Committed to Protecting Your Privacy
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.
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
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.
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
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 firstname.lastname@example.org 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
complaint to your satisfaction, you have the right to lodge a complaint with the Information
Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/
email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF, England.
Frequently Asked Questions
When can we expect to have our photographs delivered?
We allow 10 working days to collect orders and a further 10 working days to process orders and have them delivered back to the school.
What happens if a parent loses their proof card?
Phone us on 01206 827441 or 07850404182 and we will identify the missing proof via the schools proof CD and send a new proof card out to you/direct to the parent.
What payment types do you accept?
We accept payment by cash, debit/credit card (online) or cheque (made payable to AJS Photographic Ltd.)
A photograph has come back scratched or damaged, what should we do?
The parent will need to return the photograph back to us with the proof card and their address and we will send out a new print straight away.
A parent has missed the deadline to get their order form back, can they still order?
All late orders are now dealt with online (with the exception of class groups) the parent will need to follow instructions on their order envelope. A late order administration fee may apply.
Can I mix photographs within packs?
No, unfortunately each proof card has to be dealt with individually.