Privacy – 15.9. When you provide us with your stories and images (video, stills, audio recordings)

Purpose of processing

When you agree to let us use your stories, images and audio recordings to help provide support to others or promote the work of Leeds Cares, we need to process your data in order for us to be able use your material.

What information we need

We may require the following information:

  • Name and address
  • Email address
  • Phone number
  • Details of any disability or health information (classed as Special Category data)
  • Your stories, images/video footage (in part or whole), audio recordings of you.

Legal basis and why we need the information

We will only ever use your stories, images and recordings with your consent which is our legal basis for processing data on this occasion. We will ask you to record your consent via a consent form which describes how your information will be used and gathers your explicit agreement for the use of your images, stories and recordings.

You can withdraw your consent at any time, but please note that Leeds Cares will be unable to withdraw any materials once printed/distributed.

If a third-party asks to use your story/images/recording for their own purposes, we will contact you for your consent.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may pass the data to third parties to promote the work of Leeds Cares and to publicise your story.  These are the types of services/organisations we may engage with:

  • Magazines
  • Publications
  • Press/Media
  • Billboards
  • Advertising agencies
  • External PR agencies
  • Photographer (supplier)
  • LTHT and other NHS Trusts

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

Whilst Leeds Cares will not transmit this data outside of the EEA, we will not be able to ensure the data does not go out with the area once it reaches the public domain.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.