Document Reference Number: DCVS-Doc-0041
Revision: Rev 1
Effective Date: 1 September 2026

1. Who We Are

Damian Coleman Visual Solutions Ltd (“DCVS”, “we”, “us” or “our”) is an Irish visual solutions company providing services including photography, videography, graphic design, branding, signage, visual management, timelapse, drone services, immersive and 360° capture, marketing, digital and other related visual and technical services.

Damian Coleman Visual Solutions Ltd may trade as Damian Coleman Photography where applicable.

For the purposes of applicable data protection legislation, including the General Data Protection Regulation (“GDPR”), Damian Coleman Visual Solutions Ltd may act as a data controller in relation to personal data processed in connection with our business activities, services and website.

If you have any questions about this Privacy Policy or how we process personal data, you can contact us at:

Email: damian@damiancolemanvisualsolutions.ie

2. Scope of This Privacy Policy

This Privacy Policy explains how DCVS collects, uses, stores, protects and otherwise processes personal data in connection with:

• our website and website enquiries;

• quotations, projects and the provision of our services;

• communications with clients, prospective clients, suppliers, collaborators and other contacts;

• photography, videography and other visual content creation;

• drone, timelapse, Matterport, 360° and other immersive or specialist capture services;

• marketing, portfolio and promotional activities;

• business administration, invoicing and record keeping; and

• other activities carried out in connection with the operation of our business.

This Privacy Policy applies where DCVS acts as a data controller in relation to personal data.

In some circumstances, DCVS may process personal data on behalf of a client or another organisation in connection with services provided to them. In those circumstances, the client or organisation may have its own responsibilities as a data controller, and additional privacy information, contractual terms or data processing arrangements may apply.

This Privacy Policy should be read alongside any applicable project-specific agreements, service specifications, terms and conditions, privacy notices or other information provided in connection with particular services.

This Privacy Policy does not apply to third-party websites, platforms or services that may be linked to or embedded within our website. Those third parties may process personal data in accordance with their own privacy policies and terms.

3. Personal Data We Collect

The personal data collected by DCVS will depend on the nature of our relationship with you and the Services being provided. We aim to collect and process only personal data that is reasonably necessary for the relevant purpose.

Depending on the circumstances, we may collect and process the following categories of personal data:

3.1 Contact and Identity Information

This may include:

• name;

• job title or role;

• company or organisation;

• business or personal address;

• email address;

• telephone or mobile number;

• social media profile or account information where you contact us through a social media platform; and

• other contact information reasonably necessary to communicate with you.

3.2 Client, Project and Business Information

Where you enquire about or engage DCVS to provide Services, we may collect information relating to:

• your organisation or business;

• the Services requested;

• project requirements and specifications;

• locations relevant to the Services;

• quotations, proposals and Purchase Orders;

• project instructions and approvals;

• correspondence and communications relating to the project;

• billing and invoicing information;

• payment information and records; and

• other information reasonably necessary to provide, manage or administer the Services.

3.3 Communications

We may collect and retain information contained within communications with us, including communications received through:

• email;

• telephone;

• SMS or text messaging;

• WhatsApp;

• Microsoft Teams;

• Facebook;

• Instagram;

• LinkedIn; and

• other communication platforms used in connection with our business.

This may include correspondence, messages, attachments, contact details, project instructions, requests, approvals and other information provided to us.

3.4 Photography, Video and Other Visual Content

As part of our Services, DCVS may create, receive, store or otherwise process photographs, video, audio or other visual content that may contain identifiable individuals.

Depending on the nature of the Services, this may include:

• photographs of individuals;

• video footage containing identifiable individuals;

• audio where recorded as part of video or other production;

• employee or professional headshots;

• event photography and videography;

• corporate and workplace photography;

• drone photography and videography;

• timelapse imagery and video;

• Matterport, 360° or other immersive capture; and

• other visual or audiovisual content created in connection with the Services.

Photographs, video and other recordings may constitute personal data where an individual is identifiable from that content.

3.5 Information Provided by Clients and Other Third Parties

We may receive personal data from clients, employers, event organisers, collaborators, suppliers, agencies or other third parties where that information is reasonably necessary for us to provide the requested Services.

This may include:

• names and contact details of relevant personnel;

• information relating to individuals to be photographed or filmed;

• project contacts;

• access or scheduling information;

• instructions regarding projects or Deliverables; and

• other information reasonably required for the provision of the Services.

