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Photography, film and audio consent form for parents/guardians of those aged under 16

The University of Warwick would like to take images/recordings of your child for promotional purposes. Please refer to the guidance section of this consent form for specific details of how your child’s images/recordings may be used by the University of Warwick.

Unless you expressly provide your consent by providing approval for us to use your child’s image/recordings for ‘other types of communications’, your child’s images/recordings will not be shared with or disclosed to any third parties external to the University of Warwick except those acting on behalf of the University, such as photographers and creative agencies for the purposes of producing the promotional materials. Please note that your child’s images/recordings may be publicly available if published in some of the mediums listed in the guidance section below.

To comply with Data Protection Legislation, we need your permission before we capture your child’s image or recording. Please read all of the information contained within this consent form thoroughly before providing your explicit consent, contact details and signing and dating the form.


Guidance section:

The University of Warwick may publish your child’s images/recordings in any appropriate medium including, not limited to the following:

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, edited articles, interview transcripts, podcasts, videos, film and broadcast media.

Print publications

Publications such as magazines, reports, 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.


Future use of materials

The University of Warwick will securely store the images/recordings of your child for up to five years unless you explicitly consent, by ticking the relevant box below, to the images/recordings being held by the University of Warwick indefinitely, for future promotional and historical purposes. You can withdraw your consent for your child’s images/recordings to be used in future publications and digital content at any time, but they cannot be removed from printed materials which have already been created.


Obtaining consent:

If you agree to the University of Warwick capturing your child’s image/recording then please tick any of the relevant boxes below:

Please tick relevant boxes:

By signing this form you are confirming that:

  • You have read the guidance section above and asked any questions you needed to;
  • You consent to the way in which the University of Warwick plan to use images/recordings of your child indicated by the boxes you have ticked above;
  • The copyright in any images/recordings taken will belong to the University of Warwick and your child will not receive payment or any other compensation in connection with the images/recordings;
  • You have the right to withdraw your consent for the University of Warwick to use the images/recordings of your child at any time by contacting the warwicksport@warwick.ac.uk. If this does arise you understand that the images/recordings of your child will not be used in future publications but may continue to appear in publications already in circulation; and
  • Your data is held securely by the Warwick Sports team for a duration of five years.

If you have any concerns, please contact warwicksport@warwick.ac.uk before submitting this form.

Please confirm: (required)

Privacy notice

Data Protection information:

The University of Warwick is the Data Controller of this information and is committed to protecting the rights of individuals in line with Data Protection Legislation. Please visit the University’s Data Protection webpages https://warwick.ac.uk/services/idc/dataprotection/ for further information in relation to your rights and how the University processes your personal data. The University’s Data Protection Officer, A Bajaj, can be contacted through DPO@warwick.ac.uk and any requests or complaints should be made in writing to the University’s Data Protection Officer.

Privacy notice

Please visit our Privacy Notice online at warwick.ac.uk/photoprivacynotice

Our privacy notice contains the following information:

  • Who we are
  • The personal information we collect and use
  • Purpose and how we use your personal information
  • Who we share your personal information with
  • Reasons we can collect and use your personal information
  • Transfer of your information out of the EEA
  • Your rights
  • Keeping your personal information secure
  • How to complain
  • Changes to this privacy notice
  • How to contact us

We encourage you to read our 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.

Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us. You can contact us by emailing warwicksport@warwick.ac.uk, or writing to Sports and Wellness Hub, Cryfield, Leighfield Road, University of Warwick, Coventry. CV4 7EU.

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University’s Data Protection webpages provide further information on your rights and how the University processes personal data. Please submit any data subject rights requests to infocompliance@warwick.ac.uk or address any complaints or suspected breaches to the University’s Data Protection Officer at DPO@warwick.ac.uk.

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