GDPR/ Data Privacy compliant for event photography and filming + my template notice to download
I can’t tell you the number of times a client has hired me to take images of their events. Either for workshops, retreats, group coaching sessions, stage events with artists or keynote speakers, corporate conferences, annual general meetings, cocktail parties, weddings, or a company retreats, you name it; I did it.
I will not go into why you should have someone capturing these events or how to carefully choose the right photographer for you, who is going to be an ambassador of your brand or blend with your family in a non-intrusive way.
I am going straight into HOW to do it GDPR compliantly:
If you follow these principles bellow, you are likely to respect people’s privacy and meet the basic requirements of GDPR.
Know what personal data is.
Collect, store, or use personal information only if your group needs to do so for a clear, specific purpose.
Collect, store and use only the minimum amount of data that you need for your purpose.
Do not keep additional data if you don’t know why you need it. You should also not keep data that is no longer needed for a clear purpose.
Make sure people know how to contact you if they want you to have their information removed from your records.
Tell people what data you have on them when they ask and remove it when prompted.
Store data securely.
Make it clear whether data belongs to your group or to you personally. Just because you have access to the group’s contact details, doesn’t mean they are your personal contacts.
It is all about informing, education and inspiring other to join you on any quest.
Being photographed during an event, as a participant, is already a very delicate matter. First, you should be aware that people who pay or travel big for events might not appreciate having to appear in images they have no control of. Photographs in which people can be identified are a form of personal data. Personal data is protected by data-protection legislation, which implies how you or your organizations should treat people’s data to respect their privacy.
INFORM The first and perhaps most important step is to make you inform the people you are photographing in a timely manner. They should also understand how the images will be used. People might have their reasons for not wanting themselves or their children to be photographed. It is essential to respect this.
EDUCATE Why do you need the images, and how will you use them?A confused mind will always say no. If you inform people WHY you take these images helps them understand why they should be part of your photoshoot. Typically it would be to help achieve your aims to grab attention for future events, explain the concept of our event, inspire others to join etc.
INSPIRE Be transparent and show your professionalism. Mention on your announcement how you will securely store the images and when they will be deleted. You can also reassure your attendees that you will not share these images with third parties. Explain why does it help your brand and offer a name and their contact details and invite attendees to inquire there should they not want to be in the images taken during your event or request to delete their pictures at a later stage.
What about children? For one-off events, the person taking photos should check with an accompanying adult before taking pictures of children. If a child’s legal guardian is absent, do not photograph their child. If you do regular activities for children, it is a good idea to get written consent using a simple consent form. Parents and legal guardians can sign this to state that they are permitting for their child to be photographed or filmed and for the images to be used in a certain way. This consent form should include the name of your organization, why you are taking pictures, what they are used for, how long they are kept, and how you can contact you to request that they are deleted. If you are giving the pictures to third parties, you should make this clear too, including individual members of your organization.
If you contract a photographer externally, make sure the copyright owner and conditions are clearly stated in your agreement. If you want to include the copyrights too, not only the reproduction rights, the photographer might ask you a higher fee.
Click bellow to download my GDPR compliant Template notice for photography/filming. Simply fill it in with your (company) details and share it with your attendees.
Great pictures with style, soul and pop. Highly recommended for theatre and private pictures!
Wir, das theater anundpfirsich, sind begeistert von Ruxis Arbeit! Sie hat unser komplettes Improfestival abgelichtet,... einzelne Shows ins perfekte Licht gerückt und ganze Marketingshootings mit uns gemacht. Die Ergebnisse könnten nicht toller sein: Ruxis Arbeit ist professionell, persönlich und die Resultate sind immer grossartig. Wir sind ein grosser Fan! Danke, Ruxi!read more
Me and my sister had a very nice and relaxed photoshoot in Klagenfurt, Austria. we had a lot of fun although it was... raining a lil bit.
