Photography & Filming Policy
COONEY EVENTS
Cooney Events may capture photographs, audio, and video recordings at events for promotional, marketing, archival, and documentation purposes. This policy outlines how such media may be collected, used, and managed, and explains the rights of attendees, clients, and supplie
1. Introduction
Cooney Events (“we”, “us”, “our”) may take photographs, audio recordings, and video footage at events we organise or manage. This policy explains how we collect, use, store, and protect personal data in the form of images and recordings, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What We Capturen
Photography and filming may include:
- Attendees, guests, speakers, performers, and staff
- Event activities, crowd shots, and venue imagery
Images and recordings that clearly identify an individual are considered personal data under UK GDPR.
3. Lawful Basis for Processing
Under UK GDPR, Cooney Events relies on the following lawful bases:
- Legitimate Interests – for general event photography and videography used for promotion, marketing, reporting, and documentation, where this does not override individuals’ rights and freedoms.
- Consent – where:
- Individuals are clearly identifiable and the image is the main focus
- Children or vulnerable individuals are involved
- Footage is used for targeted commercial campaigns or advertising
4. Use of Images & Recording
Media captured may be used for:
- Website and social media content
- Marketing and promotional materials
- Press and media communications
- Event reports, presentations, and archives
We will not use images in a way that is misleading, inappropriate, or likely to cause distress.
5. Notification & Transparency
- Clear signage will be displayed at events stating that photography and filming may take place.
- Where practical, attendees will be informed in advance via event communications or ticket terms.
6. Children & Vulnerable Individuals
- We will not knowingly photograph or film children as identifiable subjects without parental or guardian consent.
- Reasonable steps will be taken to avoid capturing identifiable images of children where consent has not been provided.
7. Your Rights Under UK GDPR
Individuals have the right to:
- Request access to images or recordings containing their personal data
- Request rectification or erasure (“right to be forgotten”)
- Object to processing based on legitimate interests
- Withdraw consent at any time where consent is the lawful basis
Requests can be made using the contact details below.
8. Opt-Out & Objections
- Attendees who do not wish to be photographed or filmed should inform a member of the Cooney Events team at the event.
- We will make reasonable efforts to respect objections but cannot guarantee exclusion from crowd or wide-angle shots.
- Post-event removal requests will be reviewed and actioned where reasonable and lawful.
9. Third-Party Photography & Media
- Accredited third-party photographers, videographers, sponsors, or media outlets may be present.
- Such parties act as independent data controllers and are responsible for their own GDPR compliance unless otherwise agreed in writing.
10. Data Storage & Retention
- All images and recordings are stored securely with access restricted to authorised personnel.
- Media is retained only for as long as necessary for the purposes for which it was collected.
11. Photography & Filming by Attendees
- Personal photography and filming for private, non-commercial use is generally permitted unless otherwise stated.
- Flash photography, tripods, drones, or professional equipment may be restricted depending on the venue or event type.
- Commercial use of images or recordings taken at Cooney Events without prior written permission is strictly prohibited.
12. Contact Details
To exercise your data protection rights or raise concerns, contact:
Cooney Events
Email: cooneyevenys@gmail.com
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
