External photographers are data processors acting on our instructions.
They must be made aware of the University’s procedures for gaining consent and their obligations as a data processor.
There is a University photography agreement template in the toolkit. This assigns an exclusive licence to the University for the images, but allows the photographer to retain copyright.
Ensure you brief your photographer about the need for consent, and provide them with copies of the consent form.
If you don’t have consent, you can’t use the photos (even if you’ve paid for them…).
Brief your photographer carefully about what shots you require (e.g. do you need close-ups or will shots with people in the background suffice?)
Consider whether you need a photographer at an event. If you require close-up shots for promotional purposes, it may be better to commission a separate photoshoot instead.