Consent guide
Photo, video and audio is personal data under data protection law such as UK GDPR. To process personal data, a legal basis is needed such as individual consent or legitimate interest.
When consent is needed
You must obtain written consent using the Queen Mary consent form when an identifiable individual is the focus of the recording, including:
- Close-up or posed photographs/video of an individual.
- Interviews, testimonials or other recordings where someone is deliberately featured.
- Content where an individual is identified by name, course, role, award or similar information.
- Recordings made specifically for promotional, marketing or external communications.
This applies even at public or semi-public events such as Open Days and graduations. Attending an event does not mean someone has agreed to be deliberately featured, and polite notices only cover somebody appearing in general shots or footage in which they are not the focus.
Examples include:
- A close-up photograph of a student at an Open Day.
- A posed photograph of a graduate after their ceremony.
- A student interview for the University website.
- A photograph of a named award winner.
When individual consent is not usually needed
Individual consent is not usually required for general event photography or filming where the University has an appropriate lawful basis, such as legitimate interests, and:
- The event is public or semi-public.
- Photography or filming is reasonably expected.
- The recording captures the event, atmosphere or crowds rather than focusing on particular individuals.
- Individuals are not specifically identified.
Examples include:
- Wide shots of a graduation ceremony.
- General footage of an Open Day.
- Crowd or audience photographs.
- General event atmosphere shots.
People should still be clearly informed that photography or filming is taking place and given a reasonable opportunity to opt out.
Digital consent form
Where consent is required:
- Request a unique job ID from the Content and Brand team at least one week before the photography or filming.
- Enter the correct job ID on the consent form.
- Ensure the individual understands how their photograph, video or audio will be used.