My Photo Messages Terms and Conditions

The My Photo Messages platform has been developed to connect people by the power of print. Launched during the global health crisis in the summer of 2020 by MediaBite Group Limited, the platform is operated by MediaBite Group Limited working in association with Citizen Systems Europe GmbH, Citizen branded printers, Official Reseller Partners and end users.

Perhaps best known for its precision watches and consumer electronics products, the Citizen brand is also prominent in healthcare and print industries. The association with the new My Photo Messages platform demonstrates a commitment by the Citizen brand to deliver innovation in the photographic sector.

In this policy, ‘My Photo Messages’ will also be referred to as ‘we’, ‘us’ or ‘our’.

How do we collect information from you?
We obtain information about you in the following ways:

Information you give us directly
For example, we may obtain information about you when you register personal details or when you register to receive our newsletters.

Information you give us indirectly
Your information may be shared with us by third parties, which might include advertising networks analytics providers and search information providers.
You should check any privacy policy provided to you where you give your data to a third party.
When you visit this platform
We, like many companies, automatically collect the following information:

● Technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
● Information about your visit to this website. For example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website).
● Registration to the My Photo Messages newsletter is optional for all users and opting-in will allow the team to communicate with relevant news and updates on products, services, site development, along with any other relevant activity.

We collect and use your personal information by using cookies on our platform. More information on cookies can be found under the ‘Use of Cookies’ section below.

Social Media
When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us). The information we receive will depend on the privacy preferences you have set on those types of platforms.

What type of information is collected from you?

The personal information we collect, store and use might include:
● Your name and contact details including postal address, email address and telephone number
● Your date of birth
● Information about your activities on our website and the device used to access it; for instance your IP address and geographical location
● Any other personal information shared with us

Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example, information about your health, ethnicity and religion.

We do not collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to.
Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.

How and why is your information used?

We may use your information for several different purposes, which may include:
● Providing you with the services, products or information you asked for
● Keeping a record of your relationship with us
● Conducting analysis and market research to better understand how we can improve our services
● Seeking your views or comments on the services we provide
● Sending communications that are relevant to activities on the My Photo Messages platform and as such, may be of interest to you.

How long is your information kept for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations but in most circumstances, a period of 28 days beyond any individual order will suffice.

We review our retention periods on a regular basis and if you would like to know more about how long we hold your personal data for, please email the team at

Who has access to your information?
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy. These third parties may include:

Third parties working on our behalf
We may pass your information to our third-party service providers and other associated organisations to complete tasks and provide services to you on our behalf. However, when we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their direct marketing purposes, unless you have requested us to do so, or we are required to do so by law; for example, by a court order or for prevention of fraud or other crime.

Third-Party Product Providers we work with
We may transfer your personal information to a third party if we’re under a duty to disclose or share your data to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers, users of the website or others. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Lawful Processing
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.

Performance of a contract
Where we are entering into a contract with you or performing our obligations under it.

Legal obligation
Where necessary so that we can comply with a legal or regulatory obligation to which we are subject.

Vital interests
Where it is necessary to protect life or health or a safeguarding issue which requires us to share your information with the emergency services.

Legitimate interests
Where it is reasonably necessary to achieve our or others’ legitimate interests, as long as what the information is used for is fair and does not duly impact your rights.

We consider our legitimate interests to be running My Photo Messages to:

● Understand how people choose/use our services
● Determine the effectiveness of our services and advertising
● Enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers
● Better understand how people interact with our platform

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you; for example, where use would be excessively intrusive, unless, for instance, we are otherwise required or permitted to by law.

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so based on your explicit consent or another route available to us at law.

Marketing Communications
We may use your contact details to provide you with relevant information.

We will only send you marketing communications by email, text and telephone if you have explicitly provided your prior consent. You may opt-out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails.

Your choices
You have a choice about whether or not you wish to receive information from us. If you do not want to receive marketing communications, then you can opt-out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails.

We’re committed to putting you in control of your data so you’re free to change your marketing preferences, including to notify us that you don’t want to be contacted for marketing purposes, at any time using:

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that we do not continue to contact you.

Building Profiles
We may analyse your personal information to create a profile of your interests and preferences so that we can tailor and target our communications in a way that is timely and relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. This allows us to be more focused, efficient and cost-effective with our resources and also reduces the risk of someone receiving any information they may find inappropriate or irrelevant.

We’re committed to putting you in control of your data so you’re free to opt-out of your information being used in this way at any time by contacting

Profiling and analysis
We may analyse your personal information to create a profile of your interests and preferences so that we can tailor and target our communications in a way that is timely and relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. This allows us to be more focused, efficient and cost-effective with our resources and also reduces the risk of someone receiving information they may find inappropriate or irrelevant. We may also analyse your personal information to help us better understand potential supporters and customers.
Our profiling and analysis activities can be broken into two categories:

Data matching
We may combine the personal information you have given us with data obtained from external sources, such as postcode-based segmentation tools to help us understand social and demographic characteristics, so we can tailor our communications and services to better meet your needs or the needs of others like you based on the insight we gain from the profile we build. We will not use the results of this data matching activity in a way that intrudes on your privacy or your previously expressed privacy preferences.

We analyse supporters and customers by group. This is to ensure that campaigns or mailings are sent to those who will be most interested or likely to respond. This type of activity is not aimed at identifying specific individuals to target, but rather many individuals who may fall within a certain segment of supporters.

Your Rights
Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

Right of access
You have a right to request access to the personal data that we hold about you.
You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
If you want to access your information, please send a description of the information you would like to see and proof of your identity by email to

Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us and we constantly develop methods to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email at

Right to restrict use
You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or we’re not lawfully allowed to use it.

Right of erasure
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to. In many cases, we will anonymise that information, rather than delete it.

Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object
You have the right to object to processing where we are using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.
If you want to exercise any of the above rights, please email us at We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances.

Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical controls are in place to protect it.
Non-sensitive details, (your email address etc) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Keeping your information up to date
We take reasonable steps to ensure your information is accurate and up to date.
We appreciate contact to let us know when your contact details change.

Use of ‘cookies’
Like many other websites, this website uses cookies. ‘Cookies’ are small pieces of information sent to your computer and stored on your hard drive to allow that website to recognise you when you visit.
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.

If you use Facebook or our platform, My Photo Messages may show you content we think you will be interested in seeing, based on your previous online engagement with us. This is achieved through the use of cookies.
Facebook and Instagram have cookies on some pages of our platform, which allows them to collect information about pages you’ve visited on our platform, they will then serve you advertising on Facebook and Instagram based on this information.

Links to other websites
Our website may contain links to other websites. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.

Also, if you linked to our platform from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the privacy policy of that third-party site.

16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Vulnerable circumstances
We are committed to protecting vulnerable supporters, customers and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practise guidelines in our interactions with vulnerable people.

Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken to ensure that your privacy rights continue to be protected as outlined in this policy.

If you use our services while you are outside the EEA, your information may be transferred outside the EEA to provide you with those services.

We undertake regular reviews of who has access to information that we hold to ensure that your info is only accessible by appropriately trained staff, volunteers and contractors.

Changes to this policy
Any changes we may make to this policy in the future will be posted on this platform so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear on this platform.

Review of this Policy
We keep this policy under regular review. This policy was last updated in April 2020.

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