1. Contact details

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It is essential for us to gather and store your contact details at the point of first contact and throughout any business we might undertake with you. This is for us to be able to communicate with you regarding your booking and content creation.

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You will be given an option during the early stages of our communication to opt in or out of HAVCC marketing communications. If you opt out, your contact details will be kept on file only for the duration of our work with you. If you opt in, we will store your contact details in a database for future communication regarding HAVCC updates, events and offerings.

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If you wish to opt out of communications, you can at any time by clicking the "Unsubscribe" button on any of our communications, or by requesting to opt out via email - hello@pro-viz.com

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We will NEVER pass your details on to any third party, or sell any of your information in any form.

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2. Information pursuant to content creation

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During the booking and preparation, and through the content creation, we will need to ask you for information about your content creation, whether that is portraits, headshots, video creation, marketing communication or other, in order that we can tailor our work to best suit your needs. 

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This information will be kept 100% confidential between us and you and will never be disclosed to any third party.

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We would usually keep this information on file during and after your content creation, so that we are better placed to understand your needs for any future bookings. However, if you would like all information regarding you, your content creation preferences and requirements deleted from our systems, we are more than happy to oblige. Just let us know at any stage of our work together and we will ensure that, on completion of ou business, your information is permanently deleted, and we will confirm when it has been done. If you do go for this option, please bear with us as we ask the same questions next time we work together!

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3. Payment details

 

We at HAVCC and associate companies, do not store any payment information. However, we work with trusted third parties to facilitate your payments, and they may store some information. Our primary partner for cash payments is Stripe. You can find their privacy policy here - https://stripe.com/gb/privacy

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4. Images and likenesses

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During your content creation, depending on the brief, we may gather images or video of you or your staff. An example of this would be staff portraits. Of course in order to deliver staff portraits, we first need to take photos of your staff. Those images will then be stored on our drives for the duration of the project. These images do constitute a form of information gathering and therefore we are transparent with our use of those images.

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Your images are always stored offline, on drives here at HAVCC HQ. They are not stored anywhere online, or anywhere that can be accessed by any third party until the time of delivery. Depending on how you have asked for your final images to be delivered, delivery could involve a file transfer via a third party website, or a digital download or gallery on our website. Whichever delivery system you choose, we only use trusted third parties who have their own rigid policies.

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Our file transfer partner is https://www.fromsmash.com, and their privacy policy can be found here: https://fromsmash.com/essential/privacy

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Our online galleries are hosted on Wix and their privacy policy can be found here: https://www.wix.com/about/privacy

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You will be asked during the preparation phase of our work together whether you wish for your images to be stored for 3 months after completion of our work together or for three years. These are our two standard options for image storage. However we are more than happy to adhere to any terms that you request for storage of your images, so please discuss with your HAVCC representative and we will confirm your request.

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During your work with HAVCC and other companies, you will be given the option to allow us to use the images taken during our work together in our marketing material. If you do not wish for your images to be used in our online galleries, please opt out at that point. If you later wish to change your preferences, please email us on hello@pro-viz.com and we will be happy to help.

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5. Video, voices, conversations and speech

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This is ONLY relevant to video content creation projects. If you have a stills project or are having photos or portraits taken, no video or voice recording of any sort will happen.

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Any voices or speech recorded during video projects will be subject to the same privacy guidelines detailed above for images and likenesses. Your voice and what you say is your personal information and will only be stored in accordance with the above guidelines.

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6. Company details, branding and copyrighted material

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As part of our work together it is often required that you share business information with us. This business information is always treated as 100% confidential and will never be disclosed to a third party. As with section 3. above, if you require that this information be deleted from our drives after our business is complete, please make this clear to your point of contact.

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During our work together it will often be necessary for you to send us company logos or other branding or marketing images. This is for use only in the creation of your content and not anywhere else. Copyright law centres around publishing of material and in most cases we will not be 'publishing' the content that we create for you. The standard model is that we create the content, send to you and you publish is, either via your social media or website or other. Therefore our use of your copyrighted material should never be any issue for you.

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If you wish to have a more in depth conversation about this, please don't hesitate to get in touch!

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This information is intended to be illustrative of our work with your information, but not exhaustive. If there is absolutely anything that you want more information about please do not hesitate to contact us or send your question to hello@pro-viz.com

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