Privacy Policy

Privacy Policy – Hover Media Ltd
Last updated: 5th July 2025

At Hover Media Ltd, your privacy matters. This policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR). It applies to all photography services and platforms operated under hovermedia.co.uk and hovermediacosplay.com.

1. Who We Are

We are Hover Media Ltd, a photography business based in Houghton-le-Spring, specialising in event photography, studio portraits, and cosplay shoots across the UK.

We are the data controller responsible for your personal data.

2. What Data We Collect

Depending on your interaction with us, we may collect:

  • Your name and online identity (e.g. Instagram handle)
  • Contact details such as email address or social media account
  • Photographs or video in which you appear
  • Payment or transaction records (if applicable)
  • Communications you send us via email, Instagram, Discord, Facebook, or Pic-Time
  • Technical data (e.g. IP address, browser type) when you use our website or galleries

We do not intentionally collect special category data, but images may include identifiable individuals such as children where appropriate.

3. Why We Collect Your Data

We collect and use personal data based on the following lawful bases:

  • Legitimate Interests: To operate and grow our photography business, manage shoots, deliver photos, promote our work, and maintain copyright records.
  • Contractual Obligation: To fulfil services you have requested (e.g., bookings, paid shoots, delivery of images or prints).
  • Legal Obligation: For compliance with financial and tax requirements.
  • Consent: Only where explicitly required, such as subscribing to a newsletter.

We do not rely on consent for taking or processing most images at public or private events but always seek verbal consent out of courtesy and professionalism when appropriate.

4. How We Use Your Data

We may use your personal data to:

  • Contact you about a photo you appear in or a shoot you attended
  • Deliver your gallery or printed products
  • Promote our work in portfolio or editorial contexts (see Section 6)
  • Process payments and issue invoices
  • Maintain business records for accounting or copyright protection

5. How We Store Your Data

Your data is stored securely as follows:

  • Images and contact records are stored on encrypted hard drives, a Synology NAS, and a PC with restricted access
  • Online galleries are hosted on Pic-Time
  • Internal files may be managed via Google Drive, Microsoft 365, and QuickBooks
  • Communication may occur via Instagram, Facebook, Discord, SMS, and email

Files are backed up to external hard drives. Images are kept indefinitely as part of our portfolio and copyright archive. Other personal data (such as contact and communication records) are retained for up to 7 years or as required by law.

6. Image Use & Sharing

We may use images that identify you to promote our business, including on:

  • Our websites and social media accounts
  • Online portfolios, blogs, or printed marketing materials
  • Event organiser websites, editorial features, or press coverage (where relevant)

Images may also be shared with:

  • Print labs via Pic-Time (when you or a client order prints)
  • Event organisers or editorial outlets, for reporting or promotional purposes
  • Third parties as examples of our work when applying for jobs, commissions, or projects

If you prefer not to have your image used in this way, please contact us directly.

We do not sell or rent personal data to third parties.

7. Photos of Children

We may photograph children at public events with awareness and care. We do not publish identifiable photos of minors unless:

  • A guardian was present during the photo
  • It was clearly appropriate and expected within the context

If you're a parent or guardian and wish for a photo to be removed, you may contact us at any time.

8. Data Transfers Outside the UK/EEA

Some of the service providers we use (such as Google Drive, Microsoft 365, Pic-Time) may process or store data outside the UK or European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place to protect your data in line with UK GDPR requirements.

9. Automated Decision Making and Profiling

We do not use any automated decision-making processes or profiling based on your personal data.

10. Cookies and Website Tracking

Our websites may use cookies or similar tracking technologies to improve user experience and collect technical data such as IP addresses and browser types. For detailed information, please refer to our Cookie Policy on our website.

11. Photo Deletion Requests

If you wish to request deletion of a photo in which you appear, please email us at enquiries@hovermedia.co.uk with details of the image and reasons for your request.

We will carefully consider each request under UK GDPR. While you have the right to request deletion of your personal data, photos may be retained if there is a legitimate business interest, such as:

  • Delivering photography services and fulfilling contracts
  • Maintaining copyright and ownership records
  • Using images for lawful artistic, journalistic, or promotional purposes

If we decide not to delete a photo, we will explain the reasons. We aim to respond within one month.

12. Your Rights Under UK GDPR

You have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion of your data
  • Object to processing under legitimate interest
  • Request a copy of your data in a portable format
  • Withdraw consent where given
  • Lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk

To exercise your rights, please email enquiries@hovermedia.co.uk. We may need to verify your identity before processing your request to protect your data.

13. Email Marketing and Newsletters

We do not currently send marketing emails but may offer a newsletter in the future. You will only be added with your explicit consent, and you can opt out at any time.

14. Changes to This Policy

We may update this privacy policy from time to time. The latest version will always be available at hovermedia.co.uk/privacy. We recommend reviewing it occasionally.

15. Legal Basis for Processing Photos at Events

At some events, verbal consent may be requested before taking photographs. This verbal consent is a courtesy to respect your privacy and ensure you are aware that photos are being taken. However, this does not necessarily mean that consent is the legal basis for processing your personal data under UK GDPR.

In many cases, we rely on Legitimate Interests as the lawful basis for taking and processing photographs at public or private events. This means that we have assessed and concluded that our business interest in documenting and promoting events, fulfilling contracts, and maintaining records outweighs any potential impact on your privacy.

We always seek to be transparent and respectful. If you object to your image being used or processed, please contact us, and we will carefully consider your request in line with your rights under UK GDPR.

If you have any questions about this policy or your data, please contact:
Email: enquiries@hovermedia.co.uk

Hover Media Ltd