Click4Assistance UK Live Chat Software
Skip to main content

Communications photo privacy notice

Who will own my data once I submit it?

We will own your data once it has been submitted.

Why do you need my information?

All of the information you provide is used solely to record details of any permission you have given as to how and when these images may be used. This information will allow us to accurately record when we have your permission to use photographs, where we are allowed to use those images and for what period you are happy for us to use and retain them. We will collect details of:

  • your name
  • the names of any individual you are acting on behalf of (for example a parent of a child, a carer of a vulnerable adult)
  • your address
  • your contact details, either email or phone number
  • and will record these details with any associated imagery.

What allows you to use my information?

We require your details in order to verify that we have your permission to use any imagery and, as such, we rely on your consent in providing this information for that purpose. You have the right to withdraw this consent at any time.

Who will my information be shared with?

Your data will be processed by the Communications team and will not be shared with any other third party and is only used in relation to the images you have given permission for us to use. Your details will be dealt with confidentially and stored on our secure system.

Any use of personal data will be in full accordance with the Data Protection Act 2018. Where we wish to share your image with another organisation, for example the media, we will ask for your permission to do this.

Do I have to provide this information and what will happen if I don't?

You do not have to consent to the use of any photo we take or you may only consent to certain types of usage, and so you do not have to provide us with any information if you do not wish for us to use your photo. Where you do not provide consent for their use, images will be deleted and will not be further retained by us. If you consent to having your photo/video taken, we will need you to complete a consent form to clarify where you agree for the photo/video to be used.Your consent will not apply to any other usage of the images if you only choose to consent to a single named project. Signed consent must be given for images and names to appear on the internet, intranet or social media or they cannot be published in this way.

Agreement for images to appear on the internet does not include social media which we will ask you to consent to separately. Signed consent must also be given for images and names to appear in printed publications, media releases, advertising etc.

If you change your mind, you can withdraw your consent by emailing

How long will you keep this data for and why?

We ask you to consent to the use of images by us for a period of five years from the date of the agreement. Where we wish to retain any images after this period we will contact you and ask for your continued permission but you can withdraw consent and ask for them to be deleted at any time. Personal details we hold on the consent forms will also be deleted once this period has expired.

How will my information be stored?

Your information will be stored on our secure network.

What rights do I have when it comes to my data?

Under data protection legislation you have the right to request access to the information that we hold about you.

To request a copy of your data or ask questions about how it is used, please read our Data Protection and Your Rights page and then submit your request by following your preferred method of contact in the 'How do I ask for my personal information' section.

In certain circumstances, under data protection legislation, you may also have the right to.

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • have inaccurate personal data rectified, blocked, erased or destroyed
  • prevent processing for the purpose of direct marketing
  • object to a decision being taken by automated means

To make a request, follow the instructions on our Data protection for you page.

Who can I complain to if I am unhappy about how my data is used?

You can complain directly to our Data Protection team online or by post.

  • Online: Contact the DPO
  • By post: Phil Orchard, Data Protection Officer, HQ, Nicholas Street, Chester, CH1 2NP

You also have the right to complain to the Information Commissioner’s Office:

Will this information be used to take automated decisions about me?


Will my data be transferred abroad and why?