Legal

Privacy & Image Use

Last updated: May 2026 · Applies to folio.djayentertainment.co.uk

1. Who We Are

This service is operated by [Your Full Name / Company Name] (“we”, “us”, “our”), trading as DJ Ay Entertainment, based in the United Kingdom. We are the data controller for the personal data processed through this platform.

If you have any questions about this notice or how we handle your data, please contact us at [your@email.com].

2. What Data We Collect

When you use Folio to upload event photos, we may collect and process the following:

The photographs and images you upload, which may include images of identifiable individuals
Metadata embedded within image files (such as date, time, and device information stored in EXIF data)
The event code you enter to access the upload page
Basic technical data such as your IP address and browser type, retained in server logs for security and troubleshooting purposes

We do not collect your name, email address, or any other directly identifying information unless you choose to provide it.

3. How We Use Your Data

The photographs you upload are processed for the following purposes:

Storage in a secure Google Drive folder accessible only to the event organiser
Display within the private, PIN-protected event gallery
Use by the event organiser in accordance with Section 5 (Image Use & Licence) below

Server log data is used solely for the purposes of maintaining the security and performance of the platform and is not used for marketing or profiling.

4. Legal Basis for Processing

We process your personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):

Consent (Article 6(1)(a)): By uploading images to this platform, you are providing your consent for us to store and use those images in accordance with this notice. You may withdraw your consent at any time by contacting us.
Legitimate Interests (Article 6(1)(f)): We process technical data such as IP addresses and server logs where it is in our legitimate interests to maintain the security and integrity of the platform.

5. Image Use & Licence

This section sets out the terms on which we may use the images you upload. Please read it carefully.

By uploading images to this platform, you grant us a non-exclusive, perpetual, worldwide, royalty-free licence to use, reproduce, edit, adapt, publish, distribute, and display those images for any lawful purpose. This includes, but is not limited to, use in promotional materials, social media, marketing campaigns, portfolios, press releases, and other commercial or non-commercial communications, whether in print or digital form.

You confirm that you have the right to grant this licence — either because you took the photographs yourself, or because you have obtained the necessary permissions from the photographer or rights holder.

Where images depict identifiable individuals other than yourself, you confirm that those individuals have consented to their image being shared and used in this manner. We recommend that event organisers make this privacy notice available to all attendees prior to the event.

We will always use images in a manner that is respectful and lawful. We will not sell or license your images to third parties for their independent commercial use without your explicit consent.

If you wish to withdraw consent for the use of your images after upload, please contact us using the details in Section 1. We will make reasonable efforts to remove images from any materials in which they have been used, where this is practicable.

6. Third Parties

We share data with the following third parties:

Google LLC — for cloud storage of uploaded images via Google Drive. Google’s privacy policy is available at policies.google.com/privacy
Hostinger — our hosting provider, on whose servers this platform runs

We do not sell, rent, or trade your personal data to any other third parties.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access — you may request a copy of the personal data we hold about you
Right to rectification — you may ask us to correct inaccurate data
Right to erasure — you may ask us to delete your personal data in certain circumstances
Right to restriction — you may ask us to restrict how we process your data
Right to data portability — you may request a copy of your data in a portable format
Right to object — you may object to processing based on legitimate interests
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at [your@email.com]. We will respond within one month as required by law.

If you are unsatisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

Terms of Use

The following sections form the terms on which this platform is provided.

1. Data Retention & Deletion

We are committed to retaining uploaded photographs for the shortest time necessary and in accordance with UK GDPR's storage limitation principle.

Standard retention period: All photographs uploaded through Folio are permanently deleted within 5 days of the event's official end date unless a specific exemption applies. This includes deletion from Google Drive storage and any server-side caches.

