UNP Privacy Policy – United National Photographers

1. Who we are – UNP Privacy Policy overview

United National Photographers (UNP)
Press, PR & Corporate Photography Agency
Email: pictures@unp.co.uk
Website: https://unp.co.uk

UNP is the data controller for the personal information we process in connection with our services. Freelance photographers engaged by UNP may act as independent data processors depending on the nature of the assignment and their contractual relationship with the commissioning client.

2. Personal data we collect

We only collect information required to deliver our services professionally, efficiently and lawfully under this UNP Privacy Policy.

2.1 Clients & business contacts

• Name and contact details (email, phone, address)
• Company information, role and team details
• Briefs, assignment notes and shot lists
• Billing and payment information
• Email and communication history with our Picture Desk
• Usage permissions and approvals (where required)

2.2 People featured in photographs

• Images of identifiable individuals captured at assignments
• Names, roles or contextual details where supplied by the client
• Shoot metadata (for example time, location and photographer)

2.3 Freelance photographers & contractors

• Contact details and address
• Portfolio samples and past work
• Payment information and banking details
• Insurance, certifications and compliance documents
• Assignment history and communications with the Picture Desk

2.4 Website users

• IP address, browser and device information
• Cookie and analytics data
• Web form submissions and enquiry details

We do not intentionally collect sensitive personal data unless it is required, relevant to a specific assignment and lawful to process.

3. How we collect data

We collect information in a variety of ways, including:

• When you enquire, book or correspond with us by phone, email or web form
• When we photograph at locations, events or corporate premises
• When PR teams, agencies or commissioning clients provide details to our Picture Desk
• When you submit briefs, shot lists or reference materials
• When you work with us as a freelancer or contractor
• When you sign up for newsletters or updates (where available)
• When you browse our website, which uses cookies and analytics tools

Data may also be obtained from publicly accessible sources such as LinkedIn, company websites and published event materials where appropriate.

4. Lawful bases for processing

We rely on the following lawful bases to process personal data:

• Contract – to deliver our photography and Picture Desk services as requested by clients and commissioners.
• Legitimate interests – including editorial use, business administration, portfolio work and maintaining a photographic archive, where these interests are balanced against individual rights.
• Legal obligation – to meet accounting, tax, insurance and regulatory requirements.
• Consent – where required by law for specific promotional or commercial campaigns.

For editorial and journalistic assignments, processing may fall under the special purposes exemption in the Data Protection Act 2018.

5. How we use personal data

We use personal data to:

• Deliver photography and Picture Desk services to clients and commissioners
• Manage bookings, briefs, logistics and image delivery across the UK and beyond
• Coordinate nationwide assignments through our central Picture Desk
• Invoice, process payments and maintain accurate business records
• Communicate with clients, agencies, media partners and photographers
• Maintain an archive of imagery for reference, clarification and portfolio use
• Promote our services and showcase our work (within agreed usage terms)
• Comply with legal, regulatory and insurance requirements

Images may be supplied to commissioning clients, PR teams, brands, media outlets, picture desks and editorial partners in line with the agreed brief and usage.

6. Image rights & usage

UNP’s photography is typically commissioned for press, PR, editorial and corporate communications. In general:

• Editorial use (for example news, PR coverage and reporting) does not usually require individual consent.
• Commercial or promotional use may require consent depending on context, jurisdiction and campaign type.

Where consent is required, it is usually managed by the commissioning organisation (for example a PR agency, brand, event organiser or employer).

If you have concerns about your appearance in an image produced by UNP, please contact us and we will work with the commissioning client to review your request.

7. Sharing personal data

We may share personal data with:

• Freelance photographers assigned to fulfil a brief
• Picture desks, media outlets and editorial partners
• Commissioning clients, PR agencies and brands
• IT and hosting providers that support our systems and galleries
• Accounting, invoicing and payment platforms
• Legal, compliance and insurance service providers

We do not sell personal data to third parties.

8. International transfers

Where data is transferred outside the UK (for example where an overseas platform or media outlet is used), we take appropriate steps to ensure adequate protection, such as Standard Contractual Clauses or equivalent safeguards where required by law.

9. Data retention

We keep data only for as long as it is needed for the purposes set out in this UNP Privacy Policy or as required by law. Typical retention periods include:

• Client and assignment records: usually 7 years
• Images: retained as part of UNP’s photographic archive
• Financial records: 7 years (legal requirement)
• Freelancer records: for the duration of the relationship plus 7 years
• Website logs: short-term operational retention only

Images may be stored indefinitely as part of our archive unless a removal request is made and we are able to remove the material without breaching legal, contractual or editorial obligations.

10. Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration or disclosure. While no system is completely secure, we work to ensure that personal information is handled with care and in line with good industry practice.

11. Your rights

Under data protection law, you may have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data in certain circumstances
• Object to certain types of processing
• Request restriction of processing
• Request data portability (where applicable)
• Withdraw consent where we rely on consent as the lawful basis

For image-related enquiries, please provide enough information (for example date, event, location or organisation) so we can identify the relevant files.

To exercise your rights under this UNP Privacy Policy, contact: pictures@unp.co.uk. Information Commissioner’s Office (ICO).

12. Cookies & analytics

Our website uses cookies to support functionality, improve performance and provide anonymised analytics on how the site is used. You can manage or disable cookies through your browser settings, although some features of the website may not function correctly without them.

For more detail on cookies, please see our Cookie Policy and the UK Information Commissioner’s Office guidance on UK GDPR: ICO UK GDPR guidance .

13. External links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, content or security of those external sites. We encourage you to review their privacy policies before providing any personal information.

14. Updates to this policy

We may update this UNP Privacy Policy from time to time to reflect changes in our services, legal requirements or best practice. The latest version will always be available on our website, and the “Last updated” date at the top will indicate when it was most recently revised.

15. Contact us

If you have any questions about this Privacy Policy or how UNP processes personal data, please contact:

United National Photographers
Email: pictures@unp.co.uk
Website: https://unp.co.uk

You also have the right to raise concerns with the UK Information Commissioner’s Office (ICO) if you believe your data has not been handled correctly: https://ico.org.uk/make-a-complaint/ .