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What information do we collect about you?
We collect personal information in the form of your appearance, voice and distinguishing features through recording video and photoshoots, and we may also ask to collect identifiable data to allow us to track you in our systems, such as your name and contact details.
How will we use the information about you?
We use your video and/or photographs in our marketing materials related to the research, teaching and reputational promotion of the University of Nottingham. Photographs and video may be published online, in print, used in promotional materials at events or in advertising and broadcast. We may share personal information with partner organisations where they are using data for compatible purposes. We may use your personal details to personalise footage/photos we take of you but we'll only include this if you agree to it. Otherwise we will only use your details to identify you within our system to help us ensure your right to erasure.
How long do we keep your data for?
Your data will be held in our system for 25 years from the point of collection, or 2 years after a major change in audio-visual technology, 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 UK 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 videographers, design agencies, and broadcast 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 video of you to the press for wider publication. Unless it has been captured as reportage footage, 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.
The University of Nottingham also works with suppliers and partners who may make use of Cloud and/or hosted technologies. We undertake data security due diligence on our partners, ensure that suitable contracts are in place and that these partners conform to appropriate accreditations.
Wherever these transfers take place, the University will have an appropriate contract in place and there are strict rules regarding the confidentiality and security of your information in place to safeguard it.
Legal basis for processing your personal data under the UK 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 videography, please contact the Digital Team.
We will keep this privacy notice under regular review and we will place any updates on this web page.
This page was last updated on 20 October 2023 at 16:27 (GMT)
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