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PRIVACY NOTICE

 

Frederic Aranda — Photography & Rights Clearance

 

Last updated: 12 August 2026

This Privacy Notice explains how Frederic Aranda, a sole trader based in the United Kingdom (“I”, “me” or “Photographer”), collects, uses, stores and protects personal information in connection with my photography, filming, rights-clearance and related professional activities.

 

Data Controller: Frederic Aranda, UK sole trader
Privacy contact: frederic@fredericaranda.com

 

I am the data controller responsible for the personal information described in this Privacy Notice.

 

1. Information I may collect

Depending on the circumstances, I may collect:

• your full name and professional name;
• email address, telephone number and other contact details;
• your professional or production role;
• employer, production company or other professional affiliation;
• union, guild or collective-agreement information where relevant to rights clearance;
• information concerning permissions, releases, consents and rights relating to photographs or recordings;
• your signature and the date on which a release or other document was signed;
• correspondence and communications between you and me concerning photography, filming, permissions or rights clearance;
• information necessary to establish, exercise or defend legal rights or claims; and
• information contained in or associated with photographs, video recordings or other visual or audio material in which you appear, including where you appear incidentally or in the background.

I will generally collect information directly from you, for example when you complete or sign a release form. In some circumstances I may receive relevant information from the Studio, production representatives, employers, agents, rights-clearance personnel or other persons involved in the production.

 

2. Why I use your information

I may use your information to:

• document and verify permissions and releases;
• establish and evidence my rights to photograph, record, reproduce, publish, exhibit, license and otherwise use photographs and recordings;
• identify individuals appearing in photographs or recordings;
• carry out copyright, publicity, privacy, design, performers’ rights and other rights-clearance activities;
• identify and address employer, union, guild or collective-agreement requirements;
• communicate with you concerning a release, photograph, recording or related project;
• administer, preserve, license and protect my photographic work;
• comply with contractual and legal obligations;
• establish, exercise or defend legal claims; and
• maintain appropriate business, accounting and legal records.

I will not use your personal information for purposes that are incompatible with the purposes described above unless I have a lawful basis to do so and, where required, have provided you with further information.

 

3. Lawful bases for processing

Depending on the particular circumstances, I rely on one or more of the following lawful bases under applicable UK data-protection law:

Contract: where processing is necessary to enter into or perform a release, agreement or other contract with you.

Legitimate interests: where processing is necessary for my legitimate interests in operating my photography business, documenting and preserving photographic work, establishing and protecting rights in photographs and recordings, carrying out rights clearance, maintaining appropriate business and rights records, licensing and administering my work, and establishing, exercising or defending legal claims, provided those interests are not overridden by your rights and freedoms.

Legal obligation: where processing is necessary for me to comply with a legal obligation.

Where I process any information falling within a special category of personal data, I will only do so where an additional lawful condition for such processing applies under applicable data-protection law. I do not use your personal information for automated decision-making or profiling.

 

4. Photography and recordings

If you appear in a photograph or recording made by me, the photograph or recording may constitute personal data where you are identifiable.

My use of photographs and recordings is governed primarily by the relevant photography release, permission or other agreement applicable to the project.

This Privacy Notice concerns how I handle personal information. It does not replace, alter or limit the terms of any photography release or other agreement you may have entered into with me.

Where a signed release grants me rights to use photographs or recordings, I may retain the release and related information as evidence of those rights and may use the relevant photographs or recordings in accordance with that release and any applicable third-party restrictions.

 

5. Who I may share information with

Where reasonably necessary for the purposes described above, I may disclose relevant personal information to:

• the relevant film studio, production company or production representatives;
• employers, agents or authorised representatives;
• unions, guilds or other rights-clearance organisations;
• publishers, magazines, newspapers and other media organisations;
• galleries, museums, archives and documentary or production organisations;
• distributors, licensees and other authorised recipients of my work;
• professional advisers, including lawyers, accountants and insurers;
• service providers who assist me with administration, information technology or other professional services where reasonably necessary;
• courts, regulators, law-enforcement authorities or other persons where disclosure is required or permitted by law.

