PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD (art and photography)
INTRODUCTION
Welcome to our privacy notice.
Alexa Loy respects your privacy and is committed to protecting your personal data. This
privacy notice will inform you as to how we look after your personal data when you visit our website
(regardless of where you visit it from) and tell you about your privacy rights and how the law protects
you. You can download a pdf version of the policy here [insert link].
1. IMPORTANT INFORMATION AND WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how we collect and process your personal data
through your use of this website, including any data you may provide through this website when you
sign up to our newsletter or take part in a competition.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair
processing notice we may provide on specific occasions when we are collecting or processing personal
data about you so that you are fully aware of how and why we are using your data. This privacy notice
supplements the other notices and is not intended to override them.
CONTROLLER
Alexa Loy Photography is the controller and responsible for your personal data (collectively referred to
as “we”, “us” or “our” in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to
this privacy notice. If you have any questions about this privacy notice, including any requests to
exercise your legal rights, please contact the data privacy manager using the details set out below.
CONTACT DETAILS
Our contact details are set out in table 1 below:
Full name of legal entity LEAP AND DIVE LTD
Name or title of data privacy
Manager : Alexa Loy Dent
Email address hello@alexa-loy.com
PRIVACY NOTICE – Alexa Loy LEAP and DIVE LTD
United Kingdom
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the
UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate
the chance to deal with your concerns before you approach the ICO so please contact us in the first
instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated in Oct 2024.
It is important that the personal data we hold about you is accurate and current. Please keep us
informed if your personal data changes during your relationship with us.
THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links
or enabling those connections may allow third parties to collect or share data about you. We do not
control these third-party websites and are not responsible for their privacy statements. When you
leave our website, we encourage you to read the privacy notice of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that
person can be identified. It does not include data where the identity has been removed (anonymous
data).
We may collect, use, store and transfer different kinds of personal data about you which we have
grouped together in table 2 below:
Identity Data includes first name, maiden name, last name, username or similar identifier,
marital status, title, date of birth and gender
Contact Data Includes billing address, mailing address, email address and telephone
numbers
Financial Data includes bank account and payment card details
Transaction Data includes details about payments to and from you and other details of
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
products and services you have purchased from us
Technical Data includes internet protocol (IP) address, your login data, browser type and
version, time zone setting and location, browser plug-in types and versions,
operating system and platform and other technology on the devices you
use to access this website
Profile Data includes your username and password, purchases or orders made by you,
your interests, preferences, feedback and survey responses
Usage Data includes information about how you use our website, products and services
Marketing and
Communications Data
includes your preferences in receiving marketing from us and our third
parties and your communication preferences
We also collect, use and share Aggregated Data such as statistical or demographic data for any
purpose. Aggregated Data may be derived from your personal data but is not considered personal data
in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate
your Usage Data to calculate the percentage of users accessing a specific website feature. However, if
we combine or connect Aggregated Data with your personal data so that it can directly or indirectly
identify you, we treat the combined data as personal data which will be used in accordance with this
privacy notice.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you and
you fail to provide that data when requested, we may not be able to perform the contract we have or
are trying to enter into with you (for example, to provide you with goods or services). In this case, we
may have to cancel a product or service you have with us but we will notify you if this is the case at the
time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you, as set out in table 3 below:
Direct interactions You may give us your Identity, Contact and
Financial Data by filling in forms or by
corresponding with us by post, phone, email or
otherwise. This includes personal data you
provide when you:
• make an enquiry regarding our services;
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
• purchase our products or services;
• request marketing to be sent to you;
• enter a competition, promotion or survey; or
• give us some feedback.
Automated technologies or interactions As you interact with our website, we may
automatically collect Technical Data about your
equipment, browsing actions and patterns. We
collect this personal data by using cookies,
server logs and other similar technologies. We
may also receive Technical Data about you if you
visit other websites employing our cookies.
Please see our cookie policy [insert link] for
further details.
