Communications and Marketing

Image bank and photography consent

How to access our free image bank and advice on photography consent

University image bank

We maintain a bank of photographs for University staff to use in their teaching, learning, recruitment or marketing activities. All images remain copyright of the University of Edinburgh.

Image bank

The image bank is password-protected.

Image bank password (requires EASE authentication)

If you would like to contribute photographs to the image bank, please contact our Graphic Designer, Susan Halcro.

istock image library

We also offer a free service to use images from the external image library, istock.

istock image library

If you require an image or images from the istock database, please email our designer, Susan Halcro, with the following details:

  • the image's web address
  • what the image is to be used for
  • the date by which you must receive the image(s)
  • your school/department

We will send you the largest size available (for future flexibility of use) and archive it.

Susan Halcro

Senior Graphic Designer

  • Publications
  • Communications and Marketing

Contact details

Availability

  • Working days: Monday - Thursday

Photography consent

If you are commissioning photography or taking your own photographs or video of individuals for University use then you need to make sure that you have a legal basis for processing them – capturing and storing your information and publishing it in print or online.  Records Management publish information on how to comply with data protection requirements when using photographs on the internet or internally.

Records Management: Publishing photography

Notice

In all instances you should display a notice explaining that you are photographing/filming the event. You should also have hard copies of your privacy statement available.

Legal basis

The advice from the Information Commissioner’s Office is that we should use "Legitimate Interest" for processing images and video and that this should be reflected in the relevant privacy statement.

What is Legitimate Interest?

Consent form

If you are:

  • taking photos/videos of specific individuals (during a pre-arranged photoshoot, for example) and;
  • will be capturing and publishing data that makes them identifiable – e.g. name, subject school year of studies etc. and;
  • plan to use this online (e.g.  any webpages/social media) or a print publication which may be hosted online;

You need to ask the subject to sign a consent form, which specifies how the images/video/personal data will be used and where.

The ICO has ruled that anything uploaded to the internet is very likely have an international data transfer and as such, consent may be required to provide a safeguard.

You can download a template consent form below.