Where another organisation provides personal data to DCVS in connection with the Services, that organisation may have its own responsibilities under applicable data protection law in relation to providing the information to us.

3.6 Website and Technical Information

When you visit our website, certain technical and usage information may be collected automatically by Squarespace, analytics providers or other relevant service providers.

Depending on the services and settings in use, this information may include:

• IP address;

• browser type and version;

• device information;

• operating system;

• pages visited;

• referring website or source;

• approximate location derived from technical information;

• website usage and interaction information; and

• cookie or similar technology information.

Further information regarding cookies, analytics and third-party content is provided elsewhere in this Privacy Policy and, where applicable, through our website's cookie controls.

3.7 Financial and Payment Information

Where necessary for business administration and payment processing, we may process information relating to:

• invoices and payment records;

• billing information;

• bank transfer information provided in connection with payments;

• cash payments; and

• card payments processed through relevant payment service providers.

DCVS does not ordinarily store full payment card details. Card payments are processed through the relevant third-party payment provider.

3.8 Information Collected Through Enquiries

Where you contact us through our website contact form or through another communication channel, we may collect the information you choose to provide, which may include:

• your name;

• email address;

• telephone number;

• company or organisation;

• the nature of your enquiry; and

• any other information you choose to include in your message.

3.9 Information Relating to Marketing and Professional Relationships

We may maintain business contact information relating to existing or prospective clients, collaborators, suppliers and other professional contacts.

This may include:

• names;

• business contact details;

• professional roles;

• organisations;

• previous communications or working relationships; and

• information relevant to potential future business opportunities or professional collaboration.

We do not currently operate a general email newsletter mailing list. However, we may contact existing or previous clients and professional contacts regarding relevant Services, projects or business opportunities where permitted by applicable law.

3.10 Special Category Personal Data

DCVS does not ordinarily seek to collect special category personal data.

However, visual content created as part of photography, videography, drone, timelapse or other Services may incidentally capture information which could reveal characteristics or information about an identifiable individual.

Where the processing of special category personal data is specifically required as part of a Service, DCVS will consider the appropriate legal basis and any additional safeguards required before undertaking that processing.

Please avoid providing sensitive personal information through our general website contact form or other general communication channels unless it is reasonably necessary for your enquiry.

4. How We Collect Personal Data

DCVS may collect personal data from a variety of sources depending on the nature of our relationship with you and the Services being provided.

4.1 Information You Provide Directly to Us

We may collect personal data directly from you when you:

• contact us by email, telephone, SMS, WhatsApp or another communication platform;

• submit an enquiry through our website contact form;

• request a quotation or information about our Services;

• engage DCVS to provide Services;

• provide project instructions, specifications, feedback or approvals;

• make a payment or provide billing information;

• communicate with us through social media or professional networking platforms; or

• otherwise voluntarily provide information to us.

4.2 Information Provided by Clients, Employers or Other Organisations

We may receive personal data from clients, employers, event organisers, agencies, collaborators, suppliers or other organisations where this is reasonably necessary for the provision, coordination or administration of our Services.

For example, a client or organisation may provide us with the names and contact details of employees, project contacts, representatives or other individuals relevant to a project.

Where another organisation provides personal data to DCVS, that organisation may have its own responsibilities under applicable data protection law in relation to the collection and disclosure of that information.

4.3 Information Collected During the Provision of Services

Personal data may be collected or created as a result of providing our Services.

This may include personal data contained within:

• photographs;

• video or audio recordings;

• drone imagery or footage;

• timelapse imagery or footage;

• Matterport, 360° or other immersive capture;

• event or workplace imagery;

• interviews or recorded content; and

• other visual or audiovisual materials created in connection with the Services.

Depending on the nature and purpose of the project, individuals may be identifiable within this content.

4.4 Information Collected Through Our Website

When you visit our website, certain technical and usage information may be collected automatically through the website, analytics services, cookies or similar technologies, subject to the settings and controls applicable to those technologies.

We may also collect personal data that you voluntarily submit through our website contact form.

Further information regarding cookies, analytics and third-party content is provided elsewhere in this Privacy Policy and, where applicable, through our website's cookie controls.

4.5 Information from Publicly Available and Professional Sources

Where reasonably relevant to our business activities, we may obtain professional contact information from publicly available sources or professional platforms.

This may include information available through:

• company or organisation websites;

• professional networking platforms such as LinkedIn;

• social media platforms;

• business directories;

• publicly available contact information; and

• other publicly accessible professional or business sources.