Ruxi had great ideas and instructions for us how to pose. We felt like models for one day. Thank you, Ruxi! <3read more
Meine Schwester & ich hatten ein wunderschönes Fotoshooting im paradiesischen Klagenfurt mit der empathischen, lustigen... & einzigartigen Ruxi. 🥰 Es war ein entspannter Nachmittag. An verschiedenen mit Liebe zum Detail ausgewählten Locations in und um Klagenfurt am Wörthersee in Österreich entstanden wunderschöne Fotos. Ich freue mich schon aufs nächste Mal! 😃read more
Nicole Anna Stadler
I already had several photo shootings with Ruxi and am superhappy with the way she works. She is always encouraging her... clients and makes them feel comfortable and relaxed in front of her camera. And the outcome is just awesome! :)read more
I cant recommend Ruxi highly enough! We had a very professional and fun photo shoot and I am very, very happy with the... stunning result. Many thanks again Ruxi!read more
Ruxi makes you feel comfortable in front of the camera because she is such a charming and relaxed woman. She is... incredibly professional and so talented! I'd definitely recommend working with her if you're lucky enough to be able to book a session with her!read more
Sara Cecilie S-Eriksen
Dear Ruxi, thanks for a great photoshoot. It was amazing with all your ideas for posing and your professional guidance-... you really made me feel in good hands and I could relax. And wow the final result- absolutely love it. You really captured what I wanted and I am so satisfied with the pictures. Top rating from my side. A very happy client- Sararead more
It was amazing and so much fun to work with Ruxi. Highly professional with incredibly beautiful photo's as a result.... Making me, as a newly entrepreneur, feel so much more confident and proud! 🙏Thank you!!read more
It was an absolute joy working with Ruxi! The day was well planned and we got some great shots in the studio, in the... city and at sunset on the Uetliberg. Although I felt a little self-conscious in front of the camera Ruxi made me feel so comfortable and assured me I looked beautiful :) Sure enough when the photos came out I was blown away! I couldn’t be happier! My family and friends LOVE my photos and it was all-round an amazing experience which I would definitely recommend ❤️read more
I am very happy with the photographs Ruxi took. They look professional and exactly what I wanted for my new linkedin... profile picture. I will also use them for many different projects because they are very versatile. I can highly recommend Ruxi's photography!read more
I want to put more than 5 stars! Ruxi did an excellent job with taking picture of my team. She is very talented in... making everybody feel good, provides a very easy and safe environment, she is very professional and helped all of us to feel at ease in front of the camera! We are very happy with our pictures and it will for sure help us with our external image. Thanks so much Ruxi!read more
Nina-Thao Zanetti Martin
Nach mehrere Versuche hat unsere Familie (2 Erwachsene, 2 Zwillingssöhne, geb. April 2015) in Ruxi endlich ihre... offizielle Fotografin gefunden :-) Die Anlässen, an denen wir mit Ruxi Highlights in unserem Leben festgehalten haben waren bereits vielfältig. Und immer erfolgreich: - Outdoor Photoshoot
- Studio Weihnachts-Shoot
- Event Shoot (an einem runden Geburtstag)
- Mini Studio Fotoshoots (weil die Mama es sich gewünscht hat) Ruxi hat eine speziell angenehme, freundliche und jedoch wirksame ;-) Art, ihre Sujets vor der Kamera zu "steuern". Das Resultat spricht von sich alleine: unsere Erinnerungen wurden mit WOW-schönen Bildern verewigt. Wir planen bereits das nächste Fotoshoot. Dass sie auch einen sehr guten Humor hat macht sie noch beliebter!read more
We loved Ruxi’s photos!! Not only are the pictures gorgeous, but she’s also a wonderful photographer. A discrete, quick... and efficient presence at the event, she made sure we kept having fun while she photographed small important details, facial expressions and small moments of joy.read more
Ruxi takes superb photos, she's patient and friendly. I highly recommend her!
Ruxi is a talented photographer. She is honest, direkt and cares a lot about the staff aswell as clients. I can really... recommend all the workshops aswell as a private session with Ruxi. Its not just coming in for a photo. Its a experience, feeling comfortable, beeing together. I'm usually the visa, but she managed to take photos of me too and its a great result :-) Thanks a lot.read more
Natalie von Harscher
Ruxi ist zwar eine Fotografen-Freundin von mir, aber ich habe sie als meine persönliche Portrait-Fotografin auserkoren.... Gerade wenn man selbst in dem Genre tätig ist, ist man überaus kritisch. Sie hat das phantastisch gemeistert und wundervolle Fotos für meine Homepage und FB-Seite von mir gemacht. Ruxi ist ein so toller und herzlicher Mensch, es macht Spass sich von ihr fotografieren zu lassen.read more
Adelina Davie Zivkovic
HERZLICHEN DANK RUXI - Danke, dass wir kurz vor Weihnachten noch einen Termin bekommen haben. Das Shooting hat richtig... Spass gemacht, die Atmosphäre war toll und locker und die Bilder die wir bis jetzt gesehen haben fantastisch! Wir sind so froh dich kennen gelernt zu haben und freuen uns jetzt schon auf die Bilder und auf das nächste Shooting mit dem Baby dann! �
Man kann dich nur weiter empfehlen - hast wirklich ein Auge für Fotografie und hast genau das umgesetzt was wir uns vorgestellt haben!
Auf diesem Weg möchten wir dir und deiner Familie noch schöne und besinnliche Weihnachten wünschen!
