This Policy covers the digital and photographic recording of Webinars, Live Broadcasts and Events hosted by the Society, and covers all persons attending or participating in these events.
Purpose and lawful basis for processing
Our purpose for collecting this information is so we can facilitate the video conference, webinar or live broadcast event and provide wider access to its content.
The lawful basis we rely on for processing your personal data is Article 6(1)(e) – public task.
Extent of Recording at Specific Events (further event types will be added as appropriate)
Zoom Meeting or Presentation: any presentation (such as a PowerPoint slide show and video clips will be visually recorded, along with the audio of the host, presenter and any persons engaging with them (such as within a question and answer session). The visual recording does not capture images of any persons present (such as images sent from your camera).
Under normal circumstances we do not anticipate that any member of the audience will be identifiable from the recordings made. Where they are, consent will be sought in accordance with this policy.
What we need
If you are an attendee or presenter at one of these events, we will need an email address to communicate with you.
We record some events, and all presenters will have their image and audio captured in the recording. If you are an attendee, you may have the option of sharing your image and audio during the session. If you choose to do so, this will also be captured in the recording.
In this document the terms ‘Record’ and ‘recorded’ also includes the taking of photographs and digital images.
Some events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.
If an event is being recorded, we will always notify you in advance. You will also be reminded of this fact at the start of any recording, either verbally or visually.
You may also be asked to sign a consent form specific to the event to which you are attending.
What we do with it
We use your email address to provide you with the event ticket and details. This will include information about any recording taking place. For recorded events we will also email you a link to the recording once the event has concluded.
For some events we may publish the recording on our website, or YouTube channel so this is accessible to a wider audience. If an event recording will be published, we will always notify you before the event.
You will also be notified if access to recording is restricted to member only or to the wider public.
We don’t publish delegate lists for video conferences, webinars or live broadcast events but your name and image may be visible to others in attendance during the event.
What are your rights?
You may contact us at any point and ask us not to use your recording for any new purposes. Remember that once a recording is published and in circulation it may be copied and used by others. If you ask us not to use the recording in future we will comply with your request and will contact third parties and tell them you have withdrawn consent, but we cannot guarantee that they will remove the recording from circulation.
You have the right to request a copy of the information we hold about you, the right to ask us to rectify, erase or restrict processing of your data, the right to ask for data portability, the right to object to automated decision making, and if we are relying on consent the right to withdraw consent at any time. There are some exemptions to these rights.
If you wish to exercise any of these rights, please contact The Membership Secretary.
For more information on your rights, please see our Data Protection page.
Ownership and Retention
Images will be held in accordance with the General Data Protection Regulation. I understand that images on websites can be viewed throughout the world and not just in the UK and that some overseas countries may not provide the same level of protection to the rights of individuals as UK legislation provides.
Recordings may be kept and used permanently once they are published and be kept as an archive of the Society.
The relevance of all retained recordings shall be reviewed at least every 5 years and, where possible and relevant, renewed consent will be sought from the participants.
Images captured in the video recordings and/or photographs will be the copyright of the Isle of Wight Family History Society, and any other intellectual property which arises in the photographs/recordings will also belong to the Society.
By agreeing to be recorded you irrevocably assign all property rights to the recordings to the Society and to waive all rights in your performance in the film and/or recordings.
This does not have any effect on the ownership of and rights to any material owned and provided by any speaker or guest as part of any talk or presentation made by them.
Do we use any data processors?
We use Zoom to deliver our webinar and live broadcast events. We use YouTube to publish the recordings of some events. These sites all drop non-essential cookies.
IOWFHS February 2021