AD VISUALS / LEGAL
PRIVACY / 01
Privacy Policy.
How AD Visuals handles personal information, from first enquiry to final delivery.
Privacy at AD Visuals
Your information,
handled clearly.
This policy explains what information AD Visuals collects, why it is needed and the choices available to you.
It applies when you visit this website, submit an enquiry, communicate with AD Visuals, become a client, enquire about a print or appear in photography or video created by AD Visuals.
The business
Who we are
AD Visuals is the trading name used by Ashley Dawson, an independent automotive and motorsport photographer based in England, United Kingdom.
For the purposes of UK data-protection law, Ashley Dawson trading as AD Visuals is the data controller for the personal information described in this policy.
- Business
- Ashley Dawson trading as AD Visuals
- ashley@ashley-dawson.com
- Website
- www.ashley-dawson.com
What we receive
Information we collect
Enquiries and communication
When you contact AD Visuals, we may collect:
- Your name
- Email address and telephone number
- Business or organisation name
- Your professional role
- Project type, date and location
- Budget or quotation information
- Anything else included in your message
Clients and projects
If you become a client, we may also retain:
- Quotations and proposals
- Booking and contract information
- Project correspondence
- Access and delivery information
- Image selections and delivery records
- Copyright and licensing details
- Invoices and payment records
Professional contacts
AD Visuals may retain professional contact information relating to businesses, teams, publications, agencies, event organisers and other potential clients.
This may come from company websites, event websites, professional directories, LinkedIn, referrals, business cards or previous correspondence.
Website information
Squarespace may process technical information including:
- IP address
- Browser and device type
- Pages visited and website interactions
- Approximate location
- Referring website
- Date, time and duration of visits
Optional Performance and Analytics cookies are used only after you accept them through the website’s cookie controls.
Purpose and legal basis
How we use personal information
Responding to enquiries
To answer questions, discuss requirements, prepare quotations and take steps requested before a possible booking.
Lawful basis Steps taken before entering into a contract and our legitimate interest in managing genuine enquiries.
Providing photography services
To plan and complete commissioned work, communicate with clients, arrange access, deliver content and administer image licences.
Lawful basis Performance of a contract and our legitimate interest in managing professional services.
Print enquiries and orders
To discuss specifications, arrange production and delivery, process payment and resolve any problems with an order.
Lawful basis Steps taken before entering into a contract, performance of a contract and compliance with legal obligations.
Business administration
To maintain project records, issue invoices, manage accounts and meet tax, insurance and legal requirements.
Lawful basis Performance of a contract, legal obligation and legitimate interests.
Relevant business development
To make relevant business-to-business contact using professional details and to record previous communication.
Lawful basis Our legitimate interest in developing AD Visuals and offering relevant services to professional contacts.
Website operation and security
To operate and protect the website, prevent misuse and understand general website performance.
Lawful basis Legitimate interests for security and consent where optional analytics cookies are used.
AD Visuals does not sell personal information and does not make decisions about people using solely automated processing that produces legal or similarly significant effects.
Images and visual records
Photography and video
Photography or video created during commissioned work, events, editorial coverage or portfolio activity may include identifiable individuals, vehicle registration numbers or other contextual information.
Where appropriate, this material may be retained as part of the AD Visuals working and historical archive. It may be used for client delivery, agreed editorial work, portfolio presentation or business promotion.
The relevant legal basis may be a contract, consent, legitimate interests or another basis permitted by law, depending on the circumstances and any agreement covering the project.
AD Visuals does not use photographs to infer sensitive characteristics about the people shown in them.
Service providers
Who we share information with
Personal information is shared only where reasonably necessary to operate the website, manage the business or complete agreed work.
- Squarespace Website hosting, forms, cookie controls and analytics.
- Zoho Mail Business email and communication.
- Notion Enquiry, contact, client and project administration.
- Invoicely Creating and managing invoices.
- Make Authorised automation between business systems.
- Adobe Photography, video, editing and cloud-based workflows.
Information may also be shared with printing laboratories, couriers, project assistants, venues, professional advisers, insurers or public authorities where their involvement is necessary or legally required.
Each recipient receives only the information reasonably needed for the relevant purpose.
Outside the United Kingdom
International transfers
Some service providers may process or store information outside the United Kingdom, including in the European Economic Area and the United States.
Where a legally recognised safeguard is required, this may include UK adequacy regulations, approved contractual protections or another transfer mechanism permitted by UK data-protection law.
You can contact AD Visuals if you would like more information about the safeguard used for a particular transfer.
Retention periods
How long we keep information
Information is kept only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting and evidential requirements.
- Unsuccessful enquiries Up to 12 months after the final meaningful communication.
- Professional contacts Up to 24 months after the last meaningful contact.
- Client and project records Normally up to six years after project completion.
- Invoices and accounts For the period required by tax and accounting law.
- Website analytics Normally up to 24 months, subject to Squarespace settings.
- Photography and video Potentially long term as part of the working, creative and historical archive.
Information may be retained for longer where required by law, agreed with the person concerned or reasonably necessary to establish, exercise or defend a legal claim.
Protection
Information security
AD Visuals uses reasonable technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access, alteration and disclosure.
Measures include limiting access to information, using password-protected systems, keeping software reasonably up to date and using established service providers.
No internet transmission or electronic-storage system can be guaranteed as completely secure.
Your information
Your data-protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- Request access to your personal information
- Correct inaccurate or incomplete information
- 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
- Complain about how your information has been handled
These rights are not absolute and exemptions may apply. Withdrawing consent does not affect processing that took place before consent was withdrawn.
Raising a concern
Data-protection complaints
If you are concerned about how AD Visuals has used your personal information, email ashley@ashley-dawson.com and clearly state that you are making a data-protection complaint.
AD Visuals will:
- Acknowledge the complaint as soon as reasonably possible and no later than 30 days after receiving it
- Take appropriate steps to investigate it without undue delay
- Keep you informed where the investigation is continuing
- Explain the outcome and any action taken
You can also complain to the Information Commissioner’s Office, the UK regulator for data protection.
- Website
- ico.org.uk
- Telephone
- 0303 123 1113
Keeping this policy current
Links, changes and contact
Third-party websites
This website may contain links to social-media platforms and other third-party websites. A link does not mean that AD Visuals controls or endorses that website.
AD Visuals is not responsible for the privacy, security or content of third-party websites. You should review their privacy information before providing personal information.
Changes to this policy
This Privacy Policy may be updated when the website, services, suppliers or legal requirements change. The latest version will always be published on this page with its revision date.
Questions about your information?
If anything in this policy is unclear, contact AD Visuals and we will be happy to explain it.