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Photography and video

The University of York’s Marketing team captures photography and video for marketing purposes. These photos and videos are used to provide information about and promote the University’s courses, research and other activities to audiences including potential UK and international students, parents, the public, policy-makers, benefactors and other stakeholders.

Marketing’s processes for capturing photography and video

When capturing photography and video do so under the legal basis of ‘legitimate interests’ and we employ the following practices to consider and protect people's rights and interests. 

Opting out of event photography or recording

If you're attending an event at which there may be photography or video recording taking place, you can let us know and we'll make best efforts not to capture or retain any images or footage of you.

If you can, let us know in advance by emailing marketing-support@york.ac.uk stating what event you will be attending and when. For large events such as Open Days and Graduation we will provide you with a lanyard, which will discreetly identify you as having opted out.

If you've not been able to let us know in advance or have any questions or concerns at an event, please direct these to the photographer or videographer on site, who will be identifiable via an armband.

Events, lectures and seminars

  • Prior notice will be given, depending on the size of the event. This will be done in a number of ways including via email, printed documents and/or the University website
  • There will be signage at the event in key areas explaining our policy and how to opt out of photography and video
  • We will accommodate reasonable requests if you would prefer not to feature
  • On the day the photographer/videographer will be identifiable via an armband

Individual or small group scenarios

When photographing or recording individuals or small groups, prior notice will be given when possible detailing our photography and video privacy policy. A Privacy Notice will also be provided at the event.

Privacy Notice for photography and video

This Privacy Notice tells you what to expect when the University of York records photographs or videos which include you. For details of how your personal information is used in other ways, please see the other University Privacy Notices.

What is our legal basis for processing your data?

When capturing photography and video do so under the legal basis of 'legitimate interests'.

This means that the University benefits from being able to record events to provide information about and promote the University’s courses, research and other activities, and that we are able to use photographs of you to do this, as long as it does not unfairly impact you.

How do we use your data?

Your image may be used in printed media produced by the University of York, such as prospectuses, guides, and training products, and/or in non-University materials such as magazines and newspapers. It may also be used on websites or social media channels managed by the University of York or associated organisations. Images may also be used around the University campus, for example on information screens or hoardings.

You may appear on video recordings which will be used by the Department or the University of York on webpages or on a live stream of the event. This content may be available to the general public at any point in the future. 

Who do you share your data with?

Published photos are available to anyone who has access to the website or printed materials in which the photo or video features.

The original photographs and videos will only be accessible to employees and agents of the University, or third parties that process data on behalf of the University (e.g. printing providers).

How do we keep your data secure?

The University takes information security seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information please see our IT secutiry information.

Transfer of data internationally

In certain circumstances it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long will we keep your data?

The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to your data?

Under the General Data Protection Regulation (GDPR), you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent (where this applies).

If you want to exercise these rights, particularly to ask us to stop using photographs or videos which include you, then you  can do so by contacting us at marketing-support@york.ac.uk. Please note that although we will stop using your image in any future publications, we will not be able to remove any copies which have already been published.

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Marketing team at marketing-support@york.ac.uk.

If you have further questions, the University’s Data Protection Officer can be contacted at dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which the University has handled your personal data, we ask you to contact us in the first instance, so that we can try to put things right. If you are unhappy with our response, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, please see the Information Comissioner's Office complaints information.