Under the data protection act, you have to get the permission of people you use in photos if their identity can be recognised. the only people exempt from this are newspapers as their photos are in the public interest. If you took someones photo and did not get their permission, that person is legally entitled to ask you to remove their image which could mean costly pulping of print materials.

You are also supposed to get their permission for all uses of their images so your permission form should give all eventualities- web, brochures, leaflets etc - to cover yourself/.

This is for both for photos taken indoors and photos outside although there is some lee-way with outdoors in that you only have to get permission of those who are close up, so you don't have to get permission of those in the background.

When it comes to permissions it is a little easier! You just have to prove that the people photographed were aware their photo was being taken and had an opportunity to say if they didn't want to be photographed. At events this can be by having notices around the building, or handing out leaflets and the photographer wearing a clear label saying they are the photographer. At conferences, this can be in delegate packs. With smaller grouped you can get people to sign a consent form.

For under 18s you absolutely have get consent from a parent or guardian.

In the end, its up to you how cautious you want to be. My colleague had to pulp 80,000 leaflets because we didn't have permission of a child to be used - a costly mistake!

Hope that helps

Barbara keating

----- Original Message ----
From: "Grant, Laura" <[log in to unmask]>
To: [log in to unmask]
Sent: Tuesday, 13 March, 2007 1:30:38 PM
Subject: Re: [PSCI-COM] case study and photo permission

Hi Amy

I do some work for Aimhigher Greater Merseyside and they have a publicity consent form on their website which you may find useful as a starting point. They ask schools to ensure that only students that have permission are used in photos so its up to the school to get forms from parents, which many now do as standard for every student. The form could easily be adapted for use with individual young people and their parents

the url is http://www.ahgtm.ac.uk/projects/?page_id=1136

cheers

Laura

..........................................................

Dr Laura Grant

Science Communication Unit

University of Liverpool

0151 794 1313 or 794 6795

07920 816671

From: psci-com: on public engagement with science on behalf of Barbara Zanditon
Sent: Tue 13.3.07 13:09
To: [log in to unmask]
Subject: Re: [PSCI-COM] case study and photo permission

Dear Amy,

Some websites have a note asking you to seek permission to use their address usually hidden at the bottom of the page and as a courtesy I'd ask permission; I've never written a case study that wasn't signed off by the organisation/people it's about. I am currently writing some case studies for a client in the private sector and we ask permission to write the case study; I interview a representative from the organisation to understand how they experienced the work my client carried out; and they ultimately sign off the case study before publication. If you want to use logos I believe you also need permission. I don't think my client gets a formal written consent but there would have been an exchange of emails to confirm what was agreed (emails are legal documents). Is the work seen as confidential? In that case you'd definitely need consent. But, I don't know what the circumstances are of your case studies. For myself, I'm not sure I understand writing one without input from your client - surely you'd like them to say how lovely you are particularly if you are using these to demonstrate your expertise, competence and ability to deliver your services effectively so that you will continue to get clients through the door/funding/etc?

Sarah's quite right about photographs of children. I know it sometimes stops people from using photos - because they do need to gain written consent. Andy may also be right about photos generally but I do work with people who work with children's groups and they are very very careful re using images and getting consent - as per his playgroup experience.

Just ought to say that I worked for many years in an accounting environment so we always erred on the side of caution and others may have a more relaxed view.

Regards,

Barbara

Barbara Zanditon

29 Pearman Street

London SE1 7RB

+44 207 928 1053

+44 771 570 4832

http://www.artafterscience.com/randomness/index.htm

From: psci-com: on public engagement with science [mailto:[log in to unmask]] On Behalf Of Sarah McLusky
Sent: 13 March 2007 11:28
To: [log in to unmask]
Subject: Re: [PSCI-COM] case study and photo permission

Hi Amy

With regard to case studies I would have thought that any information already in the public domain (e.g. website addresses) can be used without permission but any specific details of projects would need permission but a verbal agreement is probably sufficient.

As for photos, you definitely need permission for any children (under18) and that permission has to be written and from their parents. It is also good practice not to name any individual children shown in pictures.

Hope this helps

Sarah

Dr Sarah McLusky

Sparks Education

18 Stannington Place, Newcastle NE6 5HT

t/f: 0191 209 6077, m: 0788 167 4083

e: [log in to unmask],

w: www.sparkseducation.co.uk

-----Original Message-----
From: psci-com: on public engagement with science [mailto:[log in to unmask]] On Behalf Of A C S
Sent: 12 March 2007 16:45
To: [log in to unmask]
Subject: [PSCI-COM] case study and photo permission

I work in PR for a small charity and would love some help clarifying what type of permission we need to share information and photos.

CASE STUDIES:

When staff write a case study do they need to have permission from the business before sharing that information (details of their project and results) with the media and/or include it on our website and in our marketing materials? If so what type of permission will do, oral, written, does it need to be form that includes certain wording of any type?

PHOTOS:

Do we need written permission from everyone we photograph to use the photos in marketing materials/send to media, or do we just need permission when we photograph the faces of children? In that case what type of permission is acceptable? Can a teacher give this permission or does it have to be the parent?

Any information about this is greatly appreciated.

Thank you very much

Amy

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