Privacy Statement

View Privacy Policy

AJS Photographic Ltd are contracted by your school to undertake school photographs this includes class groups and individual, and associated siblings. Our company works closely with the school to provide this service with complete transparency towards the general data protection regulation 2018 directive. As derived AJS Photographic Ltd is controller/processor to fulfil photographic requirements for the school/parent/guardian by way of contract. Proof holder defines any person such as a parent or guardian with a direct   legitimate interest with a view to purchase.


Class/team photographs.

These are normally taken in the summer months and are available to order from a proof from your school. Groups that include other students are also available to order online via our website, and maybe available through your school depending on the contract arrangements. Late orders are only available online in any event.


Our company does not hold details of any persons prior to orders taking place, and for this reason permissions are taken by your school with regards to consent. This does not affect your rights under GDPR. However, if you wish to exercise any of your rights this may affect situations beyond our companies control. For example, if orders have already been processed by way of purchase by other members of the same group. Our company reserve the right to recover reasonable costs or losses that may arise from a subject access request that is within our control. You should ensure that your permissions are updated with your school. This provision extends to any image taken by AJS photographic ltd. The use of any such images on social media or the wider internet is strictly prohibited


Group photograph access is limited per class or team and is restricted to the proof holder only. For the privacy of others the proof holder is prohibited from passing this information onto other parties or any reproduction that may breach copyright.


Individual and siblings.

These are normally undertaken during the autumn period and are available to order from a

proof you will receive from your school. The proof includes details of how you can order

with a small image and a unique code visible on the front. This code is used so that you

can view and order online. Your pack selections are on the reverse. You may also be given

the opportunity to order via your school in the traditional method but this will depend on the contract agreement between our company and your school.

Any late orders can only be submitted online in any event and may incur an admission fee.

Where possible proofs are delivered in person to the school however if this is not practical

a tracked parcel service is used to prevent delay. We will activate the online codes once

the school has possession. The school will have responsibility to issue the proofs to the

parents/guardians in a manor that they deem suitable. Any orders that are placed and

returned through the school is the responsibility of the parent or guardian to ensure it’s

safe and secure return to the school. Your school will keep your orders in a safe and

secure manor until the collection by our company.


Pupils school records.

On most occasions the school will require low resolution images of individuals to assist

them within their own internal IT systems. Depending on the size of your school this may

require automatic upload to save on the school administration time. In this instance the

school will share with our company a limited database consisting of first and last name,

class and admission number. This information is sent to us via a secure password

protected method. We use this information only to produce into barcode or QR format

where the photographer scans on the day of the shoot to link the photograph with each

pupil. The barcodes containing this information are left with the school for secure disposal.

During the processing procedures in the days to follow we will use this to provide the

school the information to link to their systems. We may keep this information for up to 12

months to assist us with any queries that may arise with orders.


Third party partners.

During the process of creating your orders we use a third party company to host our

galleries and to take payment if you order online. AJS photographic Ltd is not involved in this process of payments, you can view their privacy policy by clicking on privacy policies. Our third party merchant CC Apps will advise us of the orders which are then printed directly by AJS Photographic. After the printing process the images are packed into their strut mounts and dispatched to your school. Wherever possible we deliver these products in person but on occasions may use postal or courier services. AJS Photographic Ltd are responsible for the ultimate fulfilment of your order. Your statutory rights under the Consumer Rights Act 2015 is not affected.


Use of Cookies

Cookies provide information regarding the computer used by a visitor. We may use

cookies where appropriate to gather information about your computer in order to assist us

in improving our website. We may gather information about your general internet use by

using the cookies. Where used, these cookies are downloaded to your computer and

stored on the computer’s hard drive. Such information will not identify you personally. It is

statistical data. This statistical data does not identify any personal details whatsoever. You

can adjust the settings on your computer to decline any cookies if you wish. This can

easily be done by activating the reject cookies setting on your computer. Our third parties

may also use cookies, over which we have no control. Such cookies (if used) would be

downloaded once you click on third parties on our website. For more information on

cookies please visit


Employees of AJS Photographic Ltd

All employed or self employed personnel will have a duty of care towards personal data

and its protection. Our company will ensure training and understanding of the GDPR

directive to ensure the safeguarding of customer details.


Information we hold.

We only require limited information in order for us to lawfully process your requests. We do

not share any personal details to any third party for marketing reasons. We will hold all

images and associated data for approximately one year until the following years contract

with the school concludes. This is to allow for any late orders that need to be managed.

After this time has elapsed the previous years images are permanently deleted from our

systems. While we still hold images during this time, we will only share information that is

necessary to fulfil a lawful contract or unless required to do so by the authorities.


Your rights.

1. The right to be informed.

2. The right of access.

3. The right to rectification.

4. The right to erasure.

5. The right to restrict processing.

6. The right to data portability.

7. The right to object.

8. Rights in relation to automated decision making and profiling.


Our company does not process information as to section 8 above. Subject access

requests will be responded to within 30 days. Please refer to our Privacy Policy.


Your data protection.

Any information we hold during the production process of your order will be treated with

the utmost security. Our computer systems are firewall and password protected. Our

premises has an approved alarm and any external hard drives are locked in a password

protected safe. We review our systems procedures on a regular basis in order to comply

with the GDPR and to protect our customers. If we are made aware of a potential data

breach AJS Photographic Ltd will immediately (unless exceptional circumstances prevail)

investigate the findings and inform your school as the data controller and any further

containment action that may be necessary. The Information Commissioners Office (unless

exceptional circumstances prevail) may be informed within 72 hours. Any queries should

be directed to our data representative Andrew J Sowerby Director and in his absence Emma A Sowerby Director


AJS Photographic Ltd company number 08908805 are registered with the ICO under the

registration number ZA333974. Any further information can be obtained by viewing our

Privacy Policy or visiting the ICO website If this does not resolve your

complaint to your satisfaction, you have the right to lodge a complaint with the Information

Commissioners Office on 03031231113 or via email

email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,

Cheshire, SK9 5AF, England.

Contact Us

Get in Touch

01206 827441 / 01206 330779

Social Media

Data Protection

 © 2018 AJS Photographic Ltd is a company registered in England and Wales.

Company registration number 0890 8805.  Registered office 8 Bramley Close, Alresford, Essex, CO7 8EL.

Use of this website signifies your agreement to the Privacy Policies & Privacy Statement.