Privacy Policy

Your privacy and data security are our highest priorities. Learn how we protect your information.

Last Updated: 2025

Quick Summary: Fryxchap collects only essential information needed to provide our photo documentation services. We protect your data with industry-standard security measures, never share it with third parties for marketing purposes, and you have full control over your information at all times.

1. Introduction

Fryxchap ("we", "our", "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our professional photo documentation services.

This policy complies with the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018. We are the data controller responsible for your personal information.

2. Information We Collect

We collect and process the following categories of personal data:

2.1 Personal Identification Information

  • Name: Your full name as required for photo documentation purposes
  • Contact Details: Email address, phone number, and postal address
  • Photographic Images: Passport photos, visa photos, and ID card photographs taken during your session
  • Payment Information: Transaction details (we do not store complete credit card information)

2.2 Technical Information

  • Website Usage Data: IP address, browser type, device information, pages visited, and time spent on pages
  • Cookies: Small text files stored on your device (see our Cookies Policy for details)

2.3 Service Information

  • Service Type: Type of photo documentation requested (passport, visa, ID card)
  • Destination Country: If applicable, the country for which photos are intended
  • Session Date: Date and time of your photography session

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 Service Provision

  • To provide professional photo documentation services
  • To ensure photographs meet country-specific requirements
  • To process payments and issue receipts
  • To provide digital copies of photographs via email
  • To fulfill our service guarantee and provide reprints if necessary

3.2 Communication

  • To respond to inquiries and provide customer support
  • To send service-related notifications
  • To communicate about changes to our services or policies

3.3 Legal Compliance

  • To comply with legal obligations and regulatory requirements
  • To maintain records as required by Irish business law
  • To protect our legal rights and prevent fraud

3.4 Service Improvement

  • To analyze website usage and improve user experience
  • To understand customer needs and enhance our services
  • To optimize our photography processes and quality standards

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Contract Performance: Processing is necessary to fulfill our service contract with you
  • Legal Obligation: Processing is required to comply with legal and regulatory requirements
  • Legitimate Interests: Processing is necessary for our legitimate business interests, such as fraud prevention and service improvement
  • Consent: Where you have provided explicit consent for specific processing activities

5. Data Storage and Security

5.1 Storage Duration

  • Digital Photographs: Stored for up to 12 months to facilitate reprints and honor our service guarantee
  • Contact Information: Retained for the duration necessary to provide services and fulfill legal obligations
  • Payment Records: Maintained for 7 years in accordance with Irish tax law requirements
  • Website Analytics: Anonymized data retained for up to 2 years for service improvement purposes

5.2 Security Measures

We implement appropriate technical and organizational measures to protect your personal data:

  • Encryption: Digital files are stored on encrypted servers with secure access controls
  • Access Control: Only authorized staff members have access to personal data on a need-to-know basis
  • Physical Security: Printed photographs and physical records are stored in secure, locked facilities
  • Regular Audits: We conduct regular security assessments and update our practices as needed
  • Staff Training: All employees receive data protection training and sign confidentiality agreements
  • Backup Systems: Secure backup systems ensure data integrity and availability

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share your data only in the following limited circumstances:

6.1 Service Providers

We may share data with trusted service providers who assist in operating our business, such as:

  • Payment processors (who handle transaction processing securely)
  • Email service providers (for sending digital copies of photographs)
  • Cloud storage providers (operating under strict confidentiality agreements)

All service providers are carefully vetted and contractually bound to protect your data in accordance with GDPR requirements.

6.2 Legal Requirements

We may disclose personal data when required by law, court order, or government regulation, or when necessary to:

  • Comply with legal processes or law enforcement requests
  • Protect our rights, property, or safety
  • Prevent fraud or criminal activity
  • Enforce our terms of service

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change and ensure continued protection of your information.

7. Your Rights

Under GDPR and Irish data protection law, you have the following rights regarding your personal data:

7.1 Right of Access

You have the right to request a copy of the personal data we hold about you. We will provide this information free of charge within one month of your request.

7.2 Right to Rectification

You can request correction of inaccurate or incomplete personal data. We will update your information promptly upon verification.

7.3 Right to Erasure (Right to be Forgotten)

You may request deletion of your personal data when:

  • The data is no longer necessary for the purposes for which it was collected
  • You withdraw consent and no other legal basis exists for processing
  • You object to processing and no overriding legitimate grounds exist
  • The data has been unlawfully processed

Please note that we may be required to retain certain data to comply with legal obligations.

7.4 Right to Restriction of Processing

You can request that we restrict processing of your personal data in certain circumstances, such as when you contest the accuracy of the data.

7.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and transmit it to another controller.

7.6 Right to Object

You may object to processing of your personal data based on legitimate interests or for direct marketing purposes. We will cease processing unless we demonstrate compelling legitimate grounds.

7.7 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

7.8 Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects or similarly significant effects on you.

8. Exercising Your Rights

To exercise any of your rights, please contact us using the details provided at the end of this policy. We may request identity verification to protect your personal data from unauthorized access.

You also have the right to lodge a complaint with the Irish Data Protection Commission if you believe your data protection rights have been violated:

  • Data Protection Commission
  • 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland
  • Phone: +353 (0)761 104 800

9. International Data Transfers

Your personal data is processed and stored within the European Economic Area (EEA). If we transfer data outside the EEA, we ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses approved by the European Commission
  • Adequacy decisions recognizing equivalent data protection standards
  • Binding Corporate Rules for intra-group transfers

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. When providing services to minors, we require parental or guardian consent. We do not knowingly collect personal data from children without appropriate consent.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by:

  • Posting the updated policy on our website with a revised date
  • Sending email notifications for material changes (where we have your email address)
  • Displaying prominent notices on our website

We encourage you to review this policy regularly to stay informed about how we protect your information.

12. Third-Party Websites

Our website may contain links to third-party websites (such as Google Maps). We are not responsible for the privacy practices or content of these external sites. We recommend reviewing their privacy policies before providing any personal information.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

Your Trust Matters: At Fryxchap, we understand that you trust us with sensitive personal information and photographic images. We take this responsibility seriously and are committed to maintaining the highest standards of data protection and privacy. If you ever have concerns about how your data is handled, please don't hesitate to contact us.

Fryxchap
Professional Photo Documentation Services
Cork City, Ireland