Privacy Information for the Subjects of Photography


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What information do we collect about you?

We collect personal information in the form of your appearance and distinguishing features through photoshoots, and we may also ask to collect identifiable data to allow us to track you in our Digital Asset Management (DAM) system like your name and contact details. When we do collect this information, it will be provided directly by you.

How will we use the information about you?

We use your image in our marketing materials related to the research, teaching and reputational promotion of the University of Nottingham. These materials may be published online or in print. Images may also be used for research, teaching, awareness campaigns, training and development, fundrasing, reportage or documentary purposes. We will use your other details only to identify you to help us ensure your right to erasure, or alongside photographs as explicitly discussed.

How long do we keep your data for?

Your data will be held in our system for eight years from the point of collection, at which point it will be archived and passed to our Manuscripts and Special Collections department, where it will only be used for historical and research purposes (which would be considered compatible lawful processing operations under the GDPR).

Who we share your data with

Internal recipients

The University may share your personal data between colleagues and departments who legitimately need access to that information in order to carry out their normal duties to pursue our legitimate interest.

External recipients

We may use third-party companies to collect and process data, including professional photographers, design agencies, and printing services. A full list of these third parties is available from External Relations
upon request, and all third parties must sign a data agreement with us before being allowed to process data ensuring that they treat your data with care.

Sometimes we may wish to pass on photos to the press for wider publication. Unless it has been captured as reportage, the University will always seek your consent before passing your image to the press for wider publication.

Transfers of your data outside Europe

We will share data with our campuses in China and Malaysia under the central data handling agreements.

Legal basis for processing your personal data under the GDPR

Under the GDPR we must establish a legal basis for processing your personal data and let you know what this is. It is in the University's legitimate interest to process your personal data for the above purposes.

Further information

If you have any questions about photography, please contact the Photography Team.

We will keep this privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 27 September 2018.

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University of Nottingham

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Nottingham, NG7 2RD

telephone: +44 (0) 115 951 5151
fax: +44 (0) 115 951 3666
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