Photography and video assets
Purpose and lawful basis for processing
Our purpose for collecting and storing your personal data, which may include photo and video images of you, is to record and promote the work of SEPA, our officers and the work of our partners.
The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR.
When we are capturing images at an event or conference, we may rely on legitimate interest under article 6(1)(f) of the UK GDPR. In these circumstances, we ensure we have appropriate measures in place to enable individuals to avoid their image being captured. These measures will include:
- Providing advance notice that filming will be taking place
- Signage is clearly displayed at the venue
- Photographers are clearly identifiable
What we need
When we collect images or video footage of you, we will obtain your consent. The Photography and Filming Consent Form will ask you to provide the following information:
- Name
- Email address
- Signature (paper consent form only)
- How your image can be used by SEPA
Where appropriate consents are given, we may also use the following information for external communications:
- Names of individuals
- Job titles of individuals
- Date the images were taken
- Location the images were taken
Why we need it
We need your personal information in order to lawfully use images of you, for the purposes you have consented to.
What we do with it
We will use your images for communication purposes and to promote the work of SEPA. This may include:
- For internal communications
- For external communications, such as SEPA's website, social media or printed publications
- Sharing with media and associated third parties, for example for use by members of the press for news reporting, or use by Scottish Government and partner agencies
- Making images available for wider public use
We will retain your consent to ensure that we only use images of you for the purposes you have consented to.
How long we keep it
We will retain and use your images in line with the consent provided. We will delete or archive images from our digital library when consent has been withdrawn or lapsed.
However, images may continue to appear in published media already in circulation. SEPA is unable to recall images from third parties once published.
What are your rights?
Where we use your personal information with your consent, you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given. You can request that we remove or amend your information by contacting photos@sepa.org.uk.
For more information on your rights, please see ‘Your data protection rights’.
Do we use data processors?
We use the Asset Bank platform to manage our digital image library, which is provided to us by Bright Interactive Ltd. Information on how they process your data can be found in their Privacy Policy.
The personal data you provide will be securely stored within the platform by Bright Interactive, on SEPA’s behalf, solely for the purpose of managing SEPA’s photography and video assets.
Do we share your information?
In some circumstances, images may be used for external communications, or shared with media and associated third parties. Images will only be used or shared for these purposes where we have received explicit consent to do so.
This privacy notice is under development and will be expanded as new content is added to our website. Further information can be found at our existing website privacy policy page.