PRIVACY POLICY.

Information you provide

When you contact AD Visuals, we may collect:

• Your name

• Email address

• Telephone number

• Business or organisation name

• Project type

• Shoot or event date

• Location

• Project details

• Any other information you include in an enquiry, email or telephone conversation

Client and transaction information

If you become a client, we may also collect and retain:

• Quotations and proposals

• Booking and contract information

• Project correspondence

• Delivery information

• Image-licensing details

• Invoices and payment records

• Information required to complete and manage the commissioned work

Business-contact information

AD Visuals may retain professional contact information relating to businesses, teams, publications, agencies and other potential clients.

This may include a person’s name, professional role, company, publicly available business contact details, previous correspondence and notes about relevant business opportunities.

Website information

When you use this website, Squarespace may process information such as:

• IP address

• Browser and device type

• Pages visited

• Approximate location

• Referring website

• Date, time and duration of visits

• Website interactions

Optional Squarespace Analytics information is only collected where the visitor has accepted Performance and Analytics cookies.

Photographs and video

Photographs or video created during commissioned work, events or editorial coverage may include identifiable individuals.

Where applicable, these may be retained as part of the AD Visuals photographic archive and used for agreed client delivery, editorial work, portfolio presentation or business promotion where permitted by contract, consent, legitimate interests or applicable law.

Responding to enquiries

We use enquiry information to respond, discuss requirements, prepare quotations and take steps requested before entering into a contract.

Lawful basis: steps taken at your request before entering into a contract, and our legitimate interest in managing genuine business enquiries.

Providing photography services

We use client and project information to manage bookings, complete commissioned work, communicate with clients, deliver photographs and administer image licences.

Lawful basis: performance of a contract.

Accounting and legal records

We retain invoices, payment records and relevant project information to meet tax, accounting and legal requirements.

Lawful basis: compliance with a legal obligation.

Website analytics

Where you accept optional analytics cookies, Squarespace Analytics helps us understand website traffic, popular pages and general visitor behaviour.

Lawful basis: consent.

Website security

Technical information may be processed to protect the website, prevent misuse and maintain security.

Lawful basis: our legitimate interest in keeping the website and business systems secure.

Professional business development

We may use publicly available professional contact details to make relevant business-to-business contact and record previous communication.

Lawful basis: our legitimate interest in developing and managing the business. You may object to this use at any time.

We do not sell personal information.

Personal information may be processed using:

• Squarespace, which hosts the website, contact form and website analytics

• Zoho, which provides email and invoicing services

• Notion, which is used to manage business contacts, enquiries and client relationships

• Professional advisers such as accountants, insurers or legal advisers where necessary

• Printing laboratories, delivery companies or other suppliers where required to complete an order or commissioned project

• Government authorities, regulators or law-enforcement bodies where disclosure is legally required

These providers only receive information reasonably required to provide their service.

Some service providers may process or store information outside the United Kingdom, including in the European Economic Area or the United States.

Where personal information is transferred internationally, we rely on the safeguards used by the relevant provider, such as UK adequacy regulations, approved contractual protections or other legally recognised transfer mechanisms.

We retain personal information only for as long as reasonably required:

• Enquiries that do not become bookings: up to 12 months after the final communication

• Business-prospect information: up to 24 months after the last meaningful contact

• Client contracts, project correspondence and licensing records: up to six years after project completion

• Invoices and accounting information: up to six years

• Website analytics information used for reporting: up to 24 months

• Cookie consent choices and individual cookies: for the periods stated in the Cookie Policy

• Photographs and video: may be retained long-term as part of the AD Visuals working and historical archive, subject to contractual terms and applicable rights

Information may be retained for longer where required by law, necessary to establish or defend legal claims, or agreed with the individual concerned.

This website uses necessary cookies and, where accepted, Squarespace Performance and Analytics cookies.

More information about individual cookies, their purpose and duration is available in the Cookie Policy.

Visitors can change their choices at any time using Cookie Preferences in the website footer.

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

No internet transmission or electronic storage system can be guaranteed as completely secure.

Depending on the circumstances, you may have the right to:

• Request access to your personal information

• Ask for inaccurate information to be corrected

• Request deletion of your information

• Request restriction of processing

• Object to processing based on legitimate interests

• Request transfer of information you provided

• Withdraw consent where processing relies on consent

Withdrawing consent does not affect processing that took place before consent was withdrawn.

To exercise a right, contact ashley@ashley-dawson.com. We may need to verify your identity before completing a request.

Please contact us first if you have concerns about how your information has been handled.

You also have the right to complain to the Information Commissioner’s Office:

Website: ico.org.uk
Telephone: 0303 123 1113

This website may contain links to other websites and social-media platforms.

AD Visuals is not responsible for the privacy practices, security or content of third-party websites. You should review their privacy information before providing personal information.

This Privacy Policy may be updated when our services, suppliers or legal obligations change.

The latest version will always be published on this page with its revision date.

For questions about this Privacy Policy or the use of your personal information, contact:

Ashley Dawson trading as AD Visuals
Email: ashley@ashley-dawson.com