For EditingFlow
This privacy policy sets out how EditingFlow and its employee’s and freelance employees collects, uses, protects and stores any information that you as the client provide when enquiring and booking our service.
EditingFlow is committed to ensuring that your privacy is protected. Should we ask you to provide certain information from which you can be identified when either enquiring or joining us as a customer, then you can be assured that it will only be used in accordance with this privacy statement and with the requirements laid down by law in the Data Protection Act 1998, The Privacy and Electronic Communications Regulations 2003 and the General Data Protection Regulation 2018.
EditingFlow and their employees act as responsible Data Controllers and Processors in accordance to this statement. This policy is effective from 25th December 2021.
What data we collect
As an act of necessity in order to fulfil enquiries or services themselves, we may collect the following
identifiable personal information for yourself or company.
Initial Enquiry – name(s), email address(s), phone number(s)
Service Fulfilment: name(s), email address(s), phone number(s), contact address(s)
Demographic information such as age, preferences and interests relevant to the fulfilment of contracted or proposed contracted service may also be obtained.
Data is gathered for internal record-keeping and administrative purposes. Client profiles are used to allow us to contact you with information and requests specific to your enquiry or existing booking.
We may periodically send promotional emails about new products, special offers or other information which we think you may find of interest using the email address which you have provided and given us consent to use. If consent has not been given, only emails specific to your enquiry or booking will be sent.
Where do we store your data?
Gmail – e-mail service – all employee email accounts are hosted with gmail. We store minimal personal data here and use it to contact customers regarding information we have requested or to inform them of updates to their orders.
Dubsado – database management – we use dubsado to organise customer data, keep records of stylistic preferences and to schedule orders between clients.
WeTransfer – cloud storage and transfer – files required to complete orders are uploaded by clients or by us, Editingflow team.
How long we keep your data for?
Personal data obtained through all enquiries are kept on file for 18 months from the enquiry date. If you fail to interact or request more information during this period, your enquiry will be considered dead thus giving us no reason to keep your data. If you do become a client or request to be kept on our mailing list then your data is held on record in order to fulfil any product orders or communication requests.
How we protect your data
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect. Any electronic data information is stored on our secure servers or password protected with responsible third parties (Gmail, Dubsado, Wetransfer).
We do not store any physical paperwork.
How can you help us be compliant?
To ensure that all parties are compliant and adhere to data protection law it is important that you, as a photographer, include EditingFlow in your privacy policy. The only personal data belonging to your clients you need to send EditingFlow in most circumstances, is their name(s). If you feel as though you need to share more sensitive data with us regarding particular clients, please ensure you have permission to do this and please ensure this is done via a means that is secure and only accessible to the relevant parties.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over those other websites.
Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. In addition such sites are not governed by this privacy statement.
You should look at the privacy policy statement applicable to the website(s) in question.
Controlling your personal information and your data rights
You may choose to restrict the collection or use of your personal information in the following ways:
If you would like your personal data deleted at any point please contact EditingFlow’s lead data controller.
We will not sell, distribute or lease your personal information to third parties unless required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting but only if you tell us that you wish this to happen.
If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly rectify any information found to be incorrect.
Point of contact
Lead Data Controller / Processor
Marjon Kooistra
marjon@editingflow.com
