We use professional photography in Imperial communications and to promote the university and its work. This includes, but is not limited to, publishing images on the Imperial website, our social media channels, in our print publications and in other marketing materials.

Images from our photoshoots will be uploaded to the Imperial Asset Library and held in accordance with

Imperial’s Retention Schedule. If you would not like us to use your image or if you would like your image to be removed the Asset Library, please contact the photography team.

Images on the Asset Library can be downloaded and used by members of the Imperial community in print and digital materials that further the university's mission. You should not use images from the Asset Library for commercial purposes.

Privacy and consent

Imperial's privacy notices include more information about how we use images of staff, students, and events (which include members of public).

If you are organising a photoshoot or an event where photography will take place, you must ensure that people attending are aware of the privacy notices before the photographer arrives.

Consent and permissions are handled in a variety of ways depending upon the type of photography that you are undertaking. It is important to note that in most situations under the new GDPR policy a consent form is not required, as these are covered by our privacy notices and legitimate interests, but there are some very important guidelines that need to be followed.

The approach to consent changes slightly according to the type of photography you are undertaking. For some events and locations you must ask attendees to complete a photography consent form. However, even if you don’t need to request consent, you should always make people aware that photography is taking place and let them know how they can opt out.

When you do not need to gather consent

When you do not need to gather consent

General photography on Imperial campuses

For any photography featuring the College and its work and which includes staff, students and contractors, such as researchers in a laboratory, learning and teaching in the classroom, or staff portraits, you do not need to gather consent, as this is covered by the College’s privacy notices.

However, you must let everyone involved know that there will be photography taking place. You can do this by including the following text in your communications with your key contact for the shoot, who should forward the information to everyone who will be present:

About your photoshoot

We use professional photography to communicate about and promote the College and its work. This includes, but is not limited to, publishing images on the College’s website, its social media channels, in its print publications and in other marketing material.

Images from your shoot will also be uploaded to the College Asset Library.

Our retention of your photos will be in accordance with the College’s Retention Schedule.

Please note that you or an attendee can contact photography at any time if you would like us to no longer use your image, or you would like us to erase your image from the Asset Library.

The College’s privacy notices have more information about how we use photography of staff, students, and events (including members of public). Please ensure that others attending your photoshoot are aware of these notices prior to the arrival of the photographer.

Pre-registered events

If attendees for your event need to register in advance and are over the age of 13, then you do not need to gather consent. However, you must to print out and display this notice prominently at the event.

Photography and filming notice for events

Opting out of photography

Attendees should be made aware in advance that photography will be taking place at the event and should be given the opportunity to opt out. You can do this by including the following text in your communications and adding the relevant contact details where appropriate:

PHOTOGRAPHY / DIGITAL MEDIA STATEMENT

INFORMATION

As organisers of the event / programme we would like to take photographs of participants and their activities. Photographs and / or digital media may be used in our printed publications and / or on our website, in social media or in future publicity materials and third Party Media may also be invited to take photographs of the activities

Please be aware of any signage / additional information which will identify where Photography is taking place and if you (or your guests) do not wish to photographed / filmed in the above manner, please email (XXXXXXXXX @imperial.ac.uk), or inform the programme manager / event coordinator as soon as possible before the event in order for provisions to be made

No names or personal details will be published alongside any pictures unless specific permission has been requested and granted from these parties.

You have the right to request that your image be removed from the digital server and from any unprinted / unpublished publicity material on the web by contacting (XXXXXXXXX @imperial.ac.uk). Use and/or access to your photo will be done so in accordance with the College retention schedule.

Please contact us at any time should you require clarification on this matter.

To find out more regarding data protection and your rights please visit https://www.imperial.ac.uk/data-protection. Please contact the organisers at any time should you require further information:

Email: XXXXXXXXX @imperial.ac.uk  Telephone: +44 (0)20 XXXX XXXX

Events open to all

If attendees for your event need to register in advance, then you do not need to gather consent. However, you must to print out and display this notice prominently at the event.

Photography and filming notice for events

Opting out of photography

Attendees should be made aware in advance that photography will be taking place at the event and should be given the opportunity to opt out. You can do this by including the following text in your communications and adding the relevant contact details where appropriate:

PHOTOGRAPHY / DIGITAL MEDIA STATEMENT

INFORMATION

As organisers of the event / programme we would like to take photographs of participants and their activities. Photographs and / or digital media may be used in our printed publications and / or on our website, in social media or in future publicity materials and third Party Media may also be invited to take photographs of the activities

Please be aware of any signage / additional information which will identify where Photography is taking place and if you (or your guests) do not wish to photographed / filmed in the above manner, please email (XXXXXXXXX @imperial.ac.uk), or inform the programme manager / event coordinator as soon as possible before the event in order for provisions to be made

No names or personal details will be published alongside any pictures unless specific permission has been requested and granted from these parties.

