Use of personal Images

This information applies to anyone who attends an Oakhaven event or activity or who accesses Oakhaven premises, whether you are a member of the public, an invited guest of Oakhaven, a volunteer or a member of Oakhaven staff. Oakhaven Hospice obtains and uses images of individuals (which could be photographs or moving films) within Oakhaven and publicly in the following categories of materials:

• Information leaflets, brochures, flyers and other promotional materials
• As part of an advert or advertisement feature
• On our website, intranet, or the websites of our partners and/or sponsors
• In promotional videos created by the organisation
• In non-Oakhaven publications which our marketing team has approved and authorised.

This page explains how we manage the taking and use of these images in compliance with the data protection legislation.

When and how Oakhaven obtains images

We often take photographs or films at events that we host or activities that we ask people to attend, so that we can use them for marketing purposes. In addition, we sometimes take photographs of individuals on Oakhaven premises.

Events and activities

If you are attending one of our events or activities and you don't want your image to be used then you can usually opt out. Just let the photographer and a member of our staff know. That way we will instruct our photographer not to take any images of you and to delete any images already taken. You are also advised to take steps yourself to stay out of the shot, as you may appear in the background in error. However for very large scale events, we will not be able to prevent the taking and use of your image by our photographers: if you have any concerns about this, please contact us ahead of the event.

Pre-arranged photography

This applies if we collect your image as part of a specific activity focused on you. In these circumstances we will ask you to sign a consent form to confirm whether you are happy for us to use the image as outlined above, and we will only photograph you and keep your image where you have signed the form.

Photographs supplied by staff and volunteers

If you provide Oakhaven staff or volunteers with your own image, this will be taken as indicating your consent to use the image for the purposes above. If you send us photographs or films which include anyone else, you will need to read the guidance at the end of this page.

Legal basis

Under the data protection legislation we need to provide information about the legal basis on which we process images (“processing” covers the taking, storage and use of your image for the purposes outlined above).

The legal basis for our processing of images is usually that this is necessary for legitimate interests pursued by Oakhaven. By providing the information and guidance set out in this document, and ensuring that we use images in an appropriate way, we aim to ensure an appropriate balance between these Oakhaven interests and the privacy rights of the individuals.

However if we have asked you to sign a form to confirm your agreement to our use of your image, the legal basis for processing will be consent.

Storing your image

We will keep your image securely in our image library for a maximum of ten years with a view to using it for the purposes set out above, or for as long as we are continuing to actively use it in one of these ways. On request we will delete your image from our records: please let us know on Marketing@oakhavenhospice.co.uk if you wish to withdraw any consent you have given for use of your image or you object to our continued use or storage of it.

Images taken by third parties

The information above applies to Oakhaven's use of images which are taken by or on behalf of Oakhaven or provided to Oakhaven for our use. Please note that Oakhaven may not be able to restrict or prevent the taking and use of images by third parties who are present at our events or activities or on our premises, but who are not taking images on behalf of Oakhaven. You can let us know if you have concerns about photography by third parties and we may be able to help you approach the third party about your concerns. However it is likely that any formal action to prevent use of your image by a third party will need to be taken by you.

Questions or concerns?

If you have any concerns about use of your image or wish to raise any objections in the future, you should contact marketing@oakhavenhospice.co.uk.

Information about other processing of your personal information by Oakhaven is provided in our privacy policies.