Privacy Policy and Terms of Submission
1. Introduction
Welcome to Dolphin Zone CIC. This document explains how we collect, use, and protect your personal data, and sets out the terms that apply when you submit photos, videos, or other content (“Submissions”) through our website or by email. By submitting content, you confirm that you have read and agree to both this Privacy Policy and these Terms of Submission. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
When you submit content through our website, we may collect the following information:
Your name, Your email address, the photos and/or videos you upload and details of where and when they were taken. We do not collect other personal data unless you choose to provide it
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.3. How We Use Your Information
We use your personal information to review and manage your submission, or to contact you about your submission or related matters. We may include your submitted photos or videos in a catalogue that may be published or shared with third parties (such as partners, collaborators, or media outlets)Your photos or videos may be publicly displayed as part of the catalogue. Your name may be used for attribution (if applicable), but your email address will not be shared publicly. We will never sell your personal data.
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4. Legal Basis for Processing
Under UK data protection law, our lawful bases for processing your information are:
Consent – you give consent when you submit photos or videos for inclusion in the catalogue.
Legitimate interests – to manage and publish the catalogue as part of our normal business or creative activities.
You can withdraw consent at any time by contacting us (see Section 13).Please note that once the catalogue has been published or distributed, we may not be able to remove content that has already been made public.
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5. Data Storage and Security
We store your personal data securely and take reasonable technical and organisational measures to protect it against loss, misuse, or unauthorised access. Access to personal data is restricted to authorised personnel only.
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6. Data Retention
We keep your personal data only for as long as necessary to manage your submission and maintain the catalogue. After this period, your information will be securely deleted.
7. Your Data Protection Rights
Under UK data protection law, you have the right to:
Access the personal data we hold about you
Request correction or deletion of your data
Withdraw consent to processing (where consent is the lawful basis)
Object to or restrict certain types of processing
Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed
For more information about your rights, visit https://ico.org.uk
8. Your Rights and Warranties (for Submissions)
By submitting content, you confirm that:
You are the creator or legal owner of the photos/videos, or you have permission from the owner to submit them.
The content does not infringe the rights (including copyright, privacy, or data protection rights) of any third party.
Any identifiable individuals in your content have given their consent for their image or likeness to be used as described in this document.
You retain ownership of your content at all times.
9. Licence to Use Your Submission
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By submitting photos or videos, you grant Dolphin Zone CIC a worldwide, non-exclusive, royalty-free, perpetual licence to
:Use, reproduce, publish, distribute, and display your content as part of the catalogue and related materials (in print or digital form)
Share your content with third parties involved in the publication, distribution, or promotion of the catalogue
Use your content for promotional and archival purposes related to the catalogue or similar projects
We may edit or adapt your content (for example, resizing or formatting) while maintaining its integrity.
You may request that we stop using your content in future projects, but once the catalogue has been published or distributed, it may not be possible to remove material already in circulation.
10. Attribution
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Where appropriate, we may credit you by name.I f you prefer to remain anonymous or use a pseudonym, please inform us at the time of submission.
11. No Payment
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You understand that your submission is voluntary and that you will not receive payment, royalties, or any other form of compensation for the use of your content under these terms.
12. Removal of Content
If you wish to withdraw consent or request removal of your content, contact us at [contact email].We will make reasonable efforts to remove your content from future use but cannot guarantee removal from already published or distributed materials.
13. Contact Us
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If you have any questions about this Privacy Policy and Terms of Submission, or if you would like to exercise your data rights, please contact Dolphin Zone CIC Email: sarah@dolphinzone.org