Photography and Videography Data Protection Notice

Who we are

Watershed Arts Trust Ltd ("we", "us", "our") is the data controller for any personal data collected through photography and videography at events held at our venue. 

Our registered address is 1 Canons Road, Bristol BS1 5TX and you can contact our Data Protection lead (Layla Barron, Head of Data and Systems Development) via datacontroller@watershed.co.uk.

What this notice covers

This notice explains how we collect, use, and protect your personal data when we take photographs or videos at conferences and events held at our venue.

What information we collect

When we take photographs or video footage at events, we may capture your:

• Visual image (where you are identifiable)
• Voice (in video recordings)
• Name (if you are identified in captions or metadata)
• Other identifying information visible in the image

This constitutes personal data under UK GDPR.

Legal basis for processing

We process your image and video data on the basis of legitimate interests (Article 6(1)(f) UK GDPR). Our legitimate interests include:

• Promoting our venue, programme and services to potential audiences or conference clients
• Showcasing our venue
• Building our reputation and brand
• Creating marketing materials for our website, social media, and promotional literature

Our Legitimate Interests Assessment

We have conducted a Legitimate Interests Assessment (LIA) and determined that:

• Attendees at professional conferences and events reasonably expect that photography and videography will take place
• The use of images for venue marketing is a necessary and proportionate way to promote our services
• We have implemented appropriate safeguards, including clear signage, accessible opt-out mechanisms, and advance notice (advance notice when possible).
• The benefits of showcasing our venue do not override your fundamental rights and freedoms
• We will not use images in ways that could be harmful to individuals

A record of our full LIA is maintained and available upon request.

Your right to object

You have an absolute right to object to the use of your image for marketing purposes at any time. If you object, we will stop processing your image immediately and remove it from our marketing materials wherever reasonably practicable. To object, please contact us using the details at the end of this notice.

How we use your images

We may use photographs and video footage containing your image for:

• Marketing materials (brochures, flyers, advertisements)
• Our website and social media channels (Facebook, LinkedIn, Instagram, Bluesky, etc.)
• Email newsletters and promotional communications
• Press releases and media coverage
• Internal presentations and case studies
• Online and print advertisements

We will not use your image for any purpose incompatible with event marketing and venue promotion.

Images of children

If children under 13 are clearly recognisable in photographs or videos, we will obtain explicit consent from a parent or guardian before using those images for marketing purposes. Parents and guardians may withdraw consent at any time.

How long we keep your images

We retain photographs and video footage for as long as they remain useful for marketing purposes. After this period, images are reviewed and either archived or securely deleted. If you exercise your right to object or erasure, we will delete your images within 30 days wherever reasonably practicable.

Your rights

Under UK GDPR, you have the following rights regarding your personal data:

Right to object: You may object to us taking or using your photograph or video at any time. This right is absolute for marketing purposes, and we must comply with your objection.

Right to erasure: You may request that we delete images containing your likeness. We will comply unless we have compelling legitimate grounds or legal obligations to retain the images.

Right to restriction: You may request that we restrict the use of your images while we address any concerns you have.

Right to access: You may request copies of images we hold containing your likeness (subject to reasonable identification and search efforts).

Right to rectification: If we have incorrectly identified you in a caption or description, you may request correction.

Right to data portability: You may request a copy of your images in a commonly used format.

To exercise any of these rights, please contact us via datacontroller@watershed.co.uk. We will respond to your request as soon as possible and no later than within one month. If your request is complex or we receive multiple requests, we may extend this but we will keep you informed throughout.

Notice and signage

We will provide clear notice of photography and videography through:

• Advance notification in event communications and booking confirmations (where possible)
• Visible signage at venue entrances and registration areas
• Announcements at the beginning of events (where appropriate)

This ensures you have a reasonable expectation that photography / videography will take place and can make an informed decision about attending or opting out.

How to opt out

If you do not wish to be photographed or filmed, you may:

Before or during the event:

• Inform our venue staff, event organisers, or photographers directly
• Wear a visible "no photography" indicator if provided (such as a coloured lanyard or sticker)
• Position yourself away from photography areas
• Use the designated "no photography" zones if available

After the event:

• Contact us to request removal of specific images
• Exercise your right to object or erasure using the contact details below

We will make reasonable efforts to accommodate your preferences, though we cannot guarantee that you will not appear in wide-angle or crowd shots.

Sharing your information

We may share photographs and video footage with:

• Professional photographers and videographers working on our behalf (under written contract)
• Marketing agencies and designers who create our promotional materials (under written contract)
• Social media platforms where we post content (subject to their terms of service)
• Event organisers who have hired our venue (with appropriate data processing agreements)
• Print and online publishers for promotional features

We require third parties processing images on our behalf to maintain appropriate security and confidentiality. We do not sell your images to third parties or license them for use outside of Watershed’s own marketing purposes.

Third-Party photography

Please note that event organisers, sponsors, attendees, or media representatives may also take photographs at events. Their use of images is not covered by this notice and is their own responsibility. If you have concerns about third-party photography, please raise these with the event organiser.

Security

We implement appropriate technical and organisational measures to protect your images, including:

• Secure storage on multi-factor authenticated systems
• Access restrictions to authorised staff only
• Secure file transfer protocols
• Regular security reviews and updates
• Backup procedures with equivalent security
• Secure deletion procedures when images are no longer needed

International transfers

If we use social media platforms or cloud storage providers based outside the UK, your images may be transferred internationally. We ensure such transfers comply with UK GDPR through appropriate safeguards such as adequacy decisions or standard contractual clauses.

Changes to this notice

We may update this notice from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website and upon request at our venue. The date of the last update is shown at the bottom of this notice.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Live chat: Available on the ICO website
• Post: Information Commissioner's Office, Wylde House, Water Lane, Wilmslow, Cheshire SK9 5AF

Contact us

If you have any questions about this notice or wish to exercise your rights, please contact:

• Address: Watershed Arts Trust Ltd, 1 Canons Road, Bristol, BS1 5TX
• Email: datacontroller@watershed.co.uk
• Telephone: 0117 927 6444
• Data Protection Lead: Layla Barron, Head of Data and Systems Development

For urgent requests relating to ongoing events, please contact venue staff immediately.

Last Updated: 27/11/2025

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