Swansea University Marketing, Recruitment & International Department
Filming / Photography / Biographies / Profiles / Interviews
Note: For the purposes of this Privacy Notice,
“you” or “your” means an individual about whom we are collecting personal data
“we”, “us”, “our” or “the University” means Swansea University
“data” or “visual data” means your personal identification information that you have given us or we have collected and or photographs or moving images of you.
Privacy Notice: Filming / Photography / Biographies / Profiles / Interviews draft v1.1
Identity and contact details of the Data Controller
Swansea University is the Data Controller and is committed to protecting the rights of individuals in line with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR)
Swansea University has a Data Protection Officer who can be contacted by email.
When we collect your personal data
The Creative Services Team may collect your personal data and views through the following methods:
- data collection forms and questionnaires either in person or via our website
- over the telephone via an interview
- via email
- via an interview
- information that you have given to us directly
- a photo or film shoot
What personal data are we collecting?
The Creative Services Team may collect and store the following information about you:
- Contact information (such as address, phone number, email address, social handle)
- Date of birth
- Your activities in preparation for higher education, e.g. attendance at an open day
- Your course of study with us
- Your campus of study with us
- Your current employers name
- Your job title
- Year of graduation/study
- Your views on your time with us
- Your activities during your time with us
- Your communication preferences
- Any questions you have asked or other personal details you have shared with us
- your image on a photograph or in a film.
We consider the processing of your data (and sharing your data with the third parties listed below), in this instance, necessary for the performance of our task carried out in the public interest, i.e. raising awareness of further and higher education options, as a university.
Special Personal Data
Where we are collecting the following information about you, we are relying on your explicit consent, either via email or by completing our data collection form, in order to carry out the processing of your personal special data.
- Personal data
- Revealing racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs, or
- Trade Union membership, and the progressing of
- Genetic data
- Biometric data (for the purposes of uniquely identifying a natural person)
- Data concerning health or
- Data concerning your sex life or sexual orientation.
How your information will be used?
The information you provide will be used by the Creative Services team as follows:
- Your name, contact information and date of birth will only be used to identify you and for the university to contact in relation to your biography/profile/interview.
- Publication on the University’s website and associated sites
- Use in publications, both print and digital, e.g. the prospectus
- On the University’s social media channels, e.g. Facebook, Snapchat, YouTube, etc.
- Use in global press releases
- Use in global advertising
- Use in live broadcasts, and their recordings
- Use at promotional events
- Use in publicity films, e.g. open days
- Use in publicity presentations
- Use in education materials
Who your data will be shared with?
We have a list of approved suppliers that we will share your data with, when necessary, this list includes:
- Printers
- Digital Asset Management Software
- Customer Relationship Management Software
- Media Production Companies, used for filming and editing
- Graphic Design Agencies
How long we will keep the original files?
We will keep the original data for a maximum of five years, after which it will be deleted. We reserve the right to keep data for longer, but we will seek further consent before doing so. Please note that where the data is in circulation due to print or broadcast outside the University the data may exist indefinitely due to the nature of the file type.
Your rights
Data protection legislation provides individuals with a number of different rights in relation to their data. These are listed below and apply in certain circumstances:
Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information or imagery where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request data portability of your personal information. In certain circumstances, you may have the right to require that we provide you with an electronic copy of your personal information either for your own use or so that you can share it with another organisation. Where this right applies, you can ask us, where feasible, to transmit your personal data directly to the other party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact:
Mrs Bev Buckley
Data Protection Officer
Vice-Chancellor’s Office
Swansea University
Singleton Park
Swansea
SA2 8PP
Email the Data Protection Team
Changes to this notice
We will use your e-mail address to inform you of changes to this notice.
Version 1 - last updated: 20 September 2019