Personal data obtained when we take photographs or videos during the course of our work.
a. What personal information do we hold?
Photographs and/or video recordings of you (together referred to as “images”) will constitute personal data if you can be identified from the photograph and/or recording.
When we take images of you, we will ask you to complete a form to record your consent for using them for marketing and publicity purposes or, optionally, for another other stated reason.
If you consent for us to do so, we will hold your images, along with the information provided in the consent form (your name, whether you are over 16 and your consent for us to use your images). We also ask you to provide optional contact details such as your email address in case we need to seek your consent to use the images in a different way to that previously specified at some point in the future.
For children under 16 years of age we will additionally seek parental consent for images to be used.
b. How do we collect your personal information?
Your personal information may be collected in images taken at events you attend and through the consent form that we will ask you to complete.
c. For what purposes do we use your personal information?
We will only use your images for the specific purposes detailed in the consent form. Should we wish at a future date to use the images in a different way to those you have consented to, we will contact you using the details you have provided to seek your express permission for this further use. We will not use your images in a different way if we do not hold contact details for you to enable us to obtain consent.
d. What is the legal basis for our use of your personal information?
The legal basis that we rely on to process your personal data is consent.
You have the right to withdraw your consent for processing at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will delete any images of you and not include such images in any future publications or other materials. We may be unable to remove your images from publications that have already been circulated and we will notify you if this is the case.
e. Who will we share your personal information with?
The OPCC will not share your images with third parties, save for those covered by the consent form (i.e. media contacts when issued with a press release, the Commissioner’s monthly newsletter and social media channels). Third parties may however receive your images by virtue of them receiving or accessing the applicable publication in print or online.
f. How long will we keep your personal information?
We generally retain your images for no longer than four years from the date the photograph or recording is taken. However, if your image has been included in a publication or online, it may remain in circulation or accessible online indefinitely. If we intend to use your image more than four years after the date the photograph or recording is taken we will contact you to obtain your consent. Unless we receive your renewed consent, we will delete your images as well as your contact details after four years.