We may use this information to identify potential clients, collaborators, suppliers or other relevant professional contacts, subject to applicable law.

4.6 Information Received Through Third Parties

We may receive personal data from third parties where reasonably necessary for the provision of Services or the operation of our business.

This may include information received from:

• clients and prospective clients;

• employers or organisations commissioning Services;

• event organisers;

• agencies and collaborators;

• suppliers and service providers; and

• other individuals or organisations involved in a relevant project.

Where we receive personal data from a third party, we will process that information only for purposes that are lawful and relevant to the reason for which it was provided or otherwise permitted by applicable law.

4.7 Information from Communications and Social Media Platforms

Where you contact or interact with DCVS through a third-party communication or social media platform, we may receive the information made available to us through that interaction.

This may include your name, profile information, contact details and the contents of your communication, depending on the platform and the information you choose to make available.

The relevant third-party platform may also independently collect and process personal data in accordance with its own privacy policy.

5. How We Use Personal Data

DCVS may use personal data for the purposes described below, depending on the nature of our relationship with you and the Services being provided.

We will process personal data only where we have an appropriate lawful basis for doing so and for purposes that are relevant to the information collected.

5.1 Responding to Enquiries and Communicating with You

We may use personal data to:

• respond to enquiries and requests for information;

• communicate with prospective and existing clients;

• discuss potential projects or Services;

• provide information, quotations or proposals;

• respond to questions, requests or other communications; and

• maintain appropriate business and professional communications.

5.2 Providing Our Services

We may use personal data where necessary to provide, manage and deliver the Services requested by a Client.

This may include using personal data to:

• plan and coordinate projects;

• communicate with relevant contacts and personnel;

• arrange access, scheduling or logistics;

• carry out photography, videography or other agreed Services;

• create, edit and deliver Deliverables;

• manage project requirements, instructions and approvals; and

• provide ongoing, recurring or managed Services.

5.3 Photography, Videography and Visual Content Creation

Where DCVS is engaged to provide photography, videography or other visual Services, we may process personal data contained within photographs, video, audio or other recordings where individuals are identifiable.

Depending on the nature of the project, this processing may be necessary to:

• provide the Services requested by the Client;

• document an event, workplace, project or activity;

• produce agreed Deliverables;

• create promotional, editorial, corporate or other visual content;

• provide headshots, portraits or other individual photography;

• record interviews or other audiovisual content; or

• carry out other purposes specifically agreed in connection with the relevant project.

The purposes for which visual content may ultimately be used will depend on the nature of the Services, the instructions provided by the Client and any applicable project-specific arrangements.

5.4 Managing Client Relationships and Projects

We may use personal data to manage our relationships with clients, prospective clients, suppliers, collaborators and other professional contacts.

This may include:

• maintaining contact records;

• recording previous communications and project history;

• coordinating ongoing work;

• managing quotations and proposals;

• obtaining instructions and approvals;

• resolving queries or issues; and

• maintaining records reasonably necessary for the administration and operation of our business.

5.5 Quotations, Contracts and Business Administration

We may process personal data to:

• prepare and issue quotations and proposals;

• enter into and manage agreements;

• process Purchase Orders and project instructions;

• maintain project and business records;

• manage changes to scope or Services;

• administer cancellations, suspensions or termination of Services; and

• establish, exercise or defend legal or contractual rights where necessary.

5.6 Invoicing and Payments

We may process personal data to:

• issue and manage invoices;

• receive and record payments;

• maintain financial and accounting records;

• follow up on unpaid or overdue amounts;

• reconcile payments and business transactions; and

• comply with applicable accounting, tax and other legal obligations.

5.7 Website Operation and Improvement

We may process technical and website usage information to:

• operate and maintain our website;

• respond to website enquiries;

• understand how visitors use our website;

• identify technical problems or improve website performance;

• maintain website security; and

• analyse website traffic and usage where appropriate.

The specific technologies used for these purposes, including cookies, analytics and third-party services, are addressed elsewhere in this Privacy Policy and through applicable website controls.

5.8 Marketing, Portfolio and Promotion

Where appropriate and permitted, DCVS may use personal data and visual content to promote our business and Services.

This may include:

• displaying selected work on our website;

• publishing work through our social media channels;

• including work in portfolios, presentations or promotional materials;

• demonstrating examples of previous work to prospective clients;

• entering or submitting work for relevant awards, publications or professional opportunities; and

• publishing or licensing selected photographic work through appropriate platforms or agencies, including Alamy where applicable.

