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
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 Wave Apps/Stripe, PayPal or your own bank account. In all of these circumstances, we never see your card or account details.
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 or video taken at your event/business on our website or Facebook pages. You may opt out of us sharing any of your material by sending us an email.
Your final photographs and/or video are hosted externally on up to three websites: Vimeo.com, Zenfolio and Google Drive. Vimeo is our primary video host, Zenfolio is our primary photo host and Google Drive is our secure, cloud backup which contains all videos for an indefinite period. You may request your videos/photos be removed from our cloud backup but please note, if you lose access to your images/video in the future, there will be no backup and all will be lost.
We use limited cookies to track visitor statistics 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 Wave Apps (our invoicing and billing supplier), PayPal (additional billing supplier), Google Calendar (our scheduling system), Vimeo (video host) and Zenfolio (photo 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 Twitter pages, or via email. 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 are for digital-download only. 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 indefinitely on our cloud backup system, hosted by Google as well as stored on our local backup office-based server (password protected) for typically 2 years. Please note, Cloud Backup is not a guaranteed service we provide and is primarily used for protecting your imagery until we have sent your the final finished content.
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 future backup for fall back on.
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
How we protect your data
Our website, email and service providers Google, Zenfolio, PayPal & WaveApps 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 breech by detected, we will inform affected clients within 48-hours of discovering it.