Images protocol – Charnwood Borough Council

The Council is dedicated to preserving folks, communities, organisations and companies knowledgeable and engaged concerning the providers it gives.

The Council typically asks residents, companies or different folks to be photographed or filmed so it could actually use the photographs or footage to as a part of the Council’s communications and advertising and marketing.

These footage and video can be utilized in a lot of methods, together with on our web site, on social media channels, in printed publications or the media.

Here are some key factors:

• Where an individual is the primary topic of the {photograph} or video, Council workers will ask their permission to take the {photograph}. This could be verbal or written.
• Where the topic is beneath 16, written consent might be obtained from a guardian or guardian (this might embody through a consent kind or an electronic mail).
• If somebody is the primary topic of {a photograph}, they will ask the Council to delete the picture from its archive.
• When photographing or videoing occasions and it isn’t sensible to assemble somebody’s consent, data might be given informing people who pictures are being taken for advertising and marketing and communication functions – this could possibly be through posters or data provided earlier than the occasions

Usage

Photographs could also be revealed on Council channels together with its web site, social media, electronic mail alerts and any printed publications or advertising and marketing supplies. They might also be offered to the media to accompany press releases issued by the Council.

Lawful foundation for the taking, use and storage of images and video

The following lawful foundation for processing information for use by the Council for t aking, use and storage of images and video, are set out beneath.

They are:

Consent

An particular person who’s the primary topic of the {photograph} or video has given clear consent for the Council to course of their private information, on this case images and video, for a selected function i.e. speaking details about providers.

This consent could be written or verbal.

For folks beneath 16 who’re the primary topic of {a photograph}, written consent from a guardian or guardian might be obtained. Written consent could be within the type of an electronic mail, consent kind or an utility course of, corresponding to a contest.

On events, the Council will depend on third celebration consent when organisations have already established consent for pictures for use for media and communications, corresponding to a faculty or youth group and the place the organisation is accountable for solely placing ahead kids or younger individuals who have that consent in place.

On events, an data slip might also be given to folks to strengthen the explanations for {a photograph} being taken and tips on how to contact the communications staff if they’ve any issues.

Public Task

In some circumstances, acquiring folks’s consent will not be sensible, corresponding to at occasions. In this case data might be displayed or given upfront, informing attendees that pictures are being taken for the Council’s communications and advertising and marketing functions.

The Council will course of these pictures beneath the lawful foundation of ‘public task’.

The processing is critical to carry out a process within the public curiosity.

The related process is speaking council providers, information and data to the general public.

The related legal guidelines making use of to the Council would come with however not be restricted to:

• The Local Government Act 1972, 2000
• The Localism Act 2011
• The Civil Contingencies Act 2004
• The Equality Act 2010

The Council’s privateness discover is on the market on the Council web site www.charnwood.gov.uk/privateness

Use of names

Adults

The Council might typically use the names of people to accompany images however will search permission first. They will often be for press releases and use on the Council web site. For pictures used for illustrative functions, names won’t be used and normally on social media and different digital channels, names wouldn’t be used.

Children beneath 16

If the Council makes use of pictures of particular person kids beneath 16, the kid’s title won’t be used with out the permission of a guardian/guardian.

Retention and safety

Photographs and video are saved on Council methods which have a number of layers of safety.

Photographs involving people who find themselves featured prominently might be saved for a most of 5 years after which might be deleted by Council workers.

Some images, notably these of public occasions, could also be saved indefinitely for historic functions to protect essential moments in our local people’s historical past. The choice to proceed storing these pictures might be reviewed each 5 years.

Removal requests

If the topic of a photograph, or their authorised consultant, asks the Council to delete an image it has on file, it would accomplish that.

Where the topic of a photograph, or their consultant, asks the Council to take away an image revealed on a web site or social media operated by the Council, it would accomplish that.

Where the topic of a photograph, or their consultant, asks the Council to take away an image utilized by a companion or newspaper, the Council will ask the related organisation to take away the picture, however can not assure they’ll accomplish that.

The solely exemption to the above might be the place there’s a public curiosity purpose to keep up publication of the {photograph}, for instance the place it’s used as an instance a courtroom listening to outcome or an enforcement case.

Photographers

Images and video might be taken by Council workers or commissioned photographers. Both Council workers and commissioned photographers might be carrying identification badges when taking pictures and excessive visibility vests occasionally. They will clearly state who they’re and what they’re doing.

The Council expects commissioned photographers to observe the identical pointers because it makes use of on this protocol.

Providing digital copies of images

The Council will present digital copies of images to the only topic of the {photograph} if they’re requested informally as a courtesy, or through a Subject Access Request.

Where {a photograph} is requested by a person which has multiple individual in it, the Council will edit the picture first to make sure different persons are not seen.

Where photographs have been taken of recognised teams, for instance a swimming membership, if a consultant of the group requests an image, the Council will present it provided that the usage of the picture was made clear and was for a similar purpose because it was taken by the Council.

The Council won’t present digital copies to anybody else except they:

• Are a trusted companion
• Are a bona fide information organisation
• Have reputable use of the picture for the aim it was collected and consented to, or
• The request complies with the related schedule(s) of DPA 2018; for instance, a compliant request made by a legislation enforcement company.

Privacy coverage

Read the Council’s privateness assertion

This protocol might be up to date as required.

Further data

For additional data, please contact the Communications Team, electronic mail communications@charnwood.gov.uk or name 01509 634705.