The Essex website uses cookies. By continuing to browse the site you are consenting to their use. Please visit our cookie policy to find out which cookies we use and why. View cookie policy.

Working at Essex
Employee Voice survey Starting at Essex Equality, diversity and inclusion Employment policies, procedures and guidance Managing people Pay, rewards and benefits Pensions Taking leave Grading and reviews Professional development and training Recruiting staff Working flexibility Information and data UECS and Wivenhoe House staff Forums and networks
Teaching and learning
Academic standards and quality DBS checks for students Department student support roles Developing student success Exams and assessment Heads of Department Learning technologies Reading lists Staff awards and funding Student feedback Student wellbeing support and signposting Supporting students with disabilities and health conditions Supporting and welcoming new students Timetables
Research
Funding sources Making a funding application Research impact Promoting your research and research visibility Research governance Take part in research Managing an award Planning and assessment Knowledge exchange and commercialisation Research systems Repository and publishing Research management information Celebrating Excellence Awards
Our University
Brand Departments and schools Faculty support Freedom of information Governance Graduation Sustainability and biodiversity University partnerships
Services and facilities
Buildings, grounds and maintenance Crowdfunding Childcare Design, print and copy services Events, meetings and conferences Faith Centre Finance, planning and data insight Food and drink IT services Marketing and communications support Media Centre Parking Post and property services Professional Services teams Sport and recreation Strategic project delivery Student work experience and volunteering Theatre and arts on campus Travel, transport and accommodation Web support
Health, safety and wellbeing
Emergencies, security and safety Activities health and safety Equipment safety Health and safety support Fire safety Reporting health and safety incidents or concerns Risk assessment Safeguarding Work and study environments Working with physical agents Working with substances Your health and wellbeing
Online services
Email login Research Information System Research Repository Room booking form Unit4 Business World Phonebook Change your password
People and Culture
HR Organiser People Manager Develop at Essex Homepage Job vacancies
Academic
Moodle Libraries Academic departments FASER LEAP MyTutor Programme specifications Reading lists (Talis Aspire)
Info and help
Find your way campus map IT services Tableau Planning information portal Key dates Staff blog Report harassment Report a concern about student
Staff Directory Home Working with information and data Data Protection and GDPR Guidance on filming and photography

Guidance on filming and photography

Data Protection, filming and photography

Photographs, videos or voice recordings that can identify people are personal data and need to be planned, produced, and managed with the University’s GDPR / Data Protection compliance in mind. 

Legal basis for event photography or filming of students, staff or visitors

The University would need to rely on ‘legitimate’ interests for this type of photography, balancing against the rights of individuals by the steps described above. ‘Consent’ is often problematic in the context of the University taking photos or filming at events. You would need to collect 100% affirmative individual consent for the photos and be able to make provision for withdrawing that consent on request. 

Event photography or filming 

If you are taking photos of groups of people at an event, such as a graduation ceremony or open day, then you need to: 

  • inform attendees in advance explaining that photos will be taken and for what purpose   
  • provide a contact for those who do not want to be photographed to inform organisers 
  • have clear signage at the event explaining that photos will be taken and for what purpose   
  • include a reasonable area where the photographer will not be taking photos 
  • have an event organiser available that can advise an individual who does not want to be photographed 
  • have a process for reasonable takedown or removal requests from attendees subsequently  

Legal basis for event photography or filming of under 18's

The University would need to rely on ‘consent’ in this particular circumstance of both the ‘data subject, ie child under 18’ and the parent or guardian.

Both parties would need to sign the form in advance of any filming or photography taking place.

You would need to collect 100% affirmative individual consent for the photos and be able to make provision for withdrawing that consent on request.

The Information Assurance Team can provide advice in both guidance and template form for requesting the consent. The consent form must include the following information:

  • purpose of the filming/photography, including how images/video may be used
  • signature of both the young person under 18 years old and the parent/carer
  • information on how to withdraw the consent
  • a link to the relevant Privacy Notice

Named captioned photos or interviews 

The University needs to ensure that anyone who agrees to a captioned photo or interview fully understands how the image or footage will be used, especially if you wish to retain it for subsequent use in marketing of publications. For more formal captioned photos or interviews for publications you may wish to put a form together to agree the terms and use of the footage. 

Data Subject Rights, footage, and images 

Individuals, or ‘data subjects’ in the language of the law, have a number of rights in regard to their data. These rights are not absolute but may allow an individual to: 

  • request a copy of all images and footage held containing their image
  • request that a photo or footage of them be taken down from the University’s website or a third-party platform such as YouTube or Facebook 
  • request that all images and footage of them be deleted 

If you receive a request like this in relation to your filming or photography, please contact the Data Protection Officer at dataprotectionofficer@essex.ac.uk  

Also see
Privacy statements
Arrow symbol
Contact us
Information Assurance Manager
Telephone: 01206 872285

  • University of Essex
  • Wivenhoe Park
  • Colchester CO4 3SQ

 

CONNECT WITH US
© 2024 University of Essex. All rights reserved