The use of visual content for portfolio, promotional, editorial or other purposes may be subject to the nature of the project, applicable agreements, Client instructions, confidentiality requirements and any other relevant restrictions.

DCVS will not use Client-confidential material for promotional purposes where doing so would breach an agreed confidentiality obligation or other applicable restriction.

5.9 Business Development and Professional Relationships

Where permitted by applicable law, we may use professional contact information to:

• maintain relationships with existing and previous clients;

• follow up on previous enquiries or projects;

• identify potential future opportunities;

• contact relevant professional or business contacts regarding Services that may be relevant to them; and

• develop and maintain professional relationships.

We will not use personal data for direct marketing in circumstances where doing so would be unlawful.

5.10 Protecting Our Business and Legal Interests

We may process personal data where reasonably necessary to:

• protect the security of our business, systems, equipment and information;

• prevent or investigate suspected fraud, misuse or unlawful activity;

• protect or enforce our legal rights;

• respond to legal claims, disputes or complaints;

• obtain professional advice; and

• comply with applicable legal, regulatory or insurance requirements.

5.11 Maintaining Business Records

DCVS may retain and process personal data where reasonably necessary to maintain appropriate records relating to:

• clients and projects;

• quotations and agreements;

• invoices and payments;

• communications and correspondence;

• Deliverables and project records;

• legal, contractual or insurance matters; and

• the history and operation of our business.

Records may be retained for different periods depending on their nature, legal requirements and the purposes for which they are required.

6. Lawful Bases for Processing Personal Data

DCVS will process personal data only where an appropriate lawful basis applies under applicable data protection legislation.

Depending on the circumstances and the nature of the processing, DCVS may rely on one or more of the following lawful bases.

6.1 Performance of a Contract

We may process personal data where this is necessary to enter into or perform a contract or other agreement with a Client or individual.

This may include processing personal data to:

• respond to requests relating to Services;

• prepare quotations and proposals;

• communicate regarding agreed Services;

• plan, coordinate and deliver projects;

• create and deliver Deliverables;

• manage instructions, approvals and changes to scope;

• issue invoices and manage payments; and

• otherwise administer an agreement between DCVS and the Client.

6.2 Legitimate Interests

We may process personal data where this is reasonably necessary for the legitimate interests of DCVS or another relevant party, provided that those interests are not overridden by the rights and freedoms of the individual concerned.

Depending on the circumstances, this may include processing personal data for:

• managing and operating our business;

• maintaining professional and client relationships;

• responding to enquiries;

• maintaining business records;

• managing projects and communications;

• protecting our business, systems, equipment and information;

• establishing, exercising or defending legal claims;

• improving our Services and website;

• maintaining appropriate professional contacts;

• business development and relevant marketing activities; and

• using appropriate examples of our work for portfolio and promotional purposes, subject to applicable restrictions and the circumstances of the relevant project.

Where we rely on legitimate interests, we will consider the nature of the processing and the potential impact on the rights and freedoms of individuals.

6.3 Legal Obligations

We may process personal data where this is necessary to comply with a legal or regulatory obligation.

This may include obligations relating to:

• taxation and accounting;

• maintaining legally required business records;

• responding to lawful requests from public authorities;

• complying with applicable legal requirements; and

• other regulatory or statutory obligations.

6.4 Consent

In certain circumstances, DCVS may rely on your consent to process personal data.

Where consent is relied upon, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Consent will generally be used only where it is appropriate for the particular circumstances and where another lawful basis is not more appropriate.

6.5 Protection of Legal Rights and Claims

Where necessary and permitted by applicable law, DCVS may process personal data to establish, exercise or defend legal claims or to protect our legal rights and interests.

6.6 Multiple Lawful Bases

The lawful basis relied upon may vary depending on the particular purpose for which personal data is processed.

Where personal data is processed for more than one purpose, different lawful bases may apply to different aspects of that processing.

7. Photography, Videography and Visual Content

Photography, videography and the creation of visual content form a significant part of the Services provided by DCVS.

Where an identifiable individual appears in photographs, video, audio or other visual content, that content may constitute personal data.

7.1 Client-Commissioned Photography and Videography

Where DCVS is engaged by a client, employer, organisation or event organiser to provide photography, videography or other visual Services, the commissioning organisation may determine the purpose for which the Services are required and how the resulting content will be used.

Depending on the circumstances, DCVS may process personal data as an independent controller, jointly with another organisation, or on behalf of a client or organisation.

