Science Photo Library Limited (
SPL) is committed to protecting your
privacy. This policy explains in simple and easy to understand
language what data we collect:
It also explains what we do with your data and what you can do to access, rectify or ask us to delete any personal data we hold. For data protection purposes, Science Photo Library is the controller and, unless otherwise noted, is also the processor of data.
Our 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.
We may update this policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. The last time this policy was updated was 9th May 2018.
Protecting your personal data is important to us. We have set up a dedicated email for any questions you may have. You can find other ways of getting in touch with us at the end of these terms.
When you register on our website, we collect certain information for our records, including your name, email address (each and together, Identity Data), the name of the company you may be working at or representing, your business sector, street address and phone number (Contact Data).
When you visit our website, we automatically collect information about the website that referred you to us, your IP address, browser type, language and access times (Technical Data).
We also collect navigational information related to the pages visited on our website including viewed pages, clicked links and other actions taken in connection with the site (Usage Data).
When you create an account with us we also keep your username and password as well as the history of your orders and other details of products or services you have acquired from us (Profile Data) and your payment card details (Financial Data).
Your password(s) are encrypted and SPL staff members don’t have any access to your passwords other than in the encrypted form.
Finally, we record your preferences in receiving marketing from us and our third parties and your communication preferences (Marketing and Communications Data).
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.
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, if we fail to collect your Contact or Financial Data, we will not be able to provide you with the goods or services you have asked us to provide. In this case, we may have to cancel a product or service you have with us. However, we will notify you at the time.
You can change the information that you provided to us on registration by accessing the Your Details section of the website. If you have forgotten the password selected at the time of registration you can reset it by visiting the Forgot Password page.
We use different methods to collect data from and about you including:
Technical Data from the following parties:
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:
We have set out below, in a table format, a description of all the ways we plan to use your personal data and whic 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 if you need details about the specific legal ground we are relying on to process your personal data.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||
||Performance of a contract with you|
|To process and deliver your order including:
To manage our relationship with you which will include:
|To enable you to partake in a prize draw, competition or complete a survey||
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||
||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||
||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||
||Necessary for our legitimate interests (to develop our products/services and grow our business)|
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 products 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 marketing.
When you register on our website, you can choose, by opting in, whether to
receive our marketing communication. If we send you marketing email following your setting up an account
on our website, you can unsubscribe from specific emails by clicking on the
Unsubscribe link at the bottom of any of our marketing emails.
You can change or update your preferences as to our use of your Marketing and Communications Data at any time by contacting us at: firstname.lastname@example.org. Where you opt out of receiving our marketing messages, this will not apply to personal data provided to us as a result of your purchase of our products or services or as may be permitted by law. You will continue to receive transactional communications from us relating to invoices and order confirmations, if applicable.
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.
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.
Science Photo Library will not share your information with any third parties, except with the following third parties:
We may need to disclose information about you if required to do so by law; in connection with any legal proceedings or prospective proceedings; in order to establish, exercise or defend our legal rights; and to the purchaser or prospective purchaser of any business or asset which we are, or are contemplating, selling.
When a licence is purchased on-line we pass some of the personal data entered at registration to our Payment Service Provider. No personal data linked to the card used for the payment is stored at any time on any of the Science Photo Library servers.
Under the current data protection law, we can transfer your personal data (as described above) to our distributors based in the EU (Group 1) or the countries in Group 2, which are deemed by the European Commission to offer an adequate level of protection for the processing of personal data.
In relation to the United States, this country offers its businesses to be certified under the Privacy Shield certification system which, again, is deemed adequate to ensure safety of your data and enforceability of your rights.
The countries in Group 3 do not, as yet, offer a similar degree of protection as our laws do, however transfers of personal data to those countries is sporadic and undertaken only when necessary for our legitimate interests. In addition to protect your data and your rights, we have adopted the following safeguards:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and the EU.
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.
Details of retention periods for different aspects of your personal data are available in our retention policy, which you can request by contacting us.
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
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.
If you wish to exercise any of the rights set out above, please contact us at: email@example.com.
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.
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 for further information in relation to your request to speed up our response.
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.
The security of your personal information is important to us. We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. 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 use and keep up to date firewalls to protect our network and use data encryption for passwords. Physical access to facilities where your personal data is stored is limited to authorised personnel.
You have the ability to accept or decline cookies. Most browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies.
You are responsible for keeping your password and user details confidential. We will not ask you to reveal your password.
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.
Our contact details:
Data Protection Officer
Science Photo Library (SPL)
327-329 Harrow Road
London W9 3RB