TopFoto’s website is a platform for professional use for journalistic, corporate, design/creative, advertising, exhibition, TV/film production, academic, literary and artistic processing and news purposes, plus options for members of the public to purchase images for private use only. The General Data Protection Regulation (GDPR) makes specific allowances for the protection for freedom of expression and information which reflects the terms under which TopFoto operates. We understand and are committed to protecting personal data and, in accordance with our status under the General Data Protection Regulations, we uphold strict security procedures for the collection, storage, use and safe-keeping of personal information. TopFoto is registered with the ICO

This Privacy Notice sets out in detail how we gather and handle personal data and the limited categories of people to whom it may be disclosed.

Personal Information

TopFoto is the data controller. Why do we collect your personal information?

1. To administer your Authorised user’s account and respond to requests and enquiries
2. To perform our contractual obligations to you
3. To communicate with you
4. To notify you of any changes to our services or products
5. To provide you with the information, products and services requested from us

Categories of Personal Data we process

We may process your full name , email address , postal address , contact telephone numbers. If you are a contributor we will process your financial details.
Please note: e-commerce transactions are routed directly to an independent third party and financial data you provide during your transaction is not accessible or stored by us.

How may we use your information?

We process personal data for the purpose of copyright licensing, and communications with contributors and partners relating to our respective agreements, licences, payments and other contractual obligations. Your IP address is used to help identify you and your orders and will be matched with demographic information you have provided already held by us. We may also profile your website activity in order to accurately track your account and provide you with TopFoto products and services that correspond to your interests and assist you in finding the images you are looking for. In specific situations, we require personal data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example we may also compile data in aggregate form to better understand the users that are visiting our site or produce reports on client behaviour, the most popular downloads and/or search terms by collecting general search term data based on individual searches.

Do we share your information?

TopFoto only shares your information, via hosted cloud storage, with contracted IT companies, as such our data processors, who support and secure our website, business, and communication systems, and only to the necessary degree. TopFoto also reserves the right to disclose your personal information where we are required to do so by law, and to assist in any disputes, claims or investigations relating to your account or contract with us, and to detect and prevent fraudulent transactions. TopFoto does not share, sell or rent your details with any other third parties.

How long do we keep your information?

Whenever we collect or process personal data, we only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, personal data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Email

TopFoto may send you an e-mail to notify you about your request, recent order or send you a marketing communication related to images, such as new collections or sets of particular importance; this will be sent to the e-mail address you provide to TopFoto. TopFoto does not rent or sell email lists to third parties. As of 25 May 2018, all new customers need to actively opt in to receive our marketing communications.

Email disclaimer for TopFoto

The information contained in or attached to emails is intended only for the use of the individual or entity to which it is addressed. If you are not the intended recipient, you are not authorised to and must not disclose, copy, distribute, or retain any message or any part of it. If you have received an email in error, please contact the sender and delete the material from any computer. We accept no liability for any loss or damage which may be caused by software viruses or interception/interruption of emails. The information contained or attached to an email may contain information which is confidential and/or covered by legal, professional or other privilege or other rules or laws with similar effect in other jurisdictions.

Contact Information

TopFoto’s site registration form requires you to give us certain contact information such as your name, email, company name, position and address. We use this customer contact information from the registration form to confirm and deliver orders. If you share other peoples’ data with us, for example if you license an image on behalf of a colleague, friend or family member, you will need their permission to do so. If you opt in to our newsletters, this contact information is also used by us to contact you with news of our collections. You may opt-out of receiving future notifications and mailings from us at any time.

Opting out

TopFoto offers you the choice to not receive e-mails or updates about special benefits, promotions, or offers from TopFoto. Our site provides you with the opportunity to opt out of receiving communications at the point where we request information about you. You may also have your information updated or removed from our mailing database by sending an email to: admin@topfoto.co.uk or clicking the unsubscribe link in our mailouts.

Security measures

TopFoto has a number of security measures in place to protect against the loss, misuse and alteration of the information and assets under our control. Your username and password are known only to yourself, and to the system administrators. They will not be given out to anyone else at any time. Customers are provided with a username and password on the understanding that these are for their own professional use only and may not be shared with anyone else. Data is stored separately in a secure database, not directly accessible to the internet. Regular security reviews are held by us to ensure that the site remains safe and secure for your protection.

Cookies

TopFoto’s site uses cookies to keep track of your orders. Cookies also enable us to keep track of which images you've selected to put in your lightbox during each session. Cookies are small text files placed on your hard drive by web page servers and are commonly used by websites to provide identification. The cookie your computer accepts from us is uniquely yours and can only be read by the server that gave it to you. A cookie is a small file that resides on your computer's hard drive and contains non-personally identifiable information about the user. Cookies only identify the user's computer. Cookies allow TopFoto to make its website more useful by storing information about your preferences. You can set your browser's options not to accept cookies, but this may prevent you from accessing all of the features of the TopFoto website.

Links

Please be aware that the TopFoto website may contain links to other sites that are covered by their own privacy policies. TopFoto is not responsible for the privacy practices of such other sites and we encourage our users to be aware when they leave our site. We recommend that our users read the privacy statements of each and every website that collects personally identifiable information.

Changes of TopFoto's Online Privacy Policy

TopFoto reserves the right to change our online privacy policy. However, we shall not do so without posting those changes on the TopFoto website. If you have any questions about TopFoto's privacy policy or concerns about personal information you have supplied to TopFoto, please contact us.

How to Find Out More

If you have any questions about this Privacy & Data Protection Policy or either the practices with this website or your experiences with it you may contact the Managing Partner and/or the Operations Manager, TopFoto, admin@topfoto.co.uk + 44 (0)1732 863939.

Last updated 8 October 2021