The charity making life better by water

Privacy Schedule for photographs, videos and written and audio stories

This Schedule sets out details of our processing of personal information by way of photographs, videos and written and audio stories.

It should be read in conjunction with the Trust Privacy Notice.

From time to time the Trust undertakes activities where photographs, videos and/or written or audio stories are collected. The Trust also receives photographs and videos from individuals who use its waterways or takes part in its activities or programmes.

Incidental photographs and videos

When capturing images to document our work, activities, or events, individuals may be recorded incidentally, albeit sometimes prominently.

Where undertake this form of image capture, we do not obtain consent. However, we will display notices to inform individuals what information capture is taking place, what the images will be used for, and who to contact for further information. If you do not want your image to be captured, you have the right to opt-out at the time and you should seek to exercise that right according with the notice given.

Formal photo or video shoots

We may take photographs or videos of you undertaking your role as an employee, supporter, volunteer, or promoter of our work. This may include recording your written or oral story from which you may be identified. Where we do this, we will obtain your consent and where you are under 16, we will obtain consent from a parent or guardian.

Older photographs, videos, and recordings

The Trust has an archive of historic photographs and videos and records which it may utilise for legitimate business purposes from time to time. In the event this includes your image or other personal data and you wish to opt-out of this use, please contact us at [email protected].

Written or audio stories

We may process your written or audio stories about your experiences with the Trust or its waterways or surrounding areas, for the purpose of documenting or promoting our work.

Controller of your information

We are the controller of your personal information. Where we legitimately share your information outside the Trust, the recipient organisation may either be the processor or joint controller, depending on the circumstances and subject to appropriate safeguards and controls.

Where we get your information from

Your information may be collected in a variety of ways.

Information you provide

  • As part of our Trust documentary and awareness work, where you provide information to us.
  • As part of a collection of information form, for example your name, email address, telephone number and signature.

Information we obtain from other sources

  • As part of our Trust documentary and awareness work where others provide information to us.

Information we create

  • As part of our Trust documentary and awareness work where we create information or hire others to create information on our behalf.

Information we collect about you

Depending on the circumstances, we may hold and process some, or all, of the information contained in Annex 1 – Schedule of personal information processed.

Special category information

We do not collect your special category information.

Criminal convictions and offences information

We do not collect your criminal convictions and offences information.

Why we process your information

Your personal information will be processed for the purposes set out in Annex 1 – Schedule of personal information processed and will not be processed for any other purpose.

Lawful basis

Your personal information will be processed under the lawful basis set out in Annex 1 – Schedule of personal information processed.

Where your information will be stored

Your information will be stored in a range of different places, including within the cameras (on a hard drive or a removable and portable memory card) or where it is appropriate to be removed and stored elsewhere for business or documentary purposes, on secure Trust devices. It is retained in a secure environment and is only accessible by authorised personnel within the Trust who have a legitimate reason to do so.

Who we share your information with

Your personal information may be shared internally within the Trust with individuals who are required to receive it for legitimate business purposes according to their role, and in accordance with Annex 1 – Schedule of personal information processed.

Your information may be shared externally according to Annex 2 – Schedule of personal information shared.

International transfers

We do not currently share any of your information internationally.

We do use social media, such as Facebook, Instagram, and LinkedIn, which is available to individuals around the world. Therefore, your data will potentially be available internationally via these media, subject to the terms and conditions and privacy policies of those organisations.

Requests for erasure

You have a right to request removal of your personal information, such as your image, even where you did not initially consent to its capture and use. Exercising this right does not negate the legitimacy or lawfulness of it being collected and used in the first instance.

If we receive a request for removal of an image, we can delete it from our website, social media and from future publications. We will also endeavour to remove it from our internal storage. However, it is not practical to remove images from current printed promotional material. Further, once an image has been published online, we lose a certain amount of control over it and cannot guarantee it will be removed from the online or other environments completely.

Other relevant privacy documents

Internal

External

Changes to this Schedule

We may change this Schedule from time to time without notice to you. This is to ensure it reflects current legislation. In that case, the ‘latest version’ date in Annex 3 will also change. Any changes to this Schedule will apply to you and your data immediately.

If these changes significantly affect how your personal data is processed, we will take reasonable steps to let you know.

Latest version

This Privacy Schedule is reviewed periodically when changes are required, and in any event every three years. If the version you are viewing is older than three years, please ensure that you have the up-to-date version by contacting [email protected].

See Annex 3 - Version Control.

Last Edited: 08 December 2023

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