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Privacy Notice - Photographs, Recordings and Videos

About this notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

The University of Warwick (“UOW”) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

We collect the following personal information to manage our photographs, videos and recordings, when you provide it to us:

  • Full Name
  • Email address
  • Residential address
  • Phone number
  • Signature
  • Social media profile where you have provided it
  • Warwick ID
  • Image
  • Video images
  • Audio recordings

Purpose and how we use your personal information

Pursuant to consent we will publish your images in any appropriate manner for the following purposes at the University of Warwick:

  • Digital communications
    Publications on websites, digital screens, and other online platforms (including social media platforms Facebook, Twitter, and Instagram; iTunes U, YouTube). These generally include photographs, articles, interview transcripts, podcasts, videos, film and broadcast media.
  • Print publications
    Publications such as magazines, reports [not marketing], postcards, envelopes, leaflets, prospectuses, and outdoor promotional material (including lamp-post banners and posters). These generally include photographs and edited articles, and promotion of digital materials.
  • Other types of communication
    Publications on news platforms, such as newspapers, magazines, television and radio shows, and/or any other media or distribution channel now known or to be invented.

Who we share your personal information with

We will not share your personal information with any other third party but we may need to share personal information with law enforcement or other authorities if required by applicable law.

How long your personal information will be kept

The University of Warwick will securely store your images for five years, after which point they will be archived and only be used for historical purposes (such as within a communication looking back at the history of the University).

From time to time we may wish to continue to use your image in current communications for more than five years, if this is the case we will contact you at that time to request your renewed consent for use in publications after years.

Reasons we can collect and use your personal information

We rely on your consent as the lawful basis on which we collect and use your personal data for the data sets you have provided.

Transfer of your information out of the EEA

We do not transfer your personal data outside of the EEA but pursuant your consent your images may be available in any of publications on the internet or publications distributed worldwide.

Please note some countries outside the EEA may do not have the same data protection laws as the United Kingdom and EEA.

If you would like further information, please contact our Data Protection Officer (see ‘How to contact us’ below).

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws
  • you can request to be removed from future publications and digital content at any time, but you cannot be removed from materials which have already been published.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please:

  • email, call or write to our Data Protection Officer
  • let us have enough information to identify you
  • let us have proof of your identity and address
  • let us know the information to which your request relates

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. Please contact us (see ‘How to contact us’ below).

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at ico.org.uk or telephone 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 24 May 2018 and last updated on 24 May 2018.

We may change this privacy notice from time to time, when we do we will inform you using the information you have provided to us.

How to contact us

Please contact our Data Protection Officer by email at GDPR@warwick.ac.uk if you have any questions about this privacy notice or the information we hold about you.

Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).