The precise responsibilities of the parties may depend on the nature of the project and any applicable contractual or project-specific arrangements.

7.2 Events and Workplace Photography

DCVS may provide photography or videography services at events, workplaces, conferences, functions, public activities or other locations where individuals may be captured as part of the wider scene or activity.

The arrangements for informing attendees or individuals about photography or filming may depend on the nature of the event and the role of the commissioning organisation.

Where appropriate, DCVS may work with the client, organiser or relevant organisation to ensure that appropriate information, notices or arrangements are in place.

7.3 Individual Photography and Headshots

Where DCVS is specifically engaged to photograph an identifiable individual, such as for a portrait, headshot or similar purpose, the personal data involved will generally be processed for the purpose of providing the requested Services.

Any additional use of the resulting content may depend on the relevant agreement, instructions, permissions and applicable legal requirements.

7.4 Use and Storage of Visual Content

Visual content may be stored and retained by DCVS for purposes including:

• delivering the agreed Services;

• maintaining project records;

• retaining evidence of work completed;

• managing copyright and intellectual property;

• complying with contractual or legal obligations;

• resolving disputes or responding to claims;

• maintaining archives; and

• other legitimate business purposes.

The use of visual content for portfolio, promotional or other purposes is addressed separately in Section 9.

7.5 Client Instructions and Restrictions

DCVS will take reasonable account of project-specific instructions, confidentiality requirements, security restrictions and other applicable limitations communicated in connection with the Services.

Where a client requires specific restrictions regarding photography, filming, publication, storage or use of visual content, those restrictions should be communicated to DCVS in writing where reasonably practicable.

8. Drone, Timelapse and Immersive Capture

DCVS may provide specialist visual services including drone photography and videography, construction or project timelapse, Matterport capture, 360° photography and other immersive or technical visual services.

These Services may involve the capture of identifiable individuals or other personal data depending on the location, nature and purpose of the project.

8.1 Drone Photography and Videography

Drone operations may capture photographs or video of individuals, vehicles, buildings, workplaces or other locations.

DCVS will carry out drone operations in accordance with applicable operational, aviation and site-specific requirements.

Where personal data is captured during drone operations, it will be processed only for purposes relevant to the Services and in accordance with applicable data protection requirements.

8.2 Timelapse Services

Timelapse cameras may operate over extended periods and may capture individuals who enter the relevant field of view.

Timelapse systems may be used for purposes including documenting construction, development, manufacturing, installation or other projects.

Where individuals are identifiable, the processing of that imagery will be considered in the context of the purpose and arrangements of the relevant project.

8.3 Matterport, 360° and Immersive Capture

Matterport, 360° photography and other immersive capture may record visual information relating to locations, premises and individuals present within those locations.

Where reasonably practicable, DCVS may take steps to minimise unnecessary capture of personal data.

The use and publication of immersive content will depend on the agreed purpose of the project and any applicable client instructions, confidentiality requirements or other restrictions.

8.4 Client and Site Responsibilities

Where specialist visual Services are commissioned by a client or organisation, the client or relevant site operator may have responsibilities relating to:

• providing appropriate access;

• informing relevant personnel or visitors where required;

• identifying applicable site restrictions;

• obtaining permissions or approvals within their control; and

• communicating any relevant privacy, confidentiality, security or operational requirements to DCVS.

DCVS will take reasonable steps to comply with applicable instructions and requirements communicated to us in connection with the Services.

9. Portfolio, Marketing and Promotional Use

DCVS may wish to use examples of work produced in connection with the Services to demonstrate our experience, capabilities and previous work.

However, the ability to use particular content may depend on the nature of the project, the individuals involved, client instructions, confidentiality obligations and applicable legal requirements.

9.1 Portfolio and Promotional Use

Where appropriate and permitted, DCVS may use selected Deliverables or examples of work for purposes including:

• our website;

• social media;

• printed or digital portfolios;

• presentations and proposals;

• capability statements and promotional materials;

• demonstrations of previous work to prospective clients;

• professional awards or competitions;

• editorial or professional publications; and

• other reasonable promotional or business development purposes.

9.2 Restrictions on Use

DCVS will not knowingly use material for portfolio or promotional purposes where doing so would:

• breach an agreed confidentiality obligation;

• breach a specific client restriction communicated to DCVS;

• breach applicable law;

• create a security concern; or

• otherwise be inappropriate having regard to the circumstances of the relevant project.

9.3 Client-Confidential and Sensitive Work

Certain projects may involve confidential, commercially sensitive, security-sensitive or otherwise restricted information.