Retention beyond this period occurs only in the following circumstances:

Licence use: Where we have selected one or more photographs for use under the licence granted in Section 5 (Image Use & Licence) — for example for advertising, portfolio, marketing, or promotional purposes — those specific photographs may be retained indefinitely for as long as we continue to exercise that licence. This is a lawful basis for extended retention under UK GDPR Article 6(1)(f) (legitimate interests) and the terms of the licence you grant upon upload. You will have been made aware of this right at the time of upload through this notice.
Organiser request: The event organiser has explicitly requested extended retention in writing prior to the event end date
Legal obligation: Retention is required to comply with a legal obligation, including a lawful request from a law enforcement agency or court order under applicable UK law
Legal claims: Retention is necessary for the establishment, exercise, or defence of legal claims

Event organiser personal data: Where an event is booked through this platform, the organiser's personal data (name, address, telephone number, email address, and IP address) is collected for legal compliance purposes and stored in encrypted form. This data is automatically and permanently deleted one month after the event's end date. The legal basis for this processing is Article 6(1)(c) UK GDPR (legal obligation) and Article 6(1)(f) (legitimate interests — protection against fraud, illegal activity, and to respond to lawful requests from authorities). Organiser data is never shared with third parties except where required by law.

Server access logs are retained for a maximum of 90 days for security and operational purposes, after which they are permanently deleted.

If you wish to request early deletion of your uploaded photographs, please contact us at CONTACT_EMAIL. We will action deletion requests within 5 working days. Please note that where images are being retained under the licence described above, we may be unable to action deletion requests in relation to those specific images, though we will always respond to explain the position.

2. Organiser Responsibilities

Folio is a technology platform providing photo upload and storage infrastructure. The service is provided to event organisers ("Organisers") who deploy it for use at their events. By using this platform, Organisers acknowledge and agree to the following:

The Organiser is solely responsible for informing event attendees that a photo upload service is in use at the event and for obtaining any necessary consents from those attendees
The Organiser is solely responsible for ensuring that the use of this platform at their event complies with all applicable laws, including UK GDPR, the Data Protection Act 2018, and any other relevant legislation
The Organiser is solely responsible for the content of any photographs uploaded to their event gallery, including ensuring that uploaded content does not infringe the rights of any third party
The Organiser accepts full responsibility for any activities, incidents, or occurrences at events at which this platform is used. BUSINESS_NAME and the Folio platform accept no liability whatsoever for events, activities, or outcomes occurring at or in connection with any event
The Organiser is responsible for keeping their event access code, gallery PIN, and admin credentials confidential and for any consequences arising from their unauthorised disclosure
The Organiser agrees not to use this platform to store, process, or distribute unlawful, defamatory, obscene, or otherwise harmful content

BUSINESS_NAME reserves the right to suspend or terminate access to the platform for any Organiser who breaches these responsibilities without notice and without liability.

3. Limitation of Liability

To the fullest extent permitted by applicable law, BUSINESS_NAME and the Folio platform:

Accept no liability for any loss, damage, or harm arising from the use or inability to use this platform, including but not limited to loss of photographs, data, or business
Accept no liability for the conduct, actions, omissions, or decisions of any event organiser or event attendee
Accept no liability for the content of photographs uploaded by users, or for any infringement of third-party rights arising from such content
Accept no responsibility for the availability, accuracy, or continuity of third-party services used by the platform, including Google Drive
Make no warranty, express or implied, that the platform will be available at all times, error-free, or fit for any particular purpose

Nothing in this notice excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited under English law.

This platform is governed by and construed in accordance with the laws of England and Wales. Any disputes arising in connection with this platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

4. Cookies & Tracking

This platform uses a single item of local storage to remember your preferred colour theme (light or dark mode). This is a functional preference only and does not track, identify, or profile you in any way. No third-party cookies or tracking scripts are used on this platform.

5. Changes to This Notice

We may update this privacy notice from time to time to reflect changes in the law or our practices. Where changes are material, we will update the “Last updated” date at the top of this page. We encourage you to review this notice periodically.

This notice is provided as a general framework. You should seek independent legal advice to ensure it meets the specific requirements of your business and the applicable law in your jurisdiction.