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Filming guidance and privacy notices

On this page you will find filming guidance and privacy notices for staff and suppliers to download prior to shoots. Breaching our policies, particularly when filming children or sensitive material, will be treated with the utmost seriousness. Ensure you are familiar with the guidance below before filming.

For questions and issues not covered here, please contact digicomms@nottingham.ac.uk 

 22071repro

 

More information

Filming with adults 

Talking heads (interviewees)

If you film anyone speaking on camera, the interviewee must complete their section of the privacy policy form. You must also fill in your section on the reverse with as much detail as possible. This aids intelligent searchability in the future. More about why this is important can be read later on this page.

Please note, this applies to internal colleagues and external people to the University and filming on or offsite.

If you plan to film anyone under 18 please see specific guidance about children in video.

People featuring prominently

For people featuring prominently within shots, but who are not speaking on camera, you can simply inform them of the reason you’re filming, ask if that’s okay, and if so issue them with the privacy policy form. It is not compulsory for them to fill in the form.

 

Filming in public places 

When filming in areas where people can enter without restriction, or where large amounts of people are expected, you must saturate the area with both of the A3 posters provided below. The blue one informs people filming and photography is taking place; the white one is the privacy notice.

Videography Privacy Policy notice (A3)

Videography disclaimer (A3)

Please put them at entrances to the space and within the space so they can’t be missed. They must be printed no smaller than A3 to be GDPR compliant.

Make sure the videographer has some privacy policies with them as they may be approached for one, as per the text on the posters.

 

Filming with children

Shoots involving children are subject to specific and strict policies. This is due to additional concerns around the protection of children's data and safeguarding. Whether you interview or simply film shots of a child, you must issue an age-specific privacy notice to them, alongside the standard notice to their parent or guardian.

Instructions are set out on the individual privacy notices. Please note that for anyone under 13 you will have to verbally explain the notice until the child understands. In all cases you must also ask the parent or guardian to complete a form on behalf on the child. If you cannot identify a child's parent or guardian, you must not film that child. Teachers cannot act as parent or guardian in this instance. We cannot accept the authority of an individual not the parent or guardian (extended family, friends, etc).

If photographs or video is taken of children with no accompanying forms they cannot be used and should be immediately destroyed. 

Choose from the following categories to see which notice you should serve:

Under 5s should be served the  Very Young Children Privacy notice

6-12 year olds should be served the Young Children Privacy notice

13-17 year olds should be service the Teenager Privacy notice

Photography disclaimer for Parents/Guardians

Those 18 or over can be served the standard Privacy Policy notice

 

Filming events or prearranged activities

Any event or prearranged activity gives you the opportunity to issue privacy policies in advance. You can do this by informing people within an email/direct mail letter (perhaps when issuing tickets) and sending them the privacy policy with a covering letter notifying them of the filming.

Again, saturate the area of the event with the privacy posters below.

Videography Privacy Policy notice (A3)

Videography disclaimer (A3)

If you frequently host events that are filmed or photographed, we recommend that you have some pull-up banners produced with the blue poster printed on them. These can be ordered from approved supplier John E Wright for £55+VAT each. Display these banners at entrances and sign-in desks so that all attendees are aware. Print-ready artwork is available.

If the event has a welcome address, then an announcement about photography/filming taking place and what the content will be used for is good practice. Alert them to the privacy policy posters and pull-up banners.

Please note that you will still need to get individual forms completed for children whether informed in advance or not. Where this doesn’t apply is if it is an organised school event where the policy paperwork has been completed in advance. On the day of filming, a good way to let a photographer/videographer know who hasn’t agreed/completed the form is to put a sticker on those children. This way the photographer/videographer can avoid those children.

 

 

 
 
 

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