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Photography and filming privacy notice

We keep this privacy notice under regular review and was last updated March 2025.

Kent County Council (KCC) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

Who we are

KCC collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018. We are responsible as ‘controller’ of that personal information and this includes photography, filming and audio recorded at Libraries, Registration and Archive events. Our Data Protection Officer is Benjamin Watts.

The personal information we collect and use

Information collected by us

In the course of attending an event, or using the services within Libraries, Registration and Archives, data could be collected in the form of filming, photography or audio recordings. To comply with the Data Protection Act 2018, we need your permission before we use any images or audio of you (or your child). Consent will be requested in advance of filming and photography taking place, and we will only use images with your consent. We may collect the following personal information when you provide it to us:

  • titles
  • names
  • address
  • phone numbers
  • email addresses
  • family details (family members and relationship to them).

How we use your personal information

Data in the form of film or photographs could be used to promote Libraries, Registration and Archives, including appearing in KCC publicity, printed publications, promotional displays, advertisements, in the local press, and online promotions including our websites and social media channels. Data could also be used within evaluation reports or shared with third party partner organisations, photographers, and designers or with other KCC services if requested.

Reasons we can collect and use your personal information

We rely on Article 6(1)(a) Consent “The data subject has given consent to the processing of his or her personal data for one or more specific purposes” as the lawful basis on which we collect and use your personal data.

We rely on Article 9 (2)(a) explicit consent “The data subject has given explicit consent to the processing of those personal data for one or more specified purposes” as the lawful basis on which we collect and use your special categories of personal data.

We take the following appropriate safeguards in respect of your special category or criminal convictions data when relying on the conditions above:

  • We have a Retention Schedule which explains how long data is retained.
  • Data is prevented from being accidentally or deliberately compromised.
  • Data is accessed, altered, disclosed or deleted only by those authorised to do so.
  • Data is accurate and complete in relation to why we are processing it.
  • Data is protected by levels of security ‘appropriate’ to the risks presented by our processing.

The provision of your contact details is required to enable us to contact you in the event of a query or permissions.

How long your personal data will be kept

Data in the form of film or photographs will be retained for the life of the film or photograph. You can ask Libraries, Registration and Archives to stop using your image/s at any time by submitting written request to Kent libraries, after which they will not be used in future publications but may continue to appear in publications already in circulation.

Who we share your personal information with

Data in the form of film or photographs may be included within evaluation reports or shared with third party partner organisations, photographers, and designers. Data can be shared with other KCC services if requested.

We will share personal information with law enforcement or other authorities if required by applicable law or in connection with legal proceedings.

We will share personal information with our legal and professional advisers in the event of a dispute, complaint or claim. We rely on Article 9(2)(f) where the processing of special category data is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

Your rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you (subject access request)
  • ask us to correct any mistakes in the information we hold about you
  • object to direct marketing
  • make a complaint to the Information Commissioner's Office

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you
  • have your information transferred electronically to yourself or to another organisation
  • object to decisions being made that significantly affect you
  • object to how we are using your information
  • stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office on individuals’ rights under GDPR.

If you would like to exercise a right, contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Who to contact

Contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk, or write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.

UK GDPR also gives you right to lodge a complaint with Information Commissioner, who may be contacted via the Information Commissioner's website or call 03031 231113.

Read our corporate privacy statement.