I will seek to disclose only information that is reasonably necessary for the relevant purpose.

I do not sell your personal information.

 

6. International transfers

Because my work may involve international film productions, publishers, media organisations, distributors, licensees and other parties outside the United Kingdom, I may in some circumstances need to disclose relevant personal information to persons or organisations located outside the UK.

Where such disclosure constitutes a restricted international transfer under applicable UK data-protection law, I will ensure that the transfer is made in accordance with the applicable legal requirements, including by relying on an applicable adequacy decision, appropriate safeguards or another legally permitted mechanism where required.

My own storage of signed release forms and related records is maintained in physical form and on hard drives under my control; I do not routinely use cloud-storage services or online file-storage platforms for this purpose.

 

7. How I store and protect information

I retain original signed release forms and other important rights-clearance documents in physical form and may digitise them for electronic record-keeping.

Digital copies and related records are stored on hard drives under my control. Physical documents and electronic storage devices are kept securely, and access is restricted to me and, where reasonably necessary, persons authorised by me for the purposes described in this Privacy Notice.

I do not routinely store signed release forms or related rights-clearance records using cloud-storage services or online file-storage platforms.

I take reasonable technical and organisational measures appropriate to the nature of the information and the risks involved to protect personal information against unauthorised access, accidental loss, destruction, alteration or disclosure. These measures may include physical security, access controls, passwords and appropriate security measures on the computers and storage devices I use.

No method of storing or transmitting information can be guaranteed to be completely secure, but I take reasonable steps to protect the personal information I hold.

 

8. How long I keep information

I retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including maintaining evidence of rights and permissions, administering and protecting my photographic work, complying with legal or contractual obligations and establishing, exercising or defending legal claims.

Signed releases and related rights-clearance records may need to be retained for a substantial period, potentially for as long as the rights granted by the relevant release remain capable of being exercised, and thereafter for as long as reasonably necessary to establish, exercise or defend my legal rights or obligations.

Other information may be deleted or securely destroyed when it is no longer reasonably required for the purposes for which it was collected. 

There is no single fixed retention period applicable to all information I hold; the appropriate period depends on the nature and purpose of the information and my legal and contractual obligations. This approach is consistent with ICO guidance that personal data should not be retained for longer than necessary. 

 

9. Your rights

Depending on the circumstances and applicable law, you may have rights concerning your personal information, including the right to:

• request access to personal information I hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests in accordance with applicable law; and
• withdraw consent where I am relying on consent as the lawful basis for a particular processing activity.

These rights are subject to legal exceptions and limitations. For example, I may need to retain information where it remains necessary to evidence rights granted under a release, to establish, exercise or defend legal claims, or to comply with a legal obligation. Where I rely on legitimate interests, you have the right to object to the processing, although I may be permitted to continue processing where I have compelling legitimate grounds which override your interests, rights and freedoms, or where processing is necessary for the establishment, exercise or defence of legal claims.

Importantly, withdrawing consent to the processing of personal information does not automatically revoke or invalidate a separate photography release or other contractual rights that you have granted, where that release is not itself based on consent as the relevant contractual or legal basis.

To exercise a data-protection right or ask a question about the way I use your information, please contact:

frederic@fredericaranda.com

For security reasons, I may need to take reasonable steps to verify your identity before responding to a request concerning personal information.

 

10. Complaints

If you have concerns about how I handle your personal information, please contact me first using the details above so that I can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

ICO: www.ico.org.uk

 

11. Changes to this Privacy Notice

I may update this Privacy Notice from time to time to reflect changes in my activities, applicable law or data-protection requirements.

The current version will always be made available on:

www.fredericaranda.com

Last updated: 12 August 2026