Where such restrictions apply, DCVS may retain the relevant material for legitimate business, archival, contractual or legal purposes but will not publicly disclose or use that material for promotional purposes unless permitted to do so.

9.4 Copyright and Ownership

Unless expressly agreed otherwise in writing, intellectual property rights in work created by DCVS may remain with DCVS in accordance with the applicable agreement or Terms & Conditions.

The ownership of copyright or other intellectual property rights does not automatically determine whether personal data contained within photographs, video or other visual content may be processed or published.

Privacy and data protection obligations may apply separately to the ownership and use of intellectual property.

9.5 Alamy and Third-Party Licensing

DCVS may upload selected photographic work to third-party licensing platforms, including Alamy, for the purpose of licensing or selling appropriate photographic work.

Only material that DCVS reasonably considers suitable for such use will be submitted.

The use of third-party licensing platforms will remain subject to applicable contractual restrictions, confidentiality obligations, privacy considerations and any other relevant legal requirements.

10. Website, Analytics, Cookies and Third-Party Content

DCVS operates a website to provide information about our business and Services and to allow prospective and existing clients to contact us.

Our website may use third-party services, analytics tools, embedded content and links to external websites.

10.1 Website Platform

Our website is hosted and operated using Squarespace.

Squarespace may process certain technical information necessary to operate, maintain and secure the website. This may include information such as IP addresses, device and browser information, website activity and other technical data.

Squarespace processes information in accordance with its own applicable privacy and data protection practices.

10.2 Analytics

DCVS may use analytics services, including Google Analytics, to understand how visitors use our website and to help us improve its performance and content.

Analytics information may include information relating to website visits, pages viewed, device and browser information, approximate location and other usage information.

Where analytics technologies involve cookies or similar technologies that require consent under applicable law, those technologies will be used only in accordance with the relevant consent and cookie requirements.

10.3 Cookies and Similar Technologies

Our website may use cookies and similar technologies for purposes including:

• operating and maintaining the website;

• remembering relevant website preferences;

• improving website functionality and performance;

• understanding website usage;

• analytics; and

• supporting embedded or third-party content.

Where required by applicable law, DCVS will request consent before placing non-essential cookies or similar technologies on your device.

Further information about the cookies and similar technologies used on our website may be provided through our cookie banner, cookie controls or a separate Cookie Policy.

10.4 Embedded and Third-Party Content

Our website may include embedded content or services provided by third parties.

Depending on the relevant page or project, this may include services or content provided through platforms such as:

• Google;

• Matterport;

• Enlaps or Tikee;

• social media platforms;

• LinkedIn;

• Google Business;

• Vercel;

• client or collaborator websites; and

• other third-party websites, platforms or services.

Embedded content may operate in a similar way to visiting the relevant third-party website directly.

Those third parties may collect information about your interaction with the embedded content and may use cookies, tracking technologies or other methods in accordance with their own privacy policies and settings.

DCVS does not control the privacy practices of third-party providers. We recommend reviewing the privacy and cookie policies of relevant third-party services.

10.5 Links to External Websites

Our website may contain links to external websites and services, including client websites, collaborator websites, professional platforms, portfolio websites and other third-party resources.

DCVS is not responsible for the privacy practices, content or security of external websites.

When you follow a link to another website, that website will operate in accordance with its own terms, privacy policy and cookie practices.

10.6 Website Enquiries

If you contact us through a website contact form, we will use the information you provide to respond to your enquiry and manage any resulting business relationship or project.

Please do not submit sensitive personal information through our general website contact form unless it is reasonably necessary for your enquiry.

11. Sharing Personal Data with Third Parties

DCVS does not sell personal data to third parties.

However, we may share personal data with third parties where reasonably necessary for the provision of our Services, the operation of our business, compliance with legal obligations or the protection of our legitimate interests.

Depending on the circumstances, this may include sharing information with the following categories of recipients.

11.1 Service Providers

We may use third-party service providers to support the operation of our business and Services.

These may include providers of:

• website hosting and website services;

• email and communications services;

• cloud storage and file-sharing services;

• analytics services;

• software and creative tools;

• payment processing services;

• specialist photography, timelapse or immersive capture platforms;

• printing and production services;

• information technology and technical support; and

• other professional or business services.

Where appropriate, service providers may process personal data only as necessary to provide their services.