Sarbatori fericite!read more
We came to Ruxi´s studio for a photo shooting of our 10-days old son. This was our first outing and we had mixed... feelings about leaving home. Ruxi was very supportive from the very first moment, she really made the three of us feel very relaxed and in ease. She was generous with the time and ideas. It was a fantastic and memorable experience from the beginning to the end. Having these beautiful photos from our first period as fresh parents are invaluable. Thank you very much!read more
Maria Oana Sarkadi
Ich habe Ruxi für einen Lebenslauf Fotoshooting gebucht und bin begeistert von dem Ergebnis. Die ganze Erfahrung war... toll; wir haben uns toll unterhalten und ich konnte mich schnell entspannen. Ich kann Ruxi herzlich empfehlen.read more
Ich habe Ruxi für ein People-Fotoshooting in Zürich gebucht und bin überwältigt vom Ergebnis! Hervorzuheben ist, dass... ich ihr das Setting, Motiv und Umfang am Telefon erklärt hatte und sie ohne grosse Vorbereitung sofort die Bilder umgesetzt hat. Ihr Auge fürs Detail, Bildideen, Einsatz der Location, Licht und szenische Darstellung ist hervorragend! Die grossartige Retusche rundete das Paket ab, gab den Fotos die gewünschte Stimmung und Qualität. Ich werde Ruxi auch bei anderen Projekten buchen, an die Community meine wärmste Empfehlung!read more
Liebe Ruxi, vielen herzlichen Dank dass du Teil unserer Hochzeit warst! Es wäre nicht der gleiche Tag ohne dich... gewesen! Es war der beste Tag meines Lebens und ich bin so froh, dass du diesen Moment bildlich festgehalten hast! Ich bin überglücklich, dich kennengelernt zu haben und kann dich zu 100% weiterempfehlen! Vielen herzlichen Dank liebe Ruxi!!!!read more
Liebe Ruxi, vielen Dank für die tollen Fotos die du von mir gemacht hast. Es hat mir grossen Spass gemacht mich von dir... fotografieren zu lassen! Jederzeit und immer gerne wieder!!!read more
Ruxi took great fun pictures for my artistic CV. I saw her working for business pictures too, and she's absolutely... professional. A photographer you can rely on for quality pictures.read more
Ruxi! Thank you so much for great photos! I did not expect them to be so good!!!You are real proffesional. Next time... when I need photos, I will come only to you!=)read more
On wednesday the 1st of June I gave a concert at Barfussbar and Ruxi came to make performing pictures.
It was very... great!
After the concert we did a short shoot at different places at the location and it was nice and easy going to work with her!
I am very happy with the result of the pictures!read more
Ruxi took great photos of our boys and our family. She was so relaxed and kept us at ease throughout the shoot. We love... the results, and it was hard to choose our favourites!read more
I went to Ruxi's studio to get a CV/LinkedIn type photo, with a few others thrown in for fun. I'm so happy with the... headshot, it's perfect - natural but professional at the same time. The other shots took me totally by surprise, I love them. This was my first shoot and I wasn't really looking forward to it, but by the end of it I was really enjoying it and it shows in the photos. We had a great afternoon, thanks Ruxi, highly recommended.read more
Make your trip to Switzerland memorable with Ruxi Balea Photography. Ruxi is a professional photographer who showed... us some of the most beautiful areas of Zurich and took beautiful and authentic pictures of us. We loved the whole experience and we recommend everyone her tours and photography services.read more
Ruxi did our Christmas cards. It was our first family portrait after the birth of our sone 2 years and 7 months ago. We... had a very pleasant experience and although our son was not very well behaved, Ruxi was patient and we always felt at ease. We also got beautiful Christmas cards delivered at our place after a short time from the session. We certainly recommend her.read more
Ruxi took some lovely pictures of our 9month old daughter and managed to capture some really special expressions and... moments. The perfect present for all of the family for Christmas. She worked very professional and we received the pictures very fast.read more
I just opened our gallery of photos… they are wonderful, I am so happy with the results, thank you!!
Our wedding day photos were fantastic. Ruxi was professional, discreat and very nice to work with. We received the... photos back also very quickly. Would recommend again. Thx Ruxi, Ben and Leigh xread more
Ruxi is a wonderful photographer. She's very personal, cares about her clients and has an eye for catching that special... moment behind the camera. I would recommend her to anyone looking for photography needs.read more
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Hey! Thanks for stopping by! My name’s Ruxandra Balea, but you can call me Ruxi. I’m a professional photographer based in Zürich Switzerland, where I make cool things for families and entrepreneurs. If you like my work then don’t hesitate to reach out.
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