Photography and video consent privacy notice

Information you need to know

See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data, please see the Privacy notice section of our website.

Information we are collecting

LJMU collects and processes photographs, video recordings, audio recordings and interviews captured during university‑led photoshoots, filming sessions, and interviews.

This may include:

  • your image or likeness
  • your voice
  • any comments or interviews you take part in

In some cases, it may also include accompanying information such as your:

  • name
  • role
  • course
  • area of study

Source of the personal data

Personal data is collected directly from you when photographs, video or audio recordings are taken during:

  • university organised activities
  • photoshoots
  • filming
  • interview sessions

Where photography or filming takes place at events, the university uses appropriate signage or announcements to let people know that recording is taking place and to provide an opportunity to ask questions. In other settings, anyone who may appear in the background is made aware that photography or filming is taking place so they can choose whether to remain.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We collect photographs, video recordings and audio recordings to promote the university, its activities, and the services it provides.

The lawful basis for processing this personal data is consent, in accordance with Article 6(1)(a) of the UK GDPR.

When you volunteer your image, voice or opinions to be recorded, we will only use this content where you have given your informed consent. You will be told, either in person or through this privacy notice, how your personal data may be used.

Consent is collected and managed in a way that allows us to identify the individual it relates to. In some cases, consent may be given verbally and recorded as part of the video or audio footage.

You have the right to withdraw your consent at any time. If you do so, we will stop using your personal data for future marketing and promotional activities and will remove it from active use where reasonably possible.

Please note:
It may not always be possible to remove images or recordings from materials that have already been printed or distributed, or from content hosted on third party websites or platforms.

To withdraw your consent, please contact digitalmarketing@ljmu.ac.uk or the university’s Data Protection Officer.

Who has access to this data

Your personal data will be accessed by relevant LJMU staff where it is necessary for them to carry out their designated role.

Examples of relevant staff may include marketing and communications teams within faculties and across the university, and LJMU staff involved in promoting the university and its courses.

We may also share personal data with trusted external service providers who support:

  • photography
  • filming
  • production
  • printing
  • publishing
  • promotional activities

This may include:

  • photographers
  • videographers and media production companies
  • event organisers
  • printing companies
  • advertising agencies
  • broadcasters
  • print media organisations
  • online advertising platforms

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and our information security and data protection policies.

Photography, video and audio files are stored within secure systems. Access is restricted to authorised staff and trusted third‑party processors where this is necessary for their role and subject to appropriate contractual safeguards.

How long the university keeps your data

Photographs, video and audio recordings may be retained while your consent remains valid and for as long as the content continues to be relevant for the university’s communications and promotional activities.

We review our media libraries periodically and will remove content from active use where it is no longer needed or where consent has been withdrawn, where reasonably possible.

If you withdraw your consent, we will stop using your personal data for future marketing and promotional activity.

Please note:
It may not always be possible to remove content from material that has already been printed or distributed, or from content hosted on third‑party platforms.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

Providing your image, voice or other personal data is completely optional.

If you choose not to give consent, your photograph, video or audio recording will not be taken or used, and this will not affect your relationship with us or your ability to take part in university activities where photography or filming is taking place.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.