Images of people, including photographs and films, are categorised as sensitive personal information under UK Data Protection law. As such, they must be handled in accordance with the law. If you are submitting such images to the College, whether for publication in a work you are writing or for the RCOG Media Library, you should ensure that the subject has completed the appropriate consent form. The consent form or a copy of any perimeter signage or printed warnings must be submitted to the RCOG Media Library administrator or the Publications department.
- Individual Consent Form - to be completed by each person in a photograph or film.
- Verbal Consent Form - to be completed by the photographer or contributor only if the gathering of individual consent forms is not possible.
- Parental Consent Form - to be completed by the parent, guardian or carer of a subject if he or she is under the age of 18.
- Perimeter signage - If you are photographing or filming an event at which many people will be present, please warn delegates by using perimeter signage explaining your intentions. The document given here is intended to be a sample which you may adapt for your needs.
- Printed warnings - If you are organising an event with a printed programme, you may like to include a notice about filming and photography in the brochure.
- Celebrities and dignitaries - Visiting celebrities and dignitaries can expect to be photographed or filmed during their official duties however it is polite to let them know in advance. The wording suggested here can be adapted to suit your needs.
If you are interested in seeing the College's full guidance on managing images of people click here (pdf).
Each submission of images for the RCOG Photo Library should be accompanied by a completed image record form. If you would like to send your images and image record form(s) electronically, please download the Word version of the form. Complete the sections required and save the document, then email it to us with your images. Otherwise, download and print the pdf version and return by post.
- Word version of Image Record Form - to be downloaded, completed and returned by email
- PDF version of Image Record Form - to be printed out, completed and returned by post.
To discuss submissions of images to the College, publications@rcog.org.uk.
Guidance on finding images
This online tutorial will help you to locate copyright-cleared images on the Internet, for use in learning and teaching materials or in publications. The website provides a tutorial on how to find out the licence/copyright status of images, and where to go to look for images.