Third parties or publicly available sources. We may receive personal data about you from
various third parties as set out below:
• Technical Data from analytics providers such
as Google based outside the EU;
• Contact, Financial and Transaction Data
from providers of technical, payment and
delivery services such as QuickBooks, PayPal
and other financial institutions based inside
and outside the EU.
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your
personal data in the following circumstances:
• Where we have your consent to do so.
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and
fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
See table 4 below to find out more about the types of lawful basis that we will rely on to process your
personal data.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below in table 4 a description of all the ways we plan to use your personal data, and
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
which of the legal bases we rely on to do so. We have also identified what our legitimate interests are
where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the
specific purpose for which we are using your data. Please contact us via email at hello@alexa-loy.com
or via the Contact page on our website if you need further details.
Purpose/Activity Type of data Lawful basis for processing including
basis of legitimate interest
To register you as a new
customer
(a) Identity
(b) Contact
Performance of a contract with you
To process and deliver your
order including:
(a) Manage payments, fees and
charges
(b) Collect and recover money
owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and
Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate
interests (to recover debts due to us)
To manage our relationship with
you which will include:
(a) Notifying you about changes
to our terms or privacy policy
(b) Asking you to leave a review
or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and
Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal
obligation
(c) Necessary for our legitimate interests
(to keep our records updated and to
study how customers use our
products/services)
To enable you to partake in a
prize draw, competition or
complete a survey
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and
Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate
interests (to study how customers use
our products/services, to develop them
and grow our business)
To administer and protect our
business and this website
(including troubleshooting, data
analysis, testing, system
maintenance, support, reporting
(a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests
(for running our business, provision of
administration and IT services, network
security, to prevent fraud and in the
context of a business reorganisation or
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
and hosting of data) group restructuring exercise)
(b) Necessary to comply with a legal
obligation
To deliver relevant website
content and advertisements to
you and measure or understand
the effectiveness of the
advertising we serve to you
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and
Communications
(f) Technical
Necessary for our legitimate interests
(to study how customers use our
products/services, to develop them, to
grow our business and to inform our
marketing strategy)
To use data analytics to improve
our website, products/services,
marketing, customer
relationships and experiences
(a) Technical
(b) Usage
Necessary for our legitimate interests
(to define types of customers for our
products and services, to keep our
website updated and relevant, to
develop our business and to inform our
marketing strategy)
To make suggestions and
recommendations to you about
goods or services that may be of
interest to you
(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
Necessary for our legitimate interests
(to develop our products/services and
grow our business)
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around
marketing and advertising.
PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think
you may want or need, or what may be of interest to you. This is how we decide which products,
services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or
purchased goods or services from us or if you provided us with your details when you entered a
competition or registered for a promotion and, in each case, you have not opted out of receiving that
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
marketing.
THIRD-PARTY MARKETING
We will get your express opt-in consent before we share your personal data with any company for
marketing purposes.
OPTING OUT
You can ask us or third parties to stop sending you marketing messages at any time by:
by following the opt-out links on any marketing message sent to you; or
by contacting us via email at hello@alexa-loy.com or via the Contact page on our website at any
time.
Where you opt out of receiving these marketing messages, this will not apply to personal data
provided to us as a result of a product/service purchase or other transactions.
COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or
access cookies. If you disable or refuse cookies, please note that some parts of this website may
become inaccessible or not function properly. For more information about the cookies we use, please
see our Cookie Policy, which is available here [insert link].
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably
consider that we need to use it for another reason and that reason is compatible with the original
purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible
with the original purpose, please contact us via email at hello@alexa-loy.com or via the Contact page
on our website.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain
the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in
compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out in table 5 below for the purposes set
out in the table in paragraph 4 above.
Third Party Purpose of disclosure Link to Third Party Privacy Policy
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
ShootProof To store photographs https://www.shootproof.com/legal/priva
cy-policy
XODO SIGN To allow for electronic signatures
of documents
https://www.adobe.com/uk/privacy.html
QuickBooks To create invoices and log
transactions
https://quickbooks.intuit.com/uk/privacy
-policy/
Gmail and Google
Docs
For business related emails and
storage of business documents
https://policies.google.com/privacy?hl=e
n&gl=uk
We may have to share your personal data with third parties to whom we may choose to sell, transfer,
or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or
merge with them. If a change happens to our business, then the new owners may use your personal
data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance
with the law. We do not allow our third-party service providers to use your personal data for their own
purposes and only permit them to process your personal data for specified purposes and in accordance
with our instructions.
