Privacy Policy
Last updated: 5 August 2026
This Privacy Policy explains how the AVA International Photography Directory, available at clubs.artvisionawards.com, collects, uses and protects personal information.
The directory allows photographers, photography clubs and creative organisations to create public profiles, publish professional information and connect with the international photography community.
1. Data Controller
The AVA International Photography Directory is owned and operated by:
GZ PROD LTD
Company Number: 15794475
128 City Road
London
United Kingdom
EC1V 2NX
Email: info@artvisionawards.com
GZ PROD LTD is responsible for determining how and why personal data is processed.
2. Information We Collect
We collect only the information reasonably necessary to operate, secure and improve the directory.
Information provided by users
Depending on the type of account or listing created, this may include:
- First and last name
- Username
- Email address
- Encrypted password
- Country, city or general location
- Preferred language
- Photographer, studio or photography club name
- Professional title
- Biography and profile description
- Photography specialties
- Languages spoken
- Website and social media links
- Professional telephone number or contact details
- Profile photographs, logos, portfolio images and cover images
- Information submitted through contact or support forms
Users should only publish contact information that they are comfortable displaying publicly.
Information collected automatically
When the website is used, we may collect:
- IP address
- Browser and device information
- Login and security records
- Pages visited
- Date and time of access
- Referring website
- Cookies and similar technical identifiers
3. Public Directory Information
The purpose of the platform is to provide a public international directory.
Information included in an approved listing may therefore be publicly visible, including:
- Photographer, studio or club name
- Profile photograph or logo
- Portfolio images
- Country, city or general location
- Biography and professional information
- Photography specialties and activities
- Website and social media links
- Professional contact information supplied for publication
Public listings may be indexed by search engines and may appear in external search results.
Users should not publish private addresses, private telephone numbers or other sensitive information unless they intentionally wish to make that information public.
4. Purposes of Processing
Personal data may be used for the following purposes.
Account and directory management
- Creating and securing user accounts
- Allowing users to submit and manage listings
- Reviewing and moderating submitted profiles
- Publishing approved listings
- Managing user dashboards
- Processing profile modifications or removal requests
Communication
- Confirming account registration
- Confirming listing submission
- Informing users when a listing is approved, rejected or requires changes
- Responding to support requests
- Sending important service or security notifications
- Sending newsletters only where the user has consented
Platform operation and security
- Preventing fraud, spam and unauthorised access
- Protecting accounts and website infrastructure
- Detecting technical problems
- Creating backups
- Improving website navigation, performance and accessibility
Promotion of the directory
Publicly submitted listing information may be used to promote:
- The AVA International Photography Directory
- Featured photographers or photography clubs
- Selected directory profiles
- Art Vision Awards editorial or social media communications
Any such use will remain related to the directory, photography, editorial promotion or the user’s professional profile.
5. Legal Bases for Processing
Depending on the activity, data may be processed on the following legal bases:
Contractual necessity
Processing required to:
- Create and manage an account
- Submit and administer a directory listing
- Provide directory services requested by the user
Consent
Consent may apply to:
- Newsletter subscriptions
- Optional marketing communications
- Publication of optional profile information
- Non-essential cookies
Consent may be withdrawn at any time.
Legitimate interests
We may rely on legitimate interests to:
- Secure and improve the platform
- Prevent misuse, fraud and spam
- Moderate listings
- Maintain accurate directory information
- Promote the directory and its publicly available profiles
Legal obligations
Certain information may be retained where required for:
- Accounting
- Tax
- Fraud prevention
- Regulatory compliance
- Establishing or defending legal claims
6. Listing Review and Moderation
Listings may be reviewed before publication.
We may refuse, suspend, edit or remove a listing where it:
- Contains false or misleading information
- Infringes intellectual-property or privacy rights
- Includes unlawful, discriminatory, abusive or defamatory content
- Contains spam or unrelated advertising
- Uses images without appropriate authorisation
- Creates a security risk
- Violates the directory’s Terms and Conditions
Moderation decisions may be assisted by technical tools but are not intended to be based solely on automated decision-making with significant legal effects.
7. Photographs and Intellectual Property
Users retain ownership of the photographs, logos and other original content they submit.
