Guildhall Young Artists consent for photographs and recordings

The following information is for parents/guardians/carers of students at Guildhall Young Artists, and explains how we will use photographs and recordings of the children/young people in your care. Consent is given within the Guildhall Young Artists application form.

Consent for photographs and recordings

To be read by the parent/legal guardian 

Guildhall School of Music & Drama and its Guildhall Young Artists network (referred to collectively as “Guildhall School”), is a department of the City of London Corporation (“the City of London”) and the City of London is the data controller for the processing of your personal data. Please see Guildhall School’s privacy notice here. 

1. Use of photographs and recordings 

Guildhall School may use photographs and recordings (video and audio) of children and young people in your care for internal and external promotion of Guildhall School. These photographs and recordings may be used in print and digital media formats, including: 

  • Guildhall School website 

  • Social media channels 

  • Guildhall School prospectus 

  • Posters, leaflets and other printed material  

  • Digital communications such as email newsletters and e-flyers 

  • Press and media  

  • Advertisements 
     

2. Sharing photographs and recordings 

We may share photographs and recordings with third parties where Guildhall School has a partnership agreement or contract in place, such as:  

  • Event organisers or organisations, for example, sharing a photograph or recording with a concert venue where students are performing 

  • Advertising agencies or suppliers, for example, sharing a photograph or recording to be used as part of a marketing campaign or advertisement 

  • Photographers, video production companies and designers who help us to produce promotional content 

  • Schools and colleges that host or have an affiliation with our Guildhall Young Artist centres 

  • Guildhall’s media relations agency, who place coverage of Guildhall School in the media 

  • Current or potential funders such as charitable trusts 

We may also occasionally directly share photographs and recordings with relevant press and media. In these circumstances we will request that photographs and recordings are only used in relation to Guildhall School publicity and are not shared or used beyond this purpose. We will not supply the name of a child/young person or any other identifying information along with their photograph, unless we have permission from you to do so. 

As City of London is the data controller for the School, photographs and recordings may be shared in City of London publications to promote the Guildhall Young Artists network.  

We may also share photographs and recordings with other parents, carers or guardians for their personal use, for example if a concert recording is requested, which features the child in their care.  

Should a photograph or recording be shared for this purpose, this will be shared via a secure platform or transfer. Please note that whilst Guildhall School will discourage photographs and recordings from being shared beyond the immediate parent, carer or guardian, we cannot control their actions beyond this.  
 
To comply with the Data Protection Act 2018, we need permission to use photographs and recordings of the children and young people in your care. 

Please complete the consent section within the Guildhall Young Artists application form. (Full conditions are set out below). 

Conditions of use 

  • Consent will be valid for five years from 30 September in the academic year the child in your care first joins the centre (or the academic year in which you give consent if the child in your care is already at the centre). If you leave the centre before the five years is completed, the photograph and recording may still be used. Should we wish to continue using the photograph and recording beyond five years, we will re-seek your consent.  

  • We will never disclose personal information of any child or young person, unless: 

    • We are required to do so in order to comply with a legal duty and/or  

    • We have your specific permission to do so. 

  • Please note that websites can be seen globally, and not just in the United Kingdom where UK law applies. 

  • Photos and recordings will be the property of Guildhall School, but the marketing materials specified in section 1 (above) may be shared with external audiences, which includes (but is not limited to) venues, schools and colleges, shops and cafés, press and media.  

  • Whilst we will only share photographs and recordings with third parties such as those listed in section 2 (above), we cannot control others’ actions once in the public domain. 

  • You can withdraw your consent at any time by contacting gya-enquiries@gsmd.ac.uk. Upon withdrawal of consent, Guildhall School will cease using the photographs and recordings of the child or young person in your care in future materials. However, by giving your consent you acknowledge that this will not apply to materials already in circulation. 

How we seek consent 

Parental/carer/guardian consent must be obtained for children and young people attending Guildhall Young Artists, 18 years old and under. The Guildhall Young Artists application form must be completed by the parent/carer/legal guardian of the child/young person (if 18 years old and under).  

In the application form we will request the following three permissions: 

  • Photos/videos: Can we use photographs and recordings of the child/young person in your care for marketing purposes? 

  • Name: Can we use the first name of the child/young person in your care alongside their photograph or recording for marketing purposes? 

  • Creations: Can we share photographs and recordings of the child/young person in your care with other parents/carers/guardians for personal use (for example, if the child in your care is in a photograph with their child) or for Guildhall Young Artists to use for teaching and research purposes? 

By selecting from these options in the Guildhall Young Artist application form, you are confirming that you have read and understood these conditions of use for Guildhall School to use and retain photographs and recordings of the child/young person in your care.