11.2 Clients and Project Participants

We may share relevant personal data with clients, project contacts, collaborators, suppliers or other individuals and organisations involved in a project where reasonably necessary to provide or coordinate the Services.

For example, photographs or video may be delivered to the Client who commissioned the Services, or project contact information may be shared where necessary to coordinate work.

11.3 Professional Advisers

Where reasonably necessary, we may share relevant information with professional advisers, including:

• accountants;

• solicitors or other legal advisers;

• insurers;

• financial advisers; and

• other professional advisers engaged in connection with our business.

11.4 Authorities and Legal Requirements

We may disclose personal data where we reasonably believe disclosure is necessary to:

• comply with applicable law;

• respond to a lawful request from a public authority;

• comply with a court order or other legal process;

• protect the rights, property or safety of DCVS or another person; or

• establish, exercise or defend legal claims.

11.5 Business Transfers

If DCVS is involved in a proposed or completed sale, restructuring, merger, transfer or other change involving all or part of the business, relevant personal data may be transferred where reasonably necessary as part of that process, subject to applicable legal requirements.

12. International Transfers of Personal Data

DCVS is based in Ireland.

However, some of the service providers and platforms used by DCVS may process or store personal data outside Ireland or outside the European Economic Area (“EEA”).

This may include international service providers used for website hosting, communications, cloud services, analytics, creative software, social media, payment processing or other business services.

Where personal data is transferred outside the EEA, DCVS will take reasonable steps to ensure that appropriate safeguards are in place where required by applicable data protection law.

Depending on the circumstances, these safeguards may include:

• a finding that the destination country provides an adequate level of protection;

• the use of approved contractual safeguards, such as Standard Contractual Clauses;

• other legally recognised transfer mechanisms; or

• another applicable legal basis for the transfer.

Further information about international data transfers carried out by particular third-party service providers may be available in the privacy documentation of those providers.

13. Data Storage and Security

DCVS takes reasonable and appropriate steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

13.1 Storage

Business and project information may be stored using a combination of systems and services depending on the nature of the information and the Services provided.

This may include:

• DCVS-owned network-attached storage and other business storage systems;

• cloud storage and file-sharing services;

• email and communication platforms;

• specialist project, photography or visual-content platforms; and

• other systems reasonably required for the operation of our business.

Some business systems may be remotely accessible where required for legitimate business purposes.

13.2 Security Measures

DCVS uses reasonable organisational and technical measures designed to protect information under our control.

The specific measures used may vary depending on the nature and sensitivity of the information and the systems involved.

13.3 No Absolute Guarantee of Security

While DCVS takes reasonable steps to protect personal data, no method of electronic storage, transmission or processing can be guaranteed to be completely secure.

In the event of a security incident involving personal data, DCVS will assess the circumstances and take appropriate action in accordance with applicable legal requirements.

13.4 Your Responsibilities

Where you provide information to DCVS electronically, you should take reasonable care to ensure that you use appropriate communication methods and do not send unnecessary sensitive information through unsecured channels.

14. Data Retention

DCVS retains personal data only for as long as reasonably necessary for the purposes for which it was collected, including for the provision of Services, business administration, legal, accounting, contractual, archival and other legitimate purposes.

The length of time for which information is retained may depend on:

• the nature of the information;

• the purpose for which it was collected;

• the nature and duration of the relevant project or business relationship;

• contractual requirements;

• legal or regulatory obligations;

• tax and accounting requirements;

• the need to establish, exercise or defend legal claims;

• intellectual property and copyright considerations; and

• legitimate archival or business record-keeping requirements.

14.1 Client and Project Records

DCVS may retain client, project and communication records for as long as reasonably necessary to:

• provide ongoing Services;

• maintain a record of previous work;

• respond to future enquiries;

• resolve disputes;

• manage contractual or legal obligations; and

• maintain appropriate business records.

14.2 Financial and Accounting Records

Financial, invoicing and accounting records may be retained for the periods required by applicable tax, accounting or other legal requirements.

14.3 Photographs, Video and Other Deliverables

Photographs, video, timelapse content, immersive content and other Deliverables may be retained for extended periods where reasonably necessary for:

• archival purposes;

• maintaining project records;

• copyright and intellectual property management;

• future access or replacement requests;

• demonstrating work completed;

• resolving disputes or claims; and

• other legitimate business purposes.

DCVS may retain archival copies of completed work unless deletion is required by law, an applicable agreement or other circumstances requiring removal.

14.4 Deletion and Disposal

When personal data is no longer reasonably required, DCVS may delete, anonymise or securely dispose of it where appropriate.

