Privacy notice: event photos

Who is responsible

The Build Room runs this photo gallery and is responsible for the photos and details collected through it. Contact: hello@thebuildroom.uk.

What we collect

• Photos you choose to upload. Your phone removes location and camera details before upload.
• The name you give, if any, and whether you want it shown next to your photos.
• A random anonymous ID for your phone, kept in a cookie, so we can tell which photos are yours. We don't ask for your email or any account.
• Your choices and any takedown requests, with dates, so we can show we respected them.
• Standard technical logs (such as IP addresses) kept by our hosting providers for security.

Why, and on what basis

To collect photos from the event in one place and share them with the people who were there. Joining and uploading is your choice (consent). Photos can show other attendees; we share them only with people who joined the event, only after an organiser approves them, and we remove them if someone in them asks (our legitimate interest in sharing photos of a community event, balanced by those safeguards).

The gallery is for adult attendees. Please don't upload photos that include children; organisers will remove any that do.

Who can see photos

• New photos are private until an organiser approves them, except photos from people the organiser has marked as trusted (for example a helper taking pictures), which go straight to the gallery.
• Approved photos are visible only to people who joined that event with its QR code.
• Nothing is public, and we don't use photos for advertising or face recognition.

How long we keep them

Each event page shows the date its photos are deleted (normally 30 days after uploads close). Everything is then deleted automatically: photos, names, choices and requests. A photo the organiser decides not to share is deleted sooner, about 24 hours after that decision. Our hosting provider's backups may keep copies for a short further period before they expire.

Services we use

Cloudflare (hosting the website, the database and photo storage, which are kept in the EU) and Resend (sign-in emails for organisers only). Both companies are based in the US and may process limited technical data there under standard data protection safeguards.

Your choices and rights

• Delete any photo you uploaded, at any time, from “My photos”.
• Ask for any photo of you to be taken down using “Remove or report”. It's hidden straight away while an organiser reviews it.
• Not using the app, or want a copy or deletion of your data? Email hello@thebuildroom.uk.
• You can complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how we handle your data.

Opting out controls what this app shares. It can't stop someone taking a photo at the event, so please tell an organiser too.