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PRIVACY POLICY

We take your privacy very seriously so please read on to see what information we collect from you, how it is used and how you can control it.

Who we are

We are Tony Hailstone Video & Photography and our website address is: https://tonyhailstone.com.

What personal data we collect and why we collect it

Personal Information

In order to make a booking or enquiry with us, we require essential information such as your name, address, phone number, email address as well as information about the event/service that you need.

At no point in the booking process are your personal bank or debit/credit card details visible to us or stored on our website unless you have chosen to make a phone payment. In the latter case, your information is destroyed as soon as payment has been authorised. For all other payments, these are handled by Zoho Books, Stripe, PayPal or your own bank account. In all of these circumstances, we never see your card or account details.

Comments

Commenting on our website is not enabled. Third party websites (including social media) may potentially allow commenting from visitors and are subject to their own respective companies privacy policy. Where available, you have control over who does and does not see your own posts by changing the privacy settings before posting your comment. As comments cannot be controlled/monitored by us, we cannot accept responsibility for them.

Media

As we are a video & photography focused website, we do use imagery from past shoots to help promote our work. By booking with us, you agree that we may use a selection of images and/or video taken at your event/business on our website, social media, third party websites & print publications (including advertising). You may opt out of us sharing any of your material by sending us an email prior to your wedding date. You may also opt out after your wedding date by sending us an email, however, it may be too late to withdraw your imagery/video that has already been distributed/published but new releases will be stopped.

Your final photos and/or video are hosted on Vimeo.com and Google Drive for a period of no less than 12-months. We reserve the right to use alternative online backup for your files should we choose to do so in the future. For your files security, we may host your files indefinitely beyond 12-months of your wedding but this is at our discretion and cannot be guaranteed. Files will be removed without notice once outside the 12-month storage period. You may request your videos/photos be removed from our cloud backup permanently but please note, if you lose access to your images/video in the future, there will be no backup and all will be lost.

Cookies

We use limited cookies to track visitor statistics, drive advertising and enable us to embed content into our website.

Where we send your data

We send your data (personal details as well as image) to only essential websites and systems in order to offer our photography and video services. Personal information is stored on secure servers at Zoho Books (our invoicing and billing supplier), Stripe (payment gateway), PayPal (additional payment gateway), Google Calendar (our scheduling system), Vimeo (video host) and Google Drive (photo, video & email host). In addition, your event raw footage and/or photography as well as final output are stored securely on Google Drive as a cloud backup.

Who we share your data with

We never share your personal information with anyone. It is never sold, given away or in any way traded. However, as we are a video & photography focused website, your imagery (video and/or photography) – including guests/colleagues/family/friends also in shot – may be shared with potential future clients. This includes display on our website, our Facebook or other social media pages, or via email or third party websites. You are free to opt out of this by sending the request in writing.

How long we retain your data

Your booking information and/or enquiry is retained for a minimum of 5 years from the end of the tax year in which the event date fell, as required by UK Law. This includes any web forms you submit, Facebook contact or direct emails sent to us. We also retain for same period any contact via WhatsApp or text messages sent to our office phone number.

All video & photography services we offer a digital-download option. Although online galleries and video streaming will be available (depending on your package) these are for your initial convenience and not part of a long-term service. You should download and backup the final content (master) that we send you immediately. Whilst the masters may remain online indefinitely, we make no guarantee how long that will be.

Your event/service video/photography raw files are typically disposed of two months after you have received the final master (i.e. completed video or edited photos). Your final master video (or photos) are stored for a minimum of 12-months on our cloud backup system, hosted by Google as well as stored on our local office-based server.

You may request your online masters be removed at any time by sending us an email. Please note, once this request is in, there will be no form of backup so your files will be permanently lost.

What rights you have over your data

You may request deletion of any information you have submitted to us via email if you have not placed a booking. If you have a placed a booking – even if you cancelled it – all information is retained for a minimum of 5-years from the end of the tax year in which the event/service date fell.

Your Contact Information

You may request deletion of any information you have submitted to us providing you have not started or completed a booking with us. If you have a booking in place (or completed) then your contact information and correspondence will be deleted 5-years after the tax year in which it falls within ends.

Additional information

How we protect your data

Our website, email and service providers Google, Zoho Books, Stripe & PayPal & Vimeo all use secure, encrypted connections to protect you. Our local computer systems are password protected behind a firewall. No printed information is ever made of your personal details. We never have access to your credit/debit card details (unless you have made a phone payment) nor banking details, as all these are handled by our third party suppliers.

What data breach procedures we have in place

Should a data breach be detected, we will inform affected clients within 48-hours of discovering it.