Privacy policy & GDPR:

We, Tom Langford run and operate Weddings By Tom Langford/Tom Langford Photography.
We provide photography services for events, primarily weddings, as well as pre-wedding, engagements and family shoots.

Tom Langford, Portsmouth, PO2 0SR.

My website address is: www.weddingsbytom.co.uk

Email: tom@weddingsbytom.co.uk

The policy: This privacy policy is for this website; www.weddingsbytom.co.uk and governs the privacy of its visitors.
It outlines how we comply with EU GDPR (General Data Protection Regulation) legislation and the DPA (Data Protection Act).

This policy will explain areas of this website that may affect your privacy and personal details, how we process, collect, manage & store those details and how your rights under the GDPR and DPA are adhered to.

DPA & GDPR compliance:

This website complies with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation), which came into effective from May 2018.

Contacting Tom:

This website, www.weddingsbytom.co.uk, collects private user data using a contact form at this link – www.weddingsbytom.co.uk/contact, this form them generates emails sent to: tom@weddingsbytom.co.uk

By completing this contact form you agree to Tom Langford contacting you about wedding photography services provided by Tom. You will not be added to any mailing lists and will only be contacted by Tom Langford in relation to your enquiry. Your personal details will not be used for any marketing purposes, nor will they be passed onto any third parties. They will only be stored in the email generated by this contact form which will be filed in the email account for Tom Langford which is hosted by GMail and which can only be accessed by Tom Langford. If you wish to request for any email(s) containing your personal information to be deleted, please email tom@weddingsbytom.co.uk

Any personal information Tom Langford will hold on you is, for the most part collected directly from you. EG: the contact form on this website, information given face to face at a meeting, via the telephone, e-mail or text message.
Most of the data I collect is solely for the purpose of providing you with a service you have ordered, or had ordered for you. Any other uses for your data are intended to help provide you with a better customer service experience. I am also required by law to collect and store certain information relating to any order you place with me.

E-mail marketing:

Tom Langford does not engage in email marketing. Your personal details will not be used for any such marketing purposes nor will they be passed onto any third parties for marketing purposes.

Client galleries/image delivery:

Tom Langford creates a client gallery for each client from which photos are delivered as part of the services contracted. Tom Langford’s client galleries are externally hosted by Pic-time. Their privacy policy can be found here.

To visit a client gallery you will be required to enter personal data (your email address) and an access code. Your personal data (email address) will be stored within Pic-time’s system, on their servers and will be used to email you only with information relevant to the client gallery you have accessed (e.g. to inform you of a discount offer on gallery purchases). Any emails sent to you will only occur during the period for which the gallery is live. After this time the gallery is archived via Pic-time for cloud storage along with your personal data.

Only Tom Langford will have access to the personal data (email address) stored on Pictime’s system on behalf of Tom Langford. It will only be used as detailed above, will not be used for any other marketing purposes and will not be passed onto any third parties. Pic-time’s technical support team will have the means to access to your personal data (email address) but will never access or share this data other than by request from Tom.

By logging into a client gallery you are agreeing to opt in to receive relevant, gallery-specific emails as described above. Emails are automated so if you do not wish to receive such emails it is advised that you do not log into any of Tom Langford’s client galleries.

If you wish to request for your personal data (email address) to be deleted from Shootproof’s servers, please email tom@weddingsbytom.co.uk

External web links & 3rd parties:

Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned on this website.

We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note that they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Client data held on file:

We take extreme care & attention over the processes around looking after personal data stored on our systems. Tom Langford holds the following personal data of it’s clients:

  • Names

  • Addresses

  • Phone numbers + Email Addresses

Tom Langford uses a client management system provided by Studio Ninja to store the above contact details collected via the contact form at - www.weddingsbytom.co.uk/contact. This data is only used in order to respond to your enquiry, to provide wedding photography services and is accessed through 2 devices, both heavily password protected.

If you decide to book the photography services of Tom Langford, these details are held within soft copy and sometimes hard copy contracts, as well as soft copy and hard copy wedding client ‘day plan’ documents. Soft copy contracts and day plans are safely stored within my password protected Macbook, and backed up to encrypted external hard drives.

Client photos are safely stored within my office on two backed up external hard drives. An additional cloud copy of all images with Shootproof as outlined above.

Clients & wedding guests captured in my photos:

Under GDPR legislation, a photograph may in some instances constitute a form of personal data where they can be processed to allow “the unique identification or authentication of a natural person”. Tom Langford will never photograph an individual as a means of unique identification or authentication unless consensually contracted to do so. Guests at weddings appear in photos and videos taken by Tom Langford as a part of the visual recording of the event. Guests captured in portraits, group photos and video recordings do so as part of the event and their rights are protected by Tom Langford as detailed in this privacy policy.

In terms of explicit GDPR compliance, Wedding clients and guests are photographed within the parameters of GDPR legislation on the basis of ‘legitimate interests’. The taking of photographs of wedding guests when viewed as a form of processing personal data is necessary for the legitimate interests of Tom Langford as a photography business unless there is a good reason to protect a given individual’s personal data which overrides those legitimate interests.

Operating within the parameters of legitimate interests as laid out in GDPR legislation, the disproportionate effort involved in providing privacy policy information to all wedding guests at the event and the degree to which it would distract us from performing our job renders it infeasible to do. Wedding clients are therefore encouraged to direct their guests to read this privacy policy in advance of the event and to advise them to contact us in advance with any concerns around the processing of their personal data, namely being photographed.

Withdrawl of consent:

Anyone photographed by Tom Langford, whether a client or wedding guest and whether past or current may withdraw consent for a photograph in which they appear to be displayed. The process for this is to email Tom at tom@weddingsbytom.co.uk specifying the photo in question. Persuant to the request, Tom Langford will then remove the photo(s) from online and printed display whereever they appear within 30 days of request.

Social media policy & image use:

We adopt a safe and responsible Social Media Policy. While we may have official profiles on social media platforms, users are advised to verify the authenticity of such profiles before engaging with or sharing information with such profiles. I will only ever ask for an email address via DM or Messenger on social media platforms, so I can continue a conversation with a potential client. Users are advised to conduct themselves appropriately when engaging with us on social media.

Displaying of images:

We may display any photographs to promote Tom Langford on his website, blog, social medias, on third party wedding blogs, on wedding photography related websites, advertising materials, brochures, magazine articles and other such material. This is only happen providing that the images used are used lawfully and without damage to Tom Langford’s client(s). The rights of the people captured in these photographs are protected by Tom Langford as detailed in this privacy policy.

How this affects you:

Any information I collect, store and process is done in such a manner that it should have no negative effect on you as an individual.
However if you would like any clarification, please contact me directly via email - tom@weddingsbytom.co.uk.