Some information may remain in backup systems, archives or records for a limited period after deletion from active systems.

15. Payments and Financial Information

DCVS may process personal data relating to payments and financial transactions where reasonably necessary for the operation and administration of our business.

15.1 Bank Transfers

Where payments are made by bank transfer, DCVS may receive and retain relevant transaction information, which may include:

• the name of the account holder or payer;

• payment reference information;

• the amount and date of payment; and

• other information included within the relevant banking transaction record.

This information may be retained for accounting, reconciliation, tax, legal and business record-keeping purposes.

15.2 Card Payments

DCVS may accept card payments through third-party payment service providers, including SumUp where applicable.

Payment card information is processed by the relevant payment provider in accordance with its own systems, security measures and privacy practices.

DCVS does not ordinarily store full payment card details.

15.3 Cash Payments

Where cash payments are accepted, DCVS may maintain records of the payment where necessary for accounting, tax, invoicing and business administration purposes.

15.4 Financial Record Keeping

Financial and transaction information may be retained for the periods required by applicable tax, accounting and other legal obligations.

Business records may also be retained where reasonably necessary to establish, exercise or defend legal claims or to maintain appropriate business records.

16. Your Data Protection Rights

Subject to applicable law and the circumstances of the processing, you may have a number of rights in relation to your personal data.

These rights may include the following.

16.1 Right to Be Informed

You have the right to receive information about how your personal data is collected and used.

This Privacy Policy is intended to provide information about DCVS's processing of personal data.

16.2 Right of Access

You may have the right to request confirmation of whether DCVS processes personal data relating to you and, where applicable, to request access to that personal data and certain related information.

16.3 Right to Rectification

You may have the right to request that inaccurate or incomplete personal data relating to you is corrected.

16.4 Right to Erasure

In certain circumstances, you may have the right to request the deletion of personal data relating to you.

This right is not absolute and may not apply where DCVS has a lawful reason or legal obligation to retain the relevant information.

16.5 Right to Restrict Processing

In certain circumstances, you may have the right to request that the processing of your personal data is restricted.

16.6 Right to Data Portability

Where applicable, you may have the right to receive certain personal data in a structured, commonly used and machine-readable format and, where technically feasible, to request that it be transferred to another organisation.

16.7 Right to Object

In certain circumstances, you may have the right to object to the processing of your personal data.

This may include the right to object to certain processing carried out on the basis of legitimate interests.

You also have the right to object to the processing of your personal data for direct marketing purposes.

16.8 Withdrawal of Consent

Where DCVS relies on your consent as the lawful basis for processing personal data, you may withdraw that consent at any time.

Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

16.9 Automated Decision-Making

DCVS does not ordinarily make decisions about individuals based solely on automated processing where those decisions produce legal or similarly significant effects.

16.10 Exercising Your Rights

If you wish to exercise any of your data protection rights, please contact DCVS using the contact details provided in Section 19.

We may ask for reasonable information to verify your identity before responding to a request where necessary to protect personal data from unauthorised disclosure.

We will respond to requests in accordance with applicable data protection law.

17. Complaints and Concerns

If you have a concern about how DCVS collects, uses or processes your personal data, we encourage you to contact us first so that we can attempt to understand and resolve the issue.

You can contact us using the details provided in Section 19 of this Privacy Policy.

You may also have the right to raise a concern or complaint with the Data Protection Commission (“DPC”), the supervisory authority responsible for data protection matters in Ireland.

Further information about raising a concern with the DPC is available through the Data Protection Commission's website.

18. Changes to This Privacy Policy

DCVS may update this Privacy Policy from time to time to reflect changes in:

• our business activities;

• the Services we provide;

• the technologies or service providers we use;

• applicable legal or regulatory requirements; or

• our data protection practices.

Where this Privacy Policy is updated, the revised version will be published on our website and will include an updated revision number and/or effective date where appropriate.

We encourage visitors and clients to review this Privacy Policy periodically to remain informed about how DCVS processes personal data.

Previous versions of this Privacy Policy may be retained for historical and record-keeping purposes where appropriate.

19. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights or have a concern about how DCVS processes personal data, please contact:

Damian Coleman Visual Solutions Ltd

Email: damian@damiancolemanvisualsolutions.ie

Please provide sufficient information about your enquiry or request to allow us to understand and respond appropriately.

Document Reference Number: DCVS-Doc-0041
Revision: Rev 1
Effective Date: 1 September 2026