How Senatus looks after your information

Who we are

Senatus is a website and phone app that photography clubs and societies use to run their club: members, events, competitions and results. It is run by LION DIGITAL MEDIA LTD, a company registered in England (company number 09421361), whose registered office is in Bromley, BR1 4HN. You can contact us about anything on this page at info@senatus.app.

Your club and us

Your club decides who its members are and what it records about them, such as membership, payments and attendance. For that information your club is in charge, and Senatus keeps it on the club's behalf. For your Senatus sign-in, and for running and protecting the service, we are in charge. If you have a question about what your club records, ask your club first; we will help either way.

What we keep

• Your account: your name, email address and, if you add it, your phone number.
• Your membership: which clubs you belong to, your role, membership type, renewal date and payments your club records.
• Club life: your replies to events and whether you attended.
• Competitions: the photographs you enter with their titles, the original files, the marks and comments judges give, and the awards.
• Requests to join: the name, email, phone number and message you send a club, with your agreement for the club to contact you.
• Judges and speakers: the contact details a club keeps to arrange a visit.

We do not use advertising, tracking or analytics cookies. The only cookies are the ones that keep you signed in.

Why we keep it

To run the service your club has asked for: signing you in, showing you your club, taking entries, judging and publishing results, and keeping the club's records. We do not sell your information, and we do not use it for marketing.

Your photographs

Entries are stored privately and only shown to your club, its judges and the people running the competition. A winning picture appears on your club's public website only if you agreed to that when you entered it, and only after the club publishes the results. Withdrawing an entry deletes its picture.

Who helps us run Senatus

These companies handle information for us, only to provide their part of the service:

• Clerk: signing in. Holds your name, email address and sign-in sessions.
• Neon: our database, in London.
• Vercel: runs the website and the app's server, in London.
• Cloudflare: stores photographs and club documents.
• SMTP2GO: sends emails such as invitations from your club.
• Anthropic: only if you ask for title ideas for a photograph. We send a small copy of that picture and the competition's name, and nothing that identifies you.
• Apple: delivers the phone app through the App Store and TestFlight.

Some of these companies are based in the United States, so some information may be handled there.

For clubs

Clubs can read and accept our data processing agreement, which sets out how Senatus handles their members' information on their behalf, and a short summary of how we keep it secure.

How long we keep it

We keep your information while you belong to a club on Senatus. Clubs keep their own history, such as past competition results, for as long as they need it. When a club removes a member, that member is hidden at once and the records are deleted later.

Your rights

You can ask to see the information we hold about you, to have it corrected, or to have it deleted. Email info@senatus.app and we will reply within one month. Deleting your account in the app removes your sign-in straight away; to have your club records deleted as well, email us or ask your club.

You can also do two of these yourself, on the website under Your details or in the app under You: Download my data gives you a file of everything Senatus holds about you across all your clubs, and Delete my account removes your sign-in.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

Young members

If a club has members under 18, the club is responsible for having permission from a parent or guardian before adding them.

Changes

If we change this page in a way that matters, we will say so here and update the date at the top.