who has access to my data?
Within our company, only those who require your data to fulfill our contractual and legal obligations have access to it. Our service providers (in accordance with Art. 28 GDPR), such as IT service providers, photo product manufacturers, logistics companies, telecommunications providers, and debt collection agencies, may also receive data for these purposes. Data transfer to external recipients occurs only if legally permitted, you have given consent, or we are authorized to share such information. Recipients may include public authorities (e.g., regulatory bodies) or other entities for which you have given us consent to share your data.
5. How long is my data stored?
We process and store your personal data only as long as necessary to fulfill our contractual obligations. Additionally, we are subject to various retention and documentation requirements, which may range from two to ten years. The storage duration also depends on statutory limitation periods, which are typically three years but can extend up to thirty years in some cases.
6. Is data transmitted to a third country or international organization?
Data transfer to countries outside the European Economic Area (EEA) occurs only if necessary to fulfill our contractual obligations, required by law, or if you have given consent. We will inform you separately if required by law.
7. What are your data privacy rights?
You have the right to access (Art. 15 GDPR), rectify (Art. 16 GDPR), delete (Art. 17 GDPR), restrict processing (Art. 18 GDPR), and transfer (Art. 20 GDPR) your personal data. These rights may be subject to restrictions under §§ 34 and 35 BDSG. Additionally, you have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR).
8. Is there a requirement for me to provide data?
You only need to provide personal data necessary for establishing, executing, and terminating a business relationship or for which we are legally obligated to collect. Without this data, we may be unable to conclude or execute a contract or fulfill an order. Additional data may be required for paid services, including processing your chosen payment method.
9. Notification of important events
When you subscribe to receive notifications via email and/or SMS, the data you provide will be used solely for this purpose. We log your consent, including your IP address. No additional data is collected. Your data is used only for sending notifications and is shared with third parties only for delivery purposes. You may revoke your consent to process your personal data for notifications at any time using the revocation link in each notification or by contacting support@schoolpix.pro. Please note that the revocation takes effect only for the future.
10. Third-Party Functions
10.1. Cookies
What are cookies?
Cookies are text files stored on your computer that enable analysis of your website usage.
What do cookies do?
The information generated by cookies about your website use is typically transmitted to and stored on a server. However, due to IP anonymization on some websites, your IP address may be shortened within EU member states or other EEA countries before storage.
What is the transferred data used for?
On behalf of School Pix Ltd, third parties use this information to analyze your website use, compile website activity reports, and provide additional services related to website and internet use.
Effective Date: 15 May 2018
Your Right to Object Under Article 21 GDPR
General Right to Object
You have the right, based on your particular situation, to object at any time to the processing of your personal data under Art. 6 (1) (f) GDPR (data processing based on legitimate interests). If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for processing that outweigh your interests, rights, and freedoms, or if processing is necessary for the establishment, exercise, or defense of legal claims.
Right to Object to Data Processing for Direct Marketing
We may process your personal data for direct marketing purposes. You have the right to object at any time to the processing of your personal data for such marketing. If you object, we will stop processing your personal data for this purpose. Objections should be sent in writing via email to:
School Pix Ltd
support@schoolpix.pro
