Privacy policy

Privacy Statement last update 11/2/21
Coalesce respects your right to privacy. This Privacy Statement sets out who we are, how Coalesce Ltd gathers and uses any personal data we collect from you, or that you provide to us and how you can exercise your rights. This privacy notice applies to personal information that we collect through our website or if you are booking us to provide services for you.
Please take time to read the following information carefully to understand our views and practices regarding your personal data and how we will treat it.

What does Coalesce Ltd do
Coalesce is an Irish creative collaborative group of photographers and videographers where clients receive the highest level of customer service and creatives can access a larger marketplace with increased revenue and the support from their peers. For more information about Coalesce, please see the About Us section of our website:
For the purpose of the Data Protection Acts 1988 and 2018, the data controller is Coalesce Ltd, who you can contact by postal address at 78 Landscape park, Churchtown, Dublin 4 or by email at

The types of Information we collect about you
When you visit and browse the Site or engage the services of Coalesce Ltd, we may collect the following types of information about you:
Information you provide to us voluntarily
In order to obtain access to certain services provided via the Site and to request certain information regarding Coalesce Ltd and the services we provide via email or verbally, you may be required to provide personally identifiable information such as your name, email address, telephone number or any other information which you provide to us voluntarily.
You can choose not to provide this information, however, if you do not provide this information you might not be able to gain access to Coalesce Ltd’s information and services.

As an example our website may ask you:
About the type of service you require.
Your registration details for a subscription.
Your feedback after an event (survey form).
To direct your enquiries through a contact form.

Or when booking services we may ask:
For your contact details.
Details of your event/shoot.
Details of meta data to be inserted into the imagery or added as captions.
Your invoice details.

Information we collect automatically through technology
In operating our Site we may collect and process data about you when you visit the Site. This may include details of your visits to our Site and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communications data. You can choose to allow these cookies when accessing our website.
We use this information to better understand the traffic to our website, where our clients come from and what content interests them. For more information on how we collect such data please see our Cookie Policy:

Uses made of the Information
In general we use the personal information we collect from you only for the purposes described in this Privacy Notice or for the purposes we explain to you at the time we collect the data. However we may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you (such as archiving purposes in the public interests, scientific or historical research purposes or statistical purpose or under copyright law) if and where this is permitted by the applicable data protection laws.
We also use your information to:
• To carry out our obligations arising from any contracts entered into between you and Coalesce Ltd and other administrative purposes.
• To allow you to participate in interactive features in our service, when you choose to do so.
• To notify you about changes to our service.
• To supply you with goods or services that you have ordered from us.

Safeguarding your Information- International Data Transfers
Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access. The security and confidentiality of your information is extremely important to us. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Site; any transmission is entirely at your own risk. Specifically, our Website servers are located in the EEA. In addition the personal data that we collect from you will be stored on encrypted drives in our offices and on cloud servers based within the EEA.
We endeavour to use the appropriate technical and organisational measures in order to secure the confidentiality of your personal data, to prevent unauthorised or unlawful processing of such personal data, and to protect against accidental or unlawful destruction, accidental loss, alteration or unauthorised disclosure or access and to otherwise protect the security of such personal data.
If we have given you (or where you have chosen) a password that enables you to access certain parts of our Site, you are responsible for keeping this password confidential.
In some instances, in particular but not limited to the website analysis of data the personal data that we collect from you may be transferred to and stored at a destination outside the European economic Area (“EEA”) to be analysed by a third party. It may also be processed by staff outside the EEA who works for one of our suppliers.

Who does Coalesce Ltd share my personal information with?
We may disclose your personal data to the following categories of recipients:
- to our group companies or third party services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our Website or provide services to you as contracted), or who otherwise process personal information for purposes that are described in this Privacy Notice or notified to you when we collect your personal information. Some of this information may be collected using cookies or similar tracking technologies as explained further in our cookie policy
- To media organisations both online and in print as per our contract with you. You will be asked if you agree to the release of this image when the images is being taken.
- Under Article 85 GDPR, we may be involved in the processing of personal data for journalistic purposes and the purpose of academic, artistic or literary expression.
- In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets. If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about or clients will be one of the transferred assets.
- to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;

Data retention
We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).
When we have no ongoing legitimate business needs to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Please see retention schedule for Coalesce Ltd below. Please note that due to the nature of our business, the purpose for which the information was obtained may have ceased and the information is no longer required, however may be in the public domain or in our archives so we may not be able to delete, or purge said information in all circumstances.

