PRIVACY POLICY

This Privacy Policy was last updated in 16/03/2023.

1. About Press Loft

We are Image Loft Limited (trading as Press Loft) (Press Loft, we, our or us), a company incorporated and registered in England and Wales with company number 05685925. Our registered address is 8 Waverley Lane, Farnham, Surrey GU9 8BQ.

2. About This Privacy Policy

We are committed to protecting your privacy and personal data. This privacy policy applies to the personal data we collect about you through our website (www.pressloft.com) (Website), by post, by telephone, by email, through our social media platforms, from selected third party sources and when you otherwise communicate with us.

This privacy policy may change from time to time and, if it does, the up-to-date version will always be available on our Website. We will also tell you about any important changes to our privacy policy.

3. What Personal Data Do We Collect About You

This section informs you of what information we collect about you and why. Personal data means any information about an individual from which that individual can be identified.

We may collect, use, store and transfer different kinds of personal data about you or in relation to you which we have grouped together as follows:

• Identity Data including first name, last name, username and social media handle.

• Contact Data including first name, last name, username and social media handle.

• Financial Data including bank account and payment card details.

• Transaction Data including details about payments to and from you and other details of products and services you have purchased from us.

• Technical Data including internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our websites.

• Profile Data including your username and password, your interests, your role, your social channels and any blogs or publications you contribute to, your preferences (including collaboration preferences), feedback and survey responses.

• Usage Data including information about how you use the Website and services.

• Marketing and Communications Data including your preferences in receiving marketing from us and third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data is not considered personal data in law as this data does not directly or indirectly reveal your identity. An example of Aggregated Data would be where we use your Usage Data to calculate the percentage of users accessing a specific Website feature. If the Aggregated Data is combined with other personal data to directly or indirectly identify you, we will treat this combined data as personal data and in accordance with this privacy policy.

Special Category Data means details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not seek to collect or otherwise process your Special Category Data.

4. How is Your Personal Data Collected

We use different methods to collect data from and about you including through:

Direct interactions:

We collect personal data about you if you fill in forms on the Website or correspond with us by telephone, email or otherwise. This includes information you provide when you:

• register to use our Website or trial our services;

• subscribe to our services;

• enter a competition, promotion or survey; or

• report a problem with our Website or give us feedback.

We may process personal data that you manifestly choose to make public, including via social media (e.g. we may collect information from your social media profile(s), to the extent that you choose to make your profile visible).

Automated technologies or interactions:

If you use our Website, we automatically collect the following information:

• web usage information (e.g. IP address), your login information, browser type and version, time zone setting, operating system and platform; and

• information about your visit, including the full Uniform Resource Locators (URLs) clickstream to, through and from our Website (including date and time); time on page, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs).

Where we collect information about you in the ways described above, we do so on the basis that it is in our legitimate interests to collect and process this data. In most situations this will be anonymised but we collect and process this data to ensure that our site is functioning properly and that our customer experience is to the standard that you and we expect.

The Website may, contain links to and from third-party websites, plug-ins and applications. If you follow a link to any of these websites or authorise integration with any of the partners featured on the Website, please note that these websites and partners have their own privacy policies and that we do not accept any responsibility or liability for these policies. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

We also use cookies on our Website. Please see the section on Cookies in this privacy policy for more information.

Information we receive from other sources:

We are also working closely with third parties, (including, for example, business partners assisting us with email outreach and outbound research, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

When we receive information from other sources, we rely on them having the appropriate provisions in place telling you how they collect data and who they may share it with. We carefully check our sources to ensure that we only receive your information when it is lawful for us to do so.

5. Purposes For Which We Will Use Your Personal Data

This section explains how we will use personal data you provide to us in order to carry out the activities relevant to the provision of our services to you and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below:

In addition to the purposes set out above, we may also process your personal data for other purposes that we deem compatible with those listed above. We will update this privacy policy accordingly, when we do this.

6. Communications

This section is to explain how we will ensure that you only receive communications that you wish to receive.

Marketing communications

We want to ensure that you are informed and aware of the best services, promotions and events that we can offer you. By consenting to receive additional communications (by mail, telephone, SMS, text/picture/video message, app push notifications or email) from us and any named third parties that feature at the point of obtaining consent in respect of such information, we will process your personal data in accordance with this privacy policy.

If you have provided your consent to receive marketing communications from us and you change your mind, you can change your preferences and unsubscribe at any time by following the unsubscribe instructions provided in the materials or contacting us at info@pressloft.com

Service communications

As detailed above, we may send you communications such as those which relate to any service updates (e.g. service disruption) or provide customer satisfaction surveys. We consider that we can lawfully send these communications to you as we have a legitimate interest to do so, namely to effectively provide you with the best service we can and to grow our business.

7. Who Will Have Access To Your Personal Data

This section is to explain who, within Press Loft, will have access to your data. Your personal data will only be seen or used by our employees who have a legitimate business need to access your personal data for the purposes set out in this privacy policy.

We take your privacy seriously and have implemented appropriate physical, technical and organisational security measures designed to secure your personal data against accidental loss, destruction or damage and unauthorised access, use, alteration or disclosure.

8. Who Else Might We Share Your Personal Data With

This section will inform you of who we share your personal data with and why. Except as explained in this privacy policy, we will not share your personal data without your consent unless required to do so by law.

We will share your personal data with other Press Loft users to facilitate the connections intended by the services. For example, if you are a Client (brands, PR or digital marketing agencies) we might share your Contact Data with Registered Users (journalists, bloggers or social influencers) that have downloaded your images so that the Client can be contacted for further information about the image/product within the image. Equally, when Registered Users download Client images, the Client is provided with the Registered User’s Contact, Identity and Profile Data so that they can track and verify where their images are being used.

