Hello everybody
We run various educational initiatives and for one of these graduates of the programme will come back for their graduation ceremony.
They are allowed to bring one guest. In order to access the venue we need the guest's name and both the guest and alumni will bring ID with them on the day.
When our graduates register on Eventbrite, we will be asking them to confirm the name of their guest as well as whether the guest has any access or dietary requirements.
A photographer will be present to take some photos of the audience in venue as well as the stage area. Additionally there will be a photo booth set up nearby for any graduates wishing to have their photograph taken.
Guests can choose to be photographed in the photo booth with the alumni they are accompanying and the guest may also be photographed as part of the audience at the ceremony.
The team running the event would like to come up with an option that allows us to take these photographs whilst accommodating the guest's rights under GDPR.
The options they are considering are:
1. To put a notice up in both locations saying that by entering the buildings they are consenting to have their photograph taken
2. At the point of sign-up make it clear to the alumni that a photographer will be present and they must ask their guest to consent to being in venue shots if they wish to attend
3. Notifying them when they collect their badge that photographs will be taken
None of these seem to really satisfy the rights of the individuals and making the event run as smoothly as it could and in particular suggestions 1 and 3 don't seem to be satisfactory at all. Suggestion 2 would have the consent coming third hand which also doesn't seem optimal.
Does anyone on the list have any thoughts on how we can manage the consent for photos as efficiently as possible?
Regards
James
James Davies
Information Security, Risk and Compliance Officer
Saïd Business School
University of Oxford
M +44 (0)7872 419109
T +44 (0)1865 288928
Saïd Business School
Park End Street
Oxford, OX1 1HP
www.sbs.oxford.edu<http://www.sbs.oxford.edu/>
[cid:image001.png@01D3B559.18016DE0]<http://www.sbs.oxford.edu/>
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