Photography, Videography & Digital Marketing Content Privacy Notice

This Privacy Notice outlines how Canterbury Christ Church University (the Data Controller) collects, uses and protects personal data in relation to photography, videography, audio recording and digital marketing content at the University. For the purposes of this notice, ‘digital marketing content’ refers to written or spoken quotations, personal stories, testimonials, interviews, transcripts, Q&A formats, blog posts, ‘day in the life’ pieces, biographical citations, profiles, case studies and other narrative content published on the University’s social platforms and the University websites relating to identifiable individuals, whether used on their own or alongside images, video, or audio. This notice applies to all students, prospective students, staff, visitors and customers, where such content is created or gathered by the University, including processing carried out by joint controllers, contractors and processors.

We are committed to handling your personal data responsibly and transparently, in accordance with the Data Protection Act 2018 and UK General Data Protection Regulations (UK GDPR) and any other relevant legislation. This notice is intended to ensure you are fully informed about how your personal information is used in relation to photography, videography and digital marketing content and the rights you have in relation to it.

You can access our Data Protection Policy here.

1. What personal information do we collect about you?

When you enter onto University premises we may collect and retain personal data in the form of photography, videography, audio recordings and digital marketing content of yourself or relating to you. This information is used for the purposes set out in Section 3 of this Privacy Notice.

We may process the following categories of personal data about you:

  • Photographs
  • Video recordings
  • Audio recordings
  • Digital marketing content

If you are part of an organised photoshoot, recording, interview or digital marketing content (as listed above), we may also collect:

  • Full name
  • Address
  • Contact telephone number
  • Email address
  • Your signature

2. How do we collect your information?

The University may collect your personal data through a range of methods and sources, depending on your relationship with us and the nature of our interaction. We may collect your personal information:

  • Directly from you – when you submit requests for your image, audio, or written content to be used on the University’s website or social media; when you complete questionnaires or online forms, or when you complete a model release form to participate in an organised photoshoot, recording, interview, or other content gathering activity. A copy of the model release form can be found in Appendix 1.
  • Events – at an event run by the University. Photography or videography may be undertaken at an event organised by the University and where relevant, may also include the collection of audio recordings or digital marketing content as listed in section 1. This includes annual events such as Open Days and the Freshers Fayre. It also includes events listed on the University Events Page and the Student Events Hub.
    For information on photography and videography at our graduation events, please read our Graduation Privacy Notice
  • Lectures, Seminars & Teaching Spaces – in our lecture, seminar or teaching spaces. There is a separate Digital Learning Capture Policy, which covers the digital capture of lectures and teaching content.
    Where photography or videography is taken to support recruitment, retention and reputation, permission from the teaching staff will always be sought and prior notice to the class will be given via Blackboard and/or email. It will enable those who do not want to be included to let the photographer/videographer and/or a member of the University staff know so they can ensure that they do not capture or retain any images or footage. and/or a member of the University staff know so they can ensure that they do not capture or retain any images or footage.
  •  On campus – generic scenes of campus life may be photographed or filmed. Photographs or images captured in these instances will be crowd or distance shots where an individual is not identifiable.

If you are attending an event at which photography or video recording may take place and you do not want to be included, please let the photographer/videographer and/or a member of the University staff know. They will ensure that they do not capture or retain any images or footage of you.

3. How do we use your personal data?

The University may process your personal data for the following purposes:

  • We use photographs, video recordings and digital marketing content to support recruitment, retention and reputation, and for the purposes of advertising our services.
  • We use video recordings of lectures, seminars and teaching spaces to ensure students experience an inclusive curriculum.
  • To create and publish content across university communication channels, including websites, social media, printed publications and marketing materials, whether the content is visual, audio, or written in nature
  • We may use image recognition tools within our content management system ‘Canto’ and the video editing software ‘Adobe’ to help identify individuals in visual content. This is to support and uphold opt-out preferences.

4. The lawful basis we use to process your data

Data protection law sets out reasons for collecting and processing your personal data. In this section, we outline the legal bases the University uses.

We will be processing your data under:

  • Article 6(1)(a) Consent "the data subject has given consent to the processing of his or her personal data for one or more specific purposes"

We may include you in photography, video recordings, audio recordings or other digital marketing content where we have your consent to do so. There may be instances where you are the primary subject of the image/video or are being paid to feature. In these instances, we will seek your consent via the Model Consent Form (Appendix 1).

You may withdraw your consent at any time. You need not give a reason. To withdraw your consent, contact: content.consent@canterbury.ac.uk.

  • Article 6(1) (f) Legitimate Interests "processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child"

In specific situations, we require your data to pursue our legitimate interests in a way that it is reasonable to expect as part of running the University. We do this in a way that does not materially affect your rights, freedom, or interests.

We try to ensure that you are aware when photographing/filming is taking place and to minimise any impact on privacy. You can opt out of photography, videography, audio recording or the use of your digital marketing content at any time.

We may process your data under this legal basis when it is beneficial to the University.

5. Who do we share your personal data with

We may share your personal data with trusted third-party service providers who act as data processors on our behalf. These partners may include freelance designers, printing providers, our social media monitoring platform (Hootsuite) and our digital asset management suppliers (Canto). These suppliers support with the creation, management and distribution of photography, videography, audio and digital marketing content used to advertise and promote the University’s services. All third parties are required to handle your data securely and in accordance with data protection legislation.

We may also disclose your personal data where necessary to meet our legal or statutory obligations under the Data Protection Act 2018 and UK GDPR. This may include sharing information with government departments, regulatory bodies, funding agencies, or law enforcement authorities where disclosure is legally required.

Whoever we share your information with, we will only share what is relevant and necessary to perform the specific task or to meet our legal obligations.

6. How long do we keep your personal data

We retain personal data only for as long as is necessary to fulfil the purposes set out in this Privacy Notice, including to satisfy legal, regulatory, and contractual obligations. This includes our obligations under the Data Protection Act 2018 and UK GDPR.

In relation to photographs, video recordings, audio recordings, and digital marketing content collected under ‘Consent’ we retain personal data for up to 2 years or until you withdraw your consent. In relation to personal data collected under ‘legitimate interest’, we retain personal data for 6 years. When identifiable records are no longer required for the purposes set out in this Privacy Notice, they are either anonymised or securely disposed of according to our Confidential Waste Policy.

7. How do we protect and store your personal information

We are committed to safeguarding the personal data we process and have robust internal policies and controls to prevent unauthorised access, accidental loss, destruction, misuse, or disclosure of personal data. Access to personal information is strictly limited to authorised University personnel who require it for the performance of their duties in connection with photography, videography, audio recording and digital marketing.

Where personal data is shared with third-party processors, such parties are contractually required to act solely on our instructions, implement appropriate technical and organisational safeguards, and comply fully with the requirements of the Data Protection Act 2018 and UK GDPR.

8. The data controller and further information

Canterbury Christ Church University is the Data Controller for this personal data.

Please click the link below to access further information regarding:

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Title: Photography, Videography, & Digital Marketing Content Privacy Notice

Process Owner: Chief Marketing Officer

Department responsible: Marketing, Communications and Recruitment (MCR)

Date approved: 8th April 2026

Date of review: 8th April 2028

Date last amended: 8th April 2026

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Appendix 1 - Photography, Videography & Digital Marketing Content Consent Form

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