We may disclose your personal data to law enforcement agencies or court to the extent necessary for purposes including preventing, investigating, detecting, and prosecuting criminal offences; preventing threats to public security in accordance with applicable law; or validating a claim.

We may share your personal data with the following third parties who assist us with administering the provision of our services to you:

• business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;

• analytics and search engine providers that assist us in the improvement and optimisation of our Website; and

• agents we engage to perform functions on our behalf including sending customer communications, analysing data, providing marketing assistance, processing payments, collecting debts owed to us, researching customer satisfaction and providing customer service. They have access to personal data needed to perform their functions, but may not use it for other purposes.

We may also pass Aggregated Data on the usage of our Website (e.g. we might disclose the numbers of visitors to our Website that come from different geographic areas) to third parties but this will not include information that can be used to identify you personally.

If a business transfer or change of business ownership takes place or is envisaged, we may transfer your personal data to the new owner (or a prospective new owner). If this happens, you will be informed of this transfer.

9. How Do We Protect Your Personal Data

This section explains how we keep your personal data safe and where it will be held.

We take your privacy seriously and are committed to maintaining the privacy and security of the personal data you provide to us, and the choices you have regarding our collection and use of your personal data.

Once we have received your personal data, we follow strict security procedures as to how your personal data is stored and used, and who sees it, to help stop any unauthorised access.

For security of payment transactions, we use the Transport Layer Security (TSL) protocol, which encrypts any information such as credit card number and billing information.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Website, you are responsible for keeping this password confidential. You should not share this information with anyone.

The information that we collect from you will be stored at, and (if applicable) transferred to, a destination outside of the United Kingdom and the European Economic Area (EEA). When we store your personal data outside of the United Kingdom and EEA we will ensure that it is adequately protected by using appropriate safeguards.

10. How Long Do We Keep Your Personal Data?

This section explains the length of time that we will retain your personal data

We will keep your personal data for no longer than is necessary for the purposes for which it was obtained. The criteria for determining the duration for which we will retain your personal data are as follows:

1. We will retain your personal data in a form that permits identification only for as long as:

(a) we maintain an ongoing relationship with you; or

(a) your personal data is necessary in connection with the lawful purposes set out in this policy for which we have a valid legal basis.

plus

2. The duration of:

(a) any applicable limitation period under applicable law (i.e. any period during which any person could bring a legal claim against us in connection with your personal data, or to which your personal data may be relevant); or

(b) an additional reasonable period following the end of such applicable limitation period.

and

3. In addition, if any relevant legal claims are brought, we may continue to process your personal data for such additional periods as are necessary in connection with that claim.

During the periods in paragraphs 2(a) and 2(b) above, we will restrict our processing of your personal data to the storage of, and maintaining the security of, those data, except to the extent that those data need to be reviewed in connection with any legal claim or obligation under applicable law.

After this period your personal data will be anonymised so that you are no longer identified or identifiable from such information, or securely deleted/destroyed.

Any third parties that we engage will keep your data stored on their systems for as long as is necessary to provide the relevant services to you or us. If we end our relationship with any third party providers, we will make sure that they securely delete or return your personal data to us.

We may retain personal data about you for statistical purposes. Where data is retained for statistical purposes it will always be anonymised, meaning that you will not be identifiable from that data.

11. What Are Your Rights?

Under certain circumstances, you have a number of rights in relation to your personal data. There are circumstances in which your rights may not apply. You have the right to request that we:

• provide you with a copy of the information we hold about you;

• update any of your personal data if it is inaccurate or out of date;

• delete the personal data we hold about you - if we are providing services to you and you ask us to delete personal data we hold about you then we may be unable to continue providing those services to you;

• restrict the way in which we process your personal data;

• stop processing your data if you have valid objections to such processing; and

• transfer your personal data to a third party.

For more information on your rights and how to use them, or if you would like to make any of the requests set out above, please contact us at info@pressloft.com

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

As explained in the section on Communications above, even if you consented to the processing of your personal data for marketing purposes (by ticking the relevant box or by requesting information about services), you have the right to ask us to stop processing your personal data for such purposes. You can exercise this right at any time by contacting us at info@pressloft.com.

12. Cookies

In this privacy policy, we use the expression ‘cookie’ to refer to cookies and similar technologies we use to store information (such as web beacons). A cookie is a simple text file that is stored on your computer or mobile (or other) device by a website’s server, and only that server will be able to retrieve or read the contents of that cookie. Each cookie is unique to your web browser. It will contain some anonymous information, such as a unique identifier and the website name and some digits and numbers.

Almost all websites and applications you visit, including our Website, will use cookies in order to improve your user experience by enabling that website and/or application to ‘remember’ you, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (using a ‘persistent cookie’).

Cookies are used to improve your use of a website or application, for example through letting you navigate between pages efficiently and storing your preferences. Cookies make the interaction between you and the website faster and easier. If a website or application doesn’t use cookies, it will think you are a new visitor every time you move to a new page on the website. Cookies can also be used to enable targeted advertising and analysing your browsing of a website.

You can learn more about cookies generally and how to disable them on your browser here.

You can learn more about what advertising cookies exist on your device and you can disable them directly by clicking here.

The name of the third party cookies used by the Website and the purposes for which these cookies are used are as follows:

13. Who Can You Ask For More Information?

We have appointed a Data Protection Officer who is responsible for our approach to data protection and protecting your privacy. If you have any questions or concerns about how we handle your personal data, you can contact our DPO at stuart.snell@pressloft.com or you can use the contact page on our Website.

If you are unsatisfied with our response to any data protection issues you raise with us or our DPO, you have the right to make a complaint to the Information Commissioner’s Office (ICO). The ICO is the authority in the UK which is tasked with the protection of personal data and privacy.