Privacy Statement


Mediaphotos collects data and information from clients and users of this site to allow us to operate the business and complete orders and commissions. Here we outline how we use any information you give us and how we ensure it’s security.

Mediaphotos values your data and is committed to ensuring its security and your privacy. Any data you supply will only be used as described in this privacy statement and as laid down in the Data Protection Act (DPA) 1998, The Privacy and Electronic Communications (EC Directive) Regulations (PECR) 2003 and the new General Data Protection Regulation (GDPR) 2018.

This policy may be updated from time to time.

Data We Collect

The following data may be collected:

a)    Your name, job title and company name.

b)    Contact information such as email address, postal address, and telephone number.

How We Use The Data We Gather

We collect data and information from clients and users of this site to allow us to operate the business and complete orders and commissions. In some cases we have a legal obligation to keep information such as for tax and HMRC accounting purposes. We may also have a contractual obligation to fulfil that requires this information to be held. There may also be a legitimate business interest that requires us to keep information, such as correctly identifying the subject of an image for the purpose of publishing. 

Unless you have opted in to receive marketing information from us your data will only be used to complete any orders you have made. If you have opted in to receive marketing information we may use the information you provide to stay in touch through occasional newsletters or emails to keep you informed of work we are doing or new services or deals we might offer.

Data Security

We value any information we hold or that you give us and take all reasonable care to look after and maintain the security of that data whether it is kept electronically or in paper form. Access to the data is limited to the Data Controller and Data Processor nominated by Mediaphotos. Protection includes encrypting all data we hold on our own servers and ensuring that any third party businesses we use to operate our business are also GDPR compliant and take the security of your data as seriously as we do. Currently the only third party businesses we use are who host this web site, who are our isp and host our e-mail servers and who provide cloud storage for us.

Any data we hold is for legitimate business use by ourselves only and will not be passed onto, sold, rented or otherwise made available to third parties for any purpose other than our legitimate business and journalistic use or if legally obliged to.

The security of passwords you use to access our services is your responsibility. If you believe your password has been compromised you should notify Mediaphotos immediately and change your password.

How Long Is The Data Held

Information relating to orders or commissions will be held for up to seven years in accordance with HMRC legislation. When you have opted in to receive marketing material from us your data will be held until such a time as you opt out which you are free to do at any time either by unsubscribing using the link at the bottom of any email we send you or by sending an email to [email protected] asking to be unsubscribed from our marketing lists.

Any caption information we hold which identifies a subject in a photograph will be held in perpetuity. This is to enable the subject to be correctly identified, searched for and made available for publication and journalistic use. 

Your Rights

a)    You have a right to withdraw your consent to receive marketing communications from us at any time either by unsubscribing using the link at the bottom of any email we send you or by sending an email to [email protected] asking to be unsubscribed from our marketing lists. You will be removed from our lists within one month of you making contact.

b)    You have a right to access any data we may hold on you and to request it’s removal or correction should you believe it to be incorrect. Removal or correction will be completed with one month.

c)    You have a right to request details of personal information we may hold on you. We will provide this information free of charge but should we consider your requests to be manifestly unfounded or excessive or repetitive then we reserve the right to charge an administration fee of £25.

Images Held On The Site Or In Our Archives

Images are held on this site for the purpose of:

a) Making them available to clients. Client images are held in secure galleries that require a password to gain access and are not available to the public. Pictures shot for clients will not be made available for sale to others.

b) Selling images for editorial use or as display prints. Editorial and stock images are stored in galleries that are open to the public and searchable either from within the site or via other web based search engines.

Some images out of necessity and for legitimate business and journalistic reasons are captioned with details of the subjects in the images such as name and job title.

Some stock images are made available for sale through other third party sites such as


This privacy statement only applies to this site / business and we are not responsible for any other sites or businesses which you may link to from this site.


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We only store / archive images in which we hold the copyright or in which the copyright has been transferred to our client in accordance with our contract with that client. All images are protected by the Copyright, Designs and Patents Act 1988 and no use should be made of an image without the express consent or of the copyright holder, Roger Donovan T/A Mediaphotos. For further information on copyright please see our terms and conditions.

Further Information

For further information regarding privacy or data protection please contact: Roger Donovan, Data Controller, Mediaphotos, Cardiff.