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Mary Evans Picture Library Privacy Policy

Your personal data helps us to provide you with a professional service, and enables us to make you aware of the images we have available and to deliver them to you in an efficient manner.

Mary Evans Picture Library is committed to protecting your personal information, whether you are already a client of ours, have expressed an interest in our services or are merely using our website in a personal capacity which you a perfectly welcome to do. It is our aim to make the protection of your personal data a priority and to manage your personal data respectfully and responsibly.

What This Policy Covers

This Policy explains how Mary Evans Picture Library  collects, manages and uses the personal information you give us, whether via our website, by email , by phone, in person or in writing.

We ensure that we use your personal data in accordance with all applicable laws concerning data protection and personal information. In this document, ‘personal data’, ‘personal information’ and ‘data’ mean any and all data that relates to a person who can be directly or indirectly identified from that data. Where it might apply, this definition will incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulations.

This Policy explains:

  • Who we are;
  • What personal data we collect;
  • How we may use your data;
  • How we may contact you;
  • How we will store and protect your data;
  • The circumstances in which we share your data with third parties;
  • What you should do if you would like us to change or delete the data we hold for you or stop contacting you;
  • How to make a complaint;
  • Changes to this Privacy Policy.

Please read this Privacy Policy carefully. If you do not agree with this Privacy Policy, you should stop using our website or availing yourself of our services immediately.

Who We Are

Mary Evans Picture Library Ltd is a limited company registered in England and Wales (company registration no 1365118). Our registered address is 59 Tranquil Vale, Blackheath, London, SE3 0BS.

What Personal Data Do We Collect

We may collect personal information about you when you engage with us for a number of reasons including when you register on our website, email or telephone us with an enquiry, or meet with us at a trade show or at our offices. We will use this information to help us provide you with any services you have requested from us, and also to keep you aware of new images or collections that may be of interest to you in the future, and other news about the library and our services.

This can include information such as your name, postal address, email address, phone number, country of residence, credit or debit card details and, if you are interacting with us as a business your organisation or entity’s name, postal address and telephone number. If you choose to supply us with the following, we will also record your job title and the type of business you work for. We will not collect any ‘sensitive personal data’ from you.

 Website Users

We may also gather information about you from your use of our website, such as which pages are most visited and what images you have searched for or have chosen to download. We use this information to improve our website and to ensure we provide the best services for our users.

Our website uses cookies to help our website work well and to track information about how people are using it. Through the use of cookies, we will receive information from your computer such as your IP address. We record this information principally so we can ensure we only show you images which can be licensed in the country in which you reside. We may also record this information to provide you with a good experience when browsing our website or to improve the functionality of our site.

If you register on our website then the following will also apply:

  • The website will collect the above personal information when you register with us but it will never record your credit or debit card details. Once you register with the website you will not be anonymous to us when you subsequently sign in;
  • You agree to endeavour to ensure that any registration information you give to Mary Evans Picture Library will always be accurate, correct and up to date;
  • We collect and retain information about your transactions with us so that we can process your transactions and deal with future queries.

Job Applicants

If you apply to work at Mary Evans Picture Library, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside Mary Evans, for example, if we need a reference, we will make sure we tell you beforehand, unless we are required to disclose this information by law.

If you are unsuccessful in your job application, we may hold your personal information for up to 12 months after we’ve finished recruiting for the post you applied for. After this date we will destroy or delete your information. We may keep de-personalised statistical information about applicants to develop our recruitment processes, however no individual applicant would be identifiable from this information.

If you commence employment with Mary Evans, your data will be processed in accordance with your employment contract and our other applicable policies.

Your Debit Card And Credit Card Information

If you use your credit or debit card to pay for our services online or over the phone, we will ensure that this is done securely and that we will not keep your details for longer than necessary for the purposes of the transaction.

How We May Use Your Data

We may use your personal data for a number of purposes, including the following:

  • To provide you with the services and information you have requested from us. This could include fulfilling terms and conditions you have entered into with us (please note that we require your personal data in order to enter into a contract with you);
  • To contact you about progress with any outstanding orders or requests for services;
  • To provide you with information by email which we feel may interest you and where you have given your consent to be contacted by email.
  • To provide you with information about our work or our activities by post where we have a legitimate interest in sending it to you.
  • To telephone you if you have provided us with your telephone number but only in connection with a service we are delivering to you;
  • To create an account for you if you register with us, and manage that account;
  • For customer service or administrative purposes, for example, to train our staff, to respond to your queries;
  •  For internal record keeping, including the management of any feedback or complaints;
  • To target communications and messages to you;
  • To assess our customer base, and how people interact with us;
  • To track user visits to our website and record navigation across our website and in addition to track whether our emails are opened and read;
  • To invite you to participate in surveys or research. From time to time we conduct surveys and promotions and may request information from you as part of these. Participation in these is entirely voluntary and you therefore have a choice whether or not to disclose any information which might be required;
  • To use IP addresses to identify your approximate location to personalise and improve the way our information is presented to you and to provide and manage access to our website;
  • To analyse, personalise, tailor and improve the services we offer.

