If you are commissioning photography or video recordings or taking your own photographs of individuals for use by the College, then you need to have the individual's permission. Photographs and film/video images of people are considered to be personal data and are covered by data protection legislation (General Data Protection Regulation (GDPR)). It is therefore important to keep a written record of consents taken when commissioning images or recordings.
When using images or recordings of people, where any individuals feature prominently and are clearly identifiable, a consent form must be signed by those individuals giving their permission for any images in which they appear. The consent form should be stored alongside the images for as long as the image/recording is retained. The consent form must state clearly what the use of the image(s) will be.
Individuals should be made aware that any images used on websites can be viewed throughout the world and not just in the United Kingdom and that some overseas countries may not provide the same level of protection to the rights of individuals as UK legislation provides.
Children and young people
Images of children and young people under the age of 18 require the consent of a parent or guardian and special care should be taken to ensure that the consent form is fully understood. Children and young people between 12 and 18 years of age, who have a sufficient understanding of the consent process and its implications for them should be involved in completing the form and their consent should be sought. The child/young person may also sign the form. There is a separate consent form for children and young people under the age of 18.
When is a consent form not necessary?
A consent form is not necessary when there is a large group of individuals e.g. at a conference or an event. It is usually sufficient to notify those in attendance that photography or filming will be taking place either verbally or with a notice clearly visible, and those who do not wish to be in a photograph or recording can opt out.
A consent form is not necessary where there is a large group of people with no one standing out in a place where photography is expected e.g. spectators at a sporting event. A consent form is not necessary where there is a large group of people who could not be clearly identified.
For further information about data protection in relation to photographs and recordings please contact the Archivist.
Adopted by the College Officers: September 2022
To be reviewed: Michaelmas Term 2025