By publishing content in the directory, the user grants GZ PROD LTD a non-exclusive licence to:
- Store the content
- Display it on the directory
- Create technically necessary resized or compressed versions
- Present it in search results and profile previews
- Promote the relevant directory profile or the directory itself
Users must have the necessary rights and permissions for all submitted content, including permission from photographers, models, clubs, studios or other rights holders where required.
8. Data Retention
Account information
Account information is normally retained while the account remains active.
After an account is closed, some limited information may be retained for security, fraud prevention, dispute resolution or legal compliance.
Public listings
Listings remain available until:
- The user removes or requests removal of the listing
- The account is deleted
- The listing is suspended or removed by the directory
- Continued publication is no longer necessary
Backups may retain deleted information temporarily until they are overwritten according to the normal backup schedule.
Communications and support requests
Support correspondence may be retained for a reasonable period to manage the request, document actions taken and resolve disputes.
Financial and legal records
Where payments or invoicing are introduced, relevant accounting and tax records may be retained for the period required by applicable law. UK guidance generally requires company-tax-related records to be retained for six years from the end of the relevant financial year, although longer periods can apply in some circumstances.
9. Sharing of Information
Personal data is not sold.
Information may be shared only where necessary with authorised service providers, such as:
- Website hosting providers
- Email-delivery providers
- Security and backup providers
- Analytics providers
- Payment processors, where applicable
- Professional legal, accounting or technical advisers
These providers may process information only for the services they supply and must apply appropriate safeguards.
Information may also be disclosed where required by law, court order or a competent authority.
10. International Data Transfers
Some service providers may process information outside the United Kingdom or European Economic Area.
Where this occurs, appropriate safeguards will be used where required, such as:
- Adequacy decisions
- Standard contractual clauses
- UK international data-transfer mechanisms
- Contractual and technical security measures
11. Cookies
The website may use cookies and similar technologies for:
- Essential website functions
- Account login and security
- User preferences
- Language settings
- Analytics
- Performance measurement
Non-essential cookies should be used only in accordance with the user’s consent choices.
Cookie preferences can be managed through the website’s cookie banner where available.
12. Security
Reasonable technical and organisational measures are used to protect information, including:
- SSL encryption
- Encrypted passwords
- Access restrictions
- Security monitoring
- Anti-spam and fraud-prevention tools
- Regular backups
- Software updates
No online service can guarantee absolute security. Users are responsible for keeping their passwords confidential and for notifying us of suspected unauthorised access.
13. Your Data Protection Rights
Depending on applicable law, users may have the right to request:
- Access to their personal data
- Correction of inaccurate or incomplete data
- Deletion of personal data
- Restriction of processing
- Objection to certain processing
- Portability of eligible data
- Withdrawal of consent
- Information about how their data is used
The right to deletion is not absolute. Information may sometimes be retained where necessary to comply with a legal obligation, defend legal claims or protect freedom of expression and other applicable rights. Requests must therefore be considered individually.
14. Removing or Updating a Listing
Registered users may be able to update their public information through their dashboard.
Users may also request:
- Correction of a listing
- Removal of specific contact information
- Removal of portfolio images
- Closure of an account
- Deletion of a listing
Requests can be sent to:
We may ask for reasonable proof of identity or account ownership before processing a request.
15. Response Time
We aim to respond to valid data-protection requests within one month, subject to any extension permitted by applicable law for complex or multiple requests.
16. Children
The directory is intended for professional photographers, adult users, photography clubs and creative organisations.
Users under the applicable age of digital consent should not create an account without the involvement and authorisation of a parent or legal guardian.
Users must not publish personal information about children unless they have a lawful basis and all necessary permissions.
17. External Links
Listings may contain links to websites, social networks or external portfolios.
GZ PROD LTD is not responsible for the privacy practices, security or content of external websites. Users should review the privacy policies of those services separately.
18. Complaints
Users may contact us first at:
Users may also have the right to complain to the relevant data-protection authority, including the UK Information Commissioner’s Office or the competent authority in their country of residence.
19. Changes to This Privacy Policy
This Privacy Policy may be updated to reflect:
- Changes to the directory
- New services or features
- Legal or regulatory requirements
- Changes to service providers
The latest revision date will appear at the top of the page.
20. Applicable Law
This Privacy Policy is intended to comply with applicable data-protection rules, including:
- The UK GDPR
- The UK Data Protection Act 2018
- The EU General Data Protection Regulation where applicable
- Other applicable privacy and electronic-communications laws