You have the right to request that your image be removed from the digital server and from any unprinted / unpublished publicity material on the web by contacting (XXXXXXXXX @imperial.ac.uk). Use and/or access to your photo will be done so in accordance with the College retention schedule.

Please contact us at any time should you require clarification on this matter.

To find out more regarding data protection and your rights please visit www.imperial.ac.uk/data-protection. Please contact the organisers at any time should you require further information:

Email: XXXXXXXXX @imperial.ac.uk  Telephone: +44 (0)20 XXXX XXXX

When you need to gather consent

Consent

Pre-registered events for children under 13

If attendees for your event need to register in advance and include children under the age of 13, then you must gather consent by asking attendees to complete a consent form. The consent form must be signed by the child’s parent or guardian if they are under 13.

Download the Photo consent form (Word) for children under the age of 13

You must also to print and display this notice prominently at the event.

Photography and filming notice for events

Opting out of photography

Attendees should be made aware in advance that photography will be taking place at the event and should be given the opportunity to opt out. You can do this by including the following text in your communications and adding the relevant contact details where appropriate:

PHOTOGRAPHY / DIGITAL MEDIA STATEMENT

INFORMATION

As organisers of the event / programme we would like to take photographs of participants and their activities. Photographs and / or digital media may be used in our printed publications and / or on our website, in social media or in future publicity materials and third Party Media may also be invited to take photographs of the activities

Please be aware of any signage / additional information which will identify where Photography is taking place and if you (or your guests) do not wish to photographed / filmed in the above manner, please email (XXXXXXXXX @imperial.ac.uk), or inform the programme manager / event coordinator as soon as possible before the event in order for provisions to be made

No names or personal details will be published alongside any pictures unless specific permission has been requested and granted from these parties.

You have the right to request that your image be removed from the digital server and from any unprinted / unpublished publicity material on the web by contacting (XXXXXXXXX @imperial.ac.uk). Use and/or access to your photo will be done so in accordance with the College retention schedule.

Please contact us at any time should you require clarification on this matter.

To find out more regarding data protection and your rights please visit www.imperial.ac.uk/data-protection. Please contact the organisers at any time should you require further information:

Email: XXXXXXXXX @imperial.ac.uk  Telephone: +44 (0)20 XXXX XXXX

Photography involving patients in care and in hospital

For any photography communicating the College and its work involving patients, such as shots of research or care featuring non-Imperial patients in hospital or surgery settings, you must gather consent by asking attendees to complete a consent form.

Download the Photo consent form (Word) for adults

You must let everyone involved know that there will be photography taking place. You can do this by including the following text in your communications with your key contact for the shoot, who should forward the information to everyone who will be present:

About your photoshoot

We use professional photography to communicate about and promote the College and its work. This includes, but is not limited to, publishing images on the College’s website, its social media channels, in its print publications and in other marketing material.

Images from your shoot will also be uploaded to the College Asset Library.

Our retention of your photos will be in accordance with the College’s Retention Schedule.

Please note that you or an attendee can contact photography at any time if you would like us to no longer use your image, or you would like us to erase your image from the Asset Library.

The College’s privacy notices have more information about how we use photography of staff, students, and events (including members of public). Please ensure that others attending your photoshoot are aware of these notices prior to the arrival of the photographer.

Submitting images to Wikipedia

The Wikipedia licence policy falls outside Imperial’s usual policy for image use at Imperial. If you would like to submit an image to Wikipedia, there are a couple of additional things that you need to do.

Request permission from the photographer

You must ask the photographer for written permission to submit the image to Wikipedia. You should also make them aware of the Wikipedia licencing policy and confirm that the image submitted to Wikipedia will be no larger than 600 pixels on its largest edge.

The photographer will need to complete and send a declaration of consent to Wikipedia. Wikipedia provides a template for the email message, which includes instructions for completing the declaration.

Request permission from the subject

You must also contact the subject of the image to ask for their written permission to submit the image to Wikipedia. You should share the Wikipedia licencing policy with them and highlight that the image may be reused freely by anyone and that the licence cannot be revoked once the image is submitted to Wikipedia.

Resize your image

Before submitting the image to Wikipedia, you should resize the image to make sure that it is no larger than 600 pixels on its longest edge.