Photography, Video and Privacy Policy

Last Updated:

1. Introduction

The Medic Life (“we”, “us” or “our”) may take photographs, record video and capture audio at our online and in-person events, workshops, courses and other activities.

This policy explains how we may capture, use, store and share photographs, video recordings and other media featuring event attendees, and how we protect your privacy.

We respect the privacy of our attendees and provide opportunities for individuals to opt out of photography and filming, as outlined in this policy.

2. Photography and Filming at In-Person Events

We may take photographs and record video during in-person events for purposes including:

  • Documenting our events and activities.

  • Sharing highlights and updates on our social media channels.

  • Publishing content on our website and other digital platforms.

  • Promoting our events, courses, services and educational resources.

  • Producing marketing and promotional materials, including advertisements.

We will aim to make attendees aware when photography or filming is taking place. We will take reasonable steps to respect attendees' privacy and avoid capturing or publishing inappropriate, sensitive or unnecessarily intrusive images.

Opting Out of Photography and Filming

If you do not wish to be photographed or filmed at an in-person event, you must notify us using one of the following methods:

  • Before the event: Email admissions@themediclife.com at least three days before the event.

  • On the day: Inform a member of our team when you register at the event.

We will take reasonable steps to ensure that your wishes are respected and that you are not intentionally included in photographs or promotional footage.

Please be aware that, while we will make reasonable efforts to accommodate opt-out requests, we cannot guarantee that you will never appear incidentally in background footage or group photographs. If you have particular concerns, please speak to our team at registration.

3. Online Events and Recordings

Our online events, webinars, workshops and courses may be recorded for educational purposes.

Recordings shared with attendees after an online event will feature presenters only. Attendees will not intentionally be included in these shared recordings.

We will take reasonable steps to ensure that attendee cameras, microphones, names, chat contributions and other identifying information are not included in recordings distributed after the event.

Separate photographs, screenshots or promotional footage may occasionally be captured during online events for marketing purposes. Where these may feature identifiable attendees, we will respect opt-out requests as outlined below.

4. How We Use Photographs and Promotional Media

Photographs, video footage and other promotional media may be used across The Medic Life's communication and promotional channels, including:

  • Our website and blog.

  • Social media platforms.

  • Email communications and newsletters.

  • Digital advertisements and other marketing materials.

  • Presentations, event recaps and promotional publications.

We will use media in a manner consistent with this policy and applicable data protection law.

We will never publish or use an attendee's name alongside a photograph, video, recording or testimonial without their explicit consent. This includes names in captions, tags, credits and other accompanying text.

We will also seek explicit consent before using an identifiable attendee's testimonial or presenting their comments as an endorsement of The Medic Life, where consent is the appropriate legal basis.

5. Children and Young People

The Medic Life events may be attended by individuals under the age of 18. We recognise the importance of protecting the privacy and interests of children and young people.

We will take particular care when capturing and using images or recordings of under-18s. We will not publish an under-18 attendee's name alongside their image or recording without explicit consent.

Parents, guardians and young attendees may contact us before an event or notify our team on the day to discuss concerns or opt out of photography and filming.

6. Data Protection and Privacy

Photographs, video recordings and audio recordings may constitute personal data where an individual is identifiable. We will handle such material in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We will:

  • Use personal data only for specified and legitimate purposes.

  • Limit access to photographs and recordings to authorised individuals and service providers where appropriate.

  • Take reasonable steps to protect media against unauthorised access, use, disclosure or loss.

  • Retain photographs and recordings only for as long as reasonably necessary for the purposes for which they were collected, unless a longer retention period is required or permitted by law.

  • Use appropriate safeguards when sharing personal data with third-party service providers or platforms.

We will identify and rely on an appropriate lawful basis for processing personal data. Where we rely on consent, individuals may withdraw that consent at any time.

Please note that content published on third-party platforms, including social media, may be subject to those platforms' own privacy policies and may be copied or shared by other users.

7. Your Rights and Requests for Removal

Depending on the circumstances and applicable law, you may have the right to:

  • Request access to personal data we hold about you.

  • Request correction or deletion of your personal data.

  • Object to certain processing or request that processing be restricted.

  • Withdraw consent where processing is based on consent.

  • Raise a concern with the UK Information Commissioner's Office (ICO).

If you would like to request that an image or recording featuring you be removed from our website or promotional materials, or if you have any questions about this policy, please contact us at admissions@themediclife.com.

We will consider and respond to requests in accordance with applicable law. We cannot guarantee the removal of content already shared by independent third parties or copied elsewhere online, but we will take reasonable steps within our control where appropriate.

8. Contact Us

If you have any questions about this policy, wish to opt out of photography or filming, or want to exercise your data protection rights, please contact:

Email: admissions@themediclife.com

9. Policy Updates

We may update this policy from time to time to reflect changes to our events, practices or legal obligations. The latest version will be made available through our website or relevant event registration materials.