NORTH EAST EVENT
PHOTOGRAPHY

Effective date: 15th September 2025.  Version: 1.0

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Summary

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This policy tells you what personal data we collect, why we need it and how we look after it. It applies to clients and potential clients, people who submit enquiries via our website, and people photographed or filmed at events. We only collect the minimum data needed to run our business and deliver our photography services. We store event images on secure cloud services. We use cookies for analytics and advertising only if you agree. We do not sell your data. You can ask us for a copy of your data, to correct it or to delete it at any time. If you have questions, please contact us at hello@neephoto.co.uk.

 

Who we are

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North East Event Photography is a trading name of Jonas Kontautas (“we”, “us”). We are the data controller for personal data processed under this policy. Our registered office/postal address is 3 Chrsitie Close, South Shields, UK. You can contact us about privacy matters at hello@neephoto.co.uk.

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We are based in the UK and operate mainly in the UK, but EU/EEA clients can visit and use our services. This policy therefore also takes the EU GDPR into account.

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We are not a registered company, we operate as a Sole Trader under Jonas Kontautas.

 

What data we collect

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We only collect data that we need for the purposes set out below:

• Enquiry form data: first name, last name, email address, phone number, event date, event location and your message.

• Client onboarding data: event date and time plus contact details needed for invoicing.

• Media: photographs, video clips and audio recordings of event attendees and staff; associated metadata such as location and timestamp. These images are stored on our Wix services,Google Drive, Youtube & Instagram.

• Technical data: IP address, device type, browser information and cookie identifiers collected by analytics and advertising tools.

• Marketing preferences: whether you have opted in or out of receiving marketing emails.

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We do not collect payment details on our website.

 

Why we use your data and our legal bases

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We process your personal data for several reasons and rely on specific lawful bases for each:

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• We collect your contact details to respond to your enquiries and provide quotes. This is necessary to take steps before entering into a contract with you.

• We process your data to provide photography and video services. This is part of fulfilling our contract with you.

• We operate our website, carry out basic analytics and maintain security using our legitimate interests. We balance our business interests against your rights and freedoms.

• We use analytics and advertising cookies (Google Analytics 4, Meta Pixel, Google Tag Manager) only if you consent. We collect your consent via a cookie banner and do not set non‑essential cookies until you agree.

• We may publish selected images on our website or social channels. We rely on our legitimate interests to showcase our work. You may object to this use at any time.

• We keep records for invoicing and accounting because we have a legal obligation to do so.

• We send service communications (not marketing) under our legitimate interests.

• If we offer email newsletters, we will send them only if you consent and you can unsubscribe at any time.

 

Photography and filming at events

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We photograph and film events for clients. Images of identifiable people are personal data. We rely on legitimate interests to take photographs because it is usually the easiest lawful basis. Clients must ensure attendees know that photography will happen. They should place signs at the entrance or include notices on tickets and registration forms to inform attendees that photography and filming will occur.

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On the day, clients must offer an opt‑out by letting people tell the photographer, wear a badge or move out of shots. We expect clients to ensure no minors are filmed; we do not work with children or schools.

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If you appear in a photo and want us to remove it, contact hello@neephoto.co.uk. We will remove it where possible.

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Cookies and similar technologies

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Our site uses essential and non‑essential cookies. UK law requires us to tell you about cookies, explain what they do and get your consent.

• Essential cookies ensure the site functions; they are always on.

• Analytics and advertising cookies (Google Analytics 4, Meta Pixel, Google Tag Manager) are set only if you agree. We ask for your consent via a cookie banner and do not collect non‑essential cookies until you accept.

• Embedded content from YouTube and Instagram may set cookies under their own policies.

• You can withdraw consent or change your cookie settings at any time.

 

Sharing your data and international transfers

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We do not sell personal data. We share it only with essential service providers like Wix for hosting, Google Drive/Google Workspace for storage and email, and any photographers or editors we hire. They must keep your data confidential and secure.

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How long we keep your data

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• We keep enquiry data for 12 months after our last communication and then delete it.

• We keep contracts, invoices and finance records for six years to meet tax and accounting obligations.

• We store edited photos and final deliverables for 30 days from delivery to the client. Clients should download and back up their images promptly.

• We store RAW footage and RAW photos for a period agreed with the client, for example 90 days, and then delete them.

• We store cookie data for the time specified in our cookie banner.

 

How we keep your data secure

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The UK GDPR requires personal data to be processed securely using appropriate technical and organisational measures. We take these steps:

• All devices used for storing client data are password‑protected and use two‑factor authentication (2FA).

• We use encrypted cloud storage and encrypted backups.

• Access to files and systems is restricted to people who need it.

• We use secure file transfer methods when delivering images and videos.

• We regularly review our security controls and update them as necessary.

 

Your data rights

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Under the UK and EU GDPR, you have several rights:

• You have the right to know how we use your data.

• You can ask for a copy of your personal data.

• You can ask us to correct inaccurate or incomplete data.

• You can ask us to delete your personal data (“the right to be forgotten”).

• You can ask us to limit how we use your data.

• You can ask us to transfer your data to another organisation.

• You can object to our processing of your data in certain situations, including direct marketing.

To exercise any of these rights, email hello@neephoto.co.uk. We may ask for identification and we aim to respond within one month.

 

Third‑party links and embedded content

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Our website may contain links to other websites and embedded content (such as YouTube videos or Instagram widgets). These sites have their own privacy policies and may set cookies; we are not responsible for their content or practices.​

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Changes to this policy

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We may update this privacy policy from time to time. We will post any changes on this page and update the effective date and version number.

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If you have any questions about this policy or wish to exercise your rights, please contact us at hello@neephoto.co.uk.