Privacy Notice

Introduction - Who Are We?

Before Time Flies is a specialist maternity and newborn photographer with a bespoke photography studio in West Malling, Kent. This privacy notice provides you with details of how Before Time Flies collects and processes your personal data.

Before Time Flies, referred to as “we”, “us”, “our”, or “Before Time Flies” in this privacy notice, is the data controller and is responsible for your personal data. We aim to maintain the highest possible standards and seek to adopt best practice with regards to the way in which we manage and process data.

Before Time Flies collects, uses and processes personal information about you. When we do so, we adhere to the UK General Data Protection Regulation (GDPR), which was incorporated into UK law following Brexit, which is supported by the Data Protection Act 2018 (DPA 2018).

We are responsible as ‘controller’ of your personal information where you are the person named as the client or a data subject that provides us with consent to process your personal data for other reasons.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at molly@beforetimeflies.com.

The personal information we collect and use

Information collected by us

The information we collect	How we collect the information	Lawful basis	How we use and may share the information
Personal information including first and last name, email address, phone number.	By you completing our online contact form at beforetimeflies.com, sending us an email or contacting our WhatsApp Business number.	Consent.	This information will be stored on Before Time Flies’s website and our CRM so we can respond to you about your enquiry or booking and send you updates about your booking. The information will also be stored within our email platform and WhatsApp Business environment if you choose to communicate with us via those methods. This information is then transferred to our CRM for management. This information will not be shared with anybody operating outside of Before Time Flies and will not be used for any other purpose than to communicate with you about your booking.
Personal information including first and last name, email address, phone number.	When you contact us via the Before Time Flies website.	Consent	If you have consented for us to do so, Before Time Flies will use your information to send you marketing information about our products and services, newsletters, and other marketing information we believe may be relevant to you. This information is stored on the Before Time Flies website and CRM. This information will not be shared with anybody operating outside of Before Time Flies.
Health or medical information, including any disabilities or health-related condition that will impact your booking with us. Including for you, your baby, or other family members in attendance.	By you providing us with the information during booking, when you submit a contact form, when you visit us for your booking, or other means of communication when speaking to you about your booking.	Consent and Legitimate Interest.	This information will be stored securely on Before Time Flies’s website, CRM, email, or WhatsApp Business, dependent on when and where you provided the information, for the effective facilitation of your booking. It is important that we keep a record of any health-related or medical issue that may impact your booking with us. This information will only be shared with the Before Time Flies team that are facilitating your booking.
Name, email, phone number, responses to surveys and/or qualitative research.	By you completing our forms and surveys for research and feedback purposes.	Consent.	This information will be stored on Before Time Flies’s computer devices and CRM and will be used to respond to requests, as well as inform us about enhancing, modifying or extending our services or communications.
Website information.	Cookies.	Consent.	Beforetimeflies.com uses cookies to enhance and analyse your experience on our website and for marketing purposes. For further information regarding cookies please see our Cookie Policy.
Image, photographs, video and audio. Personal information including your first and last name, and your baby’s first name and last name.	Captured through the consent form on our website, physical consent forms, events terms and conditions, and during your appointment. We can only capture your consent by you sharing it with us through one of these forms in verbal or written format.	Consent or Contract	We will take photographs and video for use on our website, newsletters, social media and other digital and offline promotional materials. Photographs and video may be taken by any member of staff at Before Time Flies or hired third parties. Further information will be readily available at the time of the image being taken. Images will be taken in accordance with Consent, or Before Time Flies’s Event Terms and Conditions as appropriate. The image itself will be shared in the public domain, but image rights remain with the image owner and/or Before Time Flies as agreed. Consent for your name, your baby’s name, or your family’s names may also be captured for sharing. This information will be stored on Before Time Flies’s computer devices as well as on Before Time Flies staff members’ mobile phones and camera devices. Locations are where your data is stored when using the social platforms: Facebook and Instagram (United States and Sweden). Before Time Flies does not repost your information TikTok or other 3rd party social media sites outside of the EEA, US or similar jurisdictions. By clicking on the above links for each social media platform, you will access how each platform complies with transfer requirements of the UK GDPR.

We do not collect any Sensitive Data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or information about your health and genetic and biometric data that does not affect your lessons or the way that we teach. We do not collect any information about criminal convictions and offences.

How long your personal data will be kept

We will not hold your personal information for longer than is reasonably necessary in providing the service or as is required by law.

We keep your personal information for bookings for up to five years after your last booking with Before Time Flies.

Upon expiry, any personal data which we are not legally obliged to retain will be securely destroyed.

Your marketing information will be kept for as long as it is necessary to continue sending you our marketing information, newsletters and exclusive event invitations. If you do not open our communications for 6 months, Before Time Flies will contact you to see if you want to continue receiving our information or be removed from our list. Therefore, your information will be kept for up to 7 months from the last time you opened our emails, or until you unsubscribe from receiving our communications.

