Photography and media subject privacy notice

This privacy notice outlines how the we collect, process and use your information.

Who are we?

The University of Plymouth’s External Relations and Multimedia Production Teams produce marketing and promotional content in a variety of mediums for dissemination in print and digital formats across multiple channels. The content promotes the University’s research, courses, teaching, initiatives and the successes of its staff and students.

This privacy notice outlines how the we collect, process and use your information.

The University of Plymouth (the “University”) is committed to protecting your personal and sensitive personal data, working in accordance with current data protection legislation. We are registered as a data controller with the Information Commissioner’s Office under registration number Z7546246 and our Data Protection Officer can be contacted at dpo@plymouth.ac.uk

Why do we collect your data?

Basic data about you, provided when you give consent, and your image or voice with any associate captions will be used to support marketing under the basis of “promoting our services”.

What type of data do we collect?

For the purposes described above, the following data may be collected:

  • Your name, signature, email and the date – provided when you give consent
  • An identifiable image of you (still or moving), and audio
  • Details of the image location stored in the image metadata and recorded by the camera
  • Details about yourself (e.g. name, title, course programme, etc.) that you consent to give for use in image captions.

When and how do we collect your data?

Having agreed to be photographed or filmed, you will be asked to sign a consent form where you will supply your name, signature of consent, and email address before any images or audio capture of you is taken. We shall only take data about you from you, and with your consent.

How do we use your personal data?

We record your individual consent to the agreed activity (being photographed or filmed). We use any resulting images or footage for University marketing and promotional activities, and it may be disseminated across both multiple University and external commercial channels (social media, print and online).

What is the lawful basis for processing your data?

We process any data for the above purpose under the basis of your own consent, given in advance of the data being collected, and on the understanding that the data will be used for the specific purpose of supporting promotional and marketing activities by the University. You can withdraw your consent at any time.

How long do we keep your data?

Your consent form and any digital images will be retained for 5 years from the point of consent, at which point materials will be assessed for longer term retention (in the case of legacy or archive media content).

Who do we share your data with?

Your consent form will not be shared. Production images and video will be disseminated in line with our Digital Marketing strategy across multiple web, social media and print channels. Images may be shared with third party commercial designers or printers engaged to assist with the production of marketing publications.

What rights do you have?

As a data subject you have a number of rights in relation to your personal data. You can:

  • access and obtain a copy of your data on request
  • require the University to amend incorrect or incomplete data
  • require the University to stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data where the University is relying on its legitimate interests as the legal ground for processing
  • require us to erase your personal data
  • require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
  • receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller.
Please note that the above rights are not absolute, and the University may be entitled to refuse requests where exceptions apply. 

If you wish to exercise any of these rights or if you have a complaint about the way you believe your data is being processed, in the first instance, please email: dpo@plymouth.ac.uk.

Changes to this Notice

This privacy notice is reviewed annually or when required to ensure compliance with data protection legislation

Photography and media subject privacy notice