You may wish to display photographs and film recordings of your project on the SRP website, in newsletters, exhibitions or any other publicity that you produce. The SRP team and our project partners may also wish to use images of SRP volunteers for training courses that we run and in exhibitions, in conferences and in other events associated with the project.
Before using images of people in this way, we must make sure that we have their permission to do so. This is because images of people, including photographs and films, are categorised as sensitive personal information under UK Data Protection law.
There are several ways in which we will ask you to comply with this requirement:
We will ask you to ensure that all members of your project team are aware that images of them may be reproduced in promotional material and ask you to confirm this by completing a tick box in your Project Design Form. If any members do not grant their permission, please make a note of this in your Project Design Form so that we can comply with their wishes.
If children and young people under 18, or, vulnerable adults, are involved with your project you must ask their parents or guardians to sign a Parental Consent Form. If any parents or guardians do not grant their permission, please make a note of this and let us know. If you are working with school groups, you may find that the schools have their own forms that they prefer to use for this purpose. If so, you should ask for photocopies of the signed forms.
If you hold project events, such as open evenings or guided tours, where other people are likely to be present and at which you may wish to take photographs, please warn people by displaying posters explaining your intentions. We have produced examples of Photography Information Notices that you can adapt for your own use:
These procedures are not intended to alarm you or your project volunteers. If anyone is worried about filling in the consent forms, you can assure them that the Data Protection Act (1998) exists to protect people's personal rights and that the procedures described above are (or should be) standard good practice amongst all British organisations. The information contained in the consent forms will not be used for any other purposes.
Volunteers may also find it helpful to know that photographs taken for personal use are exempt from the Data Protection Act (1998). Therefore, if people wish to take photographs for their own records, photograph album, etc., they are free to do so without restriction.
Photographic Parental Consent Form
Photographic Information Notices