1. Who we are
Photo 51 CIC is a community interest company (company no. 16605213) delivering film, music, podcasting, digital skills and youth enrichment programmes across London. We are the data controller for the personal information we hold.
Registered address: 5 Brayford Square, London E1 0SG
Contact: info@photo51.org.uk
2. What information we collect
Depending on your relationship with us, we may collect:
- Name, age and contact details
- Parent or guardian name and contact details, for participants under 18
- Attendance records and session registers
- Information about needs, interests or circumstances relevant to our programmes, provided voluntarily
- Photographs or video footage taken during sessions, with consent
- Feedback, evaluation responses, and anonymised views gathered to inform programme reports and service development
- Safeguarding records, where a concern arises
- For staff, volunteers and sessional workers: recruitment information, DBS check outcomes, references, and emergency contacts
3. Why we collect it
- To deliver our programmes safely and effectively
- To meet safeguarding and legal obligations
- To report to funders and commissioners on programme outcomes, anonymised wherever possible
- To produce insight and evaluation reports for commissioners, using anonymised and aggregated information only
- To communicate with participants, families and partners
- To improve our services over time
4. Legal basis
- Legitimate interests: to deliver and improve our community programmes.
- Consent: for photographs, video, non-essential communications, and the use of anonymised views in reports. Where a participant is under 13, consent is obtained from a parent or guardian; for older children we assess capacity and involve parents or guardians as appropriate.
- Legal obligation: for safeguarding and statutory compliance.
5. Who we share it with
We do not sell personal data, and we do not share it with third parties for commercial purposes. We may share information with:
- Partner organisations involved in delivering a specific programme, limited to what that delivery requires
- Funders and commissioners, where required to evidence outcomes, anonymised wherever possible
- Statutory agencies (police, children’s social care) where safeguarding obligations require it: safeguarding overrides consent where a child is at risk
6. How long we keep it
- Attendance and session records: minimum three years
- Safeguarding records: minimum seven years, stored separately and securely
- Photographs and video: until consent is withdrawn or the consented purpose is complete
- Anonymised evaluation and insight data: retained as programme evidence; it contains no identifiable personal information
7. Your rights
- Access the personal information we hold about you
- Request correction of inaccurate data
- Request deletion of your data, subject to our legal obligations
- Withdraw consent at any time for consent-based processing
- Complain to the Information Commissioner’s Office (ico.org.uk) if you believe your rights have been breached
To exercise any of these rights, contact info@photo51.org.uk. Young people can exercise these rights themselves where they have the capacity to do so; parents and guardians can act for younger children.
8. Photographs and video
We only photograph or film participants with explicit written consent (parental or guardian consent for under 18s), completed at the start of each programme and specific to the intended use. Consent may be withdrawn at any time. Images are never used beyond what was agreed at the point of consent, and never in a way that could identify a young person as connected to a sensitive programme.
9. How we keep it secure
Personal data is held in secure, access-controlled systems. Safeguarding records are accessible only to the Designated Safeguarding Lead and Deputy. Paper records, where unavoidable, are stored locked and transferred to secure digital storage promptly.
10. Changes to this notice
We may update this notice from time to time. The current version is always available on request and at photo51.org.uk.
Photo 51 CIC · 5 Brayford Square, London E1 0SG · info@photo51.org.uk · photo51.org.uk