We keep photographs and videos for up to three years after they are taken. However, anything posted online will be kept posted unless a specific request is made for removal, which we agree to under your rights under the UK GDPR.

Marketing

We would like to send you information about products, services and events that may be of interest to you as a Before Time Flies client or subscriber.

If you consent to receiving such information, you can opt out at any time in the future. When you fill in a form or provide your details on our website, you will see one or more tick boxes allowing you to opt in to receive marketing communications from us by email, telephone, and text message.

If you consented to us using your information for marketing purposes, you have the right to withdraw that consent at any time by the following means:

Unsubscribing via the link in the footer of all our marketing emails.

Send an email to molly@beforetimeflies.com.

Write to us at Before Time Flies, 114a High Street, West Malling, ME19 6NE.

We will not share your information for marketing purposes with any other organisation or third party without your explicit consent.

Who we share your information with

Other than as stated in the table above, we will share personal information with law enforcement or other authorities if required by applicable law.

As stated in the table above, Before Time Flies’s staff are classified as third parties and your information will be shared with them in the following circumstances:

To facilitate bookings and appointments with Before Time Flies

To respond to your messages and queries from our website or at molly@beforetimeflies.com.

To facilitate your attendance at events organised by Before Time Flies.

To facilitate billing for your bookings and appointments

We may also need to share some categories of personal information with other third parties where we store or process your personal information, for the performance of the contract, via consent or via legitimate interest. These locations and providers are identified below.

Where information may be held

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.

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 https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/international-transfers/international-transfers-a-guide/

We share your personal data with Hubspot for our CRM, website and email marketing. Although we have opted to utilise EU data centres wherever possible, this will involve transferring your data outside the European Economic Area (EEA) to the United States. Further information is available here: https://legal.hubspot.com/privacy-policy.

We share your personal data with Google for website tools including analytics to gain insights and improve the functionality of your website, or for marketing purposes. This will involve transferring your data outside the European Economic Area (EEA) to the United States. Further information is available here: https://policies.google.com/privacy.

We share your personal data with Canva. This will involve transferring your data outside the European Economic Area (EEA) to the United States, Australia, Singapore, Philippines and New Zealand. Further information is available here: https://www.canva.com/policies/privacy-policy/.

We share your personal data with WeTransfer for the purposes of transferring files, which may include images and photographs. This will involve transferring your data outside the European Economic Area (EEA) to the United States. Further information is available here: https://wetransfer.com/explore/legal/privacy.

We share your personal data with Before Time Flies Contractors. Before Time Flies Contractors are third parties bound by contract to protect and process your information safely and securely in line with Before Time Flies’s privacy policy. If you would like any information about this, please speak to the third party when directly engaging with them, or contact Before Time Flies.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Our website

We collect certain information or data about you when you use our website as Before Time Fliesgroup.com. We collect:

Your first name and last name, email address, phone number to contact you about Before Time Flies products, services and events.

Your personal information, including first and last name, date of birth, and sometimes email address and phone number.

Questions, queries or feedback you leave, including your name, email address and phone number.

Details of which version of web browser you used and other information about your device.

Information on how you use the site, using cookies and page tagging techniques. For more information on cookies and related technologies used on this site, and how to disable them, please read our Cookie Policy.

The data we collect on this site can be viewed by the Before Time Flies team to:

Improve the site by monitoring how you use it.

Gather feedback to improve our services.

Respond to any feedback or queries you send to us.

Allow you access to our services and Coaches.

Provide you with information about our services.

Before Time Flies is not making use of these messages or data other than to follow up on your enquiries and improve your website experience. Your personal information will be processed and transmitted in accordance with the UK General Data Protection Regulation (GDPR).

Storing your website data

We store your data on secure servers in the EEA and USA with Hubspot. Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit. Any data you send is at your own risk. We have appropriate organisational and technical measures, procedures and security features in place to keep your data secure once we receive it.

Links to other websites

Before Time Flies.com contains links to other websites. This privacy statement only applies to Before Time Flies and Before Time Flies.com, and doesn’t cover other services and transactions that we link to. These services will have their own terms and conditions and privacy notices. If you go to another website from this one, we recommend that you read the privacy notice on that website to find out what it does with your information.

Your rights under the UK GDPR

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

We will always seek to comply with your request. However, we may be required to hold or use your information to comply with legal duties. Please note that your request may delay or prevent us delivering a service to you.

To make a data protection rights request, please send an email to molly@beforetimeflies.com or write to us at Before Time Flies, 114a High Street, West Malling, ME19 6NE.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation: https://ico.org.uk/

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Keeping your personal information secure

Before Time Flies and its team have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way.

Before Time Flies limits access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to contract and a duty of confidentiality.

We follow the ICO’s guidance and procedures to deal with any suspected data security breach.

We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Who to contact

Please contact molly@beforetimeflies.com to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact us at molly@beforetimeflies.com or by writing to: Before Time Flies, 114a High Street, West Malling, ME19 6NE.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner (ICO).