Record Lawful Basis Retention Period Justification for time frame
Record: Private client image gallery with metadata and caption (approved for release to media) and consent/ release forms
Lawful Basis : Legal basis
Retention Period: 7 years.
Justification for time frame: For record keeping. You will be prompted annually to review what data you have stored with us.

Record: Client live link – if requested by the client to link 3rd parties to their images
Lawful Basis: Purpose of a Contract
Retention Period: 1 month.
Justification for time frame:Fulfilment of contract.

Record: Correspondence including personal data from a client or their employees.
Lawful Basis: Purpose of a Contract
Retention Period: 7 years
Justification for time frame:For record keeping

Record: General Enquiry
Lawful Basis: Legitimate Business Interest
Retention Period: 6 months
Justification for time frame: To follow-up with you about your enquiry.

Record: Cloud Backup and RAW backup Drives – final copies of images stored for client use only.
Lawful Basis: Purpose of a Contract:
Retention Period: Indefinitely. The image data will be put into archive storage secure from further processing. You will be prompted annually to review what data you have stored with us.
Justification for time frame:For record keeping

Record: Financial Data.
Lawful Basis: 7 years
Retention Period: 7 years
Justification for time frame:For record keeping

Your Rights
You have the following rights:
- Right to be informed if, how, why and by whom your data is being processed.
- Right to access and get a copy of your data.
- Right to have your data corrected or supplemented if it is inaccurate or incomplete.
- Right to have your data deleted or erased.
- Right to limit or restrict how your data is used.
- Right to data portability.
- Right to object to processing of your data.
- Right not to be subject to automated decisions without human involvement, where it would significantly affect them.
- Where processing is based on consent, the right to withdraw consent can be acted on at any time. This does not affect the lawfulness of processing based on consent before its withdrawal.
- The right to lodge a complaint with a supervisory authority
These rights are not absolute, and are subject to a number of limitations and restrictions.
Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
You can exercise these rights by contacting us using the contact details provided under the “How to contact us” heading below. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
You also have the right to complain to a data protection authority about our collection and use of your personal information. However, we would of course hope that you are able to raise any issues with us in the first instance. For more information, please contact the Supervisory Authority at Further details are available below.

Linking Websites
We may, from time to time, provide links to third party websites. In addition, third parties websites may also provide links to the Site. Should you choose to visit these third party websites, you should review their privacy policies to ensure you understand and are comfortable with their practices concerning your personal information.
We do not accept, and do disclaim, any responsibility for the privacy policies and information protection practices of any third party website (whether or not such site is linked on or to the Site). These links are provided to you for convenience purposes only, and you access them at your own risk. Please check these policies before you submit any personal data to these websites.

Changes to our Privacy Statement
Any changes to this Privacy Statement (including the Cookie Policy) will be posted on the Site so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.
If at any time we decide to use personal data in a manner significantly different from that stated in this Privacy Statement, or otherwise disclosed to you at the time it was collected, we will notify you by email, and you will have a choice as to whether or not we use your information in the new manner.

How to contact us
Questions, comments and requests regarding this Privacy Statement are welcomed and should be sent to Coalesce Ltd, 78 Landscape Park, Churchtown, Dublin 14. Email queries to
Contacting the Data Protection Commissioner (DPC)

The Data Protection Commission can be contacted at:
Post: Data Protection Commission (DPC), Canal House, Station House, Portarlington, Co. Louth.
Telephone: +353 (0) 57 8684800
Telephone: +353 (0) 76 1104800
Lo-Call Number: 1890 252 231