We May Contact You

By Email

If possible, we would like to be able to contact you by email because we feel it is the most efficient and productive way to communicate with you about our services.

We will contact you by email if you have given us your email address and we are emailing you to provide the services you have requested.

We may also contact you by email if you have bought a service from us and we want to contact you about similar services.

We may in addition contact you for marketing purposes by email if you have given us your consent to do so. This may include inviting you to attend special events.

By Post And Telephone – where we have a legitimate interest to contact you

If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work and the services we can offer you, unless you have told us that you would prefer not to receive such information. We will carry out a legitimate interest assessment to ensure that we are satisfied that you would reasonably expect such communications from us and would not consider it to be intrusive. For example, we may want to post you an invitation to an event we think you may be interested in.

How We Will Store And Protect Your Data

We will store your data on our own servers.  Personal data acquired for the purpose of completing sales transactions relating to productions, events, services and products, and sign-up to our email lists will be stored securely on our in-house back office system.

Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure the data we collect.

Keeping Your Personal Data

We do not keep your personal data for any longer than is necessary than the reason(s) for which it was collected requires. If we have your permission, your personal data will be retained on the following bases, and if we do not need to keep your personal data for archival, legal or business reasons, we will delete or suppress your personal information.

If you have told us that you do not want to hear from us at all or by a particular channel, we will hold the minimum amount of your personal data on a suppression list to ensure we comply with your request.

Sharing Your Data With Third Parties

In some cases, Mary Evans may share your data with third parties, such as suppliers or service providers who provide the products or services you've requested from us. For example, we may use a separate company to deliver goods to you. Where any of your personal data is shared, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law. Any data that is shared will not be shared further. Mary Evans Picture Library enters into an agreement with those we share with to ensure that this doesn't happen.

What Should You Do If You Would Like Us To Change Or Delete The Data We Hold For You, Or Stop Contacting You?

As well as the right to be informed about how we collection and use your personal data, and rights in respect of automated decision making and profiling, you also have the following rights:

Do You Want Us To Stop Contacting You?

It is your choice as to whether and how you want to receive information about us and our work, and the ways you can get involved. You have the right at any time to ask us to amend, delete or stop using your personal information, including for marketing purposes.

You may opt out of marketing emails at any time by clicking the ‘unsubscribe’ link in our marketing emails and when registering for an online account with us. You can opt out at any time using this link: www.maryevans.com/remove.php. You can also change any of your marketing preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone or send you direct marketing by post) through your online account with us, by contacting pictures@maryevans.com. We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we will retain your details on a suppression list to help to ensure that we do not continue to contact you.

Do You Want To Change The Details We Hold For You?

The accuracy of your information is important to us. You can edit the information we hold about you, including your address and contact details at any time. If you would like to change your preferences or update the details we hold about you, you may do so through your online account with us, or contacting us on:

020 8318 0034 or pictures@maryevans.com

If you would like  a copy of the information we hold for you

You have a right to request a copy of the personal information we hold about you, to have any inaccuracies corrected, or have your data erased. You also have a right to data portability (where the personal data we hold for you can be shared with another service or organisation).

If you would like to make a request for this data (a ‘Subject Access Request’) we require you to prove your identity with two pieces of approved identification for these purposes. Please address requests to pictures@maryevans.com and we will respond to you within 10 working days. Please provide as much information as possible about the nature of your contact with us to help us locate your records.

How To Make A Complaint

If you would like to make a complaint about any aspect of this Policy, please contact Mark Braund, mark.braund@maryevans.com.

The Information Commissioner’s Office

You have the right to lodge a complaint with the supervisory authority responsible for all information matters, The Information Commissioner’s Office at www.ico.org.uk

 Changes To This Privacy Policy

We may change this Policy from time to time (for example if the law changes), so please do check it regularly to keep up-to-date. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to engage with us through our services and our website you will be deemed to have accepted such changes.

May 2018