Wealden District Council uses and stores imagery of people, buildings, events and other subjects to publicise and promote its work in supporting local people, improving the district’s economy and enhancing our environment. This privacy notice explains how we collect, use, store, and protect those images.
This notice should be read in conjunction with our Privacy Policy.
What personal data do we process and why
The information we process about you will typically fall within the following categories so that we know how to contact you:
- Name
- Email address
- Telephone number
- Still images (photographs)
- Video recordings (with or without audio)
- Audio recording (of your voice)
We may process your image, film, audio and words in our promotional activities and materials including, but not limited to, social media, printed publication, website, marketing material, press coverage and other such uses. We may also send them to the news media (e.g. For a press release) or other parties involved in an event.
Purpose of processing personal information about you
We collect and use photographs and videos for:
- Promoting council-led events and initiatives.
- Publishing in printed materials, newsletters, or reports.
- Displaying on official websites, social media, or press releases.
- Sharing with local or regional media for public interest stories.
Lawful basis for processing your personal data
Under the GDPR, the lawful bases we rely on for processing your personal information are:
- GDPR Article 6 (a) – You gave us your consent (by completing our image consent form)
- GDPR Article 6 (f) – legitimate interests (whereby photographs are taken at a consultation, business or civic event, for example, where it could be likely individuals may be identified).
When we rely on your consent to process your personal information, you have the right to withdraw your consent at any time by notifying us, but withdrawing consent may not affect the material that has already been used. In addition, please note that once published on the internet and social media, we do not have control of the storage or use of the images. We will not have control of the storage or use of images taken by the local press and media or other attendees at a public event.
The council has a legitimate interest in being able to promote the authority using photography or videography. We make every effort to ensure you are aware when photography or filming is taking place and to minimise any privacy impact. There are occasions for example, at consultations, civic events or council-run events, whereby attendees will be informed photographs or filming will take place, however attendees always have the right to request not to be photographed or filmed. You have the right to opt-out at any time by notifying us, but opting out may not affect the material that has already been used. In addition, please note that, if opted out after the event and the information has been published on the internet and/or social media, we do not have control of the storage or use of the images. We will not have control of the storage or use of images taken by the local press and media or other attendees at a public event.
You can withdraw your consent at any time by contacting informationgovernance@wealden.gov.uk. Once withdrawn, we will stop using your image in new materials and remove it from online content where feasible.
Who do we share your data with?
Your images may be shared with:
- Wealden’s communications and marketing teams
- Local or regional media outlets (where relevant)
- Other organisations involved in council-run events (where relevant)
- Design or print agencies contracted to produce promotional materials
Software we use
- Microsoft Sharepoint
- Orlo (social media management software)
Transfer of personal data
No data is transferred overseas as part of this service.
Automated decision making
No automated decision making is transferred overseas as part of this service.
Retention period
Your information will be retained for three years from the date you sign the consent form (unless you have requested its removal/opt out before this time).
Where we have used consent as our lawful basis, we may seek to refresh your consent using the contact information provided within the consent form.
Where you have requested removal of your consent / opt out and we are unable to identify you, we may have to ask you to provide a recent photograph to assist us to complete the deletion. This will also be securely disposed of once deletion of the photograph or film has taken place.
After the three-year period, photographs and films may be archived and will only be reused in the context of being an ‘archived photograph’ or an ‘archived film’, for example, pictures from a launch event being reused to help mark a tenth anniversary of the opening.
In addition, please note that once published on the internet and social media, we do not have control of the storage or use of images. We will not have control of the storage or use of images taken by the local press and media or other attendees at a public event.
Your rights
Your rights are set out in the Data Protection legislation and include:
- the right to access your personal information, to request rectification or erasure of certain personal information and to object to processing in certain circumstances
- the right to withdraw any consent you may have given to process your personal information
- the right to complain to the Information Commissioner(opens new window) if you feel we are processing your personal information unlawfully
- the right to restrict processing activity in certain circumstances
- the right to object to certain types of processing activity
If you wish to exercise any of these rights please contact our Information Governance team on informationgovernance@wealden.gov.uk in writing or by completing our online form.
If you are dissatisfied with how we have used your personal data you have the right to complain to the Information Commissioner Office.
Data Protection Officer
If you have any questions or concerns about how your personal data is handled, you can contact our Data Protection Officer (DPO) at dataprotection@wealden.gov.uk.
Further information
- Lead Officer: Information Governance Manager
- Contact: dataprotection@wealden.gov.uk