PHOTOGRAPHY – DATA SHARING POLICY
This Data Sharing Agreement (the Agreement) details the reasons, processes and procedures for sharing personal data.
Date:22/05/18
22/05/18
For: SchoolPics
Version:
1
Parties sharing personal data
Organisation Name SchoolPics
Organisation Address
Client
Flat 14 Lissenden Mansions
Photography
Review of the Agreement
Indicate the frequency of reviews:
(monthly, six-monthly, annually)
Annually
Date of the next review:
22/06/20
Person responsible for the review:
Kip Lucas
Details of the data to be shared – state exactly which data will be shared
Data to be shared
First name, Surname of children photographed
Email address of parents (only when parents wish to purchase images using email)
SchoolPics retain the copyright to each image, however, will not publish on their website or use in any other marketing material without the explicit written permission of the child’s parent/guardian.
Individual and group photographs are securely deleted after one year. No identifying information is kept.
The purpose and reasons for sharing data – state reasons and whether it is a statutory requirement or voluntary.
Purpose for sharing
Reason for sharing
Photography services
Voluntary - for parents to receive the correct photos
Lawful basis for processing the personal data and relevant legislation
Lawful basis for processing
Legislation
School Photography service between ……. and
n/a
How will individuals be informed of the sharing of data?
Data storage and transfer
Software format used e.g. Word, Excel, CSV etc.
Word, CSV
Will software formats use encryption to secure data?
(If data will be unencrypted state why)
n/a
Physical transfer method/s e.g. memory sticks, laptop, paper documents etc
Paper documents, email address, CD
Data quality – It is a requirement that personal data held is kept accurate and up to date. Include a statement of commitment as to the accuracy and completeness of the data exchanged, including your process for informing all relevant parties of inaccuracies identified.
Data Quality Statement
SchoolPics is responsible for ensuring information is entered accurately into their systems. Any inaccuracies will be discussed direct with Kip Lucas either by telephone or email.
Frequency, retention and monitoring
Frequency of data sharing
e.g. weekly, monthly, termly
Bi-Annual
Retention
State the person responsible for collecting the data and the period of retention.
Files are retained for the current year in accordance with the requirements between SchoolPics and Kip Lucas
Monitoring
Who will monitor that the processes above are taking place and effective? What checks will be made?
Regular monitoring of systems and processes for data held by SchoolPics will be undertaken by Kip Lucas
Data Security management
Information Security Breaches
How will any breaches of security, loss of data or inappropriate disclosure be reported and managed?
Kip Lucas will inform……… immediately by email of any information security breach involving transferred data.
Subject Access Requests
State how individuals can access the information held on them and their rights.
Kip Lucas will process requests by individuals to access the data held on them in line with the data protection policies and procedures.
Authorised Agreement
We, the undersigned, certify that personal data transferred between organisations will not be disclosed to unauthorised persons and will only be used for the purposes stated within this Agreement. Any changes to this Agreement must be notified immediately.
SchoolPics is committed to compliance with the General Data Protection Regulations and the Data Protection Bill.
For and on behalf of: SchoolPics
For and on behalf of:
Name:
Kip Lucas
Name:
Position:
Owner
Position:
Signature:
Kip Lucas
Signature:
Date:
22/05/18
Date:
