Pics4Schools Website Privacy Policy

This website is operated by One Vision Imaging Ltd ('OVI'), Pics4Schools and Pics4Events are trading styles of OVI.
This website is aimed at consumers and as such our Privacy Policy is for individuals only.

OVI take the protection and security of your personal information very seriously and this policy sets out our responsibilities under The General Data Protection Regulation 2016 (‘GDPR’) and other applicable laws in England and Wales relating to the processing and security of personal information.

This policy explains to you how OVI uses and secures your personal information whilst you are using the Pics4Schools (www.pics4schools.com) or Pics4Events (www.pics4events.com) websites.

OVI is registered and located within the United Kingdom.

One Vision Imaging Ltd
Herald Way
Coventry
CV3 2NY
United Kingdom

Company Registration Number: 01832011

OVI's Data Protection Officer is Derek Poulston, please contact Derek if you have any questions about how your personal information is used by OVI, dataprotection@pics4schools.com or 02476 233506.

OVI review our Privacy Policy on an annual basis, sooner if changes to regulation require or OVI changes the way it processes personal information.

This policy was last updated on 1st April 2025.

Use of Your Data

This section explains how OVI use your data.

Collection of Data

We use Cookies on our website to enable you to log in securely and stay logged in for the duration of your visit. We do not log or track your IP address or any other activity.

You have the right to object to marketing

You can object to receive marketing from OVI, by clicking the unsubscribe link contained in the email you have received.

Purchasing Products

When you purchase products through www.pics4schools.com, we will collect your name, address, email address and phone number for the purpose of processing your order.

All personal data we collect is held electronically within our secure database in the United Kingdom. Some of this data may also appear on the despatch note which will be used to process your order in the laboratory and then included with your order.

Marketing and your Data

We may send you reminder emails when images are scheduled to be destroyed or at other times within a reasonable time period after making or attempting to place an order. These emails are generated by our servers in the United Kingdom. When you receive an email from OVI it will include an unsubscribe link which you can click if you wish to unsubscribe from our marketing list.

If, during the ordering process, you opt to receive marketing communications from Rosalie Arran Photography, we will pass your email address and name onto Rosalie Arran Photography via a secure web portal. Rosalie Arran Photography is contractually obliged not to share these details with any third parties.

Please be assured we do not sell your personal data to third party companies for marketing purposes.

Third Party Sharing and Why

One Vision Imaging ('OVI') may share your information with third party service partners, who are acting on behalf of OVI as our data processor, the details are below of whom OVI may share your personal information with and why:

Rosalie Arran Photography

Rosalie Arran Photography will have access to your contact details for the purposes of contacting you in the event of an issue with your order and for the purpose of distributing your order to you.

Trust Payments Ltd (Formery Secure Trading Ltd)

When placing an order through www.pics4schools.com, we will share your contact details with Trust Payments Limited via an encrypted connection in order to process your transaction.

Accuracy and Retention

This section explains how OVI maintains the accuracy of your data and how long we hold your data for – please see individual sections below for more details.

Data Accuracy

Due to the short period of time that we hold your data for the purposes of processing your order and marketing, we will make no additional checks as to the accuracy of your data.

If your details have changed and you believe we need to know about it, please contact us at dataprotection@pics4schools.com.

Data Retention

Where we have collected your personal data for marketing purposes we will retain your personal data up to a maximum of 14 months or until you inform us that you no longer wish to receive marketing from us (whichever comes sooner).

We will also hold your data in our United Kingdom based databases for the minimum period legally required by HMRC in relation to the processing of financial transactions.

Data Security

Your details will be gathered on a secure (encrypted) website (https://www.pics4schools.com or https://www.pics4events.com) and passed to a secure database on a secured server. The server is equipped with a software firewall and resides behind a state of the art hardware Firewall all of which is licensed and updated at regular intervals. The hardware is in a secure location with access by authorised technical personal only.

GDPR and your Rights

This section explains your rights under GDPR – please see section below for more details.

OVI are processing your personal data, we do this for our Commercial Benefit and for the benefit of our customers.

As an individual, you may have certain rights under the GDPR regarding the use of your personal data, these are:

• The right to object – you can object to OVI processing your personal data at any time. Email dataprotection@pics4schools.com to object.
• The right to be forgotten – you can request that OVI remove your personal data from our systems.
• The right to access your personal data – You have a right to know what personal data OVI hold on you and for what purpose we are processing your personal data. This is known as a Data Subject Access Request (DSAR). These requests must be made in writing by either email or letter with photographic identification to confirm your identity.

You can send these requests to dataprotection@pics4schools.com or by post to the address noted below. If OVI are unable to comply with your request, OVI will provide you with an explanation:

Derek Poulston
One Vision Imaging Ltd
Herald Way
Coventry
CV3 2NY

How to Complain

We appreciate that at OVI we do not always get things right and it is regrettable for us as an organisation when we receive a complaint. We take all complaints seriously and can assure you we will do our best to deliver a satisfactory outcome. If you do wish to complain about how your personal information is used by OVI then please write to us at:

Derek Poulston
One Vision Imaging Ltd
Herald Way
Coventry
CV3 2NY

Alternatively, you can email us at dataprotection@pics4schools.com

OVI will investigate and respond within 10 working days, this allows us time to investigate your complaint thoroughly.