6. INTERNATIONAL TRANSFERS
Some of our external third parties are based outside the European Economic Area (EEA) so their
processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is
afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your personal data to countries that have been deemed to provide an
adequate level of protection for personal data by the European Commission. For further details,
see European Commission: Adequacy of the protection of personal data in non-EU countries.
• Where we use certain service providers, we may use specific contracts approved by the European
Commission which give personal data the same protection it has in Europe. For further details, see
European Commission: Model contracts for the transfer of personal data to third countries.
• Where we use providers based in the US, we may transfer data to them if they are part of the
Privacy Shield which requires them to provide similar protection to personal data shared between
the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
Please contact us via email at hello@alexa-loy.com or via the Contact page on our website if you want
further information.
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit
access to your personal data to those employees, agents, contractors and other third parties who have
a business need to know. They will only process your personal data on our instructions and they are
subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you
and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for,
including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and
sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your
personal data, the purposes for which we process your personal data and whether we can achieve
those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial
and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see Request erasure below for further
information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated
with you) for research or statistical purposes in which case we may use this information indefinitely
without further notice to you.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal
data. Please see below to find out more about these rights:
• Request access to your personal data (commonly known as a “data subject access request”). This
enables you to receive a copy of the personal data we hold about you and to check that we are
lawfully processing it.
• Request correction of your personal data that we hold about you. This enables you to have any
incomplete or inaccurate data we hold about you corrected, though we may need to verify the
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
accuracy of the new data you provide to us.
• Request erasure of your personal data - this enables you to ask us to delete or remove personal
data where there is no good reason for us continuing to process it. You also have the right to ask
us to delete or remove your personal data where you have successfully exercised your right to
object to processing (see below), where we may have processed your information unlawfully or
where we are required to erase your personal data to comply with local law. Note, however, that
we may not always be able to comply with your request of erasure for specific legal reasons which
will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those
of a third party) and there is something about your particular situation which makes you want to
object to processing on this ground as you feel it impacts on your fundamental rights and
freedoms. You also have the right to object where we are processing your personal data for direct
marketing purposes. In some cases, we may demonstrate that we have compelling legitimate
grounds to process your information which override your rights and freedoms.
• Request restriction of processing your personal data - this enables you to ask us to suspend the
processing of your personal data in the following scenarios: (a) if you want us to establish the
data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c)
where you need us to hold the data even if we no longer require it as you need it to establish,
exercise or defend legal claims; or (d) you have objected to our use of your data but we need to
verify whether we have overriding legitimate grounds to use it.
• Request transfer of your personal data to you or to a third party. We will provide to you, or a third
party you have chosen, your personal data in a structured, commonly used, machine-readable
format. Note that this right only applies to automated information which you initially provided
consent for us to use or where we used the information to perform a contract with you
• Right to withdraw consent at any time where we are relying on consent to process your personal
data. However, this will not affect the lawfulness of any processing carried out before you
withdraw your consent. If you withdraw your consent, we may not be able to provide certain
products or services to you. We will advise you if this is the case at the time you withdraw your
consent.
If you wish to exercise any of the rights set out above, please contact us via email at hello@alexa-
loy.com or via the Contact page on our website.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights).
However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
PRIVACY NOTICE – ALEXA LOY for LEAP AND DIVE LTD
We may need to request specific information from you to help us confirm your identity and ensure
your right to access your personal data (or to exercise any of your other rights). This is a security
measure to ensure that personal data is not disclosed to any person who has no right to receive it. We
may also contact you to ask you for further information in relation to your request to speed up our
response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than
a month if your request is particularly complex or you have made a number of requests. In this case,
we will notify you and keep you updated.
