Privacy Policy - WILLIAMS & WELSBY

Privacy Policy

What is this privacy policy for?

This privacy policy is for this website {www.williamsandwelsby.co.uk} and owned by Williams & Welsby and governs the privacy of users who choose to use it. The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.


The website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visit. This website complies to all UK national laws and requirements for user privacy.


Use of Cookies

This website uses cookies to better the user's experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take the necessary steps within their web browser's security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics, Facebook, Instagram and Pinterest which use cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read the privacy policies of the above organisations via the links below.

Other cookies may be stored on your computer’s hard drive by external vendors if or when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.


The Six General Principles

1. Lawfulness, fairness and transparency – Personal data must be processed lawfully, fairly and in a transparent manner.

2. Purpose limitation – Personal data must be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (with exceptions for public interest, scientific, historical or statistical purposes).

3. Data minimisation – Personal data must be adequate, relevant and limited to what is necessary.

4. Accuracy – Personal data must be accurate and, where necessary, kept up to date. Inaccurate personal data should be corrected or deleted.

5. Retention – Personal data should be kept in an identifiable format for no longer than is necessary (with exceptions for public interest, scientific, historical or statistical purposes).

6. Integrity and confidentiality – Personal data should be kept secure.


EUROPEAN GENERAL DATA PROTECTION REGULATION (GDPR)

As per Article 30 for the GDPR this website and business are exempt from some the regulations surrounding the handling of private data, however, this website will strive to ensure that where possible we comply with the stipulations laid out in GDPR.

All private data (email address, IP address, names, telephone etc.) are stored on secure computers. No personal data will be given or sold without the express written permission of the user.

You may request to see copies of any personal information held and also request that that information is updated or removed in its entirety. You can do that by emailing us here.


How your data is protected

We use a multi-layered approach to security:

“Perimeter Security“ Our IT infrastructure is stored in secure locations.

“Network Security” All of the IT is further secured using strong password protection, using a mixture of alphanumeric and symbols. We use Google File Drive and Studio Ninja as cloud storage system for our documents and company files. Google File Drive and Studio Ninja are GDPR compliant. Portable hard drives for use off-site and on location will not usually have personal information stored on them, and where they do they will have password protected encryption at the drive level. We ensure all our servers, routers, laptops, desktops, smartphones etc. are kept up to date with the relevant security patches and updates by the manufacturer.

“Privilege Based” Only those who need to access your information will be able to access it. In more than 99% of cases that is just two people – Paul Williams and Carl Welsby. We use multiple alphanumeric passwords for access to our IT infrastructure. In the unlikely event that access be given to another person then an audit will be carried out to ensure that only the required information is accessed and the passwords are changed.

Your data is also held securely off-site with further protection provided by Google File Drive and Studio Ninja, again using the same three methods outlined above.


Contact and communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998 and GDPR. Every effort has been made to ensure a safe and secure form to email submission process but advises users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the products/services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program that we may operate but only if this was made clear to you and your express permission was granted when submitting any form to us, or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.


Email newsletter

This website and its owners do not currently operate an email newsletter program. Should we start to operate such a program users’ express permission will be sought prior to users being sent email newsletters. Users may be able to subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user, either through direct requests and sign-in during communications with Williams & Welsby at wedding fairs or upon arrival at wedding fairs and by signing the sign-in sheet.

Subscriptions are taken in compliance with UK spam laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998 and/or GDPR. No personal details are passed on to third parties or shared with companies/people outside of the company that operates this website.

Under the Data Protection Act 1998 and/or GDPR, you may request a copy of personal information held about you by this website’s email newsletter program. A small fee may payable. If you would like a copy of the information held on you please email vial the contact form here.

Future email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity would be tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based on their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers would be given the opportunity to unsubscribe at any time through an automated system. This process is detailed in the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to unsubscribe will by detailed instead.


Processing and storage of data

Your personal information and any other data you give will be stored, securely, for a minimum of 12 months. After that time you may be asked if you wish to remain in our database. If you do not you will be removed. If you do not respond you will be removed. Your data will be deleted and/or destroyed.


External links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. External links are clickable text/banner/image links to other websites. The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.


Adverts and sponsored links

This website hosts no adverts or sponsored links, however it may in the future contain sponsored links and adverts. These will typically be served through our advertising partners who may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertiser’s website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may, in turn, be saved on your computer’s hard drive. Users should, therefore, note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.


Social media platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.


Shortened links in social media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs. Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.


Resources & further information

Data Protection Act 1998

Privacy and Electronic Communications Regulations 2003

Privacy and Electronic Communications Regulations 2003 – The Guide

Twitter Privacy Policy

Facebook Privacy Policy

Google Privacy Policy

Instagram Privacy Policy

Pinterest Privacy Policy


By contacting Williams & Welsby you agree to be contacted via email and/or telephone to discuss your photography requirements. Additionally, your email address will be placed in a database for a maximum of 12 months. You can opt out of receiving emails at any time by contacting Williams & Welsby here.

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Your Personal Data

What we need

Williams & Welsby will be what’s known as the ‘Controller’ of the personal data you provide to us. We only collect basic personal data about you which does not include any special types of information or location based information. This does, however, include name, address, email etc.


Why we need it

We need to know your basic personal data in order to provide you with notice writing and analysis services in line with this overall contract. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.


What we do with it

All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance, this information is located on servers within and outside the European Union. No 3rd parties have access to your personal data unless the law allows them to do so.

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data. More information on this framework can be found above.


How long we keep it

We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.


What we would also like to do with it

In the future we may like to use your name and email address to inform you of our future offers and similar products. This information is not shared or sold to third parties for any purposes and you can unsubscribe at any time via phone, email or our website.


Please contact us here if this is something you would like to sign up to.


What are your rights?

If at any point you believe the information we process on you is incorrect, you can request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officers here so we can investigate the matter. If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO). Our Data Protection Officers are Paul Williams and Carl Welsby.

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